DQ 2027000036 - Department of Revenue - Identification of Administrative Costs.pdf

Documented Quote

Solicitation Number: 2027000036

Solicitation Title: Department of Revenue -

Identification of Administrative Costs

Published: August 11, 2026

Documented Quote 1

Table of Contents

I. SOLICITATION INFORMATION

A. Introduction B. Background and Goal C. Anticipated Term D. Schedule of Activities E. Sole Procurement Point of Contact F. Vendor Inquiries

II. EXPERIENCE AND QUALIFICATIONS

III. SCOPE OF WORK

IV. QUOTE SUBMISSION INFORMATION

A. Email Quote Submission Instructions B. Timeliness of Quote Submission C. Quote Format and Content D. Pricing

V. AWARD

A. Basis for Award (See Procurement Rule R-24-103-204-01) B. Negotiations C. Single Quote D. Notice of Award E. Documents After Award

VI. GENERAL ADMINISTRATIVE INFORMATION

A. Colorado Vendor Self Service B. Modifications and/or Supplemental Information to the Solicitation C. Solicitation Cancellation and/or Rejection of Quotes D. Modifications or Withdrawal of Quotes E. Mistake and Minor Informalities in Vendor Quotes F. News Releases and Announcements G. Not a Legally Binding Offer H. Vendor Quote Content I. Quote Response Material Ownership J. Certification of Independent Price Determination K. Submission of Confidential or Proprietary Information L. Modifications to the State Contract M. Ethics and Conflicts of Interest N. Protested Solicitations and Awards O. Performance Outside of Colorado P. Service Disabled Veteran Owned Small Businesses (SDVOSB) (ref. §24-103-905, Documented Quote 2

C.R.S., et seq Q. Vendor Assistance

Appendix A - Task Order One Background and Scope of Work

Appendix B - Pricing Sheet

Appendix C - Draft State of Colorado Main Task Order Contract

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I. SOLICITATION INFORMATION

A. Introduction

On behalf of the State of Colorado, Department of Revenue (State) is issuing this Documented Quote (DQ) seeking a qualified Vendor(s) to provide services for projects related to identification of administrative costs.

The initial project will be to provide services for the identification of administrative costs. See Appendix A for project details.

The State reserves the right to add additional projects or services that would be a natural extension of this DQ.

Additional projects will be handled through the issuance of separate Task

Order(s) or Purchase Order(s). Task Order(s) will include a specific description of the services to be performed. The Task Order process is located in Appendix C, Sample State of Colorado Main Task Order

Contract, Section 4, Statement of Work and Task Orders.

In its sole discretion, the State may award a State of Colorado Main Task

Order Contract to a single or multiple Vendor(s) capable of fulfilling the

State’s initial and/or additional project needs.

There is no guaranteed volume of additional projects for services as a result of an Award. The State intends services to be determined on a project basis. No work can be performed by a Vendor without a properly executed Task Order or a Purchase Order.

B. Background and Goal

The Department of Revenue administers a wide variety of taxes, licenses, and collects fees from individuals and business entities, which are the principal source of revenues for Colorado state government. The

State is also charged with administering a variety of other revenue and licensing programs, including those of the Division of Motor Vehicles, the

Division of Taxation, Lottery Division, Auto Industry Division, Division of

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Gaming, Firearms Dealers Division, Liquor and Tobacco Enforcement

Division, Marijuana Enforcement Division, Natural Medicine Division, and

Racing Division. The State offices include the Executive Director’s

Office, the Administrative Offices Division, and Financial Services.

The Department of Revenue employs approximately 1,700 hard-working and dedicated employees throughout Colorado. The Department can be seen performing functions as varied as auditing and collecting taxes, issuing driver licenses and motor vehicle titles, marketing lottery products, and regulating liquor, gaming, horse racing, marijuana, and the auto industry in order to assist the citizens of our state.

The goal of this solicitation is to identify Vendor(s) who can complete the project outlined in Appendix A and additional projects as needed.

