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HomeMy WebLinkAboutRFP - P1135 UNEMPLOYMENT CLAIMS MANAGEMENT� � `y mces Financialchaseg Division Purchasing 1 nSt 2' 215 Mason Nason St 2°Fluor Fort Collins PO Box 580 ronC tort Collins CO ROS'2 / \ 9702216775 970 221 670707 fcgov con✓p.,h.,,og ADDENDUM No P1135 Unemployment Claims Management SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP P1135 Unemployment Claims Management OPENING DATE 3 00 P M (Our Clock) August 1 2008 To all prospective bidders under the specifications and contract documents described above the following changes are hereby made Questions and Answers Question 1) What is the actual number of unemployment claims and hearings completed in the last 12 month period? Answer From 7/1/07 to 6/30/08 the City has had 75 total unemployment claims and 6 hearings Please contact Ed C Bonnette CPPB Buyer at (970) 416 2247 with any questions regarding this addendum RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED 9 Acceptance Not Waiver The City s approval or acceptance of or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement 10 Warranty (a) Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature (b) Unless otherwise provided in the Agreement all materials and equipment incorporated into any work shall be new and where not specified of the most suitable grade of their respective kinds for their intended use and all workmanship shall be acceptable to City (c) Service Provider warrants all equipment materials labor and other work provided under this Agreement except City furnished materials equipment and labor against defects and nonconformances in design materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier Upon receipt of written notice from City of any such defect or nonconformances the affected item or part thereof shall be redesigned repaired or replaced by Service Provider in a manner and at a time acceptable to City 11 Default Each and every term and condition hereof shall be deemed to be a material element of this Agreement In the event either party should fail or refuse to perform according to the terms of this agreement such party may be declared in default thereof 12 Remedies In the event a party has been declared in default such defaulting party shall be allowed a period of ten (10) days within which to cure said default In the event the default remains uncorrected the party declaring default may elect to (a) terminate the Agreement and seek damages (b) treat the Agreement as continuing and require specific performance or (c) avail himself of any other remedy at law or equity If the non -defaulting party commences legal or equitable actions against the defaulting party the defaulting party shall be SA rev06/07 liable to the non -defaulting party for the non -defaulting party reasonable attorney fees and costs incurred because of the default 13 Binding Effect This writing together with the exhibits hereto constitutes the entire agreement between the parties and shall be binding upon said parties their officers employees agents and assigns and shall inure to the benefit of the respective survivors heirs personal representatives successors and assigns of said parties 14 Indemnity/Insurance a The Service Provider agrees to indemnify and save harmless the City its officers agents and employees against and from any and all actions suits claims demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons or damages to property arising out of result from or occurring in connection with the performance of any service hereunder b The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property c Without limiting any of the Service Providers obligations hereunder the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit B consisting of one (1) page attached hereto and incorporated herein by this reference The Service Provider before commencing services hereunder shall deliver to the Citys Director of Purchasing and Risk Management P O Box 580 Fort Collins Colorado 80522 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City 15 Entire Agreement This Agreement along with all Exhibits and other documents incorporated herein shall constitute the entire Agreement of the parties Covenants or representations not contained in this Agreement shall not be binding on the parties 10 SA rev06/07 16 Law/Severability The laws of the State of Colorado shall govern the construction interpretation execution and enforcement of this Agreement In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction such holding shall not invalidate or render unenforceable any other provision of this Agreement 17 Prohibition Against Employing Illegal Aliens Pursuant to Section 8 17 5 101 C R S et seq Service Provider represents and agrees that a As of the date of this Agreement 1 Service Provider does not knowingly employ or contract with an illegal alien who will perform work under this Agreement and 2 Service Provider will participate in either the e-Verify program created in Public Law 208 104th Congress as amended and expanded in Public Law 156 108th Congress as amended administered by the United States Department of Homeland Security (the a -Verify Program ) or