0. Bakery Oven - DQ 2025000213.pdf

Colorado Department of Corrections

November 12, 2024

DQ # 2025000213

Bakery Oven - CTCF

Sole Point of Contact for this Solicitation is:

Sheila Lucero – Purchasing Manager (sheila.lucero@state.co.us) Contact with any other State personnel regarding this procurement, unless specifically authorized by the above-named Sole Point of Contact, may result in disqualification.

Offerors are urged to read the solicitation document and attachments thoroughly before submitting a quote.

Offerors are required to submit Federal Employer Identification

Number (FEIN) (W-9) prior to award from the Colorado

Department of Corrections.

mailto:sheila.lucero@state.co.us

Contents

Table of Contents

1. SOLICITATION INFORMATION

A. Introduction

B. Background, Overview and Goals

C. Anticipated Term

D. Schedule of Activities

2. SCOPE OF WORK/SPECIFICATIONS AND REQUIREMENTS

A. Accessibility Requirements

B. Insurance Requirements

C. Mandatory Site Visit

D. Program Objectives

E. Specifications

F. Offeror’s Responsibilities

3. QUOTE SUBMISSION INFORMATION

A. Quote Submission Instructions

B. Timeliness of Quote Submission

C. Quote Format and Content

D. Pricing

4. AWARD

A. Award (See Procurement Rule R-24-103-204-01)

B. Negotiations

C. Single Quote

D. Notice of Award

E. Documents After Award

5. GENERAL ADMINISTRATIVE INFORMATION

A. Colorado Vendor Self Service

B. Modifications and/or Supplemental Information to The Solicitation

C. DQ Cancelation/Rejection of Quote(s)

D. Modifications or Withdrawal of Quotes

E. Mistakes and Minor Informalities in Offeror Quotes

F. News Releases and Announcements

G. Offeror Acceptance of Solicitation Terms/Offeror Quote Content

H. Certification of Independent Price Determination

I. Quote Response Material Ownership

J. Submission of Confidential or Proprietary Information

K. Modifications to State Contract

L. Conflicts of Interest/Ethics

M. Protested Solicitations and Awards

N. Performance Outside of Colorado

O. Service Disabled Veteran Owned Small Businesses (SDVOSB) (Ref. §24-103-905, C.R.S., Et Seq.)

P. Security Provisions

Attachments:

1. Exhibit A – Offeror DQ Checklist

2. Exhibit B – Required Offeror Information

3. Exhibit C – W-9 Request for Taxpayer ID Number

4. Exhibit D – Offeror Disclosure Statement

5. Exhibit E – Purchase Order Terms and Conditions

6. Attachment A – Insurance Information

7. Attachment B – Non-Conflict of Interest

8. Attachment C – Consent to Search Form

1. SOLICITATION INFORMATION

A. Introduction

On behalf of the State of Colorado, Colorado Department of Corrections (CDOC) is issuing this Documented Quote (DQ) for DQ# 2025000213, Bakery Oven – CTCF.

B. Background, Overview and Goals

All information contained within this DQ, and any amendments and modifications thereto, reflect the best and most accurate information available to the State at the time of this DQ.

C. Anticipated Term

A. The anticipated term of the purchase order resulting from the award of this solicitation is anticipated to be a one (1) time purchase.

B. The CDOC is not responsible for any goods delivered or services performed by the awarded Offeror without a State issued Purchase Order

D. Schedule of Activities

i. This Schedule of Activities is for information and planning purposes only. Schedules for

Activities listed as “Estimated” may be subject to change depending on the needs of the

State. All times are stated in Mountain Time (MT), as adjusted for daylight savings.

Activity Date

Solicitation Published via Colorado VSS, https://www.colorado.gov/vss and bidnetdirect.com//cdoc

11/12/2024

2 Mandatory Site Visit – See Section 2.C. 11/18/2024 @ 10:00am

Written Inquiries Deadline

Send Inquiries to: bidnetdirect.com//cdoc

NOTE: No inquiries will be accepted after this date.

