Fair and Impartial Traffic Stop Race Data Collection Training Program

Agency: State of Vermont
State: Vermont
Type of Government: State & Local
  • U - Education and Training Services
Posted: Apr 15, 2021
Due: Apr 28, 2021
Publication URL: To access bid details, please log in.
Title Question Due Answers posted Due date No posting After
Fair and Impartial Traffic Stop Race Data Collection Training Program
Addendum 1
04/20/2021 02:00PM 04/28/2021 04:30PM

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Department of Buildings and General Services
Office of Purchasing & Contracting
109 State Street
[phone] 802-828-2211
Montpelier VT 05609-3001
Agency of Administration
Fair and Impartial Policing Traffic Stop Race Data
Collection Training Program
April 6, 2021
April 13, 2021 – 2:00PM (EST)
April, 20, 2021 – 4:30 PM (EST)
Linda Wortman, Purchasing Agent
(802) 828-4658
(802) 828-2222
Through this Request for Proposal (RFP) the Office of Purchasing and Contracting on behalf of the Vermont
Criminal Justice Council (hereinafter the “State”) is seeking to establish contracts with one or more companies,
with specialized law enforcement expertise, for the development and delivery of Fair & Impartial Policing
training specifically designed to address issues surrounding traffic stop race data.
The Vermont Criminal Justice Council administers the Vermont Police Academy training programs, serving all
law enforcement agencies (State, Municipal and County). The Vermont Police Academy develops, coordinates,
and hosts Basic and in-service training programs, in addition to providing direct instruction from subject matter
experts. The student audience ranges from new police recruit to executive level. Training will be specifically
targeted to traffic stop race data collection and be developed in concert with identified stakeholders. Vermont
law enforcement officers routinely collect data with each traffic stop. In 2013, 20 VSA 2366 (2)(e)(1) mandated
that this includes the collection of specific data pertaining to race. Subsequent examination of data collected
has identified concerns regarding racial disparities in traffic stops, subsequent arrests/searches, as well as
concerns about data quality. This RFP is for the development of training for Vermont law enforcement that will
address these concerns and, by working with stakeholders, ensure quality and consistency in data collection
that will then be used to further develop training and informed policy. The student should leave the training with
the knowledge needed to collect data accurately and professionally, as well as an understanding of importance
of this data to Vermont law enforcement and the communities they serve. This RFP may be combined with the
RFP for the Fair and Impartial Policing Traffic Stop Race Data Collection Training Program Data
Analysis if a single candidate is able to fulfill the criteria for both. The hired contractor(s) will administer this
training in 2021 to all Vermont Law Enforcement Officers in live, classroom settings throughout the State or via
remote instruction, as well as production of a recorded version.
1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of one year with an option to
renew for up to two additional twelve-month periods. The State anticipates the start date will be May 1,
1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing
to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other
individual from the State concerning this RFP is strictly prohibited and may result in disqualification.
1.4. QUESTION AND ANSWER PERIOD: Any vendor requiring clarification of any section of this RFP or
wishing to comment on any requirement of the RFP must submit specific questions in writing no later than
the deadline for question indicated on the first page of this RFP. Questions may be e-mailed to the point
of contact on the front page of this RFP. Questions or comments not raised in writing on or before the last
day of the question period are thereafter waived. At the close of the question period a copy of all
questions or comments and the State's responses will be posted on the State’s web site
http://www.bgs.state.vt.us/pca/bids/bids.php . Every effort will be made to post this information as soon as
possible after the question period ends, contingent on the number and complexity of the questions.
1.5. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the
issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php .
Verbal instructions or written instructions from any other source are not to be considered.
The contractor shall provide services to include training program administration and development, State and
Federal reporting, data tracking, curriculum management, and providing technical lectures to adult learners.
Responsibilities of the contractor shall involve contact with executives and leaders from law enforcement,
criminal justice, other State government agencies and community stakeholders to coordinate the development
of training curriculum that ensures consistent race data collection shall be recorded by Vermont Law
Enforcement Officers. The contractor(s) shall provide the Council with a detailed monthly report, outlining the
training process and its progress to ensure this training is reaching the entire Vermont Law Enforcement
Community. This will enable the Council to fulfill its statutory requirements for FIP training and provide
meaningful, usable data.