the Department Program (the Department Program ) an employment verification program established pursuant to Section 8 17 5-102(5)(c) C R S in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement b Service Provider shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement c Service Provider is prohibited from using the e-Verify Program or Department Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed d If Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien Service Provider shall 1 Notify such subcontractor and the City within three days that Service Provider has actual knowledge that the subcontractor is employing or contracting with an illegal alien and 2 Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien except that Service Provider SA rev06/07 shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien e Service Provider shall comply with any reasonable request by the Colorado Department of Labor and Employment (the Department ) made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17 5 102 (5) C R S f If Service Provider violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17 5 102 C R S the City may terminate this Agreement If this Agreement is so terminated Service Provider shall be liable for actual and consequential damages to the City arising out of Service Providers violation of Subsection 8-17 5 102 C R S g The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach 18 Special Provisions (Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit consisting of ( ) pages attached hereto and incorporated herein by this reference 12 SA rev06/07 CITY OF FORT COLLINS COLORADO a municipal corporation By James B O Neill II CPPO FNIGP Director of Purchasing and Risk Management Date ATTEST City Clerk APPROVED AS TO FORM Assistant City Attorney CORPORATE PRESIDENT OR VICE PRESIDENT Date ATTEST CORPORATE SECRETARY (Corporate Seal) SA rev06/07 13 INSURANCE REQUIREMENTS 1 The Service Provider will provide from insurance companies acceptable to the City the insurance coverage designated hereinafter and pay all costs Before commencing work under this bid the Service Provider shall furnish the City with certificates of insurance showing the type amount class of operations covered effective dates and date of expiration of policies and containing substantially the following statement The insurance evidenced by this Certificate will not be cancelled or materially altered except after ten (10) days written notice has been received by the City of Fort Collins In case of the breach of any provision of the Insurance Requirements the City at its option may take out and maintain at the expense of the Service Provider such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement The City its officers agents and employees shall be named as additional insureds on the Service Providers general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement 2 Insurance coverages shall be as follows A Workers Compensation & Employers Liability The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement Workers Compensation insurance with statutory limits as required by Colorado law Employers Liability insurance with limits of $100 000 per accident $500 000 disease aggregate and $100 000 disease each employee B Commercial General & Vehicle Liability The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury including accidental death as well as for claims for property damage which may arise directly or indirectly from the performance of work under this Agreement Coverage for property damage shall be on a broad form" basis The amount of insurance for each coverage Commercial General and Vehicle shall not be less than $500 000 combined single limits for bodily injury and property damage In the event any work is performed by a subcontractor the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor which liability is not covered by the subcontractor's insurance P1135 Unemployment Claims Management BACKGROUND The City of Fort Collins has approximately 1 100 full-time year-round employees plus an average of 500 part-time seasonal employees Interested bidders are to prepare their cost estimates using those as their base numbers The City of Fort Collins allows other Public Agencies the opportunity to purchase off the Award for this Bid, at the option of the Awarded Vendor Other public agencies that are members of the Colorado Multiple Assembly of Procurement Officials (MAPO) cooperative purchasing group in particular may have a desire to participate in any resulting contract awards The City of Fort Collins Human Resources Department (City) is seeking proposals from qualified individuals or firms (Service Provider) for administration and processing of City of Fort Collins unemployment compensation claims from inception through final determination in order to efficiently and effectively process monitor and advise on unemployment In order to accomplish that goal the awarded contractor will perform the following Scope of Work II SCOPE OF WORK A Prompt notification of claims and follow up to ensure deadlines are met B Timely protest of claims when appropriate and timely responses to claims and adjudicator requests for additional information