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

EXHIBIT A (Complete and Return)

STATEMENT OF WORK, SPECIFICATIONS, BIDDER RESPONSE

COLORADO DEPARTMENT OF CORRECTIONS

RFQ 2026000007

NCR Roll Stock Paper – CCi Print Shop

1. DESCRIPTION

Provide the roll stock paper items as per the scope and specifications in this Exhibit. The Colorado Department of Corrections (CDOC) Colorado Correctional Industries (CCI), Print Shop located at Denver Womens Correctional Facility operates a full printing factory. The products produced facilitate and support program objectives such as; work experience, development of social skills, and job opportunities for offenders. Maintaining an adequate stock of supplies is critical to its operations. The purpose of this RFQ is to establish uninterrupted and frequent orders from awarded vendor(s).

The CDOC has issued this RFQ in order to issue Letters of Agreement with vendor(s) who can deliver the paper supplies sought to fulfill orders for resale. 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. To include items in their bid, the Bidder must complete Exhibit D – Price Quote for those specific items and submit with their quote.

A. NCR Roll Stock Paper, 40” Diameter & 3” CORE. No End Rolls. See Exhibit D-Price Quote for roll colors, sizes, weight and product description. Periodic orders will be placed as needed for the duration of the award period.

B. Samples of the items specified on Exhibit D, can be requested for evaluation. CCi Print Shop staff may request samples to verify product quality and compatibility with printing equipment.

Vendors will be notified via email by CCi Print Shop staff when/if samples are needed.

i. The cost of sending the requested samples will be at the sole expense incurred by the Bidder/Vendors, and samples will not be returned.

C. Samples will be evaluated to determine any possible product imperfections, sizing, paper weight, quality, production stability, and security risks, where relevant, to ascertain their acceptability for use in the CCI Print Shop.

D. Product substitutions are not permitted without the prior written consent of authorized CCi Print Shop staff after award. The item awarded is the item expected at the time of delivery.

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

i. For items experiencing prolonged 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, and may be removed for the list of awarded items.

G. Price must remain firm for the initial award period of one (1) year. Written notice must be provided 30 days in advance 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 CCi Print Shop staff are required for any price increase. Should CCi Print shop staff find the requested increase unacceptable, the item will may 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 for visual confirmation.

ii. Rolls must be delivered and received on pallets.

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

iv. Product can not contain any type of alcohol.

v. 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).

3. PRICING

A. One price change is allowed per year, after the initial one (1) year award term and will be stated in the Letter of Agreement (LOA).

B. Increase must be approved and found acceptable with the current market rates, prior to implementation. Letters of Award (LOA) will be issued to reflect any price change for the duration of the award period.

C. Bid/quoted pricing must be provided in a per roll unit cost. Pricing will be considered all inclusive, no additional freight, shipping fees or charges will be considered for award or paid.

Bidders should take freight cost into account before submitting Exhibit D.

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 ensure tracking of all packages.

B. Deliveries will be made to the Denver Womens Correctional Facility (DWCF) Warehouse, Attn: CCi Print Shop, 3600 Havana St. Denver, Co. 80239.

i. Receiving hours are 8:00am to 2:00pm MST, Monday through Friday excluding the listed holiday:

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 DWCF Warehouse is unexpectedly closed.

C. 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.

D. 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_accountspayable@state.co.us when items are shipped. Separate invoices are mandatory for each shipment made.

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

6. PRODUCT APPROVAL & SAMPLES

All products are subject to sample approval, and are at the discretion of CCi Print Shop staff to request samples.

Unacceptable products or incorrect stock delivered to CCi Print Shop will be rejected and or retuned at the sole expense to the vendor.

7. EQUAL SPECIFICATIONS

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.

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.

INFORMATION SOUGHT BIDDER RESPONSE

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

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 Attachment 1 with changes?