The contractor must have a working knowledge of grant management and ability to analyze and synthesize
data for reporting to Local, State and Federal audiences, along with an ability to create and provide
Revised April 17, 2020
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presentations for a wide variety of audiences of varying size. The contractor must have the ability to establish
and maintain effective working relationships and be able to effectively communicate verbally and in writing.
The contractor shall be responsible for providing, arranging, and incurring all costs for transportation,
computers, cell phones and other communications, office related items and/or other incurred costs from
required travel expenses relative to duties outlined in this contract. The contractor shall regularly report
telephonically, electronically in writing and in person with the VCJC Executive Director or designee as
requested and maintain any and all records affiliated with the duties outlined in this contract throughout the
contract term. The contractor shall produce any of the aforesaid records upon request. The contractor shall
provide all records affiliated with this contract to the VCJC prior to the end or termination of the contract term.
“Work Product” means any tangible or intangible ideas, inventions, improvements, modifications, discoveries,
development, methodologies or processes, designs, models, drawings, photographs, reports, compilations,
databases, work of authorship, specifications, instructions, procedures manuals or other documentation,
technique, know-how, or intellectual property right whatsoever or any interest therein (whether patentable or not
patentable or registerable under copyright or similar statutes or subject to analogous protection), that is
specifically made, conceived, discovered or reduced to practice by Contractor, either solely or jointly with
others, pursuant to this Contract. All Work Product delivered or deliverable by Contractor shall belong
exclusively to the State, with the State having the sole and exclusive right to apply for, obtain, register, hold and
renew, any and all other appropriate protection. To the extent exclusive title and/or complete and exclusive
ownership rights in and to any Work Product may not originally vest in the State by operation of law or
otherwise as contemplated hereunder, Contractor shall immediately upon request, unconditionally and
irrevocably assign, transfer and convey to the State all right, title and interest therein.
Contractor shall have knowledge of qualitative and quantitative research methods; statistical analysis, this
position may be combined with Fair and Impartial Policing Race Data Collection Training Program Data
Contractor shall offer services for the full scope of work covered in this RFP and any resulting contract, on a
firm fixed price basis, notwithstanding the fact that the scope and extent of work needed, either at any given
time, or over the duration of the contract, may vary depending upon circumstances that are not capable of
being precisely predicted at the time of this RFP or even at the time of entry into contract. It shall not be a basis
to request an amendment to this contract if the scope or extent of services actually required differ from those
anticipated by either Contractor or State at the time of the RFP or contract.
The maximum resources available for a contract resulting from this RFP will not exceed $125,000.00,
however, the State seeks proposals from contractors to offer the most value and benefit to the State at
the lowest cost (on a ‘best value’ evaluation basis).
3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that
Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment
pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be
honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless
otherwise requested by the State.
3.1.1.Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by
Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of
materials and/or services required.
3.1.2.Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive
bidding process with another state and/or cooperative are welcome to submit the pricing in response
to this solicitation.
3.1.3.Retainage. In the discretion of the State, a contract resulting from this RFP may provide that the
State withhold a percentage of the total amount payable for some or all deliverables, such retainage
to be payable upon satisfactory completion and State acceptance in accordance with the terms and
conditions of the contract.
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3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the
Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and
performance requirements outlined in this RFP. The State of Vermont reserves the right to obtain
clarification or additional information necessary to properly evaluate a proposal. Failure of vendor to
respond to a request for additional information or clarification could result in rejection of that vendor's
proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the
right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive
technicalities in submissions. The State also reserves the right to make purchases outside of the awarded
contracts where it is deemed in the best interest of the State.
3.2.1.Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final
selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a
BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the minimum
qualification requirements and/or have not been eliminated from consideration during the evaluation
3.2.2.Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it
will help the State’s evaluation process. The State will factor information presented during
presentations into the evaluation. Bidders will be responsible for all costs associated with providing
the presentation.
Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following
provisions and requirements.
3.3.1.Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate
section in the attached Certificate of Compliance for purposes of self-reporting information relating to
past violations, convictions, suspensions, and any other information related to past performance
relative to coding and classification of workers. The State is requiring information on any violations
that occurred in the previous 12 months.
