0. RFP25-0253 Trash Service Canon City Area.pdf

State of Colorado

Colorado Department of Corrections

April 15, 2025

RFP # 2025000253

Recycling and Trash Services

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.

This solicitation is being published on the Colorado Vendor Self Service page

(Colorado VSS) And Bidnetdirect.com//cdoc so that Offerors who have an interest may submit a proposal in accordance with the terms of this solicitation. Any changes to the solicitation will be Posted On the above sites as well.

Offerors are urged to read the solicitation document and attachments thoroughly before submitting a proposal.

Offerors are required to submit Federal Employer Identification Number (FEIN) (W-9) prior to award from the Colorado Department of Corrections.

mailto:Sheila.lucero@state.co.us

Table of Contents

DEFINITIONS, TERMS, AND ACRONYMS

SOLICITATION INFORMATION

Introduction

Anticipated Term

Schedule of Activities

Offeror Inquiries

Public Proposal Opening – Virtual

SCOPE OF WORK/SPECIFICATIONS AND REQUIREMENTS

Accessibility Requirements

Insurance Requirements

Program Overview

Specifications

PROPOSAL SUBMISSION INFORMATION

Proposal submission instructions

Timeliness of Proposal Submission

Proposal Format and Content

Accessibility Requirements

Mandatory Requirements

Technical/Business Proposal

Cost Proposal

Incurring Costs evaluation methodology

Evaluation Process

Evaluation Committee

Proposal Evaluation Criteria

Demonstrations and Discussions

AWARD

Award (See Procurement Rule R-24-103-204-01)

Single Proposal

Documents After Award

Attachments:

1. Exhibit A – Offeror RFP Checklist

2. Exhibit B – Required Offeror Information

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

4. Exhibit D – Price Proposal

5. Exhibit E – Offeror Disclosure Statement

6. Exhibit F – Non-Conflict of Interest Offeror

7. Exhibit G – General Administrative Information

8. Exhibit H - Purchase Order Terms and Conditions

9. Attachment A – Insurance Information

10. Attachment B – HIPAA Business Assoc Addendum

11. Attachment C – Consent to Search form

DEFINITIONS, TERMS, AND ACRONYMS

A. AR means Administrative Regulation.

B. Awarded Contractor/Vendor/Offeror/Respondent means the Offeror whose proposal the

CDOC determines to be most advantageous and is approved and accepted by CDOC which enables CDOC to undertake a Contract with the Contractor for the purchase of the services or goods or both.

C. Business Day means any day in which the State is open and conducting business, but shall not include Saturday or Sunday or any day on which the State observes the holidays listed in §24- 11-101(1), C.R.S.

D. CDOC means Colorado Department of Corrections or State.

E. Chief Procurement Officer means the individual to whom the Executive Director has delegated his or her authority pursuant to §24-102-202, C.R.S to procure or supervise the procurement of all supplies and services needed by the State.

F. CJI means criminal justice information collected by criminal justice agencies needed for the performance of their authorized functions, including, without limitation, all information defined as criminal justice information by the U.S. Department of Justice, Federal Bureau of Investigation, Criminal Justice Information Services Security Policy, as amended and all Criminal Justice Records as defined under C.R.S. §24-72-302.

G. Contract means any type of state agreement, regardless of what it may be called (purchase order, agreement, contract, etc.), between a governmental body and a contractor, where the principal purpose is to acquire supplies, services, or construction or to dispose of supplies for the direct benefit of a governmental body. “Contract” includes commitment vouchers as described in section 24-30-202 C.R.S.

H. Contract Funds means the funds that have been appropriated, designated, encumbered, or otherwise made available for payment by the State under Contract.

I. Contractor means any organization or individual that seeks to provide or is already providing goods or services. Often synonymous with selected, successful, or awarded Offeror, Bidder, or Vendor.

J. CORA means the Colorado Open Records Act, §§24-72-200.1, et seq., C.R.S.

K. C.R.S. means Colorado Revised Statutes as amended.

L. Data Sharing Agreement means a formal contract that details what data is being shared and the appropriate use for the data.