C. Anticipated Term

1. The anticipated term of the contract or purchase order resulting from the award of this solicitation is an initial term of twelve (12) months, with the option to renew for four (4) additional periods of up to twelve (12) months.

2. The State is not responsible for any goods delivered or services performed by the awarded Vendor without a State issued contract, task order, or purchase order.

3. The State reserves the right to add additional goods or services that would be a natural extension of the solicitation.

D. 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, as adjusted for daylight saving time.

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# Activity Date/Time (if applicable)

1 The date of publication for this solicitation on Colorado Vendor Self

Service (Colorado VSS)

August 11, 2026

2 Written inquiries must be submitted to jennifer.risley@state.co.us no later than

August 19, 2026, 11:59

PM

3 The estimated date for the State’s responses to Vendors’ written inquiries to be published on Colorado VSS

August 26, 2026

4 All Quotes must be submitted no later than

September 9, 2026, 11:59 PM

5 The estimated date for award selection and notification

October 22, 2026

6 The desired Contract or Purchase Order start date

November 18, 2026

E. Sole Procurement Point of Contact

The State’s sole point of contact (POC) for this solicitation is Jen Risley, Purchasing Agent, who may be reached via email at jennifer.risley@state.co.us.

F. Vendor Inquiries

1. Vendors may submit written inquiries via email concerning this solicitation to obtain clarifications. The State, in its sole discretion, may or may not accept inquiries received after the date and time indicated on the Schedule of Activities.

2. Email all inquiries to the POC using the following format:

a) Inquiries should be clearly marked with “2027000036

Department of Revenue - Identification of Administrative

Costs working document” in the email subject line.

Documented Quote 6 mailto:jennifer.risley@state.co.us

b) Inquiries should include a Word document attached to the email. Inquiries should include references to any relevant section and paragraph of the solicitation.

3. Responses to Vendor inquiries will be published on Colorado VSS collectively, as an amendment to the solicitation. Vendors shall not rely on any verbal statements that alter any specification or other term or condition of the solicitation. Such changes are valid only if provided in writing by the POC.

II. EXPERIENCE AND QUALIFICATIONS

The preferred experience and qualifications of the Vendor include:

A. Experience with similar services provided to public sector clients

(preferably state agencies)

B. Experience with Cost recovery analysis

C. Experience in tax collection with government agencies (preferably state agencies)

D. Experienced personnel supporting projects of similar size and scope

III. SCOPE OF WORK

The State may have an ongoing need for services related to the identification of administrative costs projects. Each project will be handled through the issuance of a Task Order or Purchase Order containing the details of the work to be performed.

The scope of work for the initial project is outlined in Appendix A - Task Order

One Background and Statement of Work.

Potential projects may include:

● Anticipate additional cost studies for the next two years

● Subsequent cost studies on a frequency yet to be determined

● Additional fee types included in the cost studies

IV. QUOTE SUBMISSION INFORMATION

A. Email Quote Submission Instructions

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1. Vendors shall submit Quotes via email to the POC. The Quote submission email should include the subject line “Quote submission from (Insert Vendor Name) for 2027000036 Department of Revenue - Identification of Administrative Costs working document”

2. Quotes should be included as one or more attachments of commonly accessible file types.

B. Timeliness of Quote Submission

A Quote received after the date and time indicated in the Schedule of

Activities may, at the sole discretion of the State, be rejected without further consideration.

C. Quote Format and Content

The purpose of this section is to specify the format and content for a

Quote. To facilitate a fair and efficient review, Vendors should organize their Quote in the exact order and structure outlined below.

1. Cover Letter

The cover letter should include the following information:

a) Vendor legal name

b) Vendor Address

c) Vendor website address

d) Colorado VSS Vendor number

e) Point of contact name, title, phone, and email address for questions related to the quote

f) Point of contact name, title, phone and email address for goods/services to be provided

2. General Information

a) Completed signature page of Request for Taxpayer

Identification Number and Certification - Form W-9

3. Experience and Qualifications

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a) Describe your company’s recent, relevant experience with projects of similar size and scope, including any past or current involvement with public sector clients.

b) Provide a brief company history, focusing on experience with cost recovery analysis and government tax collection.

c) Provide three (3) business references for whom the Vendor has performed projects of similar nature, size, type, and complexity identified in Appendix A services within the last five years. Reference information should include the company name, contact person, email address, telephone number, and date and description of goods provided/service performed. The State reserves the right to contact references. The State reserves the right to contact any former client with whom the Vendor is known to have done business, whether provided as a reference or not.