3.3.2.Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified that
upon award of contract, and prior to contract execution, the State shall be provided with a list of all
proposed subcontractors and subcontractors’ subcontractors, together with the identity of those
subcontractors’ workers compensation insurance providers, and additional required or requested
information, as applicable, in accordance with Section 32 of The Vermont Recovery and
Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to subcontractors providing
supplies only and no labor to the overall contract or project. This list MUST be updated and provided
to the State as additional subcontractors are hired. A sample form is available online at
http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor reporting form is not
required to be submitted with the bid response.
For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change
Considerations in State Procurements Certification, which is included in the Certificate of Compliance for
this RFP.
After consideration of all relevant factors, a bidder that demonstrates business practices that promote
clean energy and address climate change as identified in the Certification, shall be given favorable
consideration in the competitive bidding process. Such favorable consideration shall be consistent with
and not supersede any preference given to resident bidders of the State and/or products raised or
manufactured in the State, as explained in the Method of Award section. But, such favorable
consideration shall not be employed if prohibited by law or other relevant authority or agreement.
3.5. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may award one
or more contracts and reserves the right to make additional awards to other compliant bidders at any time
if such award is deemed to be in the best interest of the State. All other considerations being equal,
preference will be given first to resident bidders of the state and/or to products raised or manufactured in
the state, and then to bidders who have practices that promote clean energy and address climate change,
as identified in the applicable Certificate of Compliance.
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3.5.1.Evaluation Criteria: Consideration shall be given to the Bidder’s project approach and methodology,
qualifications and experience, ability to provide the services within the defined timeline, cost, and/or
success in completing similar projects, as applicable, and to the extent specified below. (Maximum
Potential Points – 100):
Experience working with the law enforcement community with knowledge of Fair and Impartial
Policing concepts. Possesses an understanding with the Vermont legislative process, along with
possessing the skills and ability to fully execute the scope of work outlined in this RFP. A basic
knowledge of traffic stops, officer safety, and issuing traffic tickets (VCVCs) preferred including
electronic ticketing. Possesses and understanding of training adult learners. Ability to review,
comprehend, and translate findings from the data set into meaningful training objectives.
Education/experience/interest in issues of criminal justice, fair and impartial policing, and/or related
fields. Ability to develop a training plan to deliver standardized presentations and individual technical
support focused on improving data quality and addressing statistically significant findings. Knowledge
of Microsoft Office as well as strong written and oral communication skills, are expected. Maximum
Points – 40
Cost estimate & considerations of best value:
Assuming equal qualifications, the lowest-cost bid will receive the highest score. If all bids are priced
the same, all will receive the same cost score. If both costs vary and qualifications vary from bid to
bid, but one bidder’s qualifications deliver extra value that is of greater benefit that outweighs the
degree of higher costs, then that bid will be treated as best value and receive the highest score as to
cost, with other bids being ranked, in proportion to their value/ cost ratios, in order, behind the highest
score. Maximum Points – 5
Expertise in conducting and overseeing _curriculum development, training adult learners from a
variety of backgrounds, and providing technical assistance.
Maximum Points – 20
Leadership History:
History of providing leadership, development and maintaining relationships with partners in order to
facilitate a collaborative approach Fair and Impartial Policing and accurate race data collection to
include public speaking and report writing experience. Maximum Points – 20
Working Knowledge: I added
Knowledge of qualitative and quantitative research methods; statistical analysis. The contractor must
have a working knowledge of grant management and ability to analyze and synthesize data for
reporting to Local, State and Federal audiences, along with an ability to create and provide
presentations for a wide variety of audiences of varying size. The contractor must have the ability to
establish and maintain effective working relationships and be able to effectively communicate verbally
and in writing. Maximum Points – 15
3.6. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or
more Vendors with which to negotiate a contract, based on the evaluation findings and other criteria
deemed relevant for ensuring that the decision made is in the best interest of the State. In the event State
is not successful in negotiating a contract with a selected Vendor, the State reserves the option of
negotiating with another Vendor, or to end the proposal process entirely.
3.7. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the preparation
of a response to this RFP and shall be responsible for all expenses associated with any presentations or
demonstrations associated with this request and/or any proposals made.
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