M. HIPAA means Health Information Portability and Accountability Act.

N. Offender means member of the CDOC inmate population (including YOS).

O. Offeror means any organization or individual submitting a proposal in response to a Request for Proposal (RFP) solicitation. More generally to mean any organization or individual submitting an offer, bid or proposal in response to any type of procurement solicitation. Same as Bidder, Vendor, or Respondent.

P. OIT means Office of Information Technology.

Q. PHI means any protected health information, including, without limitation any information whether oral or recorded in any form or medium: (i) that relates to the past, present or future physical or mental condition of an individual; the provision of health care to an individual; or the past, present or future payment for the provision of health care to an individual; and (ii) that identifies the individual or with respect to which there is a reasonable basis to believe the information can be used to identify the individual. PHI includes, but is not limited to, any information defined as Individually Identifiable Health Information by the federal Health Insurance Portability and Accountability Act.

R. PII means personally identifiable information including, without limitation, any information maintained by the State about an individual that can be used to distinguish or trace an individual ‘s identity, such as name, social security number, date and place of birth, mother ‘s maiden name, or biometric records; and any other information that is linked or linkable to an individual, such as medical, educational, financial, and employment information. PII includes, but is not limited to, all information defined as personally identifiable information in C.R.S.

§§24-72-501 and 24-73-101.

S. PREA means Prison Rape Elimination Act.

T. Proposal means an offer in response to a Request for Proposal (RFP) solicitation.

U. RFP means Request for Proposal, a procurement solicitation that seeks offers from organizations or individuals to perform the scope of work or provide goods as defined in the RFP. An RFP is issued with the intent of selecting the most advantageous proposal, making an award to that Offeror(s) and entering into a Contract. Award selection is based on multiple factors; price being one, but sometimes price may not be the critical factor.

V. SDVOSB means Service Disabled Veteran Owned Small Business Participation W. Solicitation means a document issued by a prospective buyer that requests competitive offers from organizations or individuals to sell the goods or services or both that are specified in the document. A solicitation typically results in an award of a Contract or purchase order for the goods or services based on an award methodology defined in the solicitation. Types of solicitations issued by the State of Colorado agencies include: Requests for Proposals (RFP), Invitation for Bid (IFB), Documented Quote (DQ).

X. State Confidential Information means any State Records not subject to disclosure under CORA. State Confidential Information shall include, but is not limited to, PII, PHI, PCI, Tax Information, CJI, and State personnel records not subject to disclosure under CORA. State Confidential Information shall not include information or data concerning individuals that is not deemed confidential but nevertheless belongs to the State, which has been communicated, furnished, or disclosed by the State to Contractor which (i) is subject to disclosure pursuant to CORA; (ii) is already known to Contractor without restrictions at the time of its disclosure to Contractor; (iii) is or subsequently becomes publicly available without breach of any obligation owed by Contractor to the State; (iv) is disclosed to Contractor, without confidentiality obligations, by a third party who has the right to disclose such information; or (v) was independently developed without reliance on any State Confidential Information.

Y. State Fiscal Rules means those fiscal rules promulgated by the Colorado State Controller pursuant to C.R.S. §24-30-202(13)(a).

Z. State Fiscal Year means a twelve (12) month period beginning on July 1 of each calendar year and ending on June 30 of the following calendar year. If a single calendar year follows the term, then it means the State Fiscal Year ending in that calendar year.

AA. State Records means any State data, information, and records, regardless of physical form, including, but not limited to, information subject to disclosure under CORA.

BB. Subcontractor means a vendor selected by the Contractor that enters into a contractual relationship with the primary Contractor to carry out the project as a result of the solicitation.

CC. VSS means the State of Colorado’s Vendor Self-Service System website located at www.colorado.gov/vss. All solicitations published by State agencies and institutions are published on VSS, unless specific entities have been granted to opt out of the program.

Vendors have access to this website.

DD. YOS means Youthful Offender System within the Colorado Department of Corrections, Division of Adult Parole, Community Corrections, and Youthful Offender System.

