1. Exhbit A - Statement of Work, Bidder Questions.pdf

Exhibit A (You must complete and return this document with Bid)

STATEMENT OF WORK and OFFEROR QUESTIONS Colorado Department of Corrections RFP 2027000008

1. STATEMENT OF WORK

The Statement 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 Statement of Work is intended to provide interested Offerors with sufficient basic information to submit a proposal. It is not intended to limit a proposals context or exclude any relevant or essential data.

Mandatory Requirements

i. Accessibility Requirements - 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 §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.

ii. Insurance Requirements - The awarded Offeror will be required to submit a certificate(s) of insurance evidencing insurance coverage for, at minimum, the types and amounts of insurance as required by the Insurance provision in the Contract, included in this solicitation as Exhibit I, prior to execution of the Contract. Exhibit I has information to determine what insurance will be needed for this solicitation

Objective The Colorado Department of Corrections (CDOC), on behalf of Colorado Correctional Industries (CCi) Canteen, is soliciting proposals from qualified Offerors to furnish high-security, automated "Smart Cooler" vending solutions. These systems are intended to facilitate 24/7 access to refrigerated fresh food and beverages within correctional facilities. While CCi shall retain full responsibility for the daily operation and inventory replenishment of the units, the selected Offeror is required to provide robust AI-vision hardware, intuitive backend software, and comprehensive self-service maintenance support. These provisions are essential to ensure the success of the initial pilot program and to support potential future regional expansion.

Scope of Work/Specifications

i. Equipment Requirements: AI – Vision Smart Coolers

The Offeror will need to propose a variety of options to include frozen, refrigerated, and room temperature solutions that utilize “Computer Vision” (AI Cameras) to identify transactions.

a. Product Identification Technology: AI Camera Arrays The proposed solution must implement advanced AI Camera Arrays as the primary method for product identification. These units are required to utilize internal high-definition cameras specifically designed to track the precise removal and replacement of items within the system. Additionally, the apparatus will need to include a user-facing camera to document individuals during transactions, thereby augmenting the internal tracking capabilities. In order to facilitate security, auditing, and loss-prevention protocols, facility administrators will need to be provided with software that allows for the efficient retrieval and review of these video logs.

• Although the primary focus remains on vision-based tracking, the system may also incorporate weight sensors or RFID-only solutions to ensure comprehensive inventory management and prevent shrinkage.

b. Accuracy Standards To ensure operational excellence and customer trust, the Offeror must provide verifiable documentation or live demonstrations proving a transaction accuracy rate of 99% or higher. This high threshold for accuracy is critical for maintaining real-time inventory integrity and ensuring that users are billed correctly for the specific items they remove from the units.

c. Learning Capability and SKU Management The supporting software must feature robust learning capabilities that empower CCi staff to manage inventory independently. Specifically, the system must allow CCi to “train” the AI on new SKUs, such as updated beverage packaging or new food items, through a local interface or a centralized cloud dashboard. This functionality must be intuitive enough to be handled internally, removing the need for the Offeror’s technician’s intervention.

d. Product Recommendation To support CCi’s objective of offering a diverse selection of beverages and pre-packaged refrigerated foods, such as salads and sandwiches, Offerors must specify the cooler model(s) being proposed. Proposals should emphasize the cooling efficiency and adjustable shelving capacity of the units to accommodate various product sizes and mixes

ii. Hardware and Security Specifications

a. Security Infrastructure: Systems must be equipped with reinforced security features, including high-tensile locking mechanisms, shatter-resistant polycarbonate panels, heavy-duty hinges, and floor-anchoring hardware suitable for high-traffic correctional settings.

b. Network Connectivity: Implementation of autonomous 4G/5G cellular gateways is required to facilitate operations independent of the facility's internal IT infrastructure; however, systems must retain the capability to integrate with the local network as a secondary failover.

c. Operational Environment: Equipment must be engineered for continuous, industrial-grade utilization (24/7).

d. Inventory Control: The platform must support comprehensive inventory management, including the monitoring of product expiration dates and the execution of promotional pricing.

e. The submitted proposal must incorporate a hardware specification sheet from the Offeror that details the product capacity, camera placement, and the specific security features requested in this RFP.

iii. Software and Program Capabilities The Offeror must provide access to proprietary Management Software Suite with the following native capabilities:

a. Inventory Management: The system will be required to provide real-time tracking of stock levels with automated “low stock” and “expired” alerts. The notifications will be sent to the CCi’s designated email address(es) or mobile device(s) to ensure timely restocking and removal of outdated products.