11/21/2024 @ 2:00pm

Response to written inquiries; will be posted to

Colorado VSS and bidnetdirect.com//cdoc

(Estimated)

11/25/2024

Quote Submission Deadline

Quotes must be submitted in the method described in Section 3

12/03/2024 @ 4:00pm

6 Award selection and notification (Estimated) 12/04/2024

7 Contract/Purchase Order Start Date (Desired) 12/06/2024

C. Offeror Inquiries

i. Offerors may submit written inquiries concerning this DQ to obtain clarification on specifications and requirements through bidnetdirect.com//cdoc.

https://www.colorado.gov/vss

ii. The State, in its sole discretion may not accept inquiries received after the date and time indicated in the schedule of activities.

iii. All inquiries should be clearly marked with the DQ number and title. Where appropriate, inquiries should include references to any relevant section/paragraph of the solicitation.

iv. List each question separately.

v. The CDOC will publish responses to Offerors inquiries collectively, in a timely manner, as a modification on Colorado VSS and bidnetdirect.com//cdoc.

vi. Offerors shall not rely on any verbal statements that alter any specification or other term or condition of the solicitation. Such changes are valid only if provided in writing by the

Procurement Contact.

2. SCOPE OF WORK/SPECIFICATIONS AND REQUIREMENTS

The Scope of Work describes the deliverables sought through this DQ and the scope of what the awarded Offeror will be expected to offer through the Purchase Order resulting from this DQ. The

Scope of Work is intended to provide interested Offerors with sufficient basic information to submit a quote. It is not intended to limit a quote’s content or exclude any relevant or essential data.

A. Accessibility Requirements

All work performed as a result of this solicitation must comply with all applicable provisions of

§§24-85-101, C.R.S., et seq., and the Accessibility Standards for Individuals with a Disability, as established by the Office Of Information Technology pursuant to §24-85-103 (2.5), C.R.S.

and 3) all State of Colorado technology standards related to technology accessibility and with

Level AA of the most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in the State of Colorado technology standards.

B. Insurance Requirements

The awarded Offeror will be required to submit a certificate(s) of insurance evidencing insurance coverage for the types and amounts of insurance as required by the Insurance provision in the Purchase Order Terms and Conditions, included in this solicitation as Exhibit

E, prior to execution of the Purchase Order. Attachment A has information to determine what insurance will be needed for this solicitation.

C. Mandatory Site Visit

Vendors interested is submitting proposals on this solicitation must attend a mandatory site visit to view the location. Only vendors that attend this site visit will be considered for award. The site visit will be on November 18, 2024 at 10:00am MST.

Location: Colorado Territorial Correctional Facility

275 West Hwy 50

Canon City, Co. 81212

Contact: Rebekkah Large by email rebekkah.large@state.co.us no later than 11/15/2024 to be added to the Facility Access List. The Consent to Search - Attachment C document, must be filled out and submitted to contact staff member listed above for background checks prior

Mandatory Site Visit.

D. Program Objectives

The Colorado Department of Corrections (CDOC), specifically the Colorado Territorial

Correctional Facility (CTCF) is seeking an Offeror to provide a Baxter Manufacturing Model#

OV500G2EE Rotating Double Rack Oven - Energy Efficient Gas or of equal quality and specifications. The Double Rack Oven will need to have the following specifications:

E. Specifications mailto:rebekkah.large@state.co.us

i. Stainless steel construction

ii. Heat exchanger with weldless construction.

iii. Patented self-contained spherical cast steam system.

iv. The oven will need to have halogen lighting in the bake chamber.

v. Efficient 275,000 BTU/Hr. in-shot burner system.

vi. Airflow design to maximize heat exchanger use.

vii. Energy saving idle mode.

viii. Programmable digital control with Auto on/Auto off controls.

ix. Three panel viewing window.

x. Air gap within the door.

xi. Hood with plenum and single point vend connection.

xii. Field reversible bake chamber door.

xiii. Patented flush floor – no ramp required.

xiv. 99 programmable recipes.

xv. Holds 2 single or 1 double over rack.

xvi. Heavy duty rack lift with “soft start” rotation and rack jam warning system

xvii. Built-in rollers & Levelers.

xviii. Manual back-up control.

xix. Prison Safety Package.

F. Offeror’s Responsibilities

i. Offeror will need to provide basic assembly.

ii. Offeror will need to provide set-in place and start up.

iii. Offeror will need to provide all warranty information.

3. QUOTE SUBMISSION INFORMATION

A. Quote Submission Instructions

i. Offerors shall only submit Quotes via bidnetdirect.com//cdoc. The Quote submission should include the Subject line: “Quote submission from (Insert Offeror Name) for DQ

2025000213, Bakery Oven – CTCF.

ii. No other electronic submission methods or hard copy submittals will be accepted.

