0. IFB 26-0169 Dental Prosthetics.pdf

IFB 2026000169 Page 1 of 1

Invitation for Bids State of Colorado

Colorado Department of Corrections

IFB 2026000169

Dental Prosthetics April 30, 2026

Sole Point of Contact for this Solicitation is:

Sheila Lucero – Purchasing Manager (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 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 – Facility Locations

9. Attachment B – HIPAA Business Assoc Addendum

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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

C. Scope of Work and Deliverables

3. 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

4. BID FORMAT AND CONTENT

A. Bid Evaluation and Award

B. Single Bid

C. Notice of Award

5. DOCUMENTS AFTER AWARD

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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 Dental Prosthetics, to fabricate and repair dental prosthetics.

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 doc_purchasing@state.co.us, inquires and questions concerning this solicitation must be submitted through BidNet Direct, see Section F below.

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 disqualification from Award consideration.

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.

The date of publication for this solicitation on Colorado VSS and bidnetdirect.com//cdoc is April 30, 2026.

Written inquiries must be submitted through bidnetdirect.com//cdoc no later than May 7, 2026 at 2:00pm.

The estimated date for the State’s responses to vendors’ written inquires to be published on Colorado VSS is May 11, 2026.

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

May 15, 2026 by 4:00pm.

A public opening of the bids will be held virtually on May 18, 2026 at

10:00am. If you would like to attend please send an email request to doc_purchasing@state.co.us, by May 15, 2026.

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

Colorado VSS and bidnetdirect.com//cdoc on May 18, 2026.

E. Anticipated Contract Term

i. The anticipated term of the awarded purchase order is anticipated to begin on July 1, 2026 and end on June 30, 2027 (one (1) year).

ii. If an award is issued for this solicitation, 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 Contract 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 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.

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

F. Offeror Inquiries

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

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The State, may not accept inquiries received after the date and time indicated in the schedule of activities.

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.

List each question separately.

The CDOC will publish responses to Offerors inquiries collectively, in a timely manner, as a modification on Colorado VSS and bidnetdirect.com//cdoc.

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 Purchase Order Terms and

Conditions, included in this solicitation as an Exhibit F, prior to execution of the Purchase Order.

C. Scope of Work and Deliverables

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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.

Overview

The Colorado Department of Corrections (CDOC) is issuing a formal solicitation to secure proposals from highly qualified Offerors for the provision of Dental Prosthetics for Offenders on an as-needed, basis.

This critical service encompasses the fabrication and delivery of a wide range of dental prosthetics essential for the health and well-being of the incarcerated population.

Quality Assurance and Acceptance Criteria

a. All dental prosthetics, including both Intermediate (unfinished) and finished products, are subject to a rigorous review, inspection, and evaluation process conducted by the CDOC Chief of Dental Services.

This evaluation will be executed in strict accordance with the detailed technical specifications and pricing outlined in Exhibit D - Pricing and

Specifications.

Final acceptance of all finished prosthetic devices rests with the CDOC

Dental Program Administrator. Offerors must acknowledge and agree to the requirement of modifying their techniques, procedures, fabrication processes, and materials as deemed necessary by the CDOC to align with the Department's stringent quality assurance protocols and cost control objectives. The primary goal is to ensure the consistent provision of high-quality, durable, and cost-effective dental products and services for the offender population.

Material and Product Handling Requirements.

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The CDOC will be responsible for furnishing the selected Offeror with the necessary materials to commence work, specifically the dental patient's model (impression or mold) and the completed lab prescription detailing the required prosthetic. A crucial requirement of this contract is the return of the original model to CDOC immediately upon the successful completion and fabrication of the prescribed dental prosthesis.

Offerors are mandated to include a detailed, comprehensive and practical procedural guide within their submission outlining the following logistical steps:

· Delivery of the CDOC dental patient's model and lab prescription from the CDOC facility to the Offeror's laboratory.

· Return of the dental patient's original model to the CDOC facility after fabrication is complete.

· Delivery of the finished dental prosthesis back to the CDOC facility.

Specific delivery and return locations for these materials are detailed in

Attachment A – Facility Locations of the accompanying solicitation documents.

Invoicing and Compliance Requirements

The Offeror shall submit a comprehensive, itemized statement for each individually completed prosthetic device.

The statement must be sent directly to the CDOC Dental Services

Coordinator and shall contain the following essential data points for payment approval and processing:

· The date of completion of the prosthetic device.

· The dental patient's full name and unique identification number.

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· The lab prescription number corresponding to the fabrication service rendered.

· A clear description of the service(s) performed (e.g., complete denture, partial denture, crown, bridge, etc.).

· The corresponding fee(s) as established in Exhibit D – Pricing and

Specifications.

The Offeror must maintain strict adherence to all applicable state and federal laws, regulations, statutes, and specifically be in full compliance with the Colorado Dental Practice Law.

Please note: the awarded Offeror must also be in full compliance with

Colorado Revised Statute (CRS) 12-220-104. Failure to comply with this specific statute will be considered a material breach of contract and will constitute grounds for immediate termination.

Contractual Operational Obligations

The successful Offeror shall comply with all established regulations and policies of the CDOC and the CDOC Dental Service as they directly pertain to the provision of these dental fabrication services. This includes, but is not limited to, adhering to all CDOC Dental Service requirements for documentation and reporting for services rendered, including the accurate completion of procedure reporting worksheets.

The Offeror is required to participate in the CDOC Offender grievance process and/or respond promptly and thoroughly to any related complaint investigation, as determined necessary by CDOC staff or administration.

The CDOC Dental Service retains the sole authority to determine and assign which specific dental cases will be sent to the awarded Offeror for fabrication services. It is essential for prospective Offerors to understand that the volume of work will fluctuate based upon the

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The Offeror must attend all contractor meetings announced by the CDOC to maintain clear and continuous communication and coordination on contract performance, quality control, and procedural updates.

3. 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.

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

IFB 2026000169, Dental Prosthetics 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

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i. Bid pricing must remain firm during the initial term of the Purchase Order.

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

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.

F. 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.

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.

Exhibit B, Required Vendor Information;

Exhibit C, W-9 Request for Taxpayer ID Number

Exhibit D, Pricing and Specifications

Exhibit E, Vendor Disclosure Statement

4. AWARD INFORMATION

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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.

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.

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.

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.

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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.

Invitation for Bids State of Colorado Colorado Department of Corrections

IFB 2026000169

Dental Prosthetics April 30, 2026