RFQ26-25.pdf

DOUGLAS COUNTY GOVERNMENT

Finance Department, Purchasing Division

100 Third Street, Suite 130 Castle Rock, Colorado 80104

Telephone: 303-660-7434 www.douglas.co.us

REQUEST FOR QUALIFICATIONS (RFQ)

NO. 026-25

HUMAN SERVICES CLIENT and STAFF GOODS and SERVICES

YOUR RFQ RESPONSE MUST BE RECEIVED NO LATER THAN

NOVEMBER 10, 2025 @ 3:00 P.M.

RFQ CERTIFICATION

The undersigned hereby affirms that (1) he/she is a duly authorized agent for the party responding to this RFQ,

(2) he/she has read all terms and conditions and technical specifications which were made available in conjunction with this solicitation and fully understands and accepts them unless specific variations have been expressly listed in his/her submission, and (3) the RFQ is being submitted on behalf of the respondent in accordance with any terms and conditions set forth in this RFQ.

NAME:

ADDRESS:

CITY: STATE: ZIP:

TELEPHONE NUMBER: FAX NUMBER:

E-MAIL ADDRESS:

BY:

(Printed or Typed Name)

(Written Signature)

TAXPAYER I.D. NUMBER:

Signature constitutes acceptance of all terms and conditions listed on this form and all documents attached.

RFQ responses shall be received ELECTRONICALLY ONLY through the Rocky Mountain E-Purchasing/BidNet System website at (www.bidnetdirect.com/colorado/douglas-county-government). All responses should consist of one

(1) PDF document, without password protection. It is the sole responsibility of the respondent to ensure that their response is received on time. Responses will not be considered which are received after the time stated.

Douglas County distributes solicitation documents through the Rocky Mountain E-Purchasing/BidNet System only.

Copies of solicitations obtained from other sources are not considered official copies and the County cannot attest to their accuracy. All BidNet System questions must be addressed with BidNet Vendor Support at 800-835-4603.

Douglas County Government reserves the right to reject any or all responses, to waive formalities, informalities, or irregularities contained in the said response and furthermore, to award an agreement/contract for items herein, either in whole or in part, if it is deemed to be in the best interest of the County to do so. Additionally, the County reserves the right to negotiate optional items and/or services with the successful respondent.

http://www.douglas.co.us/ http://www.bidnetdirect.com/colorado/douglas-county-government

SECTION ONE ~ GENERAL AND DETAILED PROJECT INFORMATION:

A. Overview:

Through this Request for Qualifications (RFQ), the Department of Human Services of Douglas County Government, hereinafter referred to as the County, respectfully requests responses from responsible and qualified vendors. Vendors responding to this RFQ will be evaluated based on the criteria noted in Section H. below; will be short-listed for each area of work based on their response; and selected as needed for a Public Contract for Services, when appropriate.

The number of short-listed vendors detailed in Exhibit “E” will vary based on the number of qualified submittals received, and the number of vendors needed to accommodate the need. The County would like to have no less than three (3) responses per category. Designation as a short-listed vendor does not guarantee selection or a subsequent Public Contract for Services.

B. Categories of Work:

Descriptions and related information for all goods and services are found in Exhibit “C”. By submitting a response to this RFQ, all respondents acknowledge that they understand and accept the following:

1) For these goods and services, the Department will determine if the vendor is a “contractor” or “subrecipient or subgrantee” per Code of Federal Regulation, 2 CFR Part II §200.331. If the vendor is a subrecipient or subgrantee, that will be stated in a Contract with additional, corresponding requirements identified.

2) Appropriate staff have reviewed the RFQ and understand what is outlined herein inclusive of any updates or changes from prior years’ solicitations.

3) The vendor already does or will comply (by the start date of any Contract) with all of the background check requirements listed in Exhibit “C” and/or the Contract.

4) The vendor understands that the Department cannot predict staff or client needs for these goods and services.

Usage varies by program caseload, the needs of specific individuals within each program’s caseload, and available funding. As such, vendors will not automatically receive a Contract if there is no immediate need, and any resulting Contract is not a guarantee of work.

5) The vendor is able to do business in Colorado, is not suspended or debarred from receiving federal funds, and is not debarred from working with Douglas County.

6) Any vendor staff with “fitness for duty” concerns will not perform work under a Douglas County Contract.

7) Vendor’s internal policies and procedures do not supersede or replace any terms contained within a Contract.

8) These goods and services are for clients/cases referred by the Department of Human Services or its approved partners, and this list of goods and services should not be construed as goods or services clients may independently commission or access and the Department of Human Services are to pay for.