• The Offeror is required to facilitate a demonstration of the software, which may be provided in the form of illustrative screenshots or through the provision of temporary administrative access to a functional demonstration of the inventory management portal.

b. Dynamic Pricing: The software must include the ability for the CCi to change prices remotely via a centralized dashboard. This ensures immediate price updated across all machines or point-of-sale terminals without the need for manual on-site adjustments.

c. Payment Facilitation: The suite will need to feature native integration with major credit card processors and possess the capability to integrate with closed-loop facility payment systems, (e.g., inmate trust accounts or staff ID badges).

d. Payment Card Industry Data Security Standard (PCI DSS): The Offeror must demonstrate and maintain current PCI DSS compliance for all credit/debit card processing software and hardware. Necessary Attestations of Compliance (AOC) will be required to be provided to CCi, who will not be responsible for storing, processing, or transmitting cardholder data.

e. Transaction Fees: A comprehensive schedule must be provided detailing all credit card and electronic transaction fees, interchange rates, or processing costs associated with the payment system. This documentation must clearly state who is responsible for each fee, whether the Offeror or CCi.

f. Health Safety Monitoring: The system will need to feature real-time temperature logging with an automated “Electronic Health Lock”. This safety mechanism must prevent the door from unlocking if the internal temperature exceeds 41°F for an unsafe duration. Additionally, any expired item must be locked to prevent purchase.

g. Reporting: The suite must offer detailed sales analytics, tax reporting, and loss-prevention logs. These logs will need to include video clips or image captures of each transaction directly linked to the associated receipt for auditing purposes.

h. Data Sovereignty: All software operations and data storage must solely exist within the United States.

i. Data Portability and Export: To support data retention and avoid Offeror lock-in, the Offeror will need to provide all transaction logs, video archives, and SKU database configurations upon request form CCi. These materials are to be supplied in industry-standard, vendor-neutral formats such as JSON, CSV or MP4.

iv. Warranty, Maintenance, and Self-Service Due to the fact that CCi oversees daily operations, the Offeror is required to implement a “Self-Service Empowerment” support model. This framework must be specifically engineered to minimize the necessity for third-party technician visits by providing CCi with essential tools, diagnostic access, and technical documentation to resolve common issues internally.

a. Warranty Terms:

• Compressor/Cooling System: Requested minimum 3-year limited warranty.

• Electronics/AI Hardware: Requested 1-year full replacement.

• Software Support: 24/7 technical help desk dedicated to software - related issues.

b. The Offeror is required to include the comprehensive test of all equipment and software warranties within their submitted proposal.

c. Maintenance Flexibility and Service Level Agreement (SLA) Remedies CCi primarily intends to conduct routine and preventative maintenance through the utilization of internal facility personnel. However, CCi remains amenable to evaluating comprehensive or hybrid maintenance proposals from vendors, provided such agreements substantiate significant operational advantages. Offerors are formally requested to outline all available maintenance tiers, ranging from "parts-only" self-service models to fully managed vendor maintenance services.

• For any vendor-managed services or mandatory software subscriptions, the Offeror must establish definitive Service Level Agreements (SLAs). In the event the Offeror fails to adhere to these established SLAs—including, but not limited to, cloud software uptime or stipulated maintenance response durations—the State of Colorado reserves the right to assess liquidated damages. Given that this procurement constitutes a capital equipment purchase, such remedies shall not be interpreted as punitive measures, but rather as liquidated compensation for the diminished value of the provided services. All remedies shall be applied as credit deductions against subsequent annual software licensing or maintenance renewal invoices, or as direct partial refunds for prepaid agreements, pursuant to Colorado State Procurement Rules.

d. Maintenance and Parts Availability:

Offerors must provide a detailed Maintenance Plan that includes the following core components to ensure the long-term operational integrity and self-sufficiency of the equipment.

• Component Serviceability: To ensure efficient maintenance, hardware will need to feature modular, individually replaceable parts (e.g., discrete locking relays, lighting strips, camera modules). The acquisition of systems where a single minor component failure necessitates the total replacement of a door assembly or entire unit is not allowed.

• Parts Catalog: A comprehensive, searchable digital catalog listing all user-replaceable parts (e.g., door seals, fans, camera modules, and light strips).

• Direct Parts Access: A guaranteed pipeline for the CCi to purchase replacement parts directly form the manufacturer, to include a standard lead time of no more than 5 business days.

• The Offeror will need to submit a comprehensive price schedule for common replacement components (e.g., locks, Lexan, fans) in addition to an overview of available self-service maintenance resources.

• Service Documentation: High-definition video tutorials and digital/printable manuals specifically designed for “on-site maintenance” to be performed by facility staff.

