RFP PDAA 2017_003 Meterlogic Forcasting 2016v3 final edits v2.pdf

REQUEST FOR PROPOSALS

Flood Meteorological Forecasting 2016

For the Water Conservation Board

RFP PDAA 2017*003

1.0 OVERVIEW

1.1 Issuing Office

This Request for Proposals (RFP) is issued by the State of Colorado, Department of Natural Resources, on behalf of the Water Conservation Board (PDAA). All contact regarding this solicitation is to be directed to:

Robert Mitchell Department of Natural Resources Purchasing Office 1313 Sherman #423 Denver, CO 80203

(303) 866-3292 X8631 Fax: (303) 866-5575 Email: robert.mitchell@state.co.us

1.2 Purpose

The purpose of this Request Proposals is to obtain competitive proposals from qualified individuals and firms is to obtain competitive bid proposals from qualified individuals and firms to provide a daily Flood Threat Bulletin for the State of Colorado outlining the anticipated flood threats for that day, as well as a brief discussion of rainfall and snowmelt events from the previous day, along with a very brief and generalized outlook for the coming few days. On Mondays and Thursdays, also include a 2-10 day medium-range outlook, outlining potential problem areas for flooding from precipitation and (if applicable) snowmelt issues. Also on a daily basis, prepare a Storm Total Precipitation Map, a map-based product that depicts statewide and, if applicable, National Weather Service radar site-specific analyses for severely impacted areas. This product may include daily precipitation totals from a variety of publicly available sources to assist both users in assessing storm severity and coverage and The Flood Threat Bulletin and twice weekly outlooks should be issued by II :00 AM each day, and the Storm Total Precipitation Map and commentary should be issued by 9:30AM. This information will be disseminated by website that the selected contractor shall maintain. Miscellaneous meteorological tasks may also be completed as needed.

1.3 Schedule of Activities:

Activity Date Time

RFP posted on the Colorado VSS 02/14/2017 Inquiry deadline for written questions 02/23/2017 4:00 p.m.

Answers posted on Colorado VSS 02/28/2017 Submission deadline 03/13/2017 4:00 p.m.

Evaluation of Proposals 03/14/2017-03/20/2017 Project Award (estimate) 03/24/2017 Project start date (estimate) 04/15/2017

1.4 Submission

All proposals must be received by the Purchasing Office, Department of Natural Resources, Purchasing, 1313 Sherman #423 Denver, CO 80203 no later than the date and time shown in the Schedule of Activities, Submission Deadline. Hard copy submittals/and submittals via the Colorado Vendor Self- Service System (VSS) will not be accepted. See Section 4.0 Submittal for details. It is the responsibility of the proposer to ensure that the proposal is received in the Procurement Office prior to the deadline.

Consultants mailing proposals should allow ample mail delivery time to ensure timely receipt of their proposals. Proposals received after the above date and time will not be considered!

Proposals must be sealed and clearly identified as a proposal for the DNR RFP# PDAA 2017*003 and shall show such information on the outside of the proposal packet. Proposals will not be accepted electronically or by facsimile transmittal.

A responsive proposal must include the items outlined in section 4.0 Submittal.

1.5 Inquiries

Prospective proposers may make written inquiries concerning the RFP to obtain clarification of requirements. No inquiries will be accepted after the date and time specified in the Schedule of Activities, “Inquiry deadline for written questions”. Questions must be submitted in writing via email as an attachment that can be opened by Microsoft Word 2007. Please use the bid number in the subject line of your email and include your name, company name, address and contact information. Send questions to:

Robert Mitchell Purchasing Agent Email address Robert.mitchell@state.co.us

An amendment will be posted on the Colorado Vendor Self-Service System, see 1.7, below. The amendment will respond to all questions submitted regarding the RFP.

1.6 Amendments to Request for Proposals

In the event it should be necessary to revise any portion of this Request for Proposals, an amendment will be posted on the Colorado Vendor Self-Service System website (see 1.7 below).

1.7 Colorado Vendor Self-Service System Website

This solicitation is published using the Colorado Vender Self-Service System on the internet.

Solicitation documents and information (including any amendments or modifications) will be updated with revisions on this site. Go to the Colorado VSS System at:

https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService.

Vendors can self register for this system free of charge, or click on Public Access in order to view documents and modifications without registering. Vendors are encouraged to register prior to, or at the time they submit their Proposal.

1.8 Evaluation Process and Award

Proposals will be evaluated and award made as outlined in section 5.0 Evaluation and Award

1.9 Attachments

The following attachments are included as part of the Request for Proposal:

• Bid Schedule, page 20 https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService

• Model Contract and Colorado Special Provisions

2.0 CONTRACT INFORMATION

2.1 Colorado Contract or Purchase Order

A Purchase Order Contract will be issued to the awarded bidder. The Purchase Order Contract will include all documents associated with the bid including this Request for Proposals, the bidder’s response and the Colorado Purchase Oder Terms and Conditions, which are attached to this solicitation. By submitting a bid, the bidder agrees to the unaltered Colorado Purchase Order terms.