SOLICITATION INFORMATION

Introduction

On behalf of the State of Colorado, Colorado Department of Corrections (CDOC) is issuing this Request for Proposal (RFP) for RFP# 2025000253, Recycling and Trash Services.

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

Anticipated Term

i. The initial term of the contract resulting from the award of this solicitation is anticipated to be one (1) year.

ii. The Contract may be extended for up to four (4) additional one (1) year periods at the sole discretion of the CDOC. The total duration of the Contract, from the start date until termination, and including all options, is not anticipated to exceed five (5) years.

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

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

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

Schedule of Activities 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

Activity Date

1 Solicitation Published via Colorado VSS, https://www.colorado.gov/vss and bidnetdirect.com//cdoc

04/15/2025

2 Written Inquiries Deadline Send Inquiries to: bidnetdirect.com//cdoc NOTE: No inquiries will be accepted after this date.

04/25/2025 at 2:00pm

3 Response to written inquiries; will be posted to Colorado VSS and bidnetdirect.com//cdoc (Estimated) 04/30/2025

Proposal Submission Deadline Proposal must be submitted in the method described in Section 4

05/14/2025 at 4:00pm

5 Public opening of proposals (Must request link in advance) 05/15/2025

6 Notice of Intend to Award Published on Colorado VSS and Bidnetdirect.com//cdoc (Estimated) 05/28/2025

7 Contract Execution (Estimated) 07/01/2025

Offeror Inquiries

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

ii. The State, in its sole discretion 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 RFP 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.

Public Proposal Opening – Virtual The public Proposal opening will be held remotely. Offerors may, but do not need to be present for the opening. So that the CDOC can plan for attendance, if an Offeror wishes to attend the public proposal opening, please send an email to sheila.lucero@state.co.us to RSVP at least two days prior to the date of the public proposal opening, and include the email for the person who will attend the remote opening. The Offeror’s name on the proposal received will be the only information announced at the proposal opening.

SCOPE OF WORK/SPECIFICATIONS AND REQUIREMENTS

The scope of work describes the deliverables sought through this RFP and the scope of what the awarded Offeror will be expected to offer through the contract resulting from this RFP. The scope of work is intended to provide interested Offerors with sufficient basic information to submit a proposal.

It is not intended to limit a proposals content or exclude any relevant or essential data.

https://www.colorado.gov/vss

Accessibility Requirements 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.

Insurance Requirements 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 Exhibit H, prior to execution of the Contract or Purchase Order. Attachment A has information to determine what insurance will be needed for this solicitation.

Program Overview The Colorado Department of Corrections (CDOC) preside over multiple facilities located throughout the Canon City, Fremont County area, and each facility requires trash and recycling services. Proper and timely trash and recycling removal is essential to the management of these facilities and is critical to the safety and security of Colorado. The procurement of these services it to allow Offeror’s the opportunity to analyze the needs of the CDOC and submit a proposal and pricing that are suitable and meet the CDOC needs for the requested services.

Specifications Each of the facilities listed on Exhibit D – Price Proposal are self-sustaining environments which may include but is not limited to: Kitchens, dining halls, warehouses, administrative offices, maintenance/physical plant shops, boiler houses, agricultural/livestock operations, vocational/correctional industries, and medial infirmaries. Offeror will be required to provide trash and recycling storage, pickup, and disposal, as well as supply all of the equipment, vehicles, supplies and labor to complete the requested services. Offerors submitting proposal in response to this RFP may propose new service schedules, based on the Offerors expertise and taking into consideration container size and facility needs.

E. Trash and Recycling Services

i. Services will need to include the appropriate storage, removal, transportation, and disposal of waste and recyclables in accordance with all governmental laws and hauled to a certified landfill or recycling center.

ii. Offeror will be required to provide proof that the landfill that processes or is the final repository of the CDOC waste or recycling is certified and in compliance with all Federal, State, and Local laws and regulations, to include the Colorado’s Tire Waste Law, E-Waste law, and the Fremont County Department of Health. Offeror will need to provide this information in their proposal.

iii. Offerors will need to outline their recycling capabilities, to include but not limited to:

a. Types of recycling offered, what materials are accepted for recycling.

