0. IFB 26-0057 Hair Care Products.pdf

IFB 2026000057 1 of 1

Invitation for Bids State of Colorado

Colorado Department of Corrections

IFB 2026000057

Hair Care Products – Canteen September 22, 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 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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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 – State of Colorado Observed Holidays

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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. Program Overview 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. Public Opening of Bids - Virtual

5. BID FORMAT AND CONTENT

A. Bid Evaluation and Award

B. Single Bid

C. Notice of Award

D. Documents After Award

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1. INTRODUCTION

A. General Information

On behalf of the State of Colorado, is issuing this

Invitation for Bids (IFB) for Hair Care Products, to provide Hair Care products for resale through Canteen.

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

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. However, questions or inquiries must be submitted through bidnetdirect.com//cdoc, please see section H.i.– vi. below for additional instructions.

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 and bidnetdirect.com//cdoc is September 22, 2025.

b. Written inquiries must be submitted through bidnetdirect.com//cdoc no later than 2:00pm on September 30, 2025.

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

October 2, 2025.

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

October 10, 2025 at 4:00pm.

e. A public opening of the bids will be held via Google Meet on October 13, 2025 at 10:00am. To participate in the public bid opening, Offerors will need to send their request to Sheila.lucero@state.co.us.

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

Colorado VSS and bidnetdirect.com is October 29,2025.

E. Anticipated Contract Term

i. The anticipated term of the awarded purchase order is anticipated to begin on November 1, 2025 and end on June 30, 2026.

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 Award, including all options, is not anticipated to exceed five (5) years.

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

The State may, within its sole discretion, choose not to exercise any option or extension term in the Award 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.

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

H. Offeror Inquiries

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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, 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

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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 Purchase Order.

3. SCOPE OF WORK

A. Program Overview 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 Award 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 (CDOC), Division of Colorado

Correctional Industries (CCi) – Canteen Services is seeking a Respondent(s) to provide Hair Care Products for resale through the Canteen (Commissary) program. This service exists to enhance and enrich the lives of Offenders during their incarceration.

iii. 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

i. Bids can be made on any item on Exhibit D – Price Proposal. Respondent should fill out Exhibit D – Price Proposal and include in their bid for all items the respondent would like to provide.

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We are requesting name brands for the items on this solicitation. If the respondent does not supply the brand name indicated in the spreadsheet, but the item fulfills all specifications and requirements, and has not been previously approved, the respondent will need to submit 3-5 samples upon award.

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

An evaluation will be conducted on the items to determine any possible security risks, religious affiliations, and nutritional benefits, where relevant, to ascertain their appropriateness for resale within the correctional facility.

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.

c. Any unavailable items must be reported to the Canteen personnel, along with their expected restock date, as soon as possible.

d. For items experiencing unavailability, the allocation will go to the respondent who provided the next lowest price.

e. Back orders are not permitted. Any items that cannot be fulfilled will be eliminated from the order.

Adjustments to pricing will take place annually in November to account for market changes based on the annual Consumer Price Index (CPI).

Canteen staff will need to receive a two-week notice prior to any out-of-cycle price increase requests to avoid potential stock shortages.

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Justification and approval from Canteen staff is required for any price increase that occurs outside of the established cycle. Should the increase not be approved, the item will be awarded to the next lowest price respondent.

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.

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.

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.

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

4. BID SUBMISISON AND BID OPENING

A. Bid Submission Instructions

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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.

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

IFB 2026000057, Hair Care Products and also including the Offeror’s name.

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.

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

B. Timeliness of Bid Submission

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.

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 Award.

Pricing must include any fees associated with the delivery of the goods or services, including, but not limited to, shipping and installation.

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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 Award if an Award Letter 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.

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

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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.

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.

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

An award 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.

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.

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

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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 Award.

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