B. Timeliness of Quote Submission

i. Quotes received after the submission deadline shall not be opened and shall be rejected as a late response, unless otherwise permitted by the procurement official in accordance with

Procurement Rules C.R.S. §24-103-201-10.

ii. Responsibility for ensuring that an Offerors quote is received on time rests with the Offeror.

C. Quote Format and Content

i. The CDOC will not consider the submission of brochures, references to websites or other marketing material as a substitute for written responses to our requirements and questions.

ii. Quotes must follow the format outlined with electronic copies of each document provided as instructed. Quote sections should be tabbed, clearly identifiable, and contain the following. Please verify all information listed below is filled out, signed, and is attached with your Quote.

a. Exhibit B, Required Vendor Information;

b. Exhibit C, W-9 Request for Taxpayer ID Number

c. Exhibit D, Vendor Disclosure Statement

D. Pricing

i. Proposed pricing/quote must remain firm during the initial term of the Purchase Order.

ii. Pricing must include any fees associated with the delivery of goods or services, including, but not limited to, shipping and installation.

4. AWARD

A. Award (See Procurement Rule R-24-103-204-01)

i. This solicitation and the resulting Purchase Order will be awarded to the responsible

Offeror whose acceptable Quote is determined to be the most advantageous to the State, with price/cost being the primary consideration. Other considerations may include, but are not limited to, sample quality, past performance, and lead time for delivery.

ii. Acceptable means that the goods or services submitted in the Offeror’s Quote will meet the state’s needs, and that the price is fair and reasonable. The determination of whether an Offeror’s Quote is acceptable is solely within the State’s discretion.

iii. Neither this solicitation nor an Offeror’s Quote constitutes a legally binding offer;

therefore, responsiveness at the time of Quote submission is not an absolute criterion.

B. Negotiations

The State may negotiate with any Offeror to clarify the Offeror’s Quote or to effect modifications that will make the Quote Acceptable or more advantageous to the State;

however, any requirements identified in this solicitation may not be negotiated. Reference

Procurement Rule R-24-103-204-01(d).

C. Single Quote

If only one Quote is received in response to this solicitation, an award may be made to the single Offeror if the procurement official finds that the price submitted is fair and reasonable and that other prospective Offerors had reasonable opportunity to respond to the solicitation. If the price submitted is not fair and reasonable and there is not adequate time for re-solicitation, the procurement official may enter into competitive negotiations in accordance with

Procurement Rule R-24-103-208-02.

D. Notice of Award

A Notice of Intent to Award will be announced on Colorado VSS and Bidnetdirect.com///cdoc.

E. Documents After Award

Prior to a Purchase Order execution, the awarded Offeror must provide the State with proof of

Good Standing with the Colorado Secretary of State (www.sos.state.co.us) and an insurance certificate documenting coverage as required by the Purchase Order.

5. GENERAL ADMINISTRATIVE INFORMATION

A. Colorado Vendor Self Service

This solicitation is being published on the Colorado Vendor Self Service page (Colorado VSS) at www.colorado.gov/vss, and Bidnetdirect.com//cdoc, so that Offerors who have an interest may submit a Quote to bidnetdirect.com//cdoc in accordance with the terms of this solicitation.

B. Modifications and/or Supplemental Information to The Solicitation http://www.sos.state.co.us/

i. Any modifications, amendments or supplemental information to the solicitation will published on Colorado VSS and Bidnetdirect.com//cdoc. A modification notice will be published on Colorado VSS and Bidnetdirect.com//cdoc in the event that it becomes necessary to revise any part of this solicitation.

ii. It is the Offeror’s sole responsibility to check Colorado VSS and Bidnetdirect.com//cdoc on a regular basis, prior to the Quote submission deadline, as this is the primary means for communicating any clarifications or changes to solicitation content, timeline and/or requirements.

C. DQ Cancelation/Rejection of Quote(s)

i. In accordance with §24-103-301, C.R.S., and the related Procurement Rules, the State may cancel this solicitation, or any and all Quotes may be rejected in whole or in part, without penalty, at any time before a purchase order is executed, when it is in the best interest of the State. The reason and documentation supporting the decision to cancel the solicitation or reject Quote(s) shall remain confidential for the lesser of six months or until a Contract or purchase order is awarded by the State. Reference Procurement Rule R-24-

101-401-05.

ii. If the solicitation is canceled after, Quotes are received, the Quotes that have been opened shall be retained in the procurement record, or if unopened, they will be disposed of, or returned to the Offeror upon request at the Offerors’ expense.