• Diagnostic Capabilities: Software must include a “Diagnostic Mode” accessible to CCi to test locks, cameras, and temperature sensors independently.

v. Delivery, Setup, and Security Compliance

a. Proposals submitted by Offerors may be subject to further evaluation and formal authorization by the Office of Information Technology before any awards are finalized, contingent upon the specific technologies proposed.

b. Background Checks: All Offeror personnel entering a Colorado Department of Corrections (CDOC) facility for delivery, installation, or service must successfully undergo and pass a comprehensive NCIC background investigation conducted by the CDOC. This background check may be significantly more rigorous than typical industry standards, and favorable results are a mandatory prerequisite for eligibility to provide services. Additionally, all personnel must adhere to the Prison Rape Elimination Act (PREA) guidelines and procedures, as per Attachment 4 – Prison Rape Elimination Act. Final approval for any staff member to enter a specific institution remains at the discretion of the facility Warden or their official designee.

c. Tool Control: Any tools or equipment brought into the facility for installation or maintenance must be shadowed, inventoried, and managed per facility policy. An accurate daily tool inventory must be maintained.

d. Training: The Offeror shall provide comprehensive training to CCi, which may be conducted remotely or on-site. This training will cover stocking for optimal AI recognition, dashboard navigation, app configuration, and basic mechanical troubleshooting.

• The training will need to be offered on an ongoing basis to ensure facility staff are continuously educated as new software updates are propagated, and to accommodate the onboarding of new staff who will interface with the equipment and software.

vi. Future Acquisition and Scalability Strategies This procurement is structured as a "Phase 1" pilot initiative. Upon successful validation of performance metrics during this initial stage, CCi intends to scale the program across additional facilities. Therefore, the Offeror is required to demonstrate comprehensive technical and operational capacity to support a seamless multifacility rollout.

a. Volume Discounting: To facilitate cost-effective expansion, Offerors shall provide a structured, tiered pricing schedule for all associated equipment. This schedule must detail specific price-per-unit reductions applicable to future bulk orders, categorized by volume thresholds such as 5-10 units, 11-25 units, and 25+ units.

b. Price Guarantee: To ensure long-term budget consistency and predictability during the expansion phase, all proposed hardware costs and software licensing fees shall remain firm for a fixed period, such as 24 months, starting from the official date of the initial pilot launch.

c. All-Inclusive Pricing Preference: CCi strongly prefers a pricing model wherein all software licensing, system support, maintenance dashboards, and future software updates are bundled and included in the upfront purchase price of the hardware, minimizing or eliminating recurring subscription, Software as a Service (SaaS) fees.

vii. Regional Support and Software Manageability

a. Multi-Site Management: The proposed software must allow CCi to view and manage all machines across multiple facilities from a single enterprise dashboard.

b. Remote Onboarding: The software must allow CCi to clone existing product libraries and AI training data from the pilot unit to new units to ensure immediate "Plug-and- Play" capability at expansion sites.

c. Hardware Consistency and Standardization: The Offeror must guarantee that replacement parts and internal components will remain standardized across the fleet to prevent CCi from needing to stock multiple versions of the same part as the program grows. This standardization extends to the technical architecture, ensuring that all service stations operate under a consistent infrastructure that can scale automatically based on user demand.

d. The Offeror will be required to submit an expansion roadmap providing formal validation of their capacity to adhere to the scalability and multi-site management specifications set forth in this section.

i. Technical Proposal: a detailed description of the proposed approach to the study in alignment with the attached Statement of Work (SOW), including methodology, work plan, and timeline should be included in the response.

ii. Payment Schedule: provide cost information that ties to the associated deliverables of the work plan. Please note that the budget for this project will be on a fixed price basis, pertaining to the preliminary Phase 1 Pilot initiative. Although, subsequent hardware procuement and prospective expansions will be governed by the tiered volume pricing framework submitted by the Offeror.

Offeror Capabilities/Organizational Experience/Personnel

i. Offeror Capability and Financial Information. Offeror(s), if requested, must be prepared to present evidence of experience, ability, staffing, service facilities, and financial standing necessary to meet the requirements set forth or implied in its RFP proposal and/or as proposed in clarifications/negotiations. The State reserves the right to request that Offeror(s) provide a copy of its most recent certified and audited financial statements as a method of determining Offeror financial responsibility. The State reserves the right to review such information and financial documentation for all Offerors, for Offerors in the competitive range, or only for an awarded Offeror.

ii. Describe at least 3 relevant experiences from the last 5 years supporting your ability to successfully manage a contract of similar size and scope for the work described in this

RFP.

2. VENDOR QUESTIONS (please provide response)

Failure of an Offeror to disclose any information in this section may result in the state’s determination that the Offeror is not reasonably susceptible to the award.

INFORMATION SOUGHT OFFEROR RESPONSE

Offeror name (company)

Number of years in business

Number of employees

Has there been a recent change in organizational structure (e.g., management team) or control (e.g. merger or acquisition) of your company? If the answer is yes (a) explain why the change occurred and (b) how this change has affected your company.

Discuss your company’s history. Has growth been organic, through mergers and acquisitions, or both?

