0. DQ CAAA 2026000169 - CDOC Fresh Produce 10.30.25.pdf

DQ 2026000169

Documented Quote State of Colorado

Colorado Department of Corrections

DQ CAAA 2026000169

CDOC Warehouse Fresh Produce

Sole Point of Contact for this Solicitation is:

Melissa Rothmeier – Purchasing Agent III (melissa.rothmeier@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 2026000169 Warehouse Fresh Produce Page 1 of 8

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

3. SCOPE OF WORK/SPECIFICATIONS

A. Delivery & Specifications B. Product Approval & Samples

4. QUOTE SUBMISSION INFORMATION

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

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

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

DQ 2026000169 Warehouse Fresh Produce Page 2 of 8

1. SOLICITATION INFORMATION

A. Introduction

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

Documented Quote for Warehouse Fresh Produce, DQ CAAA 2026000169.

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 week after the date of Award.

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 and bidnetdirect.com//cdoc is October 24th, 2025.

b. All inquiries must be submitted through bidnetdirect.com//cdoc no later than

October 29th, 2025 at 10:00 AM.

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

October 29th, 2025 at 12:30 PM.

d. The estimated date for award selection and notification is October 29th, 2025 at

1:30 PM.

e. The desired Contract or Purchase Order start date is October 29th, 2025 at 3:00

PM.

E. Procurement Point of Contact

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

Agent III, who may be reached via email at melissa.rothmeier@state.co.us.

DQ 2026000169 Warehouse Fresh Produce Page 3 of 8

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.

B. Insurance Requirements The awarded Respondent will be required to submit a certificate(s) of insurance evidencing

DQ 2026000169 Warehouse Fresh Produce Page 4 of 8 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.

3. SCOPE OF WORK/SPECIFICATIONS

A. Delivery & Specifications

i. Fresh Produce Specifications: Complete item specifications and quantities as per the accompanying Fresh Produce Order Form Exhibit D. 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.

ii. All Fresh Produce products must be shipped in appropriate transport containers to each of the 6 locations by delivery date indicated on Exhibit D – Fresh Produce Order Form and as listed below:

Monday, November 3rd, 2025:

Buena Vista Correctional Complex (BVCC) – Prior to 12:00 Noon Highway 285, Buena Vista, CO 81211

Tuesday, November 4th, 2025:

Arkansas Valley Correctional Facility (AVCF) – Prior to 2:00 PM 12750 Highway 96 Lane 13, Crowley, CO 81034

Central Warehouse (CCCW) – Prior to 9:00 AM 57500 East Highway 50 and Evans Road, Canon City, CO 81212

Sterling Correctional Facility (SCF) – Prior to 9:00 AM 12101 Highway 61, Sterling, CO 80751

Wednesday, November 5th, 2025:

Denver Women’s Correctional Facility (DWCF) – Prior to 12:00 Noon

3600 Havana Street, Denver, CO 80239

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Denver Reception & Diagnostic Center (DRDC) – Prior to 12:00 Noon

10900 Smith Road, Denver, CO 80239

Limon Correctional Facility (LCF) – Prior to 10:00 AM

49030 State Highway 71, Limon, CO 80826

iii. The item(s) awarded will be the item(s) expected to be delivered, substitutions will not be accepted and will be rejected by the receiving staff.

iv. All commodities listed must be date coded and must meet the current United States Standards published by the United States Department of Agriculture for the grades requested.

v. 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.

B. 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_HQ_Fdsvc_Laundry@state.co.us also copy donner.dean@state.co.us and william.chapman@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 with 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 to:

Colorado Department of Corrections – HQ Attention: Charleen Crockett

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1250 Academy Park Loop Colorado Springs, CO 80918

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.

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 CAAA 2026000***(last 3-digits of Solicitation) – CDOC Fresh Produce Order.

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.

DQ 2026000169 Warehouse Fresh Produce Page 7 of 8

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.

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

DQ 2026000169 Warehouse Fresh Produce Page 8 of 8 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.