9) All warranties or guarantees normally offered to private-pay clients or the general public also apply for these goods and services.

10) The Department of Human Services may amend or add requirements in a Contract as needed to accommodate court orders, changes in applicable laws or program rules, or specifics of a client/case need.

C. Time Requirements/Tentative RFQ Calendar:

ALL responses received outside of the RFQ term will NOT be reviewed and will be shredded.

October 6, 2025 Request for Qualifications (RFQ), Posted on the RME-Purchasing System October 15, 2025 Deadline for the Submission of Vendor Questions October 22, 2025 Posting of Vendor Questions & Answers November 10, 2025 Request for Qualifications (RFQ), Due Date (see page 1)

D. Profile of Douglas County:

Douglas County was formed in 1861 as one of the first sixteen Colorado counties originally stretching from the Rocky Mountains to the Kansas border. Today the County covers almost 844 square miles highlighting the beauty of the mountains, foothills and plains along the I-25 corridor between Denver and Colorado Springs. Urban areas, include unincorporated Highlands Ranch, the City of Lone Tree, the City of Castle Pines, and the towns of Castle Rock (county seat), Parker and Larkspur. We are recognized for being one of the most family friendly communities in Colorado. The County has an estimated population of 381,500 persons.

The County provides a wide range of services that includes law enforcement and public safety, planning and zoning, parks and open space, highways and streets, culture and recreation, public health and human services, elections, and general administrative services.

The three-member Board of County Commissioners (BOCC) serves as the legislative, policy-making and administrative body governing the unincorporated area of the County. The commissioners are elected at large from one of three geographical districts and serve staggered four-year terms (term-limited to two terms).

Budget authorization is one of the few oversight roles the Board can legally exercise with the other elected officials, who derive their responsibilities and authorities from statute. Those seven elected offices include Assessor, Clerk and Recorder, Coroner, District Attorney, Sheriff, Surveyor and Treasurer. Douglas, Lincoln and Elbert Counties make up the new 23rd Judicial District. The creation of the new judicial district was driven by the area’s population growth. State House Bill 20-1026 created the 23rd Judicial District on January 14, 2025.

The Board is directly supported by the County Manager, and the County Attorney. Appointed officials manage the remainder of the County’s functions, including Budget, Community Development, Community Justice Services, Community Services, Emergency Management, Engineering, Facilities, Fleet and Emergency Support Services, Finance, Human Resources, Human Services, Information Technology, Open Space and Natural Resources, Public Affairs, Public Health, and Public Works.

The Board is charged with the responsibility of providing adequate budget appropriations to fund statutory functions, as well as responding to the service needs of the citizens. In turn, the other elected and appointed officials are charged with managing their authorized budgets to meet their statutory obligations and service demands as cost-effectively as possible. The Board is required to adopt a final budget by December 15th. The adopted budget becomes the County’s annual financial plan and mechanism to control spending.

The Board is also financially accountable for five blended component units, the Douglas County Law Enforcement Authority, the Douglas County Woodmoor Mountain General Improvement District, the Lincoln Station Local Improvement District, the Douglas County Deputy Sheriff’s Association and the Fallen Officers Fund. The Sheriff’s Forfeiture Fund, the Deputy Sheriff’s Association and the Fallen Officers Fund are subject to audit, but not to budget law, and are also included in the financial statements of the County.

E. General Requirements:

All responses submitted shall become property of the County. All responses shall include all of the information requested in this RFQ and any additional data that the respondent deems pertinent to the understanding and evaluation of their response. All responses shall meet, at a minimum, all criteria outlined in the following sections.

At the discretion of the County, vendors/companies/contractors submitting responses may be requested to make presentations as part of the evaluation process. The respondent should not withhold any information from their written response in anticipation of presenting the information orally, since oral presentations may not be solicited.

The County will not reimburse the respondents to this RFQ for any costs associated with the preparation and submission of said response or in the preparation for and attendance at a presentation.

F. Response Requirements:

Interested vendors may submit a response that includes the following:

1) RFQ Certification (first page of this document) completed and signed

2) Statement of Qualifications (Exhibit E) completed [Be sure you read Exhibit C - Goods and Services

Descriptions prior to completing this.]

3) Vendor Information Sheet (Exhibit D) completed

G. Fee Schedule and Expenses:

1) Vendors must outline all fees and costs on the Statement of Qualifications (SOQ) form. Current vendors may request rate increases during Contract negotiations, should that occur.