C Appeal State decisions when appropriate to do so D Attend unemployment hearings and prepare witnesses prior to the hearing with pre -hearing conferences E Communicate hearing status upon receipt of final decision F Audit benefits paid to ensure accuracy G Audit annual tax rate notices for accuracy H File appropriate protests for benefit charge and rate notice discrepancies I Provide quarterly reports on claims activity including individual decision updates J Review reports with Human Resources staff to identify potential problem areas and analyze and make recommendations to reduce unemployment tax outlay K Provide education seminars/workshops for managers L The city is also interested in Employment Verification services Please indicate if your firm can provide that service if Yes please provide your separate Per Case cost to provide it 2/9/00 III COMPENSATION AND LENGTH OF CONTRACT A Invoices shall be billed in quarterly installments City payment terms will be Net 30 Days from receipt of invoice B The City reserves the right to award directly as a result of the written proposals The City may or may not opt to conduct oral interviews C The selected Contractor shall be expected to sign the Crty's standard Services Agreement without revision prior to commencing Services (see sample attached to this Proposal) D This contract will be awarded based on five years with annual reviews and one-year extensions up to the five-year period IV PROPOSAL SUBMITTAL REQUIREMENTS A Attach a brief history of your experience in this type of business including resume(s) of key person(s) who will be directly involved with this contract Also please indicate the ability of your firm s resources to handle this contract given your current workload in the event this contract is awarded to you B Submit at least three (3) current references who can attest to your success with this type of business including address/telephone/e-mail information C Attach a brief explanation of you/your firms tenure in the Northern Colorado/Fort Collins area as well as your knowledge and understanding of the goals and mission of the Fort Collins Human Resources Department D List up to three (3) similar protects from the past five years description and your assessment of your success with these protects E Please submit your Cost Structure to provide the services described in the Scope of Work given the number of City employees stated in the Background information 2/9/00 F Vendor Statement I have read and understand the specifications and requirements for this bid and I agree to comply with such specifications and requirements I further agree that the method of award is acceptable to my company I also agree to complete SERVICES AGREEMENT with the City of Fort Collins without revision within 30 days of notice of award If contract is not completed and signed within 30 days City reserves the right to cancel and award to the next highest rated firm IRM NAME ADDRESS MAIL ADDRESS PHONE dDDER'S NAME SIGNATURE SERVICE ISSUES CONTACT TELEPHONE FAX EMAIL CELL# EMERGENCY BACKUP BILLING ISSUES CONTACT TELEPHONE FAX EMAIL CELL # BACKUP EMERGENCY 2/9/00 V REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria These criteria will be the basis for review of the written proposals and interview session The rating scale shall be from 1 to 5 with 1 being a poor rating 3 being an average rating and 5 being an outstanding rating WEIGHTING FACTOR QUALIFICATION STANDARD 20 Scope of Proposal Does the proposal show an understanding of the project objective methodology to be used and results that are desired from the project? 20 Assigned Personnel Do the persons who will be working on the project have the necessary skills Are sufficient people of the requisite skills assigned to the project? 1 0 Availability Existing workload and staff 1 0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 20 Cost and Are any incentives offered? Usual and customary Work Hours charges 2 0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? 2/9/00 REQUEST FOR PROPOSAL Written proposals four (4) will be received at the City of Fort Collins Purchasing Division 215 North Mason St 2nd floor Fort Collins Colorado 80524 Proposals will be received before 3 00 p m (our clock) August 1 2008 Proposal No P1135 If delivered they are to be sent to 215 North Mason Street 2nd Floor Fort Collins Colorado 80524 If mailed the address is P O Box 580 Fort Collins 80522-0580 Questions concerning the scope of the protect should be directed to Protect Manager Joan Busch (970) 221-6829 ortbusch@fcgov com Questions regarding proposals submittal or process should be directed to Ed Bonnette CPPB C P M Buyer (970) 416 2247 or ebonnette@fcgov com A copy of the Proposal may be obtained as follows Download the Proposal/Bid from the BuySpeed Webpage www fcgov com/eprocurement Come by Purchasing at 215 North Mason St 2nd floor Fort Collins and request a copy of the Bid The City of Fort Collins is subject to public information laws which permit access to most records and documents Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible Proposals may not be marked Proprietary in their entirety Information considered proprietary is limited to