b. Pick-up schedule for recycling, if different from the waste removal schedule.

c. Provide educational information on recycling services provided.

d. Provide recommendations to CDOC on recycling options and what costs are associated with those options.

e. Provide types of reports offered for the recycling options.

f. Provide previous or current contracts with other businesses that the Offeror has provided recycling services for, to include the contact person’s name, email address, and phone number.

iv. Offeror will be required to supply assorted container sizes, various pick up days or will calls for the multiple facilities as shown in Exhibit D – Price Proposal, and provide off-site disposal.

v. The awarded Offeror will be required to have their new containers installed as soon as possible. The schedule will need to be included in the Offeror’s proposal.

vi. The awarded Offeror will be responsible for all freight, cleaning and installation costs of the equipment to be placed at the CDOC facilities.

a. The CDOC will provide any necessary concrete pads, electrical power, and fences to enclose the awarded Offeror’s containers.

vii. The awarded Offeror will be required to provide all necessary training to CDOC staff on proper equipment operation.

viii. Offeror will be required to ensure that all equipment at all of the CDOC facilities is clean, painted, and in good mechanical working condition throughout the life of the contract.

a. The aforementioned conditions will need to include but not limited to undamaged, non-leaking bodies, sound and tight-fitting lids.

b. If compactor(s) needs repaired, Offeror will respond within twenty-four (24) of request, and replace with 30 yard dumpster if not able to repair on site.

ix. All containers and compactors serving food preparation areas, such as kitchens, dining halls, etc., will be required to meet all relevant Colorado Department of Health regulations.

x. Upon request of any CDOC facility, the awarded Offeror will be required to clean and/or replace, within two (2) weeks, any container or compactor determined by CDOC to be excessively contaminated or soiled.

xi. At the request of CDOC, containers and compactors will be steam cleaned by the awarded Offeror.

xii. If needed or requested by CDOC, any padlocks and/or container lid locking devices will be replaced at no extra charge, unless these items are damaged or lost by CDOC.

xiii. The awarded Offeror will be responsible for all equipment costs, service repairs, part replacements, and maintenance, including damages caused by the Offeror’s personnel in unloading and handling of the trash, recycling, and equipment during pick up.

xiv. The awarded Offeror’s staff will be required to gather up any trash and debris surrounding the containers when pick up rounds are made.

xv. Hours for on-site waste/recycling removal will be Monday – Friday during operating hours of 6:30 a.m. to 5:30 p.m. (operational times vary by facility) with prior notification to the CDOC Facility staff.

xvi. The CDOC prefers the Offeror to provide a central point of contact for the CDOC to use for contracting services, and billing over the course of the contract. This information will need to be listed in the proposal.

E. Security Information and Requirements

i. Offerors are advised that most of the waste containers and compactors listed in the solicitation documents are located in secure correctional facility perimeters, with varying custody levels

ii. Admittance to certain areas will be limited and delays may be expected. There will not be an opportunity following the bid opening to request price changes due to delays or difficulties in accessing certain containers.

iii. CDOC has established security procedures and polices that apply to all facilities, and each facility has security policies and procedures that are specific to that facility. The awarded Offeror’s employee and/or contract worker will be required to comply with all facility security procedures and regulations while on CDOC property. Any security violations can result in immediate expulsion from the facility, possible State contract cancellation, and potential criminal prosecution.

iv. In the event that the awarded Offeror’s employee or contract worker commits a security violation while services are being provided, any uncompleted services at that time will not be compensated.

v. While all security regulations cannot be listed here, following is a partial list of security policies and procedures to consider when submitting a proposal to provide services onsite at CDOC facilities:

a. In the event of a facility emergency (lockdown, disturbance, etc.), the State may temporarily detain all traffic to and from the facility. All reasonable efforts will be made to release the awarded Offeror’s employee or contract worker and equipment as soon as possible. Such release will be upon the determination of the facility’s Warden or Security Manger. The CDOC will not agree to reimburse the awarded Offeror for price adjustments or overtime labor cause by delays due to a facility emergency.