D. Modifications or Withdrawal of Quotes

An Offeror may modify or withdraw its Quote by written notice to the Procurement Contact prior to the established Quote submission deadline. Withdrawal of an Offeror’s Quote following the Quote submission deadline and prior to award, may be allowed, in the State’s discretion. Withdrawal of an Offeror’s Quote after award is not allowed. Reference

Procurement Rules R-24-103-201-08 and R-24-103-201-09.

E. Mistakes and Minor Informalities in Offeror Quotes

In certain circumstances, an Offeror may correct a mistake(s) in its Quote and/or the State may waive minor informalities. Reference Procurement Rule R-24-103-201-08.

F. News Releases and Announcements

Offerors shall not issue any news releases, communications or announcements of any kind pertaining to this solicitation, without prior written approval by the State.

G. Offeror Acceptance of Solicitation Terms/Offeror Quote Content

i. Neither this solicitation nor an Offeror’s Quote submitted in response to this solicitation constitute a legally binding offer. Reference Procurement Rule R- 24-103-204-01(b).

ii. The contents of the Quote of the awarded Offeror and any modifications to the Quote negotiated by the State included in the resulting Purchase Order will become contractual obligations. Failure of the awarded Offeror to accept these obligations may result in cancellation of the award to that Offeror.

H. Certification of Independent Price Determination

By submitting a Quote, the Offeror certifies that the prices and other terms in the Quote have been arrived at independently without any consultation, communication, agreement with, or knowledge of the contents of the Quote by any other competing Offeror. For purposes of this paragraph, "consultation, communication, agreement with, or knowledge" does not include knowledge of prices or terms gained through availability of established price lists or catalogues made available to the public by the competing Offerors. No attempt has been made or will be made by the Offeror to induce any other person or firm to submit or not to submit a Quote for restricting competition. Reference §6-4-101, C.R.S., et seq., (Colorado Antitrust Act of 1992) as amended.

I. Quote Response Material Ownership

All material submitted in response to this solicitation becomes the property of the State.

J. Submission of Confidential or Proprietary Information

i. The State of Colorado is subject to the requirements of §24-72-200.1, C.R.S., et seq., Colorado Open Records Act.

ii. An Offeror may submit, as a part of its Quote, a written request for classification of certain portions of the Quote as a trade secret or other confidential or proprietary information. Material for which the Offeror is requesting confidentiality shall be readily identifiable and separated from other portions of the Quote to facilitate public inspection of the non-confidential portion of the Quote. Commingling of confidential and non-confidential information is not acceptable. Neither price information nor any information that will be included in a resulting purchase order will be considered confidential.

iii. The Offeror must include the rationale for any request to classify portions as a trade secret or confidential or proprietary, including references to the authority that allows for such treatment.

iv. A complete redacted Quote response should also be included along with an unredacted

Quote and confidentiality justification.

v. In no event shall an entire Quote be classified as confidential. The Procurement Official or his or her designee shall determine if the information identified in the Offeror’s request is exempt from disclosure in accordance with §24-72-204, C.R.S., and shall inform the

Offeror in writing of his or her determination. If the Offeror does not agree with the determination, the Offeror may protest the determination in accordance with article 109 of the Colorado Procurement Code and the terms of this solicitation. Reference Procurement

Rule R-24-101-401-03.

vi. Any additional Offeror information, which may be part of the evaluation/negotiation process and for which an Offeror claims confidentiality, is subject to the same requirements and processes identified above.

K. Modifications to State Contract

i. The State Purchase Order terms and conditions is included in Exhibit E to this solicitation.

ii. Offerors are instructed to review the attached draft Contract and submit any proposed modifications or redlines with their Quote. The decision to reject, accept, or further negotiate any requested changes will be at State’s discretion. If an Offeror normally seeks counsel on Contract terms, they are advised to do so before submitting a Quote in response to this solicitation.

iii. In the event that an Offeror’s requested modifications violate State law, regulation, or policy, or would otherwise not be justifiable as being in the best interest of the State, the

State may make a determination that an Offeror’s Quote is no longer acceptable and therefore ineligible for award. The section of the Contract identified as the Colorado

Special Provisions are considered non-negotiable.

