0. RFQ 26-0004 Beverages - Canteen.pdf

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COLORADO DEPARTMENT OF CORRECTIONS

REQUEST FOR QUOTE (RFQ)

March 27, 2026

RFQ #202600004

Beverages - Canteen

Single 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 Single Point of Contact, may result in disqualification. All communication regarding this solicitation must be done through the Single Point of Contact identified above.

This solicitation is being published in the Colorado Vendor Self Service page (Colorado VSS) and Bidnetdirect.com//cdoc so that Bidders who have an interest may submit a Quote in accordance with the terms of this solicitation. Any changes/modifications to the solicitation will be Posted on the above sites as well.

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

1. SOLICITATION PURPOSE: Provide Canteen items as per the “Items and Specifications” Exhibit A. The Colorado Department of Corrections (CDOC) Colorado Correctional Industries (CCi), Canteen Services was established in 1987. The profits generated through canteen sales are used to maintain the overall operating costs of the program and help reduce reliance on taxpayer funds for offender recreational, educational, and social benefit expenditures. Canteen services, a part of Colorado correctional industries, operates as an order fulfillment service from a dedicated warehouse and production center at the east canon prison complex. This operation provides offenders with employment opportunities, allowing them to gain valuable work experience and develop essential personal and professional skills. Additionally, the service ensures offenders have access to a varied and appealing assortment of premium goods at competitive prices.

The CDOC has issued this RFQ in order to issue Letters of Agreement with multiple vendors who can deliver the Beverages sought to resell to Offenders.

2. ELIGIBILITY REQUIREMENTS: Any organization that can provide the commodities as outlined in this solicitation.

3. SERVICE LOCATION/DELIVERY AREA: 57500 East Hwy 50 and Evans Rd, Canon City, Colorado 81212

4. ANTICIPATED CONTRACT START DATE: April 15th, 2026, or upon execution of a contract (Letter of Agreement (LOA)).

5. ANTICIPATED CONTRACT TERM: The anticipated term of the resulting contract is April 1, 2026 through June 30, 2026. The resulting contract may be renewed for up to two (2) additional one

(1) year periods, not to exceed a maximum term of three (3) years, at the sole discretion of the state, contingent upon funds being appropriated, budgeted, and otherwise made available, and other contractual requirements being satisfied.

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6. CONTRACT: means any type of state agreement, regardless of what it may be called (purchase order, letter of 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 §24-30-202 C.R.S.

7. 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

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

March 27 2026

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

April 2, 2026 at 2:00pm

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

April 3, 2026

Quote Submission Deadline Quote must be submitted in the method described in Section 9.

A Quote sent at 4:01 pm MT is considered late.

April 6, 2026 by 4:00pm

Notice of Intent to Award Published on Colorado VSS and Bidnetdirect.com//cdoc (Estimated)

April 7, 2026

Letter of Agreement (LOA) Execution (Estimated) April 10, 2026

8. BIDDER INQUIRIES

A. Bidders may only submit written inquiries concerning this RFQ to obtain clarification on specifications and requirements through bidnetdirect.com//cdoc.

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

C. The State reserves the right to decline to answer any questions that do not pertain to the

Solicitation, are deemed offensive, or to decline to answer any questions for any reason.

D. All inquiries should be clearly marked with the RFQ number and title. Where appropriate, inquiries should include references to any relevant section/paragraph of the solicitation.

E. Each inquiry should be listed separately.

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

G. Bidders shall not rely on any verbal statement 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

9. RESPONSE PREPARATION: The state recommends reading all solicitation materials prior to preparing a Quote, particularly these Quote instructions and the required Exhibits. Bidders must follow these Quote instructions and provide a complete response to the items indicated in the table below. References and links to websites or external sources may not be used in lieu of providing the information requested in the solicitation within the Quote.