b. The awarded Offeror will be required to submit a list of employees or contract worker names, valid driver’s license number and Social Security numbers for those employees or contract workers who will be on CDOC property. These individuals will be subject to a background check before given clearance to enter the facility.

c. In accordance with applicable State Statutes, any or all personnel of the awarded Offeror will be required to sign a “Consent to Search Authorization” form prior to initial entry to the correctional facility in accordance with Administrative Regulation (AR) 300-27. All vehicle and goods will be subject to search at any time, either upon entry of the facility or while within the facility grounds. This search does not require probable cause.

d. The awarded Offeror acknowledges that if any tools are required to be brought onto CDOC property, the awarded Offeror will be required to submit an inventory tool list form provided by CDOC prior to admittance of any outside tool on any facility or grounds. Notice must be given of the intent to bring any tools into a CDOC facility or grounds as soon as possible in order to facilitate and expedite the tool check in process. CDOC will inspect all tools prior to admittance into any facility or grounds and before leaving any facility or grounds.

e. All items designated by the CDOC as contraband are prohibited on CDOC properties and grounds to include but not limited to, tobacco products, cell phones, cameras, alcohol, and other legal and illegal drugs and substances. CDOC may revise this list at any time without notice.

F. Background Information

i. Offerors will be required to have and demonstrate in their proposal the following:

a. Organizational background and experience with trash and recycling services, including type of services provide. Experience will need to include a minimum of five (5) years of trash and recycling services, that the Offeror has provided.

b. The Offeror will need to provide a minimum of two (2) but no more than four (4) references for contracts of similar size and scope to the RFP. The reference will need to include the name of the organization, the length of the contract, a brief summary of the work performed, as well as the name, telephone number, and email address of the contact person for the organization.

G. Pricing

i. The CDOC requests itemized pricing as shown on Exhibit D – Price Proposal. It is preferred that the Offeror provide an all-inclusive monthly service price per location to include the following:

a. The number and size of the Offeror owned containers (except as noted) at each location.

b. The frequency of pick-up service provided at each location.

c. The disposal and emptying of trash and recycling must be carried out in accordance with all relevant laws and regulation, directing waste to a certified landfill or recycling center.

ii. The Offeror may also present a price per yard for any adjustments in container size requested for permanent modifications to the service throughout the duration of the contract.

iii. Although the specific dimensions of any waste container, the service frequency, and/or the placement of any waste container may vary at the beginning of the contract or may be altered during the five (5) year period, the overall scope outlined here is considered to be reasonably precise and up-to-date.

iv. There maybe instances of specific projects or unique situations that necessitate the temporary placement of a container, along with one of more pickups. The pricing for these temporary services is anticipated to align with the standard per yard increase or decrease rates. However, the Offeror may also suggest an additional one-time fee for the drop-off and return of the container. Requests for these temporary services will likely be processed through a separate credit card transaction instead of an amendment to the State Contract, although the pricing established in the State Contract will take precedence.

PROPOSAL SUBMISSION INFORMATION

Proposal submission instructions

i. Offerors are encouraged to review the solicitation and any related appendices and attachments in their entirety to assure understanding and compliance with the requirements that may be included in these documents.

ii. Offerors shall only submit Proposals via bidnetdirect.com//cdoc. The Proposal submission should include the Subject line: “Proposal submission from (Insert Offeror Name) for RFP # 2025000253, Recycling and Trash Services.

iii. No other electronic submission methods or hard copy submittals will be accepted.

iv. A proposal should be thorough, but not exhaustive, and it should address the requirements set forth in this solicitation and should provide sufficient details to allow the Evaluation Committee to determine whether the proposal demonstrates an understanding of the State’s requirements and contracting terms and conditions; the ability to meet the State’s needs, including the experience and resources necessary to carry out the work; and costs that are reasonable and consistent with the industry.

v. The Offerors proposal and all attachments shall Comply with the standards of Section 508 of the Rehabilitation Act of 1973, (29 USC § 794). The Offeror may not have an opportunity to re-draft their proposal and attachments to make them accessible to persons with vision impairments after the proposal submission deadline and in the event that the Department has evaluator(s) serving on an Evaluation Committee requiring accessibility, the Department may disqualify an Offerors proposal from evaluation.