H. Disqualification and Review Process

Disqualification means a response will not be reviewed and considered for a potential contract. Responses will be disqualified if:

1) You (if sole proprietor) or your organization are suspended or disbarred from receiving federal funds,

2) You (if sole proprietor) or your organization are suspended or disbarred from Douglas County,

3) Your response is received before the RFQ opens or after it closes,

4) Your response is received anytime in between “open” terms, and/or

5) Your response does not meet defined submission requirements, e.g., faxing, emailing, paper submission, or sending to the wrong person.

Responses may be disqualified if:

1) Any vendor staff contacts Human Services Department staff to speak about the RFQ while it’s open, or

2) Any vendor staff fails to use or fully complete the required form(s), or your response deviates from any outlined requirements,

3) Possible disqualification decisions will be based on the nature of contact or issue on a case by case basis.

For this solicitation, the Evaluation Teams will score responses based on the following criteria:

1) The vendor’s understanding of the work as demonstrated by the Team’s overall impression of the SOQ.

Impression of the SOQ will include organization, clarity, and thoroughness.

2) Overall experience and expertise including vendor’s staff level of training, education, licensure and/or certification.

3) Overall quality and value which may be based on: a) prior history with Douglas County, other Colorado

Counties, and/or the State of Colorado, b) references that may be requested as additional information, and/or c) industry standards.

4) Understanding of the County’s needs and benefit to the County.

I. Questions/Inquires/Addendum:

All questions related to this RFQ must be submitted ELECTRONICALLY ONLY through the Rocky Mountain E- Purchasing System website at (www.bidnetdirect.com/colorado/douglas-county-government). Please enter only one (1) question per line.

Questions will be received until 4:00pm MDT on Wednesday, October 15, 2025. Responses to all questions will be posted on the Rocky Mountain E-Purchasing System no-later-than Wednesday, October 22, 2025.

If it becomes necessary to revise any part of this RFQ or if additional data is necessary to enable an exact interpretation of the provisions of this request, an addendum will be issued. It is the responsibility of the respondent to ensure that they have received all addendums prior to submitting their RFQ response.

http://www.bidnetdirect.com/colorado/douglas-county-government

SECTION TWO ~ RFQ CONDITIONS AND PROVISIONS:

All responses must be submitted on the forms provided and in accordance with all terms, conditions, specifications, and stipulations contained herein. Respondents shall carefully read and be familiar with all terms, conditions, specifications, and stipulations contained in this RFQ, which shall become part of the final agreement/contract.

All responses must be signed by a duly-authorized official of the company. The completed and signed RFQ certification page (together with all required attachments) must be uploaded to the Rocky Mountain E- Purchasing/BidNet System before the due date and time shown on page one (1).

All participating respondents, by their signature on the certification page, shall agree to comply with all terms, conditions, specifications, and stipulations of this RFQ as stated or implied herein. Any alteration, erasure or interlineation by the respondent in this RFQ shall constitute cause for rejection by the County. Exceptions or deviations to this RFQ must not be added to the RFQ pages and must be on company letterhead and accompany the response.

All respondents are required to complete all of the information requested in this RFQ. Failure to do so may result in the disqualification of your response.

All pricing shall be fixed and subject to acceptance or rejection within ninety (90) days of the response due date.

The County will not be responsible for any goods delivered and/or services performed without its purchase order, signed by an authorized representative of the County’s Purchasing Division.

The successful respondent will be required to provide proof of and the required limits of liability insurance, including Workers’ Compensation. This proof of insurance must be in the form of a “Certificate of Insurance” and must show coverage in the amounts specified by the laws of the State of Colorado for the duration of any agreement/contract issued as a result of this RFQ. Additionally, the County must be notified of any changes occurring in this coverage and the successful respondent must demonstrate to the County that such changes do not, in any way, affect the minimum liability insurance required for this response.

All information submitted in response to this RFQ may be subject to disclosure under the Colorado Open Records Act. Respondents are discouraged from providing information that they consider confidential and/or privileged as part of their response to this RFQ. If any portion of your response is identified as proprietary and/or confidential, a redacted copy must be uploaded to the Rocky Mountain E-Purchasing/BidNet System with your original/complete response.

The successful respondent may be required, as a provision of this RFQ, to submit proof of compliance with governmental health and safety codes, regulations and standards, as appropriate.

The successful respondent shall be in complete compliance with all terms, conditions, specifications, and stipulations of this RFQ as outlined herein. The County shall have the right to inspect the facilities and equipment of the successful respondent to ensure such compliance.