material treated as confidential in the normal conduct of business trade secrets discount information and individual product or service pricing Summary price information may not be designated as proprietary as such information may be carried forward into other public documents All provisions of any contract resulting from this request for proposal will be public information Sales Prohibited/Conflict of Interest No officer employee or member of City Council shall have a financial interest in the sale to the City of any real or personal property equipment material supplies or services where such officer or employee exercises directly or indirectly any decision making authority concerning such sale or any supervisory authority over the services to be rendered This rule also applies to subcontracts with the City Soliciting or accepting any gift gratuity favor entertainment kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited Collusive or sham proposals Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities Sincerely James B O Neill II CPPO FNIGP Director of Purchasing & Risk Management where renewal is a way of life Reference evaluation (Top Ranked Firm) The Project Manager will check references using the following criteria The evaluation rankings will be labeled Satisfactory/Unsatisfactory QUALIFICATION STANDARD Overall Performance Would you hire this Service Provider again? Did they show the skills required by this protect? Thoroughness Does the provider follow through with cases keeping you informed of status? Knowledge of Colorado Unemployment Is there an understanding of State Insurance Unemployment Insurance procedures? Record Keeping Is the record keeping timely and efficient? Specific contract requirements Is the provider able to provide specific needs or are all services from the mold SA rev06/07 P1135 Unemployment Claims Management BACKGROUND The City of Fort Collins has approximately 1 100 full-time year-round employees plus an average of 500 part-time seasonal employees Interested bidders are to prepare their cost estimates using those as their base numbers The City of Fort Collins allows other Public Agencies the opportunity to purchase off the Award for this Bid, at the option of the Awarded Vendor Other public agencies that are members of the Colorado Multiple Assembly of Procurement Officials (MAPO) cooperative purchasing group in particular may have a desire to participate in any resulting contract awards The City of Fort Collins Human Resources Department (City) is seeking proposals from qualified individuals or firms (Service Provider) for administration and processing of City of Fort Collins unemployment compensation claims from inception through final determination in order to efficiently and effectively process monitor and advise on unemployment In order to accomplish that goal the awarded contractor will perform the following Scope of Work II SCOPE OF WORK A Prompt notification of claims and follow up to ensure deadlines are met B Timely protest of claims when appropriate and timely responses to claims and adjudicator requests for additional information C Appeal State decisions when appropriate to do so D Attend unemployment hearings and prepare witnesses prior to the hearing with pre -hearing conferences E Communicate hearing status upon receipt of final decision F Audit benefits paid to ensure accuracy G Audit annual tax rate notices for accuracy H File appropriate protests for benefit charge and rate notice discrepancies I Provide quarterly reports on claims activity including individual decision updates J Review reports with Human Resources staff to identify potential problem areas and analyze and make recommendations to reduce unemployment tax outlay K Provide education seminars/workshops for managers L The city is also interested in Employment Verification services Please indicate if your firm can provide that service if Yes please provide your separate Per Case cost to provide it 2/9/00 III COMPENSATION AND LENGTH OF CONTRACT A Invoices shall be billed in quarterly installments City payment terms will be Net 30 Days from receipt of invoice B The City reserves the right to award directly as a result of the written proposals The City may or may not opt to conduct oral interviews C The selected Contractor shall be expected to sign the City's standard Services Agreement without revision prior to commencing Services (see sample attached to this Proposal) D This contract will be awarded based on five years with annual reviews and one year extensions up to the five-year period IV PROPOSAL SUBMITTAL REQUIREMENTS A Attach a brief history of your experience in this type of business including resume(s) of key person(s) who will be directly involved with this contract Also please indicate the ability of your firm s resources to handle this contract given your current workload in the event this contract is awarded to you B Submit at least three (3) current references who can attest to your success with this type of business including address/telephone/e-mad information C Attach a brief explanation of you/your firm s tenure in the Northern Colorado/Fort Collins area as well as your knowledge and understanding