Timeliness of Proposal Submission

i. Proposals received after the submission deadline shall not be opened and shall be rejected as a late response, unless otherwise permitted by the procurement official in accordance with Procurement Rules C.R.S. §24-103-201-10.

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

Proposal Format and Content Proposals should cover the following areas, with an emphasis on how these areas relate to the evaluation criteria list in Section 5 below.

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. Proposals must follow the format outlined with electronic copies of each document provided as instructed. Proposal 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 Proposal.

Exhibit B, Required Offeror Information;

Exhibit C, W-9 Request for Taxpayer ID Number Exhibit D, Price Proposal Exhibit E, Offeror Disclosure Statement Exhibit F, Non-conflict of Interest - Offeror

iii. Offerors Response Describe how the Offeror’s experience and capabilities make it the ideal candidate to perform the work. Describe experience with similar projects. Reference Section 3 above regarding the desired organizational experience.

iv. Key personnel Indicate key personnel who will be assigned to the project and describe their experience.

Reference Section 3 regarding the desired organization personnel.

Accessibility Requirements Offeror shall describe how their proposed solution will meet or exceed the accessibility requirements detailed in Section 3.

Mandatory Requirements Offeror shall describe how their proposal solution will meet or exceed the mandatory requirements detailed in Section 3.

Technical/Business Proposal Offeror shall describe how they will accomplish the Scope of Work detailed in Section 3.

Cost Proposal

i. Proposed pricing/proposal must remain firm during the initial term of the Contract.

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

Incurring Costs Offerors are solely responsible for all costs incurred as a result of responding to this solicitation, which may include, but is not limited to, meetings, presentations, or negotiations.

EVALUATION METHODOLOGY

Evaluation Process

A comprehensive, fair, and impartial evaluation of each proposal received will be conducted in accordance with the state procurement code (C.R.S. §24-103-203(7)), which states, “the award shall be made to the responsible Offeror whose proposal is determined in writing to be the most advantageous to the state, taking into consideration the price and evaluation factors set forth in the RFP”.

Evaluation Committee

i. An Evaluation Committee will be established utilizing measures to ensure the integrity of the evaluation process. These measures include the following:

i. Selecting committee members who do not have a conflict of interest regarding this solicitation.

ii. Facilitating the independent review of proposals

iii. Requiring the evaluation of the proposals to be based strictly on the content of the proposals.

iv. Ensuring the fair and impartial treatment of all Offerors.

ii. The objective of the Evaluation Committee is to conduct reviews of the proposals that have been submitted, to hold frank and detailed discussions among themselves, and to recommend an Offeror for award.

Proposal Evaluation Criteria

i. The State will evaluate proposals to determine if each Offeror meets all mandatory qualification requirements; provided, however, that the State has the authority to waive non-material mandatory requirements in certain circumstances. Reference procurement rule C.R.S. §24-103-301-03. The mandatory qualification requirements are scored on met/not met basis and only those proposals found to meet all mandatory requirements, other than non-material mandatory requirements waived by the state, can be considered for a contract resulting from this solicitation.

ii. The Offeror must provide documentation of financial responsibility, financial stability, and sufficient financial resources to provide the services sought in this RFP. Offerors are required to submit an audited financial statement for it’s most recently closed fiscal year and for the immediately preceding two (2) fiscal years. If audited financial statements are not available, the Offeror may submit financial statements reviewed by a Certified Public Accountant (CPA). Lacking either audited or reviewed financial; the Offeror may submit annual balance sheets and income statements (including footnotes) prepared by a CPA.