For projects exceeding $100,000, the successful proposer(s), hereafter called Contractor, will be required to enter into a formal contract with the State. The contract will incorporate this RFP, published addenda and the response of the successful bidder, and will include all contract terms and the Colorado Special Provisions.

Single Contract. DNR will enter into a single contract. Any partnerships between firms specializing must be managed in a Prime Contractor / Subcontractor approach. All references to “proposer” or “contractor” or “offeror” throughout this RFP document shall be interpreted to mean the prime responding vendor, except where specifically noted otherwise. Any/all forms signed and submitted by this so defined prime shall be interpreted as acknowledgement of terms and conditions and assumed responsibilities on behalf of all partnered entities (if applicable). The selected contractor will be required to assume responsibility for all goods and services offered in its proposal, and DNR will consider the selected contractor to be the sole point of contact with regard to all contractual matters and responsibilities. The selected contractor must gain prior written approval from DNR for any changes to subcontractors, subsequent to proposal submission.

2.2 Performance Time

Time is of the essence in the performance of the contract, and work shall begin under the Contract as soon as possible after contract execution or the issuance of a State Purchase Order. Contractor agrees to proceed with due diligence, completing all specified work by December 31, 2021 every year the work needs to be completed by December 31.

2.3 Measurement and Payment

Measurement and payment for the project will be based on specific tasks and items outlined in the formal contract. Payment shall be made based on the percentage of completed tasks, as invoiced and approved by the project manager. Pricing shall remain firm for the duration of the contract.

2.4 Insurance Requirements

A. The contractor shall obtain, and maintain at all times during the term of this contract, and require subcontractors to include insurance in the following kinds and amounts:

1) Workers’ Compensation Insurance as required by state statute, and Employer’s Liability Insurance covering all of contractor’s or subcontractor’s employees acting within the course and scope of their employment.

2) Commercial General Liability Insurance written on ISO occurrence form CG 00 01 10/93 or equivalent, covering premises operations, fire damage, independent contractors, products and completed operations, blanket contractual liability, personal injury, and advertising liability with minimum limits as follows:

a. $1,000,000 each occurrence;

b. $1,000,000 general aggregate;

c. $1,000,000 products and completed operations aggregate; and

d. $50,000 any one fire.

If any aggregate limit is reduced below $1,000,000 because of claims made or paid, the contractor shall immediately obtain additional insurance to restore the full aggregate limit and furnish to the State a certificate or other document satisfactory to the State showing compliance with this provision.

3) Automobile Liability Insurance covering any auto (including owned, hired and non-owned autos) with a minimum limit as follows: $1,000,000 each accident combined single limit.

5) The State of Colorado shall be named as additional insured on the Commercial General Liability policies (leases and construction contracts will require the additional insured coverage for completed operations on endorsements CG 2010 11/85, CG 2037, or equivalent). Coverage required of the contract will be primary over any insurance or self-insurance program carried by the State of Colorado.

6) The above insurance policies shall include provisions preventing cancellation or non-renewal without at least 30 days prior notice to Contractor and Contractor shall forward such notice to the State within seven days of Contractor’s receipt of such notice.

7) The contractor will require all insurance policies in any way related to the contract and secured and maintained by the contractor to include clauses stating that each carrier will waive all rights of recovery, under subrogation or otherwise, against the State of Colorado, its agencies, institutions, organizations, officers, agents, employees and volunteers.

8) All policies evidencing the insurance coverages required hereunder shall be issued by insurance companies satisfactory to the State.

2.5 Performance outside the State of Colorado and/or the United States [Not applicable if Contract Funds include any federal funds] Following the Effective Date, Contractor shall provide written notice to the State, in accordance with §16 (Notices and Representatives), within 20 days of the earlier to occur of Contractor’s decision to perform, or its execution of an agreement with a Subcontractor to perform, Services outside the State of Colorado and/or the United States. Such notice shall specify the type of Services to be performed outside the State of Colorado and/or the United States and the reason why it is necessary or advantageous to perform such Services at such location or locations. All notices received by the State pursuant to this §8.C shall be posted on the Colorado Department of Personnel & Administration’s website. Knowing failure by Contractor to provide notice to the State under this §8.C shall constitute a material breach of this Contract.

Contractor Evaluation If the maximum amount payable to Contractor under this Contract is $100,000 or greater, either on the Effective Date or at anytime thereafter, this section applies.

Contractor agrees to be governed, and to abide, by the provisions of CRS §24-102-205, §24-102-206, §24-103-601, §24-103.5-101 and §24-105-102 concerning the monitoring of vendor performance on state contracts and inclusion of contract performance information in a statewide contract management system.