4. Scope of Work

The Vendor shall provide the following information related to

Appendix A.

a) Provide a detailed description of the proposed methodology and approach used to accomplish the scope of work.

b) Provide a project plan including identifying deliverables, milestones, and timeline from kickoff to final completion.

c) Explain the proposed process for standard observational interviews and process walkthroughs.

d) Provide a recent sample report for similar services performed. The sample should demonstrate the analysis completed, methodology used, and final recommendations.

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e) Provide a staffing plan outlining the staffing resources of personnel assigned to complete the scope of work.

f) Identify the key personnel who will work on this project and a description of roles and responsibilities for this project. Provide demonstrated experience with similar projects.

g) Identify any proposed State resources or responsibilities needed for the project.

h) Identify whether planning to use subcontractor(s). If so, specify which parts of the work they will handle and outline their relevant experience. In addition, detail how the Vendor will manage and ensure the quality of their deliverables.

5. Additional Information

a) Provide additional comments and background information which you feel are pertinent and would assist in the selection process.

b) Describe any additional services related to this solicitation that may be of value to the State. Identify any associated cost(s).

6. Potential Projects

Provide additional information that would be useful to the State regarding the ability to perform potential future projects as needed.

7. Pricing Sheet

Submit a completed Appendix B - Pricing Sheet

D. Pricing

1. Proposed pricing must remain firm during the initial term of the contract or purchase order.

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2. Pricing must include any fees associated with the delivery of goods or services.

V. AWARD

A. Basis for Award (See Procurement Rule R-24-103-204-01)

1. This solicitation and the resulting contract(s) or purchase order(s) will be awarded to the responsible Vendor(s) 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, experience, project timeline, and qualifications.

2. “Acceptable” means that the goods or services submitted in the

Vendor’s Quote will meet the State’s needs, and that the price is fair and reasonable. The determination of whether a Vendor’s

Quote is acceptable is solely within the State’s discretion.

3. The State reserves the right to award to multiple Vendors if it is determined to be in the best interest of the State.

B. Negotiations

The State may negotiate with any Vendor to clarify the Vendor’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).

C. Single Quote

If only one Quote is received in response to this solicitation, an award may be made to the single Vendor if the procurement official finds that the price submitted is fair and reasonable and that other prospective

Vendors had reasonable opportunity to respond to the solicitation. If the price submitted is not fair and reasonable and there is not adequate time for re-solicitation, the procurement official may enter into

Documented Quote 11 competitive negotiations in accordance with Procurement Rule

R-24-103-208-02.

D. Notice of Award

A notice of the intent to award will be announced on Colorado VSS.

E. Documents After Award

Prior to contract or purchase order execution, the awarded Vendor 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 contract or purchase order.

VI. GENERAL ADMINISTRATIVE INFORMATION

A. Colorado Vendor Self Service

This solicitation is being published on Colorado VSS so that Vendors who have an interest may submit a Quote in accordance with the terms of this solicitation.

Vendors can self-register for this system free of charge, or may click on

“Public Access” on the website to view solicitation documents and modifications without registering. Vendors are encouraged but not required to register prior to or at the time they submit their response.

The State also recommends that interested Vendors check Colorado VSS on a regular basis throughout this solicitation process.

B. Modifications and/or Supplemental Information to the Solicitation

1. Any modifications, amendments or supplemental information to the solicitation will be published on Colorado VSS. A notice will be published on Colorado VSS in the event that it becomes necessary to revise any part of this solicitation.