Disclose whether the Offeror, any general partner or joint venture of the Offeror, or any proposed subcontractor has failed to complete a similar project within the past five (5) years. If so, list the date of commencement of the project and the entity for which the project was to be performed, and explain why the project was not completed

Services Outside of Colorado or the United States. Offerors must disclose services performed outside of Colorado or the United States as required by C.R.S. §24-102-206.

Please sign and return Exhibit E.

Has Offeror (or any affiliates) ever been debarred, is currently debarred, suspended, disqualified from bidding or contracting with any entity, including the State of Colorado? If yes, provide the date, the entity and details about the situation.

Has your company (or any affiliates) been a party to litigation against the State of Colorado?

If the answer is yes, then state the date of initial filing, case name and court number, and jurisdiction.

INFORMATION SOUGHT OFFEROR RESPONSE

Have your principals or any proposed subcontractors been debarred, suspended, proposed for disbarment, or declared ineligible.

Do your principals or any proposed subcontractors have any convictions or civil judgments rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property.

Are you principals or any proposed subcontractors under investigation for, indicted for or otherwise criminally or civilly charged by a government entity (Federal, State or Local) with commission of any of the offenses enumerated in the previous items.

Within the last 5 years, has your company (or any affiliates) defaulted on a contract or had a contract terminated for cause? If yes, provide the date, contracting entity, type of contract, and details about the termination or default.

Describe partnerships and strategic relationships you think will bring significant value to the State.

Offeror must affirm agreement with the attachments (Personal Services Contract). If not in agreement, written exceptions in accordance with Section 12 How Proposals are Evaluated of the RFP must be provided with Offeror’s proposal.

Does your company have experience working with the state of Colorado? If so, please provide a list (including contract number) of the contracts you hold or have held with the state for the last 5 years.

Will your company have access to CDOC data?

Yes or No. If you answered yes, how will the data be backed up.

INFORMATION SOUGHT OFFEROR RESPONSE

Does your company have the current staff, facility, etc., to execute a contract for these services with the CDOC? YES or NO

Do you use independent contractors or employees?

What is the basic overview of your business continuity plan?

INFORMATION SOUGHT YES NO

Do you have all required licenses, certifications, and insurance coverage?

Please attach to proposal.

Please confirm that your proposal is fully compliant with section 1.A.i accessibility requirement and 1.A..

Secretary of state (SOS) registration. Before contract execution, the awarded offeror must be registered to do business in the state of Colorado.

If a offeror is a foreign corporation (formed under a statute or common law in a jurisdiction other than Colorado) or other foreign entity transacting business in the state of Colorado, it shall warrant that it currently has obtained and shall maintain any applicable certificate of authority to transact business in the state of Colorado and has designated a registered agent in Colorado to accept service of process

Service-disabled veteran owned small businesses (SDVOSB). Reference §24-103-905, C.R.S. et. Seq. SDVOSB offerors must submit documentation of certification issued through the U.S. Department of veteran’s affairs in their proposal. §24-103-905 C.R.S. sets a SDVOSB goal of at least 3% of all contracts by dollar value be awarded to SDVOSB who must be incorporated or organized in Colorado, or they must maintain a place of business or have an office in Colorado and must be officially registered and verified as a SDVOSB by the center for verification and evaluation within the united states department of veteran’s affairs. Are you a service disabled veteran owned small business? Yes or no. If you answered “yes” please submit documentation of certification with your proposal.

Did your company, or an employee, agent, or representative of your company, participate in developing any component of this RFP? If you entered “Yes”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

INFORMATION SOUGHT YES NO

Authorization to verify information provided by vendor. I authorize the state to verify that all information provided in this registration, in bidding and contracting documents, and any attachments or supplement documents and processes are accurate.

SOC debt/tax payment. I certify that all applicable state of Colorado taxes are paid, and that no outstanding debt is owed to the state of Colorado.

Do you have all required licenses, certifications, and insurance coverage? Please attach to proposal.

If you are awarded a contract under this solicitation, in order to provide the goods and services required under a resulting contract do you intend to partner or subcontract with a person or entity that assisted in the development of this solicitation? If you entered “Yes” you are not eligible for contract award. An awarded vendor may not partner or subcontract with anyone to provide goods and services required under a resulting contract if that subcontractor or partner assisted in the development of this solicitation.

Will your company, or an employee, agent, or representative of your company, participate in the evaluation of the proposals received in response to this RFP? If you entered “Yes” you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

FOR PROCUREMENT USE ONLY: QUESTIONS YES NO

Did Offeror Return Exhibit A?

Did Offeror Return Exhibit B?

Did Offeror Return Exhibit C

Did Offeror Return Exhibit D

Did Offeror Return Exhibit E

Did Offeror Return Exhibit F

Colorado Department of Corrections RFP 2027000008