Contractor’s performance shall be subject to Evaluation and Review in accordance with the terms and conditions of this Contract, State law, including CRS §24-103.5-101, and State Fiscal Rules, Policies and Guidance. Evaluation and Review of Contractor’s performance shall be part of the normal contract administration process and Contractor’s performance will be systematically recorded in the statewide Contract Management System. Areas of Evaluation and Review shall include, but shall not be limited to quality, cost and timeliness. Collection of information relevant to the performance of Contractor’s obligations under this Contract shall be determined by the specific requirements of such obligations and shall include factors tailored to match the requirements of Contractor’s obligations. Such performance information shall be entered into the statewide Contract Management System at intervals established herein and a final Evaluation, Review and Rating shall be rendered within 30 days of the end of the Contract term. Contractor shall be notified following each performance Evaluation and Review, and shall address or correct any identified problem in a timely manner and maintain work progress.

Should the final performance Evaluation and Review determine that Contractor demonstrated a gross failure to meet the performance measures established hereunder, the Executive Director of the Colorado Department of Personnel and Administration (Executive Director), upon request by the Department of Natural Resources, Water Conservation Division, and showing of good cause, may debar Contractor and prohibit Contractor from bidding on future contracts. Contractor may contest the final Evaluation, Review and Rating by: (a) filing rebuttal statements, which may result in either removal or correction of the evaluation (CRS §24-105-102(6)), or (b) under CRS §24-105-102(6), exercising the debarment protest and appeal rights provided in CRS §§24-109-106, 107, 201 or 202, which may result in the reversal of the debarment and reinstatement of Contractor, by the Executive Director, upon showing of good cause.

3.2 Performance Monitoring

Performance monitoring for the contract shall include the following:

(a) Performance measures and standards developed specifically for the contract by the governmental body administering the contract. The performance measures and standards shall be negotiated by the governmental body and the vendor prior to execution of the contract and shall be incorporated into the contract. The measures and standards shall be used by the governmental body to evaluate the performance of the governmental body and the vendor under the contract.

(b) An accountability section that requires the vendor to report regularly on achievement of the performance measures and standards specified in the contract and that allows the governmental body to withhold payment until successful completion of all or part of the contract and the achievement of established performance standards. The accountability section shall include a requirement that payment by the governmental body to the vendor shall be made without delay upon successful completion of all or any part of the contract in accordance with the payment schedule specified in the contract or as otherwise agreed upon by the parties.

(c) Monitoring requirements that specify how the governmental body and the vendor will evaluate each others' performance, including progress reports, site visits, inspections, and reviews of performance data.

The governmental body shall use one or more monitoring processes to ensure that the results, objectives, and obligations of the contract are met.

(d) Methods and mechanisms to resolve any situation in which the governmental body's monitoring assessment determines noncompliance, including termination of the contract.

3.0 SCOPE OF WORK

3.1 Background

The purpose of this work is to provide meteorological services for the purpose of flood prediction activities and data collection for other flood-related projects and activities. This work may also provide incidental benefits for water supply planning purposes.

3.2 Work Tasks

Service 1: Daily CWCB Flood Threat Bulletin:

The CWCB Flood Threat Bulletin (FTB) will provide an assessment of flooding threats facing Colorado on a daily basis with a regional/county-specific forecast daily envisioned. The service should be tailored to provide predicted flood threat/severity stages related to an increasing likelihood of flooding. This service is primarily designed for the period of May through September as dictated by the seasonal nature of flooding threats in the state.

The following task is associated with the FTB service:

Daily provision of the FTB: The CWCB Flood Threat Bulletin will be provided as assessment of the flooding threat facing Colorado counties on a daily basis with a basin-specific forecast daily. Content should include narrative of flooding threats and a brief non-technical user specific language but will not preclude a description of the actual factors involved in the statewide outlook for the day.

Deliverable: The FTB is targeted to be issued daily (7-days a week) by 11:00AM via the Internet with a valid, publically-available Internet link to be posted by CWCB. During periods of exceptional flood threat, updates may be issued to the FTB during the operational day to provide additional information to decision makers at the discretion of the contractor.

This format of the FTB will be finalized with the CWCB prior to the start of each operational season in a calendar year with format changes offered by the contractor to be performed at the contractor with no additional expense to CWCB.

Note that the CWCB Flood Threat Bulletin will include information that is determined to be of most use to the Colorado county emergency managers and state officials charged with making crucial decisions.

The presence of the FTB on the Internet may provide valuable information to the recreational population as well as the general public. An email list serve may also be used to disseminate the information to interested parties who sign up for the free service. The selected consultant will be responsible for maintaining the webpage and the email list serve. Costs for this maintenance are included in the above cost.

An additional product to be produced under this service will be an extended Flood Threat Outlook (FTO) product. This product’s intent is to provide a 2-to-10 day outlook for factors that may lead to flood threats in the State of Colorado. This product is intended to provide the emergency management community an extended range outlook for flooding threats for planning purposes. This product will be issued twice-a-week on Mondays and Thursdays by 3:00 PM with minor exceptions made for holidays (ex: Memorial and Labor Day) during this period, assuming that major flood threats are a high-risk threat. In which an FTO on Tuesday and Friday of that week may suffice. This product will be available via the Internet on a publically available website provided by the Contractor.