A. Structure and List of Solicitation Documentation

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DOCUMENT DESCRIPTION BIDDER RESPONSE

INSTRUCTIONS

Exhibit A Statement of Work, Items and Specifications, Bidder Response

Bidder must complete and submit by Quote deadline

Exhibit B Required Bidder Information Bidder must complete and submit by Quote deadline

Exhibit C W-9 Request for Taxpayer ID Bidder must complete and submit by Quote deadline

Exhibit D Price Quote Bidder must complete and submit by Quote deadline

Exhibit E Contract Performance Outside the US or Colorado

Bidder must complete and submit by Quote deadline

Exhibit F Non-Conflict of Interest Bidder Bidder must complete and submit by Quote deadline

Exhibit G Consent to Search Bidder must complete and submit by Quote deadline

Attachment 1 Purchase Order Terms and Conditions, Informational Only Attachment 2 Insurance Information Information, explanation of what insurance is required if awarded.

Attachment 3 Administrative Information Information Only

B. Modifications And/Or Supplemental Information to the Solicitation

i. Any modifications, amendments or supplemental information to the solicitation will be published on Colorado VSS and Bidnetdirect.com//cdoc. A modification notice will be published on Colorado VSS in the event that it becomes necessary to revise any part of this solicitation.

ii. The State may modify the Solicitation at any time. Modifications will be posted on Colorado VSS and Bidnetdirect.com//cdoc. This is the only method by which the RFQ may be modified.

iii. It is the Bidder’s sole responsibility to check Colorado VSS and Bidnetdirect.com//cdoc on a regular basis, prior to the Quote submission deadline, as this is the primary means for communicating any clarifications or changes to solicitations content, timeline and/or requirements.

C. Cancellation. In accordance with §24-103-301, C.R.S., and the related Procurement Rules, the State may cancel this solicitation, or any and all Quotes may be rejected in whole or in part, without penalty, at any time before a Contract or Purchase Order is executed, when it is in the best interest of the State. The reason and documentation supporting the decision to cancel the solicitation or reject Quote(s) shall remain confidential for the lesser of six months or until a Contract or Purchase Order is awarded by the State. Reference Procurement Rules §24-101- 401-05.

If the solicitation is cancelled after Quotes are received, the Quotes that have been opened shall be retained in the procurement record, or if unopened, they will be disposed of, or returned to the Bidder upon request at the Bidders’ expense.

10. QUOTE SUBMISSION AND INFORMATION

A. Quote submission instructions

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

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ii. Bidders shall only submit Quotes, attachments, modification or withdrawals via bidnetdirect.com//cdoc. The Quote submission should include the subject line: “Quote submission from (Insert Bidder Name) for (Insert RFQ number, Insert RFQ title). No other electronic submission methods or hard copy submittals will be accepted.

iii. Bidders must be registered with Bidnet Direct in order to download solicitation documents (including any amendments or modifications) and to be considered responsive at the time of submission of the response. Bidders who have not registered on the Bidnet Direct website, must register promptly to ensure they are able to submit a timely Solicitation response.

Information may be accessed through the Bidnet Direct website at:

https://www.bidnetdirect.com/register. Bidnet Directs Help Desk can be reached at 1- 800-835-4603 or by email at: support@bidnet.com. No submission will be accepted via VSS so please ensure that the Quote is submitted in accordance with these instructions.

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

v. The solicitation submission typically uploads Quotes within five minutes. Bidders are advised to submit Quotes no later than one hour prior to the Quote Submission Deadline to ensure the Quote has be received.

vi. Bidders will receive an email confirmation that the file was uploaded correctly. If not, please contact the Bidnet Direct Help Desk.

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

viii. Acceptance of Solicitation Terms: A Quote submitted in response to this solicitation shall constitute a binding offer and acknowledgment that all terms and conditions of this solicitation are accepted. Bidders must identify any variations between its Quote and the solicitation. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance.

ix. Modifications of Quotes. Quotes may be modified or withdrawn by the Bidder prior to the established due date and time. Withdrawal of the Bidder’s Quote following the Quote submission deadline and prior to award, may be allowed, in the State’s discretion.

Withdrawal of a Bidder’s Quote after award is not allowed. Reference Procurement Rules §24-103-201-08 and §24-103-201-09.

x. Bidders may be asked by the Department to modify or clarify their Quotes after the due date.

xi. Quote Prices. Estimated Quote prices are not acceptable. Best and final offers may be considered in determining the apparent successful Bidder. Quotes shall be firm for a period of not less than 180 calendar days from the date of award.

xii. Quote Rejection. The Department may reject a Quote, waive informalities, and minor irregularities, or accept any portion. Reference Procurement Rule §24-103-201-08.

xiii. Quantity. The Department may request future increases or decreases to the quantity of the goods or services, or request that goods or services be delivered to other areas within the Department.

https://www.bidnetdirect.com/register mailto:support@bidnet.com

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xiv. Mistakes and Minor Informalities in Bidder Quotes: In certain circumstances, a Bidder may correct a mistake(s) in their Quote and/or the State may waive minor informalities.