2. It is the Vendor’s sole responsibility to check Colorado VSS on a regular basis, prior to the Quote submission date and time indicated in the Schedule of Activities, as this is the primary

Documented Quote 12 https://prd.co.cgiadvantage.com/PRDVSS1X1/Advantage4 means for communicating any clarifications or changes to solicitation content, timeline and/or requirements.

C. Solicitation Cancellation and/or Rejection of Quotes

1. 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 (6)months or until a contract or purchase order is awarded by the State. Reference Procurement Rule

R-24-101-401-05.

2. If the solicitation is canceled 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 Vendor upon request at the Vendor’s expense.

D. Modifications or Withdrawal of Quotes

A Vendor may modify or withdraw its Quote by written notice to the POC prior to the established Quote submission date and time in the Schedule of Activities. Withdrawal of a Vendor’s Quote following the Quote submission date and time in the Schedule of Activities and prior to award may be allowed, in the State’s discretion. Withdrawal of a Vendor’s

Quote after award is not allowed. Reference Procurement Rules

R-24-103-201-08 and R-24-103-201-09.

E. Mistake and Minor Informalities in Vendor Quotes

In certain circumstances, a Vendor may correct a mistake(s) in its Quote and/or the State may waive minor informalities. Reference Procurement

Rule R-24-103-201-08.

F. News Releases and Announcements

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Vendors shall not issue any news releases, communications or announcements of any kind pertaining to this solicitation, without prior written approval by the State.

G. Not a Legally Binding Offer

Neither this solicitation nor a Vendor’s Quote submitted in response to this solicitation constitutes a legally binding offer. Reference

Procurement Rule R- 24-103-204-01(b).

H. Vendor Quote Content

The contents of the Quote of the awarded Vendor 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 Vendor to accept these obligations may result in cancellation of the award to that Vendor.

I. Quote Response Material Ownership

All material submitted in response to this solicitation becomes property of the State.

J. Certification of Independent Price Determination

By submitting a Quote, the Vendor certifies that the prices and other terms in the Quote have been arrived at independently without any consultation, communication, agreement with, or knowledge of the contents of the Quote by any other competing Vendor. For purposes of this paragraph, "consultation, communication, agreement with, or knowledge" does not include knowledge of prices or terms gained through availability of established price lists or catalogues made available to the public by the competing Vendors. No attempt has been made or will be made by the Vendor to induce any other person or firm to submit or not to submit a Quote for restricting competition.

Reference §6-4-101, C.R.S., et seq., (Colorado Antitrust Act of 1992) as amended.

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K. Submission of Confidential or Proprietary Information

1. The State of Colorado is subject to the requirements of

§24-72-200.1, C.R.S., et seq., Colorado Open Records Act.

2. A Vendor may submit, as a part of its Quote, a written request for classification of certain portions of the Quote as a trade secret or other confidential or proprietary information. Material for which the Vendor is requesting confidentiality shall be readily identifiable and separated from other portions of the Quote to facilitate public inspection of the non-confidential portion of the

Quote. Commingling of confidential and non-confidential information is not acceptable. Neither price information nor any information that will be included in a resulting contract or purchase order will be considered confidential.

3. The Vendor 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.

4. A complete redacted Quote response should also be included along with an unredacted Quote and confidentiality justification.

5. In no event shall an entire Quote be classified as confidential. The

Procurement Official or his or her designee shall determine if the information identified in the Vendor’s request is exempt from disclosure in accordance with §24-72-204, C.R.S., and shall inform the Vendor in writing of his or her determination. If the Vendor does not agree with the determination, the Vendor may protest the determination in accordance with article 109 of the Colorado

Procurement Code and the terms of this solicitation. Reference

Procurement Rule R-24-101-401-03.

6. Any additional Vendor information, which may be part of the evaluation/negotiation process and for which a Vendor claims confidentiality, is subject to the same requirements and processes in this section.

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L. Modifications to the State Contract

1. The State intends to issue a Contract as a result of this solicitation. A Sample State of Colorado Main Task Order Contract is included in Appendix C to this solicitation.