In addition, the Contractor will be required to coordinate the daily FTB materials (outlook narrative and geographical delineation of flood threats) for other CWCB funded flood threat information projects on a daily basis. At this time, it is envisioned that this data will be made available for these other projects in a GIS-compatible format in cooperation with CWCB staff and/or third-part vendors of these project(s).

Performance timeline: This service will be available from May 1, 2017 (or the date of contract signing or issuance of purchase order, whichever is later) to September 30, 2021. Additional days of service may be requested by the CWCB given meteorological or hydrological conditions subject to discussion between CWCB and the Contractor.

Service # 2: Daily State Radar Precipitation Map: This service involves the production of a Storm Total Precipitation field from the NWS WSR-88D Doppler radar work or post-processing of products thereof from Denver, Pueblo and Grand Junction, Colorado as well as the Cheyenne, Wyoming and Goodland, Kansas sites into a statewide radar estimated precipitation map. A brief discussion of the observed rainfall and flooding events depicted by the Doppler radar network will be included.

The following tasks will be performed:

Task 1: Contractor will prepare a state-wide precipitation map and event discussion using Storm Total Precipitation field on a daily basis from May 2, 2017 (or the date of contract signing or issuance of purchase order, whichever is later) to October 1, 2021. The Statewide STP map will be made available on a daily basis by 9:30 AM and hosted on the Internet by the Contractor at a publically accessible link.

The cost of web-based hosting is to be provided by the Contractor and is included in the proposed cost of this contract.

Deliverable: A daily map with radar-assisted precipitation summaries is to be provided by the Contractor for viewing on the Internet on a publically available web-site. A preferred feature of this product will be for the user community to manipulate the map for the purposes of looking at affected area precipitation analyses in more detail in a more local area would be preferred. This product/map should include, as best as possible, observed precipitation values from the prior 24-hour period as extracted by a number of sources available from local, state, federal and volunteer sources of information.

Performance timeline: Contractor will prepare the Storm Total Precipitation map from May 1, 2017 (or the date of contract signing or issuance of purchase order, whichever is later) through September 30, 2021.

Following the October 1end date for the program each year, the Contractor shall provide a report to the CWCB project manager that contains archived copies of all FTB and STP products issued during the flood season. This report shall be delivered to the CWCB no later than December 31st of that same year.

Service # 3: Other services: Other meteorological services may be provided on an as-needed basis.

Examples of these services include, but may not be limited to, the following:

1) Detailed reconstructions of specific storm/flooding events including a report and/or GIS-based data surrounding the events that may be used by other professionals such as the hydrologic modeling community.

2) Provision of special daily flood forecasts to specific county emergency managers and the provision of other requested services as needed by CWCB.

3) Seasonal or monthly outlooks of sensible weather conditions including precipitation and/or temperature.

4) Specific studies of weather and/or climate variability-climate change and associated factors in the state of Colorado.

3.2 Performance Monitoring

Performance monitoring for the contract shall include the following:

(a) Performance measures and standards

• The CWCB Flood Threat Bulletin will be issued daily (7-days a week) by 11:OOAM via the Internet from May 1 - September 30.

• Flood Threat Bulletin will include information that is determined to be of most use to the Colorado county emergency managers and state officials charged with making crucial decisions.

• Contractor will be required to coordinate the daily FTB materials (outlook narrative and geographical delineation of flood threats) for other CWCB funded flood threat information projects on a daily basis.

• Flood Threat Outlook (FTO) will provide a 2-to-1 0 day outlook for factors that may lead to flood threats in the State of Colorado. The FTO will be issued twice-a-week on Mondays and Thursdays by 3:00PM with minor exceptions made for holidays (ex: Memorial and Labor Day) during this period, assuming that major flood threats are a high-risk threat.

• Daily State Radar Precipitation Map will produce a Storm Total Precipitation field from the NWS WSR-88D Doppler radar work or post-processing of products thereof from Denver, Pueblo and Grand Junction, Colorado as well as the Cheyenne, Wyoming and Goodland, Kansas sites into a statewide radar estimated precipitation map on a daily basis from May l

- October 1.

(b) Accountability.

• CWCB project manager will make sure all the forecasts are issued at the times listed in the Statement of Work and the performance standards.

(c) Monitoring Requirements

• The CWCB will have access to all data collected from the vendor for the purpose of updating the website for flood information.

(d) Noncompliance Resolution

• Replace project personnel from either the vendor or the CWCB.

4.0 SUBMITTAL

4.1 Proposal Format

This section describes the information that must be furnished by the proposer and the prescribed format in which it must be presented. The Department of Natural Resources Requests that proposals be submitted that:

• Include recycled paper as much as possible

• Are printed on 8 ½ by 11” paper

• Are bound to facilitate filing; three-ring binders and bulky submittals are not permitted

• Submit One (1) original and 5 copies of your proposal, along with an electronic copy of your proposal in Word 2003 or 2007 on a disk.