No response shall be accepted from, and no agreement/contract will be awarded to, any person, firm or corporation that is in arrears to the County, upon debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the County, or that has failed to attain or demonstrate compliance with any law, ordinance, regulation, or agreement/contract term or condition as may be provided for or required in any County agreement/contract, or that may be deemed irresponsible or unreliable by the County. Respondents may be required to submit satisfactory evidence that they have a practical knowledge of this particular work and that they have the necessary financial resources to perform and complete the work outlined in this RFQ.

All respondents agree to abide by all of the laws, regulations, and administrative rulings of the United States, the State of Colorado, and the County of Douglas, securing all necessary licenses/permits in connection with this RFQ.

All materials furnished or services performed under the terms of this agreement/contract issued as a result of this RFQ shall comply with the requirements and standards specified in the Williams-Steiger Occupational Safety and Health Act (OSHA) of 1970 (Public Law 91-596), as well as with other applicable federal, state, and local codes.

This RFQ requires a formal contract(s) to be prepared by the County, the successful respondent(s) will properly sign and furnish any documents as may be required by the County within ten (10) days (unless a longer period is allowed by the County) from the date of receipt of the formal contract forms.

All respondents must take into consideration that only the County’s documents will be used in the finalization of any contract issued as a result of this RFQ. Respondents are responsible for reviewing such documents prior to submitting their response.

BADGE ACCESS TO COUNTY FACILITIES:

This agreement/contract may require access to multiple facilities within Douglas County, including law enforcement and judicial buildings that may contain Criminal Justice Information Services (CJIS) material. As such, Douglas County will perform prescreening background checks of successful respondents and associated personnel. In addition, successful respondents and associated personnel must pass state and federal fingerprint and background checks prior to the start of work and access to any Douglas County facility. To complete the fingerprinting and background checks, successful respondents and associated personnel must set up vendor accounts with the Colorado Bureau of Investigations (CBI): https://cbi.colorado.gov/sections/biometric-identification-and-records-unit/new-accounts. Depending on access requirements, the successful respondents and associated personnel may be required to sign an additional CJIS security addendum.

The successful respondent shall supply a complete list of associated personnel to Douglas County with at least two potential alternative workers who will be responsible for performing services under this agreement/contract. Only these individuals will be allowed on Douglas County premises to perform services once confirmed to have passed background checks and CJIS Training.

ETHICAL STANDARDS:

It shall be a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other capacity in any proceeding of application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or an agreement/contract or subcontract, or to any solicitation or RFQ, therefore.

It shall be a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under an agreement/contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

In the event that any gratuities or kickbacks are offered or tendered to any County employee or representative, the response shall be disqualified and shall not be reinstated.

ETHICSPOINT/NAVEX GLOBAL:

Douglas County is committed to an environment where open, honest communication is the expectation, not the exception. Douglas County has implemented a phone and Internet-based reporting system called EthicsPoint/Navex Global. The reporting system allows employees to report issues or concerns that they may have in an anonymous and confidential manner. We consider it a critical component in providing a safe, secure, and ethical workplace.

https://cbi.colorado.gov/sections/biometric-identification-and-records-unit/new-accounts https://cbi.colorado.gov/sections/biometric-identification-and-records-unit/new-accounts

An option within the system allows vendors to also report an issue. As a vendor, you are in a position to observe not only questionable or unethical behavior by our employees but also identify areas that you would like to make a suggestion for change. By calling 1-888-337-3094 or logging-in on the Internet to www.ethicspoint.com and entering Douglas County Government, you can file a report, offer a suggestion or voice a concern. Online instructions are available on how to use the system. The EthicsPoint/Navex Global system also offers a follow-up/response mechanism. You can be assured that this is a fast, easy, and confidential system.

NON-COLLUSIVE CERTIFICATION:

By the submission of your response, the respondent certifies that:

1) The response has been arrived at by the respondent independently and has been submitted without collusion with any other company.

2) The contents of the response have not been communicated by the respondent; nor, to the best of their knowledge and belief, by any of their employees or agents, to any person not an employee or agent of the respondent or the surety on any bond furnished herewith, and will not be communicated to any such person prior to the official opening of this response.

3) No company shall submit more than one (1) response for this purchase.

NON-DISCRIMINATION IN EMPLOYMENT:

In connection with the performance of work under an agreement/contract issued as a result of this RFQ, the successful respondent must agree not to refuse to hire, discharge, promote or demote, or to discriminate in matters of compensation against any person otherwise qualified, solely because of race, color, religion, national origin, gender, age, military status, sexual orientation, marital status, or physical or mental disability. The successful respondent must further agree to insert the foregoing provision into all subcontracts.

