1. Exhibit A - SOW, Specs, Bidder Response.pdf

EXHIBIT A (Complete and Return)

STATEMENT OF WORK, SPECIFICATIONS, BIDDER RESPONSE

COLORADO DEPARTMENT OF CORRECTIONS

RFQ 2026000006

1. DESCRIPTION

Provide canteen items as per the specifications in this Exhibit. 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. Once the bid is awarded and the Letters of Agreement are issued, the program may choose from among the awarded vendors from which to purchase the goods needed for resale.

2. SCOPE OF WORK/SPECIFICATIONS

Bidders have the option to bid on any, or all of the items listed in Exhibit D - Price Quote for Beverages. To include items in their bid, the Bidder must complete Exhibit D – Price Quote for those specific items and submit it with their bid.

A. Before any items can be awarded Bidder must submit 3-5 samples so that the Canteen Review

Committee can evaluate each item. The Canteen Review Committee meets monthly to review items.

i. The cost of sending the requested samples will be at the sole expense incurred by the

Bidder, samples will not be returned.

ii. Samples to be sent to the following address:

CDOC Central Canteen Attn: Amanda Murphey 57500 East Hwy 50 and Evans Rd Canon City, CO 81212

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

C. After awards have been made, the Bidder is obligated to provide photographs of the exact item(s) that have been awarded to the Bidder.

D. Product substitutions are not permitted without the prior written consent of authorized Canteen staff after the item has been awarded.

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

i. For items experiencing unavailability, the allocation will go to the Bidder who provided the next lowest bid price for the duration of the award period.

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

G. Canteen staff will need to receive notice prior to any price increase requests to avoid potential stock shortages. Please see section 3.A and B for allowable price increases.

i. Justification and written approval from Canteen staff are required for any price increase.

Should the increase not be approved, the item will be awarded to the next lowest priced Bidder.

H. Products must me packaged as follows:

i. The product will need to be packaged exclusively in plastic containers. Whenever feasible, clear packaging is preferred.

ii. Packaging must not contain glass or metal of any kind.

iii. Product can not contain any type of alcohol.

iv. Product packaging must be engineered to resist the challenges posed by transportation through high-altitude environments, ensuring that the packaging does not rupture during transit (such as traveling through Mountain passes).

v. Packaging should be prepared for individual sales, ensuring it contains ingredient lists and other relevant details.

3. PRICING

A. One (1) price change is allowed during the initial term of the Letter of Agreement (LOA).

i. Exhibit D – Price Quote, must include the product full name, unit of measure, and the item #. Pricing must also be given in a per item cost for Canteen Services records. Per case or per package cost can also be provided, but the per item cost is required with submission documents.

B. Adjustments to pricing after the initial term, may only be requested twice (2) annually with one of the requests no later than 60 days prior to Award renewal.

C. The awarded product will be the product expected at the time of delivery. Substitution must be approved in advance and may be refused or returned at the vendors expense. See Section 2. D.

above additional details.

4. DELIVERY

A. Deliveries should be conducted by truck whenever possible; if that is not feasible, then UPS or

FedEx should be utilized, no additional shipping charges will be approved or paid. Please use tracking for packages.

i. Receiving hours are 8:00am to 2:00pm MST, Monday through Thursday excluding the holidays.

a. New Year’s Day

b. Martin Luther King Jr. Day

c. Presidents Day

d. Memorial Day

e. Juneteenth

f. Independence Day

g. Labor Day

h. Frances Cabrini Day

i. Veterans Day

j. Thanksgiving Day

k. Christmas Day

ii. Notices will be sent out via an email if the Canteen Warehouse is closed.

B. All of the assigned Bidder’s delivery drivers who come onto CDOC property shall be subject to a CDOC criminal background check and shall be required to sign a “Consent to Search Authorization” form before CDOC shall permit access to any correctional facility.

C. Approved individuals shall be subject to search of person or vehicle at any time while in any CDOC facility or on CDOC grounds.

i. Only the individual who has been approved and provided consent for the search form will be permitted on State property.

ii. Pets are not permitted in vehicles on State property.

iii. Alcohol and drugs are prohibited in vehicles on State property.

iv. Firearms are not allowed in vehicles while on State property.

5. INVOICING

A. All invoices will need to be submitted via email to doc_cci_purchasing@state.co.us when items are shipped. Separate invoices are mandatory for each shipment made.

B. Invoice must include the item #’s that corresponds with the awarded products. Invoicing errors or missed details could delay payment processing.

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

6. PRODUCT APPROVAL & SAMPLES

A. All product Brands and Nutritional Specifications must be approved for use prior to award.

B. Product brand names, nutritionals, and specifications must be included with Bid.

C. Samples maybe requested by Canteen Services for any reason or at any time during the award period. Samples are sent at the sole expense of the vendor and will not be returned.

7. EQUAL SPECIFICATIONS

A. Brand names and specifications used herein are intended to aid in establishing the desired standard of quality needed to meet state requirements, and not to unduly restrict competition.

Unless a specific item’s description states otherwise, you may submit a bid for a product of equal specifications and quality; however, the product must be approved nutritionally (see product approval & samples section above) and a sample may be required prior to bid closing.

The remainder of this page is left intentionally blank.

8. VENDOR QUESTIONS (please provide response)

INFORMATION SOUGHT BIDDER RESPONSE

Bidder name (company) Number of years in business Number of employees Services Outside of Colorado or the United States. Bidders 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 G.

Is the bidder a nonresident bidder from a state that provides a bidding preference to bidders from that state, YES or NO and what state.

Please confirm that your proposal is fully compliant with Section 2.i Accessibility Requirement of this Statement of Work. YES or NO

Secretary of State (SOS) registration. Before contract execution, the awarded bidder must be registered to do business in the state of Colorado. If a bidder 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. Are you registered with the Colorado SOS? YES or NO.

Service-Disabled Veteran Owned Small Businesses (SDVOSB). Reference §24-103-905, C.R.S., et. seq.

SDVOSB Bidders 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 SDVOSBs 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.

Bidder must affirm agreement with the PO Terms and Conditions. If not in agreement, written exceptions in accordance with Section 9.R.v of the RFQ (Attachment

1). Any changes must be provided with Bidder’s Bid.

Please confirm YES or NO

Have you spoken with anyone other than the Sole Point of Contact listed in this RFQ? YES or NO

INFORMATION SOUGHT BIDDER RESPONSE

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

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.

State of CO 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. Please Confirm YES or NO

Does your company use Subcontractors? YES or NO

Have you read and agreed to section 4? YES or NO

FOR PROCUREMENT USE YES NO

Did Bidder Return Exhibit A?

Did Bidder Return Exhibit B?

Did Bidder Return Exhibit C?

Did Bidder Return Exhibit D?

Did Bidder Return Exhibit F

Did Bidder Return Exhibit G?

Did Bidder Return Attachment 1 with changes?