• Proposals must be delivered “sealed” with RFP Number, and Opening Date and Time on outside of envelope. Be advised that telegraphic or electronic offers cannot be accepted.

4.2 Proposal Form / VSS Registration/Eligibility to Do Business in Colorado / Location of

Project Work

a) The completed and signed RFP Submittal Cover Sheet (Page 20) MUST accompany proposals submitted.

b) The proposing firm must be registered on the Secretary of State’s website in good standing at the time the solicitation is due.

c) Please specify if any work under the contract will take place outside of Colorado or the United States.

d) Resident Bidder Preference. When a contract for commodities or services is to be awarded to a bidder, a resident bidder shall be allowed a preference against a nonresident bidder equal to the preference given or required by the state in which the nonresident bidder is a resident.

e) Service Disabled Veteran Owned Small Businesses (SDVOSBs). SDVOSBs, who are incorporated or organized in Colorado or maintain a place of business or have an office in Colorado and who are officially registered and verified as a SDVOSB by the Center for Veteran Enterprise within the U.S.

Department of Veterans Affairs. (www.vip.vetbiz.gov) , may receive a 5% preference on their bid. This preference applies only to the price, and the SDVOSBs must still meet all other qualifications required in the bid.

SDVOSBs claiming this preference shall submit documentation of SDVOSB certification Issued through the U.S. Department of Veterans Affairs in their response to the solicitation. Bid submissions without this documentation will not be given a preference.

f) Out of state bidders (construction only) If the bid or contract price exceeds $500,000 for State Funded projects, the following apply:

i) Colorado statute (§8-19-104 C.R.S.) requires that a comparable percentage disadvantage be applied to a bid from a contractor based in a state that provides a percentage bidding preference. More information is available at www.colorado.gov/spo.

g) A good faith effort must be made by the Contractor to report the use of foreign goods on any public works project. Upon completion of the project, the contractor must report to the Project Manager the total cost and country of origin for each of the five most costly goods used in the project, (§24-103-210 C.R.S.).

http://www.colorado.gov/spo

4.3 Project Approach

Provide information of your firms understanding for this effort the steps or process in how you will implement the various tasks and components and describe how those tasks and components might interact with each other.

4.4 References

Provide three references for similar work with contact information.

4.5 Experience

Provide experience in each of the following, as appropriate to the components for which the proposal are being submitted. 1. Issuance of past forecasts for the State of Colorado. 2. Experience hosting web service and use of social media for outreach. 3 Knowledge of various weather models and hydro climatic indices and their pro and con for various forecasting situations. 4 Experience with GIS.

4.6 Minimum Qualifications

Show one or more relates successfully completed project, demonstrated experience in website management and social media engagement, have at least one Staff member with membership in American Meteorological Society (AMS), and have at least one Staff member that is a Certified Floodplain Manager (CFM).

4.7 Writing Sample

The written proposal will be evaluated for technical writing skills of the bidder.

4.8 Proposers Organization

Provide your team’s organization and the coordination of various disciplines.

4.9 Price

The attached bid schedule (Page 20) by task must be completed and submitted by all proposers, and include a wage rate cost schedule.

5.0 EVALUATION AND AWARD

5.1 Evaluation Process and Award

The Evaluation Committee shall review and score each of the proposals based on the criteria listed below. All proposals will receive fair and equal treatment. Based upon the ranking of the proposals after the initial review, the highest-ranked proposers may be asked to make an oral presentation of their proposals. A combined score based on the written proposal and oral presentation shall serve to determine the top-ranked proposal, however, the presentations will receive a separate evaluation score based on the criteria below. The state reserves the right to check references at any stage of the evaluation.

Offerors should not assume that they will have an opportunity for oral presentations or revisions of proposals, so they should submit their most favorable proposals as their initial proposal. If award is not made on receipt of initial proposals, offerors in the competitive range (those most responsive to the requirements and reasonably susceptible of being selected for award) will be provided an opportunity to make an oral presentation. The competitive range determination will be based on the written proposals, so offerors are cautioned to insure that their proposals adequately convey the soundness of their approach and understanding of the requirements.

The proposal that results in the best value to the State of Colorado shall be recommended by the Evaluation Committee to the Procurement Office for contract award.

While a numerical evaluation method may be used as an aid to evaluation, the selection ultimately is a business judgment that will reflect an integrated assessment of the relative merits of proposals and presentations, (if applicable) using the factors identified below. The State reserves the right to reject any (or all) proposals that pose, in the judgment of the State, unacceptable risks of unsuccessful or untimely performance, unacceptable State resources requirements, or costs exceeding the budget constraints.

5.2 Proposal Form/VSS Registration/Location of project work/Bidder Preferences The proposal for, VSS Registration, good standing status with the Colorado Secretary of State, and the location of project work are required, but will not be scored. Any submittals regarding bidder preferences outlined under 4.2 d), e) and f)/4.2 d) and e) will be evaluated and applied as appropriate.

5.3 Project Approach

The project approach shall be scored based on detail, completeness and the logic of the sequencing of tasks

5.4 References

Will evaluated on the information provided by the references.

