0. DQ 26-0129 Holiday Items.pdf

Documented Quote State of Colorado

Colorado Department of Corrections

DQ 2026000129

Holiday Items – Canteen October 1, 2025

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.

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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 Samples

3. SCOPE OF WORK

A. Program Overview and Deliverables B. 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

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1. SOLICITATION INFORMATION

A. Introduction

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

Documented Quote for Holiday Items, for resale through the CDOC Canteen.

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 Award resulting from the award of this solicitation is through June 30, 2026.

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

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 October 1, 2025.

b. Written inquiries must be submitted through bidnetdirect.com//cdoc by 2:00pm on

October 08, 2025.

c. Mandatory samples due by October 10, 2025 see section 2.C.i for sample details.

d. The estimated date for the State’s responses to vendors’ written inquires to be published on Colorado VSS and bidnetdirect.com//cdoc is October 10, 2025.

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

October 17, 2026 at 4:00pm.

f. The estimated date for award selection and notification is October 20, 2025.

g. The desired Award Letter start date is October 28, 2025.

E. Procurement Point of Contact

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

Manager who may be reached via email at Sheila.lucero@state.co.us

ii. Because phone lines may not be consistently monitored, email is the preferred method of communication. The individual listed above is the sole point of contact for this solicitation. Initiating contact with anyone other than this individual may result in

Offeror disqualification.

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.

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B. Insurance Requirements The awarded Respondent 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 an Award Letter.

C. Mandatory Samples

i. The Respondent will be required to provide 4-6 samples of each item the Respondent is bidding on, for an evaluation to determine any possible security risks, religious affiliations, and nutritional benefits, where relevant, to ascertain their appropriateness for resale within in a correctional facility.

a. The cost of sending the samples will be incurred by the Respondent, and the samples will not be returned.

b. Samples will need to be sent to the following address:

Colorado Department of Corrections – Canteen Attn: Amanda Murphey 57500 E Hwy 50 and Evans RD Canon City, CO 81212

3. SCOPE OF WORK

A. Program Overview and Deliverables

i. The Colorado Department of Corrections (CDOC), Division of Colorado Correctional

Industries (CCi) – Canteen Services is seeking a Respondent(s) to provide Holiday

Items for resale through the Canteen (Commissary) program. This service exists to enhance and enrich the lives of Offenders during their incarceration.

ii. Canteen Services serves as an order fulfillment service that is operated by Colorado

Correctional Industries a Division of the Colorado Department of Corrections. It has established a warehouse and production center at the East Canon City Prison Complex.

This operation employs Offenders, enabling them to gain work experience and develop essential personal and professional skills. Along with suppling Offenders with premium goods at competitive pricing, while providing a varied and appealing assortment of items.

B. Specifications

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i. The CDOC Canteen is anticipated to purchase 32,000 of each item listed on Exhibit D

– Price Proposal on the initial purchase, with the possibility of additional purchases if required.

a. The Respondent will need to provide shipping timeframes for all items.

ii. The Respondent can bid on any or all items listed on Exhibit D – Price Proposal.

Respondent should fill out Exhibit D – Price Proposal and include in their bid, all items the Respondent would like to provide.

a. After awards have been made, the Respondent is obligated to provide photographs of the items that have been awarded to the Respondent.

b. Product substitutions are not permitted without the prior consent of authorized

Canteen staff after the item has been awarded.

iii. Products must be packaged as follows:

a. The product will need to be packaged exclusively in plastic containers. Whenever feasible, clear packaging is preferred.

b. Packaging must not contain glass or metal of any kind.

c. Product can not contain any type of alcohol.

d. Product packaging must be engineered to resist the challenges posed by transportation through high-altitude environments, ensuring that the packaging does not rupture during transit. (Mountain passes).

e. Packaging should be prepared for individual sales, ensuring it contains ingredient lists and other relevant details.

iv. Deliveries should be conducted by truck whenever possible; if that is not feasible, then

UPS or FedEx should be utilized.

a. Receiving hours are 8:00am to 2:00pm MST, Monday through Friday, excluding the holidays. A list of holidays can be found on Attachment A – State of

Colorado Observed Holidays.

b. Notices will be sent out via an email if the Canteen Warehouse is closed.

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v. All invoices will need to be directed to doc_cci_purchasing@state.co.us when items are shipped. Separate invoices are mandatory for each shipment made.

vi. Requested credits should be sent to doc_cci_purchasing@state.co.us once processing has been finalized.

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 2026000129, Holiday Items.

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 a Respondents 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

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D. Pricing

i. Proposed pricing must remain firm during the initial term of the Award Letter.

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

5. AWARD

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

i. This solicitation and the resulting Award Letter 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

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Prior to Award Letter 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 Award Letter.