CNCC FY26-015 Deep Cleaning Services DQ INFO.pdf

SBP-DQ

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CNCC FY26-015

DEEP CLEANING SERVICES for

RESIDENCE HALLS AND AUXILIARY

May 13th, 2026

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STATE OF COLORADO

OFFICE OF THE STATE ARCHITECT

DOCUMENTED QUOTE

Solicitation Number: CNCC FY26-015 Publication Date: 05/13/2026

Institution or Agency: Colorado Northwestern Community College/ GJTA Project No./Name: Deep Cleaning Services

Basic Information and Timeline

Single Point of Contact Aaron Harris;aaron.harris@cncc.edu; 970.675.3279

Solicitation Description Deep cleaning services for residence halls, cafeteria & coffee shop.

Anticipated Contract Start Date

07/01/2026

Pre-bid Conference Date MANDATORY VIRTUAL MEETING via MICROSOFT TEAMS Must have someone from your company virtually sign in to be considered a qualified bidding vendor. This will quickly overview the project scope, expectations, and submission deadlines. Goal of a 30-minute meeting max.

DATE/TIME: Wednesday, May 20th at 11:00AM MT

Microsoft Teams meeting https://teams.microsoft.com/meet/284814794691717?

p=gN5d6HRoUnrT3tFopU Meeting ID: 284 814 794 691 717 Passcode: bK3Gs2Xh

Questions Due Date Friday, May 22nd at 2:00PM (noon) MT

Quote Due Date and Time Tuesday, June 5th, at 5:00PM MT All dates and times are subject to change and are in Mountain Time.

mailto:aaron.harris@cncc.edu https://teams.microsoft.com/meet/284814794691717?p=gN5d6HRoUnrT3tFopU https://teams.microsoft.com/meet/284814794691717?p=gN5d6HRoUnrT3tFopU

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Table of Contents

A. Quick Resources 3

B. Introduction and Background 4

C. Quote Format & Schedule of Activities 4

D. Quote Content 5

E. Scope of Work/ Specifications 6

F. Administrative Information 6

G. Exhibits 9

H. Signature Page 10

A. Quick Resources For questions about this solicitation, contact the Single Point of Contact identified above.

1. For questions about this solicitation, please contact the Single Point of Contact identified below:

Aaron Harris Procurement Official aaron.harris@cncc.edu O: 970.675.3279 M: 248.914.7202

2. This solicitation is being published on Colorado Vendor Self Service (Colorado VSS), & BidNet Direct. so that Offerors who have an interest may submit a proposal in accordance with the terms of this solicitation. All updates will be posted to both sites.

3. For information about doing business with the state of Colorado generally, go to:

https://osc.colorado.gov/spco/accesscolorado.

mailto:aaron.harris@cncc.edu http://www.colorado.gov/vss https://www.bidnetdirect.com/ https://osc.colorado.gov/spco/accesscolorado

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B. Introduction and Background

Introduction

On behalf of the State of Colorado, Colorado Northwestern Community College is issuing this Documented Quote for deep cleaning of our Residence Halls, Cafeteria, and Coffee Shop.

Background, Overview & Goals

Colorado Northwestern Community College (CNCC) is one of 13 community colleges in the Colorado Community College System (CCCS). CNCC has two campuses located in Rangely, CO and Craig, CO.

The Rangely Campus is in the town of Rangely which is a small, rural community of approximately 2,500 people located in Colorado. The town sits 90 miles north of Grand Junction, 54 miles east of Vernal, UT, and 93 miles west of Craig, CO. The CNCC Rangely campus encompasses an area of 150 acres. Seventeen (17) buildings are located on campus with a total square footage of 315,526 square feet. There are four on-campus resident halls and campus apartments for staff and non-traditional students.

CNCC is seeking services for deep cleaning and sanitization for our resident halls and cafeteria buildings located at our Rangely Campus, 500 Kennedy Drive, Rangely, CO 81648. There will be a total of six-to-seven buildings (2 conjoined dorms that can either be counted as one or two) that will be part of the requested services. At a minimum they will need: Deep clean/sanitization of all walls, laundry rooms, common areas, interior windows, floors (carpets and hard surfaces), vents, bathrooms, and all surfaces. Specified Objectives per building can be found in Section E. Scope of Work/ Specifications.

C. Quote Format & Schedule of Activities

1. BidNet Direct or Emailed Submission

i. Vendors may either submit their proposals through the solicitation public posting on BidNet direct or emailed directly to aaron.harris@cncc.edu.

mailto:aaron.harris@cncc.edu

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2. Schedule of Activities- Tentative and Subject to Change 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 considered in Mountain Time (MT), as adjusted for daylight savings.