L. Conflicts of Interest/Ethics

i. The Offeror must disclose in its Quote any potential or actual conflict of interest in connection with a response to this solicitation. A conflict of interest may include, but is not limited to, access to any non-public information by the Offeror regarding the solicitation or its subject matter.

ii. The Offeror acknowledges that even the appearance of a conflict of interest may be harmful to the State’s interests. The Offeror shall disclose in its Quote whether there currently is, or potentially could be, the appearance of a conflict of interest regarding this solicitation, its staff, any proposed subcontractors or partners, or any related business with the State.

iii. Requirements set forth in this Section are continuing requirements throughout the solicitation process and, for the awarded Offeror, the Contract or Purchase Order term, including any extensions. Reference §24-18-201, C.R.S., et seq. (Proscribed Acts Related to Contracts and Claims); §24-50-507, C.R.S.(Conflict of Interest); §18-8-301, C.R.S., et seq. (Bribery and Corrupt Influence); §18-8-401, C.R.S., et seq. (Abuse of Public Office);

§6-4-101, C.R.S., et seq., (Colorado Antitrust Act of 1992); §24-109-105, C.R.S

.(Debarment and Suspension); and Procurement Rule R-24-101-107-01 (Ethics).

M. Protested Solicitations and Awards

An aggrieved party may file a protest concerning a Material Issue(s), at any phase of solicitation, including but not limited to, specifications, award or a disclosure of information marked confidential in the Quote. “Material issue” means a nontrivial defect in the solicitation or award that would prejudice the outcome of the procurement. The presence of multiple nonmaterial issues in a solicitation or award does not constitute a material issue unless the aggrieved party can establish that those nonmaterial issues together would prejudice the outcome of the procurement.” The protest shall be submitted to the CDOC Procurement

Official within three (3) business days after such aggrieved person knows, or should have known, of the facts giving rise thereto. Reference §24-109-102, C.R.S., as amended, and

Procurement Rule R-24-109-102-01, et seq. Protests should be submitted in writing to the following:

Tina Fay

Associate Director of Procurement

Tina.m.fay@state.co.us

N. Performance Outside of Colorado

Awarded Offeror, per Section 24-102-206, C.R.S., prior to contracting shall disclose in a written statement whether it anticipates performing or subcontracting any services under the contract, where such subcontracted services will be performed under the contract, including any subcontracts, and whether any subcontracted services under the contract or any subcontracts are anticipated to be performed outside the United States or the state. If the prospective vendor anticipates services under the contract or any subcontracts will be performed outside the United

States or the state, the vendor shall provide in its written statement a provision setting forth why it is necessary or advantageous to go outside the United States or the state to perform the contract or any subcontracts. Please see Exhibit D.

O. Service Disabled Veteran Owned Small Businesses (SDVOSB) (Ref. §24-103-905, C.R.S., Et

Seq.)

i. SDVOSB Offerors must submit documentation of certification issued through the appropriate United States agency in their Proposal. §24-103-905 C.R.S. sets a SDVOSB goal of at least 3% of all contracts by dollar value by awarded to SDVOSB’s who must be incorporated or organized in Colorado or they must maintain a place of business or have an office in Colorado and must be officially registered and verified as a SDVOSB by the

Center for Verification and Evaluation within the appropriate United States Agency that verifies that the business is a service-disabled veteran-owned small business.

P. Security Provisions

i. All CDOC correctional facilities have significant security requirements, which make it necessary for the Offeror to communicate and coordinate work with CDOC staff for the efficient delivery of goods and services.

ii. All Offeror’s personnel who come onto CDOC property shall be subject to a CDOC criminal background check and shall be required to sign a “Consent to Search

Authorization” form before CDOC shall permit access to any correctional facility.

iii. Approved individuals shall be subject to search of person or vehicle at any time while in any CDOC facility or on CDOC grounds.

iv. In the event of a facility disturbance or event, CDOC may temporarily detain the entry and exit of all traffic from the facility. All reasonable efforts shall be made to release the

Offeror’s personnel and any equipment as quickly as possible while maintaining the security of the CDOC facility.

v. Cell phones, cameras, tablets, and laptops will be restricted on all CDOC properties.

Accommodations may be made if prior approval is requested at least 4 days in advance, subject to the discretion of the individual facility. East Canon Correctional Prison

Complex does not allow cell phones, cameras, tablets, and laptops past checkpoint without prior authorization.

vi. No tobacco or vapes, weapons, or other contraband items will be allowed.