0. IFB 25-0239 Pre-Filled Hygene Backpacks.pdf

Invitation for Bids CAAA 2025000239 Page 1 of 1

Invitation for Bids State of Colorado

Colorado Department of Corrections

IFB CAAA 2025000239

Pre-filled Hygiene Backpacks - June 11, 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 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

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

B. Program Objectives

C. Specifications

D. Delivery Expectations

E. Proposal Pricing

4. BID SUBMISISON AND BID OPENING

A. Bid Submission Instructions

B. Timeliness of Bid Submission

C. Bid Pricing

D. General Administrative Information

E. Public Opening of Bids - Virtual

5. Award Information

A. Bid Evaluation and Award

B. Single Bid

C. Notice of Award

D. DOCUMENTS AFTER AWARD

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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 or Personal Service Contract Template

7. Exhibit G – General Administrative Information

8. Exhibit H - Location & Quantity List

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1. INTRODUCTION

A. General Information

On behalf of the State of Colorado, the Department of Corrections for the Division of Adult Parole is issuing this Invitation for Bids (IFB) for Pre-filled Hygiene

Backpacks.

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 Jennifer Garvin, Purchasing Agent IV, who may be reached via email at:

jennifer.garvin@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.

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 is June 12,

b. Written inquiries must be submitted through Binet Direct at bidnetdirect.com//cdoc no later than 2:00pm June 19, 2025, see item

H below for additional details.

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c. The estimated date for the State’s responses to vendors’ written inquires to be published on Colorado VSS and Bidnet Direct is June 24, 2025.

d. All bids must be submitted in the method described below no later than 5:00pm, June 26, 2025.

e. The estimated date for the publication of an Intent to Award on

Colorado VSS and Bidnet Direct is June 27, 2025.

E. Anticipated Contract Term

i. The anticipated term of the awarded Contract or Purchase Order is anticipated to begin on July 1, 2025 and end on June 30, 2026 (one (1) year).

ii. The award 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 term, including all options, is not anticipated to exceed five (5) years.

iii. The State in its sole discretion may extend a 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 or Purchase Order 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.

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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, as a modification on Colorado VSS and 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

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 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 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.

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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. Offeror(s) will be expected to provide delivery to ten (10) Parole Office/Re-

Entry locations on a quarterly basis, please see below for further delivery details.

B. Program Objectives

i. The Colorado Department of Corrections, division of Adult Parole, is seeking bids from Offeror(s) that can supply Pre-filled Hygiene Backpacks on a quarterly basis for the Community Re-Entry program.

ii. Parole offices across the state provide these backpacks to newly released offenders and parolees that may have temporary need of hygiene products.

These pre-filled backpacks are issued by Re-Entry specialists to offenders experiencing unstable housing situations or barriers during their transition back into the community.

C. Specifications

i. Pre-filled backpack must be ready to issue in a durable well-constructed fabric to withstand frequent, ongoing, transient usage.

a. Backpack Size: dimensions should be approximately 16” wide X 17” long minimum, with double stitching. Alternative sizes or products can be submitted for consideration, but packs should be for adult use, suitable for rugged wear.

b. Backpack Color: Acceptable unisex colors in Black or Navy Blue only.

c. Each backpack must be pre-filled and include the following items:

· Tube of Toothpaste (1.76, travel size, should have minty type flavor with fluoride)

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· Toothbrush (soft bristles, for adult size mouths)

· Toothbrush holder or case (full-size to hold the full length of the toothbrush)

· Bottle of Shampoo/Body Wash (8.5-ounce size minimum)

· Deodorant (2.6 – 3-ounce size minimum) sold or spray.

· Hand Sanitizer (4-ounce size minimum)

· Bar of Soap (4.5-ounce size minimum)

· Hair Comb (black or dark blue)

· Water Bottle (1 Liter minimum)

· Bath Towel (suitable size for adult use, made for repeated use)

· Washcloth (standard size for use on face & body, made for repeated use)

· Roll of Toilet Paper (standard size, no mini or mega rolls)

· Twin Bladed Disposable Razors (pack of 6 minimum)

· Shaving Cream (regular or gel style)

· Adhesive Bandages (small box)

· White Socks (two pairs per pack minimum)

D. Delivery Expectations

i. Offeror(s) will be expected to deliver seven hundred and twenty (720) pre-filled backpacks on a quarterly basis, occurring on the closest business day to

July 15, October 15, January 15, and April 15 of each year of the awarded term.

ii. Delivery locations are typically office buildings without freight docks, and deliveries will involve and require off loading by hand, transport via hand truck or cart, inside delivery, and stacking by the delivery provider.

iii. A third-party parcel delivery service (e.g. UPS, FedEx, etc.) may be use at select locations, arrangement will need to discussed after award.

iv. List of delivery addresses and quantities per location are provided on Exhibit

H. Offeror(s) are responsible for determining the delivery method and making arrangement with location Re-entry Specialist staff.

E. Proposal Pricing

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i. All proposal responses must include product details for each item (full description, brand, size, and weights etc.).

ii. Pricing will be considered all inclusive, no additional cost per item, a single/whole unit price must be provided on Exhibit D or and a quote document.

iii. Shipping and freight charges will not be paid in addition to the unit cost, pricing must encompass all costs as a single/whole unit price.

iv. Alternative products maybe presented for consideration, but will require specifications and product images for further review. Proposals that do not provide the additional requirements maybe removed from award consideration.

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 2025000239 Pre-filled Hygiene Backpacks, and must include 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 initial 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. Public Opening of Bids - Virtual

The public bid opening will be held virtually. See the Schedule of Activities in

Section 1 above for additional information. The State will prepare a register of bids, which shall include the name and amount of the bid submitted by each

Offeror.

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.

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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.

ii. 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.

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

iv. 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.

v. 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.

vi. 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.

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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.