Reference Procurement Rules §24-103-201-08.

xv. Bidder Quote Content: The contents of the Quote of the awarded Bidder and any modifications to the Quote negotiated by the State included in the resulting Contract or Purchase Order will become contractual obligations. Failure of the awarded Bidder to accept these obligations may result in cancellation of the award of that Bidder.

xvi. Acceptance of Solicitation Terms. A Quote submitted in response to this solicitation shall constitute a binding offer and acknowledgment that all terms and conditions of this solicitation are accepted. Bidders must identify any variations between its Quote and the solicitation. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance.

xvii. Incurred Costs. The Department is not liable for any cost incurred by Bidders prior to any formal Contract, purchase order, or other Agreement. No property interest of any nature shall occur until a Contract is signed by all parties concerned.

xviii. RFQ Quote Material Ownership. All material submitted in the Quote to this RFQ becomes the property of the State.

xix. Contract. Bidders must agree to the State’s Contract terms as outlined in the CDOC PO Terms and Conditions Please note that any referenced or attached model Contract lists the State’s standard required legal provisions but may not include the specific scope of work and other specific terms or requirements for this solicitation. Bidders must review any attached Contract terms and note any exceptions. Modifications to the State’s Agreement terms constitute increased risk and costs to the State. Therefore, Bidder’s noted exceptions may be considered in any evaluation. If no exceptions are noted, the Bidder indicates an intent to accept the terms as-is.

xx. Confidentiality. Anything submitted by a Bidder is likely to become public information.

Bidders may submit, as a part of its solicitation response, a written request for classification of certain portions of the response as confidential information. This information will help ensure that all submitted materials are handled appropriately and in accordance with state confidentiality standards. The Procurement Official or his or her designee shall determine if the information identified in the Bidder's request is exempt from disclosure in accordance with §24-72-204, C.R.S., and shall inform the Bidder in writing of the final determination.

a. When submitting a confidentiality request, materials for which confidentiality has been requested shall be readily identifiable and separable from other portions of the solicitation to facilitate public inspection of the non-confidential portion of the solicitation response. Please include a complete redacted Quote response along with an unredacted version of the Quote with associated confidentiality justifications.

Commingling of confidential and non-confidential information is not acceptable.

b. Please provide a crosswalk of information related to the material you wish to be confidential and the reasons why the information should be considered as confidential. Bidders must include the rationale for any request to classify portions as a trade secret or confidential or proprietary, including references to the authority that allows for such treatment.

c. In no event shall price information or an entire solicitation response, nor any information that will be included in a resulting Contract, be classified as confidential.

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11. TIMELINESS OF QUOTE SUBMISSIONS

A. Quotes 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.

B. Responsibility for ensuring that a Bidders Quote is received on time rests with the Bidder.

Reasonably foreseeable problems inherent in the delivery of Quote are not extraordinary circumstances permitting acceptance of late Quotes. Anything received after Quote submission deadline is considered late.

12. ADDITIONAL RESOURCES

A. Bidder Assistance. Any Bidders needing support responding to solicitations may contact the

Colorado Supplier diversity Navigator at the Statewide Equity Office of Supplier Diversity.

https://dhr.colorado.gov/statewide-equity-office/supplier-diversity. Services provided include assistance with responding to solicitations, interpretation of solicitation documents, technical assistance referrals. The office can be reached during normal business hours by calling 1-303- 866-5765 or emailing DPA_SupplierDiversityHelp@state.co.us.

B. Statewide Equity Office of Supplier Diversity: https://dhr.colorado.gov/statewide-equity-office/supplier-diversity

C. BidnetDirect: https://www.bidnetdirect.com/.

D. Vendor Self-Service (VSS) Site: https://prd.co.cgiadvantage.com/PRDVSS1X1/Advantage4.

13. QUOTE FORMAT AND CONTENT

Quotes must clearly demonstrate the organization’s ability to perform the services described in the

RFQ.