5.5 Experience

Will be evaluated on the ability to meet all bullets as appropriate to the components being proposed on, lower scores will be given for no proven experience with weather forecasting in the State of Colorado, little or no experience with website hosting and or social media, lack of understanding of meteorological tools available, and little or no experience with GIS.

5.6 Minimum Qualifications

Will be evaluated on the team’s ability to demonstrate that they meet minimum qualifications, teams that do not have at least one member in the American Meteorological Society (AMS), or that have at least one member that is a Certified Floodplain Manager (CFM) will be disqualified.

5.7 Writing Sample

Will be evaluated that the proposal is well organized and understandable and contains a minimum of grammatical errors, low scores will be given for poorly organized proposals and ones that does not cover all RFP points and contains numerous grammatical errors.

5.8 Proposers Organization

Will be evaluated on the team’s organization and the experience of personal working on the team.

5.9 Price

Price will be evaluated on the lowest and best value provided to the State.

SECTION 6.0 ADMINISTRATIVE INFORMATION

6.1 Proposal Submission

All proposals must be received by the Department of Natural Resources, Purchasing Office, no later than the date and time shown in the Schedule of Activities, Proposal Submission Deadline. Each proposal package shall consist of the items outlined in Section 4.0 – Submittal of this RFP.

A complete proposal package including all elements of the proposer’s response as delineated above MUST be submitted and received by the stated deadline.

It is the sole responsibility of the proposer to ensure that its complete proposal package is received in the Contract and procurement Office prior to the deadline. Proposers mailing their documents should allow ample mail delivery time to ensure timely receipt of their proposals. PROPOSALS RECEIVED

AFTER THE DATE AND TIME STATED IN THE SCHEDULE OF ACTIVITIES WILL NOT

BE CONSIDERED.

Proposals must be clearly identified as a proposal in response this request for proposals, identified by the RFP number, and must show such information on the OUTSIDE of the proposal packet(s). Proposals will not be accepted by facsimile transmittal. All materials submitted shall become the property of DNR and will not be returned unless the RFP solicitation is cancelled prior to the submittal due date, in which case such proposals will be returned unopened, or opened only for identification purposes.

Proposers are advised of DNR’s desire that proposals prepared in response to this RFP be submitted on recycled paper, and that all copies be printed on both sides of paper. While the appearance of proposals is important, and professionalism in proposal presentation should not be neglected, the use of non-recyclable or non-recycled glossy materials is discouraged. In addition, it is requested that proposals be in flat bound form to facilitate filing.

6.2 Amendments to RFP

In the event it should be necessary to revise any portion of this RFP, addenda such as response to written inquiries received by the stated deadline, will be published on the State VSS System at the Internet site, https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService . Proposer MUST acknowledge any/all amendments to this RFP on the cover page of the RFP with signature by a person authorized to bind the proposer. It is the proposer’s sole responsibility to monitor and access the State VSS System for any amendments and to acknowledge and/or comply with all such published addenda as specifically https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService instructed. Failure to acknowledge all amendments as instructed in each/all such addenda may cause rejection of the entire proposal as non-responsive.

6.3 Proposer/Vendor Registration

Proposer registration (Colorado VSS) MUST be current and activated at the time and date of the Submission Deadline, specific to this RFP, and as noted on the Colorado VSS webpage. Proposer registration status is based on the Proposers’ Federal Employer Tax ID Number (FEIN), as provided by the Proposer, on the Request for Proposal (RFP) form. Only Proposers registered by the submission deadline for this RFP will be considered.

6.4 Parent Company

If a proposer is owned or controlled by a parent company, the name, main office address and parent company’s tax identification number (FEIN) must be provided in the proposal document. Regardless of whether or not a Proposer is owned or controlled by a parent company, the responding Proposer’s FEIN, as provided on the RFP Submittal Cover Sheet, shall be the number used to determine registration status.

6.5 Response Material Ownership

All material submitted regarding this RFP becomes the property of the State of Colorado. The State of Colorado has the right to retain the original proposal and other RFP response materials for its files. As such, the State of Colorado may retain or dispose of all copies as is lawfully deemed appropriate. The State of Colorado has the right to use any or all information/material presented in reply to the RFP, subject to limitations outlined in the clause, Proprietary/Confidential Information. Proposer expressly agrees that the State may use the materials for all lawful State purposes, including the right to reproduce copies of the material submitted for purposes of evaluation, and to make the information available to the public in accordance with the provisions of the Public Records Act. Proposals may be reviewed by any person after the award has been published on the Colorado VSS System. Letter has been issued, and announcement made on the State of Colorado VSS system, subject to the terms of Section 24-72-201 et.

seq., CRS, as amended, Public (Open) Records.

6.6 Proprietary Information

All material submitted in response to this RFP will become public record and will become subject to inspection following final proposer selection. Any material requested for treatment as proprietary or confidential must be clearly identified and easily separable from the rest of the proposal. Such requests must include justification for each request. It is not acceptable to label the entirety of the proposal or pricing information as proprietary or confidential.

