0. IFB 2026000011 - Warehouse Commodities #2 Baking,Cereal _ Dried Goods.pdf

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Invitation for Bids State of Colorado

Colorado Department of Corrections

IFB 2026000011:

Warehouse Commodities #2 Baking, Cereal & Dried Goods

Sole Point of Contact for this Solicitation is:

Amanda Murray – Purchasing Agent III (amanda.murray@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 Bid.

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

1. INTRODUCTION

A. General Information

B. Background

C. Sole Point of Contact

D. Schedule of Activities

E. Anticipated Contract Term

2. REQUIREMENTS

A. Accessibility Requirements

B. Insurance Requirements

3. Scope of Work A. Scope of Work and Deliverables

4. BID SUBMISISON AND BID OPENING

A. Bid Submission Instructions

B. Timeliness of Bid Submission

C. Bid Pricing

D. General Administrative Information

E. Bid Format and Content

5. Award Information A. Bid Evaluation and Award

B. Single Bid

C. Notice of Award

D. Documents After Award

ATTACHMENTS:

1. Exhibit A – Vendor IFB Checklist

2. Exhibit B – Required Vendor Information

3. Exhibit C – W-9 Request for Taxpayer ID Number

4. Exhibit D – Price Bid

5. Exhibit E – Vendor Disclosure Statement

6. Exhibit F – Purchase Order Terms and Conditions

7. Exhibit G – General Administrative Information

8. Attachment A – Insurance Information

9. Attachement B - Approved Kosher Symbols

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1. INTRODUCTION

A. General Information

On behalf of the State of Colorado, Colorado Department of Corrections is issuing this Invitation for Bids (IFB) for Warehouse Commodities #2 Baking, Cereals & Dried Goods. This is number 2 of 4 separate commodities solicitations (previously in 2 solicitations) that will be published during 2025 to be Awarded for the effective date of December 7th, 2025.

B. Background

All information contained within this IFB, and any amendments and modifications thereto, reflect the best and most accurate information available to the state at the time of this IFB.

C. Sole Point of Contact

i. The State’s sole point of contact for this solicitation is Amanda Murray, Purchasing Agent III, who may be reached via email at amanda.murray@state.co.us. Questions and inquiries must be submitted through BidNet Direct, please see section D. b. below concerning written inquiries.

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 the Offeror’s disqualification.

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 considered 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 July 21st, 2025.

b. Written inquiries must be submitted through bidnetdirect.com//cdoc, no later than August 4th, 2025 by 5:00pm MT.

c. Responses to written inquires will be published by August 7th, 2025.

d. All bids must be submitted in the method described below no later than August 11th, 2025 at 5:00pm MT.

e. The estimated date for the publication of an Intent to Award on bidnetdirect.com//cdoc is August 18th,2025.

E. Anticipated Contract Term

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i. The anticipated term of the awarded contract or purchase order is anticipated to begin on December 7th, 2025 and end on December 6th, 2026 for a minimum of a 1 (one) year period with the option to renew.

ii. If a contract or purchase order is issued for this solicitation, the contract or purchase order may be renewed for up to four (4) additional one-year periods at the sole discretion of the State. The total duration of the contract or purchase order, including all options, is not anticipated to exceed five (5) years.

iii. The State in its sole discretion may extend the Contract beyond the anticipated term in accordance with the Colorado Procurement Code, and in the event that the State determines an extension is necessary.

iv. The State may, within its sole discretion, choose not to exercise any option or extension term in the Contract for any reason. If the State chooses not to exercise any option or extension term, it may re-procure the goods and/or services in its sole discretion.

v. The State is not responsible for any goods delivered or services performed by the awarded Offeror without a State issued Contract or Purchase Order.

H. Offeror Inquiries

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

ii. The State, 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 IFB 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, on 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. REQUIREMENTS

A. Accessibility Requirements

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i. All work performed as a result of this solicitation must comply with all applicable provisions of §§24-85-101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability, as established by the Office Of Information Technology pursuant to Section §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

i. The awarded Offeror may 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 an 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

A. Scope of Work and Deliverables

i. This section describes the deliverables sought through this IFB and the scope of what the awarded Offeror will be expected to offer through the contract resulting from this IFB. The Scope of Work is intended to provide interested Offeror’s with sufficient basic information to submit a bid. It is not intended to limit a bid’s content or exclude any relevant or essential data.

ii. The Colorado Department of Corrections is seeking an Offeror(s) to provide Baking, Cereals, & Dried Good Commodities. This is number 2 of 4 Commodity solicitations (previously 2 solicitations) that will be published for annual Warehouse Commodity Items this year.

B. Deliverables and Specifications

i. Complete item specification(s) and approximate quantities used per year are listed on Exhibit D – Baking, Cereals & Dried Goods Price Proposal, please see document attachments.

ii. Orders may be placed by truck load with delivery to 2 or more facilities per load.

