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P24001930 LAW ENFORCEMENT SPECIAL DUTY COORDINATION SERVICES

General Information
Solicitation Number
P24001930version:    02
Status
Awarded
Department
Law Enforcement
Division
Administrative Services Office
Islands (where the work/delivery is to be performed)
Statewide
Category
Services
Release Date
03/17/2024
Amendment Date
03/23/2024
Amendment Reason
Updating Solicitation with Special Duty Policy for the Department and Answers to Questions Received to date and that will be posted on 03/28/24.
Offer Due Date & Time
04/01/2024 02:00 PM
Description
Vendor managed special duty employment for law enforcement officers of the Department acting in a law enforcement capacity for a person, organization, corporation, or government entity other than the Department of Law Enforcement.
Contact Person
Vincent, Michael S.
Email
michael.s.vincent@hawaii.gov
Phone
808-587-1207
General Comments
The Department of Law Enforcement is seeking proposals for a vendor to manage special duty employment for law enforcement officers of the Department.

Special duty employment is the performance of a service for a person, organization, corporation, or government entity other than the Department of Law Enforcement by a law enforcement officer of the Department of Law Enforcement acting in a law enforcement capacity, in return for which the law enforcement officer receives direct or indirect payment or compensation of some kind during non-assigned hours of duty. Such service is predicated on the actual or potential use of law enforcement authority or police powers as an extension of law enforcement services performed. Special duty employment is not outside employment.

The Department anticipates that this will be a solicitation and contract with no cost to the Department.

Proposals should address the following:

• Benefits and protections to the Department, Officers, and the Public;
• Measures to ensure distribution of special duty assignments is fair, impartial, and open to all eligible department law enforcement officers;
• Requirements from Department including officer eligibility and identification for eligibility, limitations, point of contact, and any other needs or requirements of working with the Department;
• The process of scheduling special duty with officers, invoicing of those requesting special duty officers, and payment to provider and officers;
• How taxes of officers for special duty work is coordinated;
• Documentation for auditing purposes by the Department;
• Insurance if available;
• Legal benefits, protections;
• Contact information for any demonstrations that may be available; and
• Any and all other benefits, features, and opportunities for the Department, its Officers, and the Public.

Special Duty for Other State Agencies. Department law enforcement officers may work special duty for other State agencies in which case they are paid through their regular payroll on an over-time basis and not through the special duty system. Additionally, State agencies are not permitted to pay any special duty contract provider for the services of scheduling special duty for their respective State agencies, but are required to reimburse the Department for any and all overtime costs incurred by the department for any special duty overtime assignments. Therefore, all proposals must also identify the following:

• Whether the services will include scheduling special duty for other State agencies or departments;
• Whether there is any cost for this service and if so to who; and
• How the Department will be given notice or documentation of these services to allow the Department to bill the other State agencies for the overtime pay of the officers involved.

Proposals should include a history of providing this service to law enforcement agencies and a list of other agencies in the country.

The award of the contract will be based on the proven capabilities of the provider and what constitutes the best value and service to the Department.
Procurement Officer
Michael Vincent
Attachments
LAW.03.02 Special Duty and Voluntary Services 042018-1.pdf
P24001930 Questions Answers 20240323.pdf
103D-1 General Conditions.pdf

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Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility of this Solicitation (Including the appendices and exhibits to this Document, and any other document related to this Solicitation), to: Vincent, Michael S..

P24001930 LAW ENFORCEMENT SPECIAL DUTY COORDINATION SERVICES

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
LAW ENFORCEMENT SPECIAL DUTY COORDINATION SERVICES
300
JOB
813920, 561320, 922190, 921190, 541612 

Code Table
Commodity Code Description
813920 Personnel management associations
561320 Personnel (e.g., industrial, office, health care, legal, construction) suppliers
922190 Law enforcement statistics centers, government
921190 Personnel offices, government
541612 Personnel management consulting services
General
Quantity
300
Unit of Measure
JOB
Title
LAW ENFORCEMENT SPECIAL DUTY COORDINATION SERVICES
Description
The Department of Law Enforcement is seeking proposals for a vendor to manage special duty employment for law enforcement officers of the Department.

Special duty employment is the performance of a service for a person, organization, corporation, or government entity other than the Department of Law Enforcement by a law enforcement officer of the Department of Law Enforcement acting in a law enforcement capacity, in return for which the law enforcement officer receives direct or indirect payment or compensation of some kind during non-assigned hours of duty. Such service is predicated on the actual or potential use of law enforcement authority or police powers as an extension of law enforcement services performed. Special duty employment is not outside employment.

The Department anticipates that this will be a solicitation and contract with no cost to the Department.