A. The CDOC will not consider the submission of brochures, references to websites or other marketing material as a substitute for written response to our requirements and questions.

B. Quotes must follow the format outlined with electronic copies of each document provided as instructed. Quote 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 Quote.

i. Exhibit A, Statement of Work, Bidder Response

ii. Exhibit B, Required Bidder Information,

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

iv. Exhibit D, Price Quote,

v. Exhibit E, Contract Performance Outside the US or Colorado

vi. Exhibit F, Non-conflict of Interest – Bidder,

vii. Exhibit G, Consent to Search,

14. PROFESSIONAL ETHICS AND FAIR BUSINESS PRACTICES

A. Any person involved in the purchasing process for the State, any end users of such goods and services, any Bidder that does business with the state, and any other interested third parties to the procurement process shall enhance the proficiency and stature of the purchasing process by adhering to the highest standards of ethical behavior.

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B. The State of Colorado believes that all employees and community partners, whatever their gender, race, ethnicity, religion, national origin, age, sexual orientation, gender identity, citizenship status, education, disability, socio-economic status, or any other identity, feel valued and respected. We are committed to nondiscriminatory practices and providing equitable opportunities for employment and advancement in all our departments, programs, services, and worksites. We respect and value diverse life experiences and work to ensure that all voices are heard so that a person’s future success is not determined by their identity.

C. Bidders acknowledge that even the appearance of a conflict of interest may be harmful to the State’s interests. Bidders shall disclose in their Quotes whether there currently is, or potentially could be, the appearance of a conflict of interest regarding this solicitation, its staff, any proposed subcontractors or partners, or any related business with the State. Reference §24-18- 201, CRS, et seq. (Proscribed Acts Related to Contracts and Claims); §24-50-507, CRS (Conflict of Interest); §18-8-301, CRS, et seq. (Bribery and Corrupt Influence); §18-8-401, CRS, et seq. (Abuse of Public Office); §6-4-101, CRS, et seq., (Colorado Antitrust Act of 1992); §24-109-105, CRS (Debarment and Suspension); and Procurement Rule R-24-101-107- 01 (Ethics).

D. Bidders must disclose in its Quote any potential or actual conflict of interest in connection with a response to this solicitation. A conflict of interest may include, but is not limited to, access to any non-public information by the Bidder regarding the solicitation or its subject matter. Quote submission and signature constitute the Bidder's acknowledgment and binding acceptance of all solicitation requirements, terms, and conditions.

15. AWARD

The CDOC will notify all bidders who submitted a Quote when it issues a notice of intent to award via Bidnet and VSS sites. The state reserves the right to award to multiple bidders if applicable, and if it is determined to be in the best interest of the state. The awarded bidder(s) must act in good faith to execute an agreement on or before the anticipated contract start date. If this date is not met, through no fault of the state, the state, at its sole discretion, may cancel the notice of intent to award.

A. The State may negotiate with any Bidder to clarify the Bidder’s Quote or to effect modifications that will make the Quote acceptable or more advantageous to the State in alignment with the requirements as identified in this solicitation; however, any requirements identified in this solicitation may not be negotiated.

B. This solicitation and the resulting Letter of Agreement will be awarded to the responsible Bidder whose acceptable Quote is determined to be the most advantageous to the State, with price/cost being the primary consideration. Other considerations may include, but are not limited to, sample quality, and lead time for delivery.

C. “Acceptable” means that the goods or services submitted in the Bidder’s Quote will meet the state’s needs, and that the price is fair and reasonable. The determination of whether a Bidder’s Quote is acceptable is solely within the State’s discretion.

D. All awarded Bidders are hereby notified that they must return Exhibits, A, B, C, D, E, F, and G (incorporated into this RFQ as an exhibit) to the Single Point of Contact listed in the Schedule of Activities section with Quote. Failure to provide the required documentation may result in Quote being disqualified.

E. Insurance Requirements. The awarded Bidder 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 Attachment I prior to execution of a Contract or Purchase Order.

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

16. DOCUMENTS AFTER AWARD

Prior to Letter of Agreement execution, the awarded Bidder must provide the State with proof of Good Standing with the Colorado Secretary of State and an insurance certificate documenting coverage as required by the Award Letter.

16. Documents after award