0. DQ 26-0179 1 % Milk Order for all CDOC Facilities FINAL.pdf

Documented Quote

State of Colorado

Colorado Department of Corrections

DQ CAAA 2026000179

1% Low Fat Milk Orders for all CDOC Facilities

April 6, 2026

Sole Point of Contact for this Solicitation is:

Jennifer Garvin – Purchasing Agent IV (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.

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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/Minimum Requirements

3. SCOPE OF WORK/SPECIFICATIONS

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

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1. SOLICITATION INFORMATION

A. Introduction

On behalf of the State of Colorado, Colorado Department of Corrections (CDOC) is issuing this Documented Quote for Weekly Milk Orders for all DOC Facilities Statewide.

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 one (1) year, beginning July 1, 2026.

ii. After the initial first (1st) year, 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

Award, 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 award term. Pricing will remain firm for the first 6 months of the

Award, any pricing increases must be submitted in writing to the procurement office 30 days in advance and are subject to acceptance, negotiation, and/or denial. Increases are to be based on the Federal Bureau of Labor and Statistics Consumer Price Index for all urban consumers in the appropriate goods/foods category.

iv. Multiple bidders may be selected if it is deemed to be in the State’s best interest and to meet CDOC facility needs. The estimated quantities and ordering schedule are not guaranteed and can fluctuate depending on facility population and food service menu changes.

v. 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

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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 April 7, 2026.

b. Written inquiries must be submitted through Bid Net Direct no later than April

14, 2026 by 2:00pm. Please see section F. Respondent Inquires, i. – v. below for additional instructions for submitting written inquiries.

c. The estimated date for the State’s responses to vendors’ written inquires to be published on Colorado VSS and BidNet Direct is April 16, 2026.

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

21, 2026 by 2:00pm.

e. The estimated date for award selection and notification is April 27, 2026.

f. The desired Award period start date is July 1, 2026 through June 30, 2027.

E. Procurement Point of Contact

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

Agent IV. However, all inquiries concerning this solicitation must be submitted through

BidNet Direct. Please see below for additional instructions.

F. Respondent Inquiries

i. Respondents must 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

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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

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 and Attachment A, prior to execution of the Contract or Purchase

Order.

C. Minimum Requirements

i. Respondent(s) must be able to deliver and satisfy Milk Orders to all CDOC Facilities

Statewide on a Bi-Weekly, Weekly, or Monthly basis, and accommodate last minute, emergency or additional orders during the Award period.

ii. Respondent(s) must provide detailed ordering information and explanation with their bid documents. Ordering system or website links with instructions that facility staff can navigate and easily follow when placing orders, making changes, or when additional orders are needed for their facility. Change order deadlines must be provided with bid document listed in the number (#) of days required to accommodate changes.

3. SCOPE OF WORK/SPECIFICATIONS

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A. Background: CDOC operates 16 facilities throughout the State that require regular bi-weekly and weekly delivery of Milk. We are seeking bidders that can consistently supply and deliver Milk to all of our facilities statewide. Our annual spend for milk is approximately

$1,942,767 with the anticipated increase if offender populations continue to rise. Currently there are 12,243 offenders housed in our facilities throughout the State, the estimated orders can fluctuate depending on population changes and emergency needs.

i. Specifications: 1% LOW FAT MILK, unflavored, US Grade A; fresh, pasteurized, homogenized maximum 2% butterfat content, fortified with Vitamin A (200 international units per quart), Vitamin D (400 International Units per quart), and must meet or exceed all minimum State of Colorado and FDA-US Public Health Service codes and regulations.

ii. Milk must be Kosher Certified, see Attachment C for known Kosher Certified symbols, verification of kosher certification maybe requested at any time by Food

Service Administration or Facility staff.

iii. Sizes: Half (1/2) Pints, One (1) Gallon Containers, Five (5) Gallon Bags (Mags).

a. Half (1/2) Pints must be contained in a ½ pint gabled-top waxed or polyethylene-coated, non-leaking paper board carton. Cartons must be packaged in 48-pints per case, and can be “shelf-stable” and/or “refrigerated cartons”. ½ pint cartons cannot contain a straw, as they are prohibited in CDOC facilities.

b. One (1) Gallon Jug Containers, 4 per case, generally ordered for emergency and specialty purposes. Milk can be “shelf-stable” and/or “refrigerated containers”.

c. Five (5) Gallon Bags/Mags must include dispensing nozzle. Milk can be “shelf-stable” and/or “refrigerated bags”.

B. Deliveries: The awarded offeror must able to deliver Milk on a bi-weekly, weekly and or monthly reoccurring basis as requested. CDOC will have retain the right to add and remove facility locations for the duration of the Award period (up to 5 years).

i. Estimated ordering quantities per location can be found on Attachment D – Milk

Delivery Schedule.

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ii. Quantities and delivery dates are subject to change. Holiday, missed, shipping conflicts, or other emergency delays to the arranged delivery schedule must be reported to facility contact(s) as soon as possible. Accommodating delivery issues and changes are at the discretion of facility Food Service staff and receiving dock operating hours.

iii. The method of delivery must be provided with bid documents. In many cases delivery vehicles will require auto insurance, workman’s compensation for drivers and general commercial liability coverage. See section 2. B above for additional information and

Attachment A- Insurance Information.

C. Bid Pricing: Proposed unit and per case/mag pricing will be considered all inclusive, no additional delivery, shipping or surcharges will be considered for award or paid.

i. Please use Exhibit D – Price Proposal document when submitting bid documents.

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 2026000179, 1% Low Fat Milk Orders for all CDOC Facilities Statewide.

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.

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iii. Please verify all information listed below is filled out, signed, and is attached with your

Bid/Quote submission.

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

e. Exhibit H, Non-Conflict of Interest

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.

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

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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.