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

iv. Vendors are expected to provide brand names, quantity per package details, and items #’s for each commodity proposed in their response. Orders will be placed on an as-needed basis, but tend to occur 4 to 6 times per year.

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

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

vii. All items are to 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. Proposed pricing/Bid must remain firm for the first 6-months of the 1-year term of the contract or purchase order.

viii. 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

C. Product Approval & Samples

i. All product Brands and Nutritional Specifications must be approved for use prior to Award; if any products within bid submission have not been previously approved by CDOC authorized staff, Specification and Nutritional fact sheets must be submitted prior to the solicitation close date and will be sent to: DOC_HQ_Fdsvc_Laundry@state.co.us and copy to:

donner.dean@state.co.us, 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 this 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 unless otherwise stated by requesting staff. Samples are sent at the sole expense of the vendor and will not be returned.

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iv. When samples are requested, vendor must provide tracking information by email to: DOC_HQ_Fdsvc_Laundry@state.co.us, karen.perkins@state.co.us & copy: donner.dean@state.co.us, william.chapman@state.co.us

v. Only when requested, samples must be sent within 3 Business Days to:

Colorado Department of Corrections – HQ Attention: Charleen Crocket 1250 Academy Park Loop Colorado Springs, CO 80910

vi. If requested samples are not sent within the required timeframe; your bid submission for that item(s) will not be considered for award on this solicitation. If the item(s) is/are approved, it will be kept on file for future solicitations.

vii. 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. BID SUBMISISON AND BID OPENING

A. Bid Submission Instructions

For this solicitation, bids will only be accepted using bidnetdirect.com//cdoc. No other electronic methods or hard copy submissions will not be accepted. Please note the following:

i. Please do not encrypt your documents/emails/questions.

Bidnetdirect.com//cdoc sends an email confirmation if the proposal was uploaded correctly.

ii. The filename on the submitted documents should include the following title:

IFB CAAA 2026000, Warehouse Commodities #2 Baking, Cereal & Dried Goods, and the Offeror’s name.

iii. The solicitation submission application typically uploads bids within five minutes. Offerors are advised to submit bids no later than one hour prior to the Bid Submission Deadline to ensure the bid has been received.

iv. The solicitation submission application should be used for bid submission and written inquiries.

B. Timeliness of Bid Submission

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i. A Bid received after the submission deadline shall not be opened and shall be rejected as a late bid, unless otherwise permitted by the Procurement Official in accordance with Procurement Rule R-24-103-201-10.

ii. Responsibility for ensuring that an Offeror’s bid is received on time rests with the Offeror. Reasonably foreseeable problems inherent in the delivery of bids are not extraordinary circumstances permitting acceptance of late bids.

C. Bid Pricing

i. Bid pricing must remain firm during the first 6-months of the 1-year term of the Contract or Purchase Order.

ii. Pricing must include any fees associated with the delivery of the 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 the CDOC and the awarded Offeror.

D. General Administrative Information

Please see Exhibit G for General Administrative Information.

E. Bid 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. Bids must follow the format outlined with electronic copies of each document provided as instructed. Bid 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 Bid.

a. Exhibit B, Required Vendor Information;

b. Exhibit C, W-9 Request for Taxpayer ID Number

c. Exhibit D, Price Bid

d. Exhibit E, Vendor Disclosure Statement

5. AWARD INFORMATION

A. Bid Evaluation and Award

i. Following determination of acceptability of goods or services, bids shall be evaluated to determine which Offeror offers the lowest cost to the State in accordance with the specifications of this solicitation.

i. Discussions with bidders (Offerors) are permitted only if there has been a mistake in bids in accordance with Procurement Rule R-24-103-201-08.

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ii. In the event an evaluation based on value analysis or other cost formulas will be used, this information must be included in this solicitation.

iii. A contract may not be awarded to an Offeror submitting a higher quality item than that designated in this solicitation unless such Offeror is also the lowest bidder as determined by value analysis or life cycle cost formulas as permitted in section 24-103-202, C.R.S., and Procurement Rule R-24-103-202- 02.

iv. The provisions of Section 24-103-904, C.R.S., which require a preference for environmentally preferable products, apply to this solicitation. See Appendix A for additional information.

v. The award shall be made to the lowest responsible and responsive bidder (Offeror) whose bid meets the requirements and criteria set forth in this solicitation.

B. Single Bid

If only one bid is received in response to a solicitation, an award may be made to the single bidder (Offeror) if the procurement official finds that the price submitted is fair and reasonable and that other prospective Offerors had reasonable opportunity to respond. Reference Procurement Rule R- 24-103-201- 02(d).

C. Notice of Award

A Notice of Intent to Award will be published on Colorado VSS and bidnetdirect.com//cdoc.

D. 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.