0. DQ 26-0103 Cordless Shavers - Clinical FINAL.pdf

Version 010925

Documented Quote State of Colorado

Colorado Department of Corrections

DQ CAAA 2026000103:

Cordless Rechargeable Shavers/Razors – Clinical Services September 10, 2025

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.

Cordless Rechargeable Shavers DQ CAAA 2026000103 Page 1 of 7

TABLE OF CONTENTS

TABLE OF CONTENTS

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. Insurance Requirements C. Mandatory/Minimum Requirements

3. SCOPE OF WORK/SPECIFICATIONS

A. Background and Historical Information…………………………………………………….4 B. Product Specifications and Requirements ………………………………………………….4

4. QUOTE SUBMISSION INFORMATION

A. Email 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 Proposal

5. Exhibit E – Vendor Disclosure Statement

6. Exhibit F – Purchase Order Terms and Conditions

7. Exhibit G - General Administrative Information

Cordless Rechargeable Shavers DQ CAAA 2026000103 Page 2 of 7

1. SOLICITATION INFORMATION

A. Introduction

On behalf of the State of Colorado, Colorado Department of Corrections, Clinical

Services Unit is issuing this Documented Quote for Cordless Rechargeable Shavers/

Razors.

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 (PO) resulting from the award of this solicitation will be for the current fiscal year, starting on the date of PO issuance, until June 30, 2026.

ii. The award may be renewed for up for four (4) additional one (1) year periods at the sole discretion of the CDOC. The total duration of the Contract, from the start date until termination, and including all options, is not anticipated to exceed five (5) years.

iii. The CDOC may within its sole discretion, choose to not exercise any option or extension term in the Contract.

iv. 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 September 10,

b. All bids/quotes must be submitted in the method described below no later than 2:00 pm, September 23, 2025

c. The estimated date for award selection and notification is September 25, 2025

d. The desired Contract or Purchase Order start date is September 30, 2025.

Cordless Rechargeable Shavers DQ CAAA 2026000103 Page 3 of 7

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, however all questions and inquires must be submitted through BidNet Direct, please see Section F.

items i. – v. below for additional details.

F. Respondent Inquiries

i. Respondents may submit written inquires 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 Colorado VSS and

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. Insurance Requirements

Cordless Rechargeable Shavers DQ CAAA 2026000103 Page 4 of 7

The awarded Respondent maybe 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.

C. Mandatory Requirements

i. Orders will be placed on as needed basis throughout the term of the award. No order minimums will be accepted or considered for award, estimated quantities are not guaranteed.

ii. Respondent(s) must be able to accommodate delivery to: Denver Women’s

Correctional Facility (DWCF) Clinical Services Unit, located at 3600 Havana Street, Denver, CO. 80239.

3. SCOPE OF WORK/SPECIFICATIONS

A. Background and Historical Information

i. The Colorado Department of Corrections is seeking offers for Cordless Rechargeable

Shavers/Razors to be issued to offenders entering custody at DWCF. Our Clinical

Services team issues approximately 800 to1000 shavers per year for hygiene and health related purposes.

ii. Currently the approved shaver issued to offenders is the Remington Cordless Foil

Shaver, Model #REMI-PF7200, with the wall adapter charger included. This information is provided only as an example, this brand name and model are representative of the Cordless Rechargeable Shavers CDOC is seeking to purchase.

iii. Proposed product must be of equal quality and specification as described in this solicitation.

B. Product Specifications and Requirements

i. Shaver/Razor product must be: cordless, rechargeable, and include the wall adapter charger.

ii. Shaver must be 100% Waterproof, made for use in wet and dry environments.

Cordless Rechargeable Shavers DQ CAAA 2026000103 Page 5 of 7

iii. Shaver must be full size and have a minimum of twin (2) foil heads. Additional foil head models can be proposed as an optional selection and will be considered for award, provided it meets all the other specifications listed herein.

iv. Shaver style should be portable, and be able to easily fit in one hand. Shaver color or type can be unisex or basic, does not need to be for male or female specific users.

Natural colors are preferred but optional colors, style, and types will be considered for award during the evaluation process.

v. Respondent(s) must include a product specification sheet of the shaver model(s) proposed with their quote documents. Missing or minimal information about the proposed Shaver model will be deemed unresponsive and be disqualified from award selection.

vi. Pricing should be all inclusive, no additional surcharges, shipping/freight charges will be awarded or paid. Respondent(s) should keep that in mind when submitting their

Price Proposal on Exhibit D. See Section 4. D. items i. – iii. below for additional details.

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 2026000103, Cordless Rechargeable Shavers/Razors.

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

Cordless Rechargeable Shavers DQ CAAA 2026000103 Page 6 of 7

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.

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.

Cordless Rechargeable Shavers DQ CAAA 2026000103 Page 7 of 7

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.

Colorado Department of Corrections

DQ CAAA 2026000103:

Cordless Rechargeable Shavers/Razors – Clinical Services September 10, 2025