D. Quote Content

1. Quote Substance. Please answer or address the following fields and include a section for all of the following:

1. Organizational Structure- Can include, but not limited to…

Management Experience Cleaning Staff Experience Staffing Process & Controls Conflict Resolution expertise

2. References- Minimum of three (3) relevant previous clients Please note if the references can be contacted

3. Work Experience- Minimum of 3 years experience in this field and explanation on how they each apply

4. Proposed Completion of work- how would you best accomplish our asked goal over the next few weeks/ months? Tentative Schedule?

i. Preference shall be given to Colorado resident bidders and for Colorado labor, as provided by law.

2. Pricing:

Activity

Date

Time

1 Solicitation Published May 13th, 2026 N/A

2 Mandatory Pre-Bid Meeting (Virtual) May 20th, 2026 11:00AM MT

3 Site Visit / Walkthrough(s)

(Optional )

May 28th or 29th, 2026

Depending on RSVP

Tentative &

Flexible

4 Emailed inquiry deadline Aaron.harris@cncc.edu

May 22nd , 2026 12PM Noon MT

5 Responses to emailed inquires May 26th, 2026 5:00PM MT

6 PROPOSAL SUBMISSION DEADLINE June 5th, 2026 5:00PM MT

8 Best and Final Offer(BAFO) Tent TBD mailto:Aaron.harris@cncc.edu

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i. Unit pricing is requested so that all submissions can be compared as fairly as possible.

ii. Pricing breakouts for the “spot clean” weeks are to be separate additive line items. Pricing will be judged solely on the base proposal pricing for the true deep cleaning portion.

Your proposal will not be negatively affected if the additive cleaning sessions increase your total proposal cost.

iii. Proposed pricing must remain firm during the initial term of the Contract or

Purchase Order.

iv. Pricing must include any fees associated with the delivery of goods or services; including but not limited to shipping & installation.

v. Colorado Northwestern Community College may offer housing to cleaning crews depending on multiple factors, with distance of travel being of largest priority.

Pricing should be under the assumption that accommodation of cleaning staff will be provided by CNCC. Weely housing will be provided by CNCC unless otherwise stated.

3. Cost Requirements. The provided quote must be comprehensive, including all the labor and materials and to perform all the work required for the complete and prompt execution of everything described or shown in or reasonably implied in the solicitation, including the Drawings and Specifications.

4. REQUIRED ITEMS NEEDED WITH SUBMISSION

i. Signature Page

ii. W9

iii. Proof of Insurance, including Workers Compensation

iv. Exhibit C; CNCC Response Sheet

E. Scope of Work/ Specifications

Attached as Exhibit B: Scope of Work

F. Administrative Information

1. Communication. All communication regarding this solicitation must be done through the Single Point of Contact identified above. Unauthorized contact with any Agency/Institution personnel other than the Single Point of Contact regarding this solicitation is prohibited and may result in disqualification.

2. Notices/Addenda. The Agency/Institution may modify this solicitation by posting changes via the Colorado VSS website. All communications will be posted on the VSS, www.colorado.gov/vss.

3. Modifications of Quotes. Quotes may be modified or withdrawn by the vendor prior to the established due date and time. Vendors may be asked by the Agency/Institution to modify or clarify their quotes after the due date.

4. Presentations or Site Visits. At the Agency/Institution’s sole discretion, the Agency/Institution may request presentations or site visits. Vendors should not, 8/2023 Page 7 of 10 however, prepare the quote with the assumption that an opportunity for oral presentations or revisions will be offered.

5. Or Equal: The words “OR EQUAL” are applicable to all specifications and drawings relating to materials or equipment specified. Any material or equipment that will fully perform the duties specified, will be considered “equal”, provided the bid submits proof that such material or equipment is of equivalent substance and function and is approved, in writing. Requests for the approval of “or equal” shall be made in writing at least five (5) business days prior to bid opening. During the bidding period, all approvals shall be issued by the Architect/Engineer in the form of addenda at least two (2) business days prior to the bid opening date.

6. 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. Vendors 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.

7. Inconsistencies and Omissions: Bidders may request clarification of any seeming inconsistencies, or matters seeming to require explanation, in the bidding documents at least three (3) business days prior to the time set for the opening of Bids. Decisions of major importance on such matters will be issued in the form of addendum.

8. Contract. Vendors must agree to the State’s contract terms, as attached as an exhibit to this solicitation. 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.

Vendors must review any attached contract terms and note any exceptions. If no exceptions are noted, Vendor is indicating an intent to accept the terms as-is.

Modifications to the State’s contract terms constitute increased risk and costs to the State. Therefore, Vendor’s noted exceptions may be considered in any evaluation.

9. Award. This solicitation and the resulting Contract or Purchase Order will be awarded to the responsible Respondent 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, service quality, and lead time for delivery.

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

ii. Negotiations: The State may negotiate with any Respondent to clarify the Respondent’s Quote or to effect modifications that will make the Quote Acceptable or more advantageous to the State; however, any requirements identified in this solicitation may not be negotiated. Reference Procurement Rule R-24-103-204-01(d).

