0. DQ 2026000517 August Meat & Cheese - Warehouse.pdf

State of Colorado

Colorado Department of Corrections

6/11/2026

DQ CAAA 2026000517

CDOC Warehouse August Meat & Cheese Order

Sole Point of Contact for this Solicitation is:

Melissa Rothmeier – Purchasing Agent III (doc_purchasing@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.

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. Delivery & Specifications

D. Product Approval & Samples

3. QUOTE SUBMISSION INFORMATION

A. Quote Submission Instructions

B. Timeliness of Quote Submission

C. Quote Format and Content

D. Pricing

E. Administrative Information

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

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 – Price Proposal

5. Exhibit E – Offeror Disclosure Statement

6. Exhibit F – Purchase Order Terms and Conditions

7. Exhibit G – Administrative Information

8. Attachment A – Insurance Information

9. Attachment B – 2023 Approved KOSHER Symbols.

1. SOLICITATION INFORMATION

A. Introduction

On behalf of the State of Colorado, Colorado Department of Corrections (CDOC) is issuing this Documented Quote (DQ) for Meat & Cheese Products, DQ 2026000517 CDOC Warehouse August Meat & Cheese Order.

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 contract or purchase order resulting from the award of this solicitation is for a single order for the month of August 2026 and issued on Purchase Order(s).

ii. The CDOC is not responsible for any goods delivered or services performed by the awarded Offeror 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 and bidnetdirect.com//cdoc is June 11th, 2026.

b. All inquiries must be submitted through bidnetdirect.com//cdoc no later than June 15th, 2026 at 5:00 PM.

c. All quotes must be submitted in the method described below no later than June 18th, 2026 at 5:00 PM.

d. The estimated date for award selection and notification is July 1st, 2026.

e. The desired Contract or Purchase Order start date is July 6th, 2026.

E. Offeror Inquiries

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

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 Contract or 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 Contract or Purchase Order Terms and Conditions, included in this solicitation as Exhibit F, prior to execution of the Contract or Purchase Order. Attachment A has information to determine what insurance will be needed for this solicitation.

C. Delivery & Specifications

i. Meat & Cheese Specifications: Complete item specifications and quantities as per the accompanying Meat Order Form – EXHIBIT D. Each Vendor is to provide brand, product#, unit cost and extended cost on all items bid.

ii. All food products shall be properly labeled as to identity and originate. All meat products must be fully frozen and delivered at no higher than 0 degrees F and shipped in appropriate transport containers. All meat products must have been produced within the last 10 months and all cheese products must have been produced within the last 18 months of delivery.

iii. The brand awarded will be the brand expected for delivery, substitutions will not be accepted and will be rejected by the receiving staff.

iv. Any requested Kosher items must be Certified Kosher with up to date certification provided with bid submission. Examples of currently approved Kosher Certifications with Symbols found on Attachment B.

v. Each Vendor is to provide unit cost and extended cost on all items bid. All food products shall be properly labeled as to identity and originate.

vi. All items are to be F.O.B. Destination; Pricing will be considered all inclusive, no additional shipping, surcharges, or taxes will be paid. Vendors should take shipping costs into consideration when submitting a bid response to this solicitation.

vii. Awarded vendors must be able to deliver to the six (6) warehouse locations as listed below:

· Arkansas Valley Correctional Facility (AVCF) 12750 Hwy 96, Lane 13 Ordway, CO 81034

· Buena Vista Correctional Center (BVCC) 15125 Hwy 24 & 285, Buena Vista, CO 81211

· Canon City Central Warehouse (CCCW) 57500 Hwy East & Evans Rd, Canon City, CO 81212

· Denver Women’s Correctional Facility (DWCF) 3600 Havana Street, Denver, CO 80239

· Limon Correctional Facility (LCF) 49030 State Hwy 71, Limon, CO 80826

· Sterling Correctional Facility (SCF) 12101 Hwy 61, Sterling, CO 80751

D. Product Approval & Samples

i. All product Brands and Nutritional Specifications must be approved for use prior to

Award; product brand names, nutritionals, and specifications must be included with proposal documents if not previously approved by CDOC authorized staff. Specification and Nutritional fact sheets needing reviewed will be sent to: doc_purchasing@state.co.us

ii. Vendors may be expected to provide a sample upon request only. If samples are requested, vendors are required to send them immediately in order to be eligible for future award(s).

Vendors will be notified when/if samples, specifications and nutritionals have been approved.

iii. Requested sample(s) must be submitted by case lots, will be sent at the sole expense of the vendor and will not be returned.

iv. Only when requested, sample requests must be sent within 2 Business Days.

v. EQUAL SPECIFICATIONS: Brand names and specifications used herein are intended to aid in establishing the desired standard of quality needed to meet state requirements, and not to unduly restrict competition. Unless a specific item's description states otherwise, you may submit a bid for a product of equal specifications and quality; however, the product must be approved nutritionally (see product approval & samples section above) and a sample may be required prior to bid closing.

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 2026000517, CDOC Warehouse August Meat & Cheese Order.

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, Price Proposal

d. Exhibit E, Vendor Disclosure Statement

D. Pricing

i. Proposed pricing/quote must remain firm during the 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.

E. Administrative Information

Please see Exhibit G for Administrative Information.

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 Contract or 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 Contract or Purchase Order.

http://www.sos.state.co.us/

Accessibility Requirements

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

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

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.

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

E. Administrative Information

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.

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.