Proposals should address the following:

• Benefits and protections to the Department, Officers, and the Public;
• Measures to ensure distribution of special duty assignments is fair, impartial, and open to all eligible department law enforcement officers;
• Requirements from Department including officer eligibility and identification for eligibility, limitations, point of contact, and any other needs or requirements of working with the Department;
• The process of scheduling special duty with officers, invoicing of those requesting special duty officers, and payment to provider and officers;
• How taxes of officers for special duty work is coordinated;
• Documentation for auditing purposes by the Department;
• Insurance if available;
• Legal benefits, protections;
• Contact information for any demonstrations that may be available; and
• Any and all other benefits, features, and opportunities for the Department, its Officers, and the Public.

Special Duty for Other State Agencies. Department law enforcement officers may work special duty for other State agencies in which case they are paid through their regular payroll on an over-time basis and not through the special duty system. Additionally, State agencies are not permitted to pay any special duty contract provider for the services of scheduling special duty for their respective State agencies, but are required to reimburse the Department for any and all overtime costs incurred by the department for any special duty overtime assignments. Therefore, all proposals must also identify the following:

• Whether the services will include scheduling special duty for other State agencies or departments;
• Whether there is any cost for this service and if so to who; and
• How the Department will be given notice or documentation of these services to allow the Department to bill the other State agencies for the overtime pay of the officers involved.

Proposals should include a history of providing this service to law enforcement agencies and a list of other agencies in the country.

The award of the contract will be based on the proven capabilities of the provider and what constitutes the best value and service to the Department.
Attachments

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Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility of this Solicitation (Including the appendices and exhibits to this Document, and any other document related to this Solicitation), to: Vincent, Michael S..

P24001930 LAW ENFORCEMENT SPECIAL DUTY COORDINATION SERVICES

Instructions
  • VENDOR COMPLIANCE – PAPER DOCUMENTS : Vendors not utilizing HCE shall provide paper certificates that must be valid at the time of award. All applications for applicable clearances are the responsibility of the vendor, who must be compliant pursuant to HRS§103D-310(c) with the chapters 1) Chapter 237, General Excise Tax Laws; 2) Chapter 382, Hawaii Employment Security Law; 3)Chapter 386, Worker’s Compensation Law; 4) Chapter 392, Temporary Disability Insurance; 5)Chapter 393, Prepaid Health Care Act; and 6) §103D-310(c), Certificate of Good Standing (COGS) for entities doing business in the State. Upon receipt of compliance paper documents (A-6, LIR#27, COGS), the purchasing agency reserves the right to verify their validity with the respective issuing agency.
  • VENDOR NON-COMPLIANCE : NON-COMPLIANCE may result in a vendor not receiving an award, delay of payment, or cancellation of award. If the vendor does not maintain timely compliance, which is the vendor’s responsibility, an offer otherwise deemed responsive and responsible may not be awarded. State agencies may check for compliance at any time.
  • HAWAII GENERAL EXCISE TAX (GET): Unless otherwise stated in this solicitation, vendors shall include all applicable taxes in the price submitted. The Hawaii General Excise Tax (GET) shall not exceed 4.712% for the islands of Oahu, Kauai and Hawaii, and 4.1666% for the island of Maui.
  • ADDITIONAL FEES AND CHARGES: Vendors shall include all applicable fees, charges, surcharges, shipping/handling, delivery, or any other charges associated with this solicitation in the price submitted.
  • QUESTIONS ABOUT THIS SOLICITATION: Unless otherwise indicated, questions regarding this solicitation must be directed to the Buyer listed.
  • TRANSACTION FEES: The awarded vendor shall pay a transaction fee of 0.75% (.0075) of the award, not to exceed $5,000 for each award. This transaction fee shall be based on the original award amount and the awarded vendor shall be responsible for payment of the fee to Tyler Hawaii, the vendor administering the HIePRO. Payment must be made to Tyler Hawaii within thirty (30) days of receipt of invoice. The invoice is generated based on the date the award is posted.
  • OFFER DEEMED FIRM/AUTHORITY TO SUBMIT OFFER: Submission of an electronic response to the State of Hawaii constitutes and shall be deemed an offer to sell the specified goods and/or services to the State of Hawaii at the price shown in the response and under the State's Terms and Conditions. The electronic response submitter certifies that he/she is authorized to sign the response for the submitting vendor and that the response is made without connection with any person, firm, or corporation making a response for the same goods and/or services and is in all respects fair and without collusion or fraud.
  • COMPLIANCE AND DOCUMENTATION: Vendors are required to be compliant with all appropriate state and federal statutes. Proof of compliance is required through HCE or via paper documentation.
  • VENDOR REGISTRATION IN HAWAII COMPLIANCE EXPRESS (HCE) : Vendors can register at https://vendors.ehawaii.gov/hce via an annual subscription fee and should subscribe prior to responding to a solicitation. For more information visit the HCE Section of the FAQs at http://spo.hawaii.gov/faqs/#tabs-4.
  • RESPONSE TO THIS SOLICITATION: Only responses submitted through HIePRO shall be considered for award.