6.7 Request for Confidential/Proprietary Classification

The State neither requests nor encourages the submission of confidential/proprietary information in response to this RFP. Information submitted will be open for public inspection upon completion of the RFP process and award of contract. Should a proposer want the State to treat certain information as confidential/proprietary, the proposer shall submit a written request, as part of its RFP package, to the DNR Purchasing Director, provided that the submission is in STRICT accordance with the procedures listed below. Adherence to these procedures remains the SOLE RESPONSIBILITY of the proposer. The written request for confidentiality/proprietary classification will be reviewed and either approved or denied by the DNR Purchasing Director. If denied, the proposer will have the opportunity to withdraw its entire proposal, or to remove the proprietary restrictions.

NEITHER COST NOR PRICING INFORMATION NOR A TOTAL PROPOSAL WILL BE

CONSIDERED PROPRIETARY.

PROCEDURES FOR SUBMISSION OF CONFIDENTIAL/PROPRIETARY INFORMATION

A. Written request for confidentiality/proprietary classification shall be submitted, by the offeror, with the proposal documents.

B. The written request will be enclosed in an envelope marked “REQUEST FOR CONFIDENTIALITY/PROPRIETARY CLASSIFICATION,” and attached to the cover of the ORIGINAL copy of the offeror’s proposal that contains the DNR invitation for proposal page with the offeror’s ORIGINAL autographic signature.

C. The written request must state SPECIFICALLY, AND IDENTIFY BY PAGE NUMBER, what elements of the proposal are to remain confidential. The request must also IDENTIFY THE BASIS for the claim of confidentiality/proprietary classification, OTHER than a recitation of a SPECIFIC State or Federal statute.

D. Confidential/propriety information MUST be readily IDENTIFIED, MARKED and SEPARATED/PACKAGED from the rest of the proposal. Co-mingling of confidential/propriety information and other information is NOT acceptable.

E. The DNR Contract and Procurement Manager will make a written determination as to the apparent validity of any request for confidentiality/proprietary classification. This written determination will be sent to the offeror.

F. Proposals not following this procedure may be declared non-responsive by the DNR Purchasing Director and given no further consideration.

6.8 Rejection of Proposals

Pursuant to Procurement Rule 24-103-301 C.R.S., the State of Colorado reserves the right to reject any or all proposals received in response to this RFP, or to cancel this RFP if it is in the best interest of the State to do so. Failure to furnish all information, or to follow the proposal format set forth in this RFP, may act to disqualify the proposal. It is the sole responsibility of the proposer to ensure ALL required signature forms and the requisite number of document copies are included in its submittal package.

In the event DNR elects to NOT award any proposer, or the RFP solicitation is cancelled, all received proposals must be retained as confidential and will not be subject to public inspection. The purpose for this condition is to prevent any future potential offerors an opportunity to review other offerors’ proposals and thereby gain any unfair advantage in submitting future proposals.

Any cancellations occurring before the submittal due date will result in received proposals being returned unopened to the appropriate proposer accompanied by a notice of cancellation letter.

6.9 Incurring Costs

The State of Colorado is not liable for any cost incurred by proposers prior to issuance of a legally executed contract or procurement document. No property interest of any nature shall occur until a contract is awarded and signed by all concerned parties. No reimbursement of travel and other preparatory costs will be considered for those proposers recommended for interview, demonstrations or other subsequent travel prior to award.

6.10 Vendor Past Performance

Each offeror’s past performance will be reviewed as part of the State’s overall evaluation of best value.

This evaluation will take into account past performance information submitted as a part of each offeror’s proposal, including but not limited to, information regarding predecessor companies, key personnel who have relevant experience, and subcontractors performing major or critical aspects of the service(s) if such information is relevant. Offerors without a record of relevant past performance or for whom information on past performance is not available will receive a neutral past performance rating. The State will consider past or current State contracts for efforts similar to the State requirements for this contract. The State will consider information provided regarding problems encountered on the identified contracts and any associated corrective actions.

6.11 Evaluation Criteria

An evaluation will be made by an appointed, impartial evaluation committee tasked with determining the merit of proposals received in accordance with the evaluation criteria defined herein. The recommendations of this group will be forwarded to the DNR Purchasing Director for approval.

Failure of the proposer to provide in its proposal any information requested in this RFP may result in disqualification of the proposal and shall be the sole responsibility of the proposing firm.

During the evaluation process, discussions may be conducted with responding proposer(s) determined reasonably likely of being selected for award. It will be at the sole recommendation of the evaluation committee as to whether discussions for clarification are needed and thereby requested.

The sole objective of the evaluation committee will be to recommend the proposer whose proposal is determined most responsive to the State’s needs and most advantageous to the State of Colorado taking into consideration the price and all evaluation factors set forth herein and as defined in Section 24-103-203(7) CRS.

Specific evaluation criteria are outlined in Section 5 of this RFP, entitled Scoring and Evaluation Criteria.