10. EFT. Awarded vendors are encouraged to sign up for EFT transfers.

11. Secretary of State Registration. Before Contract execution, the awarded vendor must be registered to do business in the State of Colorado. If a vendor is a foreign corporation (formed under a statute or common law in a jurisdiction other than

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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.

12. Pricing. Estimated prices are not acceptable. Pricing shall be FOB Destination and include any minimums, special charges, restrictions, or any other conditions. The failure of the vendor to note any special conditions or exceptions shall be deemed a waiver of any such condition or exception. Pricing shall be firm for the term of the award, including option years, unless otherwise specified.

13. Cancellation. A solicitation may be cancelled only when there are cogent and compelling reasons to believe that the cancellation of the solicitation is in the state's best interest. An award of a contract under a solicitation may be cancelled, in whole or in part, when the procurement official determines in writing that such action is in the state's best interest.

14. Costs. The Agency/Institution is not liable for any cost incurred by vendors prior to any formal contract, purchase order, or other agreement. No property interest, of any nature shall occur until a contract is awarded and signed by all concerned parties.

15. Method of Award - Lowest Responsible Bidder: If the bidding documents for this project require alternate prices, additive and/or deductible alternates shall be listed on the alternates bid form provided by the Principal Representative. Bidders should note the Method of Award is applicable to this Bid as stated below.

i. Deductible Alternates: The lowest responsible Bid, taking into account the Colorado resident bidder preference provision of Colorado law, will be determined by and the contract will be awarded on the base bid combined with deductible alternates, deducted in numerical order in which they are listed in the alternates bid form provided by the Principal Representative.

The subtraction of alternates shall result in a sum total within available funds. If this bid exceeds such amount, the right is reserved to reject all bids. An equal number of alternates shall be subtracted from the base bid of each bidder within funds available for purposes of determining the lowest responsible bidder.

ii. Additive Alternates: The lowest responsible Bid, taking into account the Colorado resident bidder preference provision of Colorado law, will be determined by and the contract will be awarded on the base bid plus all additive alternates added in the numerical order in which they are listed in the alternates bid form provided by the Principal Representative. The addition of alternates shall result in a sum total within available funds. If this bid exceeds such amount, the right is reserved to reject all bids. An equal number of alternates shall be added to the base bid of each bidder within funds available for purposes of determining the lowest responsible bidder.

iii. Deductible and Additive Alternates: Additive alternates will not be used if deductible alternates are used and deductible alternates will not be used if additive alternates are used.

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18. Quote Rejection. The Agency/Institution may reject a quote, waive informalities, and minor irregularities, or accept any portion.

19. Tax ID. Any tax identification number provided must be that of the vendor responding to the solicitation. The vendor must be a legal entity with the legal right to contract.

20. News Releases. Vendors may not issue any news releases pertaining to this solicitation without prior written approval by the State.

21. Taxes. The Agency/Institution is exempt from all federal excise taxes under Chapter 32 of the Internal Revenue Code (Registration No. 84-730123K) and from all state and local government use taxes C.R.S. 39-26-114 Vendor is hereby notified that when materials are purchased in certain political sub-divisions (for example - City of Denver), the vendor may be required to pay sales tax even though the ultimate product or service is provided to the State of Colorado. This sales tax will not be reimbursed by the Agency/Institution.

22. E-Verify. Vendors must participate in the federal E-Verify program or the Colorado Agency/Institution of Labor and Employment Program as required by C.R.S. 8-17.5- 101.

23. Services Outside of Colorado. Vendors must disclose services performed outside of Colorado as required by C.R.S. 24-102-206.

24. Notice to Non-Resident Bidders. If a nonresident bidder is from a state that provides a bidding preference to bidders from that state, then a comparable percentage disadvantage will be applied to the bid of that nonresident bidder pursuant to C.R.S. 24-103-908. The bidder may obtain additional information from the Agency/Institution of personnel's website.

G. Exhibits Exhibit A: Purchase Order-OSA (SBP-3.1) and The General Conditions of the Contractor’s and Personal Services Contract Template

Exhibit B: Scope of Work

Exhibit C: CNCC Response Sheet

Exhibit D: Floor Plans

Exhibit E: Rangely Campus Map

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H. Signature Page

The Vendor must complete and submit the Signature Page along with the quote.

Vendor Name

Vendor Address

Vendor Contact Name

Vendor Contact Email

Vendor Contact Phone

Does the Vendor have any perceived, potential, or apparent conflicts of interest? If so, please disclose them.

Is the Vendor a Service Disabled Veteran Owned Small Business pursuant to C.R.S.

§24-103-905?

Is the Vendor currently on any debarred list?

Name of person authorized to submit this quote

Signature from an authorized individual.

Signatures may be physical or electronic as defined by the Uniform Electronic Transactions Act. Some examples of acceptable signatures are: DocuSign, Adobe, or scanned physical copies.