of the goals and mission of the Fort Collins Human Resources Department D List up to three (3) similar protects from the past five years description and your assessment of your success with these protects E Please submit your Cost Structure to provide the services described in the Scope of Work given the number of City employees stated in the Background information 2/9/00 F Vendor Statement I have read and understand the specifications and requirements for this bid and I agree to comply with such specifications and requirements I further agree that the method of award is acceptable to my company I also agree to complete SERVICES AGREEMENT with the City of Fort Collins without revision within 30 days of notice of award If contract is not completed and signed within 30 days City reserves the right to cancel and award to the next highest rated firm IRM NAME ADDRESS MAIL ADDRESS PHONE BIDDER'S NAME SIGNATURE SERVICE ISSUES CONTACT TELEPHONE FAX EMAIL CELL # BACKUP BILLING ISSUES CONTACT EMERGENCY TELEPHONE FAX EMAIL CELL# EMERGENCY BACKUP 2/9/00 V REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria These criteria will be the basis for review of the written proposals and interview session The rating scale shall be from 1 to 5 with 1 being a poor rating 3 being an average rating and 5 being an outstanding rating WEIGHTING FACTOR QUALIFICATION STANDARD 20 Scope of Proposal Does the proposal show an understanding of the project objective methodology to be used and results that are desired from the project? 20 Assigned Personnel Do the persons who will be working on the project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? 1 0 Availability Existing workload and staff 1 0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 20 Cost and Are any incentives offered? Usual and customary Work Hours charges 2 0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? 2/9/00 Reference evaluation (Top Ranked Firm) The Protect Manager will check references using the following criteria The evaluation rankings will be labeled Satisfactory/Unsatisfactory QUALIFICATION STANDARD Overall Performance Would you hire this Service Provider again? Did they show the skills required by this protect? Thoroughness Does the provider follow through with cases keeping you informed of status? Knowledge of Colorado Unemployment Is there an understanding of State Insurance Unemployment Insurance procedures? Record Keeping Is the record keeping timely and efficient? Specific contract requirements Is the provider able to provide specific needs or are all services from the mold SA rev06/07 SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS COLORADO a Municipal Corporation hereinafter referred to as the City and hereinafter referred to as Service Provider WITNESSETH In consideration of the mutual covenants and obligations herein expressed it is agreed by and between the parties hereto as follows 1 Scope of Services The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit A consisting of pages and incorporated herein by this reference 2 Contract Period This Agreement shall commence and shall continue in full force and effect until unless sooner terminated as herein provided 3 Delay If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence then the party so prevented shall be excused from whatever performance is prevented by such cause To the extent that the performance is actually prevented the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition 4 Early Termination by City/Notice Notwithstanding the time periods contained herein the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties All notices provided under this Agreement shall be effective when mailed postage prepaid and sent to the following addresses 7 SA rev06/07 City Service Provider City of Fort Collins Attn Purchasing PO Box 580 Fort Collins CO 80522 In the event of early termination by the City the Service Provider shall be paid for services rendered to the date of termination subject only to the satisfactory performance of the Service Providers obligations under this Agreement Such payment shall be the Service Providers sole right and remedy for such termination 5 Contract Sum The City shall pay the Service provider for the performance of this Contract subject to additions and deletions provided herein per the attached Exhibit A' consisting of pages and incorporated herein by this reference 6 City Representative The City will designate prior to commencement of the work its representative who shall make within the scope of his or her authority all necessary and proper decisions with reference to the services provided under this agreement All requests concerning this agreement shall be directed to the City Representative 7 Independent Service provider The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins The City shall not be responsible for withholding any portion of Service Providers compensation hereunder for the payment of FICA Workmen s Compensation or other taxes or benefits or for any other purpose 8 Personal Services It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services Accordingly the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City 3 SA rev06/07