6.12 Proposal Content/Acceptance of RFP Terms

A submission in response to the RFP acknowledges acceptance by the proposer of all unaltered terms and conditions, as set forth herein. Any proposed exception taken to the State’s Terms and Conditions must be clearly and thoroughly identified and supported and acceptable alternatives must be proposed. Failure to do so shall be deemed a waiver of any rights to subsequently raise exception and/or request modification, except as outlined or specified in this RFP. Submission of exceptions does not guarantee their acceptance, however, and such submittal will be taken into consideration during proposal review and scoring by the evaluation team.

6.13 Conflict of Interest

By submission of a response proposal, the proposer agrees that, at the time of contracting, the proposer has no interest, direct or indirect, that would conflict in any manner or degree with the performance of the required services. The proposer shall further covenant that, in the performance of the contract, they shall not employ any person having any such known interest.

6.14 Proposal Prices

Estimated proposal prices are not permitted unless specifically requested. Proposers are urged to submit prices reflective of as accurate and reasonable predictions of costs as possible. Proposers are alerted that although DNR reserves the right to request a Best and Final Offer, any revisions, including costs, will be closely evaluated by the evaluation committee, towards insuring the elimination of any perceived inequities and unacceptable conditions.

6.15 Selection of Proposal

Upon review and approval of the evaluation committee’s recommendation for award, the DNR Purchasing Office will post the award notice on the Colorado VSS System. Such posting, by itself, does not grant any property interest or right of any nature in the RFP work/services or to contract for the performance of such work/services. Contract terms that are consistent with the RFP and that are acceptable to the State must first be discussed, followed by contract completion and signature by all parties and the State Controller. Only upon final signature by the State Controller does the successful proposer have any interest or rights in the RFP work/services. Therefore, the apparent successful proposer whose award is posted on the Colorado VSS System shall not rely on that letter to make commitments to third parties, and the apparent successful proposer shall not take any actions(s) to prepare for, or start the performance of, the RFP work/services until a contract is fully executed. Further, every effort will be made to have a completed and fully signed agreement on or before the date indicated in the Schedule of Activities unless extended by DNR during the RFP process. If through no fault of the State the parties are unable to agree on contract terms, DNR may elect to cancel the award and make the award to the next most successful/highest ranked proposer.

6.16 Intent to Award

After proposer selection, award will be posted on the Colorado VSS System. Following posting of the award, all interested parties may review the RFP files, including response proposals, by making an appointment with:

Department of Natural Resources, Purchasing Office

ATTN: Robert Mitchell 1313 Sherman Street, Room 423

Denver, CO 80203 Phone: (303) 866-3292 Ext.8631

Email: Robert.mitchell@state.co.us

6.17 Award of Contract

Final award will be made to the proposer whose proposal best meets the evaluation criteria set forth in this RFP and is determined by the evaluation committee to be the most responsive to the State’s needs and most advantageous to the State of Colorado, taking into consideration the price and other factors set forth herein, subject to discussion and execution of an acceptable contract as described above. It is DNR’s intent to make a selection within 60 to 80 days of proposal submission deadline; however, as the evaluation process is dependent upon the length and number of the proposals received, and evaluation committee members’ schedules, the schedule of activities post the proposal submission deadline (i.e., interviews, demonstrations) is strictly estimated, requiring all Price proposals remain firm and valid for award for at least 180 days following proposal submittal deadline.

6.18 Protested Solicitations and Awards

Any actual or prospective proposer who is aggrieved in connection with the solicitation or award of a contract may protest to the DNR Contract and Procurement Director. The protest shall be submitted in writing within seven (7) working days after notification of intent to award as defined as when such aggrieved person knows, or should have known, of the facts giving rise thereto. Ref. Section 24-109-101 et seq., CRS, as amended; Section 24-109-201 et. Seq., CRS as amended; Section R-24-109-101 through R-24-109-206, Colorado Procurement Rules. Protests received after the seven-working-day period shall not be considered. The written protest shall include, as a minimum, the following:

A. The name and address of the protestor;

B. Appropriate identification of the procurement by bid, RFP, or award number;

C. A statement of the reasons for the protest; and D. Any available exhibits, evidence, or documents substantiating the protest.

6.19 News Releases

Proposers shall not issue any news releases pertaining to this RFP prior to execution of a contract. At any time after execution, only news release approved by the DNR Program Manager shall be made.

6.20 Certification of Independent Price Determination

A. By submission of its proposal, the proposer certifies and, in the case of a joint proposal, each party thereto certifies as to its own organization, that in connection with this procurement:

1) The prices in the proposal were arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other proposer or with any other competitor;

2) Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the proposer and will not knowingly be disclosed by the proposer prior to award either directly or indirectly, to any other proposer or to any other competitor; and

3) No attempt has been made by the proposer to induce any other person or firm to submit, or not to submit, a proposal for the purpose of restricting competition.

B. Each person signing the Cover Page of this RFP – certifies that:

1) He/she is the person within the proposer’s organization responsible for…