INDEMNIFICATION:

The County cannot and by this agreement/contract does not agree to indemnify, hold harmless, exonerate or assume the defense of the vendor/company/contractor or any other person or entity whatsoever, for any purpose whatsoever.

The vendor/company/contractor shall defend, indemnify and hold harmless the County, its commissioners, officials, officers, directors, agents, and employees from any and all claims, demands, suits, actions or proceedings of any kind or nature whatsoever, including Workers’ Compensation claims, in any way resulting from or arising from the services rendered under this agreement/contract; provided, however, that the vendor/company/contractor need not indemnify or save harmless the County, its officers, agents and employees from damages resulting from the sole negligence of the County’s commissioners, officials, officers, directors, agents, and employees.

INDEPENDENT CONTRACTOR:

The vendor/company/contractor is an Independent Contractor and is free to perform services for other clients.

Notwithstanding any provision of this agreement/contract, all personnel assigned by the vendor/company/contractor to perform work under this agreement/contract shall be, and remain at all times, employees of the vendor/company/contractor for all purposes. The County shall have no responsibility for any federal and state taxes and contributions for Social Security, unemployment insurance, income withholding tax, and other taxes measured by wages paid to employees of the vendor/company/contractor and/or its designated agents. The vendor/company/contractor acknowledges that it and its employees are not entitled to Workers’ Compensation benefits or Unemployment Insurance benefits from the County, unless the vendor/company/contractor or a third party provides such coverage, and that the County does not pay for or otherwise provide such coverage. The vendor/company/contractor shall provide and keep in force Workers’ Compensation (and provide proof of such http://www.ethicspoint.com/ insurance when requested by the County) and Unemployment Compensation insurance in the amounts required by law, and shall be solely responsible for its own actions, its employees and agents.

ASSIGNMENT OF PURCHASE ORDER OR CONTRACT:

The successful respondent may not assign or otherwise transfer any of its rights or obligations under any purchase order or agreement/contract made and entered into pursuant to the County RFQ without the prior written approval of the County Purchasing Division.

CANCELLATION:

The County reserves the right to cancel the whole or any part of an agreement/contract issued as a result of this RFQ due to the failure of the successful respondent to carry out any term, promise or condition of the agreement/contract.

The County will issue a written notice of default to the successful respondent for failing to act in compliance with the terms and conditions of such an agreement/contract.

EXAMINATION OF RECORDS:

The successful respondent agrees that the County shall, until the expiration of three (3) years after the final payment under an agreement/contract issued as a result of this RFQ, have access to and the right to examine any directly pertinent books, documents, papers, and records of the respondent involving transactions of such agreement/contract.

PRICE, PAYMENT, AND DELIVERY:

1) All prices shall be firm and fixed for the specified time frame.

2) All payment terms shall be “Net 45”; consideration will be given to any discounts offered for payments made earlier than “Net 45”, please explain.

3) In an effort to improve efficiency, Douglas County encourages the use of purchasing cards to make payments.

Under this method, payments are made after the verification of the receipt of the goods and services and following the receipt of a proper invoice. Please confirm if this would be an acceptable payment option.

4) All deliveries will be “F.O.B. ~ Destination”

TAXES:

All pricing shall reflect all applicable tax exemptions for Douglas County:

1) Federal Registration Number: 84-6000761

2) State Registration Number: 98-04428

COOPERATIVE PURCHASING:

Douglas County encourages cooperative purchasing in an effort to assist other agencies to reduce their cost of bidding and to make better use of taxpayer dollars through volume purchasing. Vendors may, at their discretion, agree to extend the prices and/or terms of the resulting award to other state or local government agencies, school districts, or political subdivisions in the event they would have a need for the same product/service. Usage by any entity shall not have a negative impact on Douglas County in the current term or in any future terms. The vendor must deal directly with any governmental agency concerning the placement of purchase orders/agreements, freight/delivery charges, contractual disputes, invoices, and payments. Douglas County shall not be liable for any costs or damages incurred by any other entity.

EXHIBITS:

1) Exhibit “A” ~ Standard Human Services Master Services Agreement (MSA) (for information only; do not sign and return with your response)

2) Exhibit “B” ~ Standard Human Services Scope of Services Agreement (SOSA) (for information only; do not sign and return with your response)

3) Exhibit “C” ~ Goods and Services Descriptions

4) Exhibit “D” ~ Vendor Information Sheet

5) Exhibit “E” ~ Statement of Qualifications