0. DQ 2025-0488 Tab Envelopes MVD - CCI Tag Plant.pdf

Documented Quote State of Colorado

Colorado Department of Corrections

DQ CFAA 2025000488

Tab Envelopes for Motor Vehicle Registration – CCi Tag Plant

Sole Point of Contact for this Solicitation is:

Jennifer Garvin – Purchasing Agent IV (jennifer.garvin@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.

DQ CFAA 2025000488 Page 1 of 6

TABLE OF CONTENTS

TABLE OF CONTENTS

ATTACHMENTS:

1. SOLICITATION INFORMATION

A. Introduction B. Background, Overview and Goals C. Anticipated Term D. Schedule of Activities E. Procurement Point of Contact F. Respondent Inquiries

2. REQUIREMENTS

A. Accessibility Requirements B. Product Approval and Samples

3. PROGRAM OVERVIEW AND SPECIFICATIONS

4. QUOTE SUBMISSION INFORMATION

A. Quote Submission Instructions B. Timeliness of Quote Submission C. Quote Format and Content D. Pricing

5. AWARD

A. Basis for Award (See Procurement Rule R-24-103-204-01) B. Negotiations C. Single Quote D. Notice of Award E. Documents After Award

ATTACHMENTS:

1. Exhibit A – Vendor DQ Checklist

2. Exhibit B – Required Vendor Information

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

4. Exhibit D – Price Bid

5. Exhibit E – Vendor Disclosure Statement

6. Exhibit F – Purchase Order Terms and Conditions

7. Exhibit G – General Administrative Information

8. Attachment A – Envelope Specifications

9. Attachment B – Diagram Front & Back

10. Attachment C – Diagram Inside with Film

DQ CFAA 2025000488 Page 2 of 6

1. SOLICITATION INFORMATION

A. Introduction

On behalf of the State of Colorado, Colorado Department of Corrections is issuing this

Documented Quote for purchasing Motor Vehicle Division Registration Tab Envelopes for each County of Colorado.

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

i. The anticipated term of the Purchase Order resulting from the award of this solicitation is for a single Purchase Order for the requested quantities.

ii. The State is not responsible for any goods delivered or services performed by the awarded Respondent without a State issued Contract or 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.

a. The date of publication for this solicitation on Colorado VSS is May 7, 2025.

b. All quotes must be submitted in the method described below no later than May

15, 2025 @ 5:00pm.

c. The estimated date for award selection and notification is May 17, 2025.

d. The desired Purchase Order start date is July 1, 2025.

E. Procurement Point of Contact

i. The State’s sole point of contact for this solicitation is Jennifer Garvin, Purchasing

Agent IV, who may be reached via email at jennifer.garvin@state.co.us. All questions and inquiries must be submitted through BidNet Direct as stated in section F below.

F. Respondent Inquiries

DQ CFAA 2025000488 Page 3 of 6

i. Respondents may submit written inquires or questions via bidnetdirect.com//cdoc concerning this solicitation to obtain clarifications.

ii. The State, in its sole discretion, may or may not accept inquires received after the date and time indicated on the Schedule of Activities.

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

iv. List each question separately.

v. Responses to Respondent inquires will be published on Bidnetdirect.com//cdoc collectively, as an amendment to the solicitation. Respondents 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. REQUIREMENTS

A. Accessibility Requirements

i. 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. Product Approval and Samples

i. After the closing date, respondents will be notified only when samples are required for approval. CDOC authorized Tag Plant staff may request samples of products not previously approved for use. Requested samples sizes (per the specifications and envelope diagram attachments) must be submitted directly to the delivery address listed below and will be at the sole expense of the vendor. Product approval notification will be provided to vendors when/if samples have been tested and accepted for use. DO

NOT SEND SAMPLES UNLESS REQUESTED TO DO SO.

DQ CFAA 2025000488 Page 4 of 6

ii. The Awarded respondent will receive a packet of information including the county name, address, and envelope types, and quantitates for each county so they can create any electronic proof for each county. Proof sheet file names will then be sent via email and must reference the county’s name for that proof to be approved by Lucas Crocker or their designee. Once all proofs are approved the exact quantity of envelopes per county will be provided to the Awarded Offeror and the production can begin.

3. PROGRAM OVERVIEW AND PRODUCT SPECIFICATIONS

A. The Colorado Department of Corrections (CDOC), in conjunction with Colorado

Correctional Industries (CCI) operates a License Plate Plant and Vinyl Production shop that provides training, work experience, and income for incarcerated individuals. As part of the agreement CCI has with the state’s Motor Vehicle Division (MVD) the registration tab envelopes are needed for all of the counties of Colorado. This Document Quote is seeking offerors to supply tab envelopes per the specifications and diagram attachments.

i. Estimated quantity to be ordered: 2,329,000 each, MVD Tab Envelopes.

ii. Envelope Size: 4 3/16” X 8 ¾ open side, side seam, 3/8” X 2 ¾” notch back, 1 1/8” pictorial flap with slit in flap located 2 ¾” left, 24# white woven.

iii. Complete specifications and envelope scale diagrams as per Attachments A, B & C.

iv. Envelopes Delivery Address:

Colorado Territorial Correctional Facility Colorado Correctional Industries (CCi) – Tag Plant 275 West Highway 50 Canon City, CO 81212 Delivery times are: Monday – Thursday between 7am - 2pm.

No deliveries will be accepted prior to July 1, 2025.

4. QUOTE SUBMISSION INFORMATION

A. Quote Submission Instructions

i. Respondents shall submit Quotes via bidnetdirect.com//cdoc. The Quote submission should include the subject line “Quote submission from (Insert Respondent Name) for

DQ 20250000488, Tab Envelopes for Motor Vehicle Registration – CCI Tag Plant.

DQ CFAA 2025000488 Page 5 of 6

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

B. Timeliness of Quote Submission

i. A Quote received after the submission deadline will not be opened and will be rejected as a late response, unless otherwise permitted by the procurement official.

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

Respondent.

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 response to the information requested in sections 2 and 3 of this DQ.

iii. 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, Price Proposal

d. Exhibit E, Vendor Disclosure Statement

D. Pricing

i. Proposed pricing must remain firm during the initial term of the Contract or Purchase

Order.

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

iii. The CDOC may at its sole discretion elect to include a provision in the State Contract that allows the CDOC to consider an annual price increase not to exceed 2.5% for each fiscal year of the Contract if a contract is awarded from this solicitation. Any price increases must be agreed upon between CDOC and the awarded vendor.

DQ CFAA 2025000488 Page 6 of 6

5. AWARD

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

i. This solicitation and the resulting Contract or Purchase Order will be awarded to the responsible Respondent 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, and lead time for delivery.

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

B. Negotiations The State may negotiate with any Respondent to clarify the Respondent’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 Respondent if the procurement official finds that the price submitted is fair and reasonable and that other prospective Respondents 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 the intent to award will be announced on Colorado VSS and bidnetdirect.com//cdoc.

E. Documents After Award Prior to Contract or Purchase Order execution, the awarded Respondent must provide the

State with proof of Good Standing with the Colorado Secretary of State and an insurance certificate documenting coverage as required by the Contract or Purchase Order.