Introduction (continued)

The expectation of service providers/vendors is that they are knowledgeable about disabilities and understand disability-related employment barriers. Vendors should focus on outcomes and meeting the individual’s employment goals, as documented in an Individualized Plan for Employment (IPE).

In addition, a quality service provider/vendor:

• Meets Qualifications: As outlined in the DVR Fee Schedule, Appendix A: Provider Standards.

• Is Responsive: Provides quality, timely, and consistent communication with both counselor and the individual.

• Is Available and Accessible: To meet with the individuals regularly and provide accessible environments and methods of communication.

• Provides Timely Reports and Invoices: Provides accurate, consistent reports and invoices. Reports and invoices must be typed and not hand-written.

• Is Ethical: Adheres to highest ethical behavior and treats staff and individuals with respect.

Objectivity

• Provide professional services with objectivity and respect for the unique needs and values of the individual being provided services.

• Provide sufficient objective information to enable an individual or the individual’s authorized representative to make informed choices.

Nondiscrimination

• Avoid discrimination based on factors that are irrelevant to the provision of services; be conscious of DVR values and how they influence professional decisions.

• Do not discriminate on the basis of race, creed, and color, type of disability, national origin, sex, or age.

Professionalism and Competency

• Comply with all licensing, credentialing and/or accreditation requirements recognized within their fields of service.

• Provide services only within the scope of their competency, considering their education, experience, and training and recognizing the limits of their skills and knowledge.

• Take on only those professional commitments and agreements that they can fulfill and carry out those obligations in a timely manner.

• Ensure recommendations for individuals are first discussed with counselors.

• Treat participants, staff, and other providers with respect and courtesy, fostering a professional and collaborative environment. 

Sound Business Practices

• Do not engage in fraud, waste, or abuse when charging for services.

• Be truthful and accurate in all statements about the services and products they provide.

• Stay within the scope of services agreed upon by DVR individuals and DVR.

• Maintain adequate records of evaluations, assessments, services, recommendations, reports, or products provided and preserve confidentiality of those records, unless disclosure is required by law, or protection of the DVR individual or the public.

Integrity and Responsibility

• Assume responsibility and accountability for all decisions and actions.

• Be honest, faithful, and keep promises and honor the trust placed in them.

• Do not advertise or market services in a misleading manner.

• Do not engage in uninvited solicitation of potential individuals, who are vulnerable to undue influence, manipulation, or coercion.

• Proactively identify appropriate supports when safety concerns arise, including notifying emergency services if there is any indication that an individual intends to harm themselves or others. 

• Disclose any potential or perceived conflicts of interest promptly and take appropriate steps to mitigate or eliminate the conflict, ensuring transparency and the preservation of trust. 

• Do not accept gifts from the individuals with whom you are working to avoid any perception of favoritism, undue influence, or impropriety.

DVR is in compliance with the Colorado's "Conflict of Interest Technical Guidance,” which addresses conflict of interest and the appearance thereof.

Further procurement guidance can be found on the Office of the State Controller's Procurement Resources Page.

DVR does not hire former DVR staff or individuals from government agencies closely tied to DVR services (e.g., workforce centers that are cohoused with DVR) as contracted service providers until at least six months have passed since termination of employment. DVR does not hire direct family members of current DVR staff to provide services to DVR individuals. In cases where a necessary and appropriate service within an individual’s home community is only available through a direct family member of a DVR staff, documentation supporting the need shall be included in both the vendor and individual records. Additionally, DVR does not hire current DVR individuals to provide goods and services to DVR or DVR individuals.

Per DVR’s “Vendor Guidelines and Standards,” DVR “may stop the work of the vendor at any time but shall be liable for payment for work already done if the work completed was properly authorized and approved by DVR.”

DVR may discontinue use of a vendor that has not been utilized in two years or more without notice. A vendor who has a current authorization for services will be notified of any termination by letter. A vendor who does not meet the criteria for timely invoicing may have their vendor/provider status terminated. A former vendor who was terminated may only register again with DVR with field office supervisor and CFO approval.

State Fiscal Rule 24-30-202 requires that State employees designated to authorize a service or goods must ascertain if a price or rate is (1) in accordance with law or administrative rules or (2) is fair and reasonable. Reference Fiscal Rule 2-2, Commitment Vouchers, Section 3.3 (https://www.colorado.gov/pacific/osc/fiscalrules).

Within the Fee Schedule, the majority of service and good rates are specifically defined. However, in cases where the Fee Schedule allows for a 'usual and customary' rate, DVR staff must determine whether the rate meets the criteria of being fair and reasonable. Substantiation may be achieved by comparing the proposed price or rate with established catalog prices, market prices, or historical prices/rates for similar goods/services procured previously. If substantiation is unattainable, a cost/price analysis must be conducted.

Established Catalog Prices or Market Prices

An 'Established Market Price' refers to a current price established through typical trade interactions between buyers and sellers. This price must be substantiated from sources independent of the manufacturer or supplier and serves as an indication of the reasonableness of the price. In many cases, negotiation may result in securing a lower price or rate.

Historical Prices

Historical prices or rates for similar items or services procured in the past also serve as a guide to fair and reasonable prices.

Cost/Price Analysis

In cases where neither historical nor catalog prices exist, cost analysis must be used. Vendors can be asked to provide summary level detail of materials and labor costs, as well as markups and other indirect cost rates included in the price. Technical judgments concerning labor hours can be applied to labor hour rates to evaluate the reasonableness of the overall price.

Reasonable profit is another element of price. Per 24-103-403 C.R.S., for noncompetitive acquisitions where neither historical nor catalog prices exist, vendors are required to submit cost or pricing data for purposes of conducting a cost analysis.