Such financial documents are provided by Offeror to CDOC at no cost to CDOC. The financial statements shall be a separate attachment to the Offerors proposal.

iii. Proposals will be evaluated by the Evaluation Committee using the evaluation criteria listed below. The evaluators will consider whether the Scope of Work requirements in the solicitation have been addressed, and they will review the capabilities of the Offeror, as well as the quality of the approach proposed, the price, and any other aspect determined relevant to the evaluation criteria.

iv. The following evaluation criteria listed are identified as that which will be evaluated in order to determine responsiveness of the proposals received. Overall responsiveness, most advantageous to the CDOC’s needs will determine the award (and are listed in no particular order):

a. Qualifications

• Does the Offeror meet the requirements as stated in section 3,

• Organizational information

• Certification for landfill or recycling center

• Does Offeror provide a central point of contact

b. Vendor Experience

• Awarded Contractor description of proposed services

• References and comparable contracts for service

• Years of experience in providing trash services

• Years of experience providing recycling service

c. Vendor Capabilities

• Description of trash services and policies

• Description of recycling services and policies

• Reporting of recycling collected

• Proposes service intervals, frequency

• Other added value services

• Does Offeror provide all equipment requested

• Able to provide additional container and pick ups if needed

d. Offerors Proposed Pricing and Terms

• Proposed monthly all-inclusive trash rates, per location

• Proposed recycling rates

• Any proposed per-yard increase/decrease price

• Any container drop-off and return fees

• Initial set up costs

• Annual price increase

Demonstrations and Discussions

i. The Evaluation Committee may, if it deems necessary, request clarifications, conduct discussions or oral presentations, or request best and final offers (BAFO). Per R-24-103- 203-03, discussions may be held with responsible Offerors whose proposals are determined to be reasonably susceptible to be selected for award to:

a. Promote understanding of the state’s requirements and the Offerors’ proposals; and

b. Facilitate a contract that will be most advantageous to the state taking into consideration price and the other evaluation factors set forth in the request for proposals.

ii. The Evaluation Committee may adjust its scoring based on the results of such activities.

However, proposals may be reviewed and determinations made without such activities.

Offerors should be aware that the opportunity for further explanation might not exist;

therefore, Offerors should ensure that their submission is complete, and are encouraged to submit their best possible proposal, including pricing.

iii. If oral presentation or discussions are held a specific date, time, and location will be determined by CDOC and a written invitation will be provided to the Offeror. If proposal revisions are permitted after oral presentations, demonstrations, and discussions, a date and time will be established in writing by the CDOC. Offerors will not be provided an opportunity for comprehensive proposal revisions. Any costs incurred by the Offeror for the presentation and demonstration are the Offerors responsibility.

iv. Each Offerors past performance may be reviewed as part of CDOC’s overall evaluation.

This evaluation will consider past performance information submitted as a part of such Offerors proposal including but not limited to, information regarding predecessor companies, key personnel who have relevant experience, and subcontractors performing major or critical aspects of the service(s), if such information is relevant. Offerors without a record or relevant past performance or for whom information on past performance is not available will receive a neutral past performance rating. The CDOC will consider Offerors performance on past or current State Contracts with requirements similar to the CDOC’s requirements for this Contract. The CDOC will consider information provided by Offeror regarding any problems encountered on the identified Contracts and any associated corrective actions.

v. The CDOC reserves the right to contact any former client or company with whom the Offeror is known to have done business with, whether provided as a reference or not.

AWARD

Award (See Procurement Rule R-24-103-204-01)

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

ii. Acceptable means that the goods or services submitted in the Offeror’s Proposal will meet the State’s needs, and that the price is fair and reasonable. The determination of whether an Offeror’s Proposal is acceptable is solely within the State’s discretion.

iii. The CDOC reserves the right to award to multiple Offerors if it is determined to be in the best interest of the State.

iv. The award determination is ultimately a business decision that will reflect an integrated assessment of the relative merits of the proposal received, using the factors set forth in Section 5. The State intends to award Contract(s) to the Offeror(s) whose proposal(s), conforming to the solicitation, will be most advantageous to the State, price and other factors considered.

Single Proposal

If only one Proposal is received in response to this solicitation, an award may be made to the single Offeror if the procurement official finds that the price submitted is fair and reasonable and that other prospective Offerors 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.

Documents After Award Prior to Contract execution, the awarded Offeror must provide the State with Proof of Good Standing with the Colorado Secretary of State and an insurance certificate documenting coverage according to Section 10 of Exhibit H. Offerors do not need to submit these documents unless they are awarded the solicitation.

H. Incurring Costs