2. Vendors are instructed to review Appendix C and submit any proposed modifications with their quote. If requesting modifications, submit the Word version of Appendix C published on Colorado VSS with redlines of the requested modification/alternative language and a comment explaining the reason for the request. The decision to reject, accept, or further negotiate any requested changes will be at the State’s discretion.

If a Vendor normally seeks counsel on contract terms, they are advised to do so before submitting a Quote in response to this solicitation.

3. In the event that a Vendor’s requested modifications violate State law, regulation, or policy, or would otherwise not be justifiable as being in the best interest of the State, the State may make a determination that a Vendor’s Quote is no longer acceptable and therefore ineligible for award. Section 18 of the Appendix C, identified as the Colorado Special Provisions, is considered non-negotiable.

M. Ethics and Conflicts of Interest

1. The Vendor 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 Vendor regarding the solicitation or its subject matter.

2. The Vendor acknowledges that even the appearance of a conflict of interest may be harmful to the State’s interests. The Vendor shall disclose in its Quote whether there currently is, or

Documented Quote 16 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.

3. Requirements set forth in this Section are continuing requirements throughout the solicitation process and, for the awarded Vendor, the contract or purchase order term, including any extensions. Reference §24-18-201, C.R.S., et seq. (Proscribed

Acts Related to Contracts and Claims); §24-50-507, C.R.S.(Conflict of Interest); §18-8-301, C.R.S., et seq. (Bribery and Corrupt

Influence); §18-8-401, C.R.S., et seq. (Abuse of Public Office);

§6-4-101, C.R.S., et seq., (Colorado Antitrust Act of 1992);

§24-109-105, C.R.S . (Debarment and Suspension); and

Procurement Rule R-24-101-107-01 (Ethics).

N. Protested Solicitations and Awards

An aggrieved party may file a protest concerning a Material Issue(s), at any phase of solicitation, including but not limited to, specifications, award, or a disclosure of information marked confidential in the Quote.

“Material issue” means a nontrivial defect in the solicitation or award that would prejudice the outcome of the procurement. The presence of multiple nonmaterial issues in a solicitation or award does not constitute a material issue unless the aggrieved party can establish that those nonmaterial issues together would prejudice the outcome of the procurement.” The protest shall be submitted to the Department of

Revenue Procurement Official within three (3) business days after such aggrieved person knows, or should have known, of the facts giving rise thereto. Reference §24-109-102, C.R.S., as amended, and Procurement

Rule R-24-109-102-01, et seq. Protests should be submitted via email to

Karen Picariello at karen.picariello@state.co.us.

O. Performance Outside of Colorado

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Awarded Vendor, per Section 24-102-206, C.R.S., prior to contracting, shall disclose in a written statement whether it anticipates performing or subcontracting any services under the contract, where such subcontracted services will be performed under the contract, including any subcontracts, and whether any subcontracted services under the contract or any subcontracts are anticipated to be performed outside the United States or the state. If the prospective Vendor anticipates services under the contract or any subcontracts will be performed outside the United States or the state, the Vendor shall provide in its written statement a provision setting forth why it is necessary or advantageous to go outside the United States or the state to perform the contract or any subcontracts.

P. Service Disabled Veteran Owned Small Businesses (SDVOSB) (ref.

§24-103-905, C.R.S., et seq

SDVOSB Vendors must submit documentation of certification issued through the U.S. Small Business Administration in their Quote.

§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 United States Small Business Administration.

Q. Vendor Assistance

Any Vendors needing support responding to solicitations may contact the

Colorado Supplier Diversity Navigator in the Statewide Equity Office's

Supplier Diversity program. Services provided include assistance with responding to solicitations, interpretation of solicitation documents, technical assistance referrals, availability of resources, construction assistance, and free business directory listings and verifications through the Colorado Supplier Diversity Directory. The office can be reached

Documented Quote 18 https://dhr.colorado.gov/statewide-equity-office/supplier-diversity https://dhr.colorado.gov/statewide-equity-office/supplier-diversity https://dhr.colorado.gov/supplier-diversity/colorado-supplier-diversity-directory during normal business hours by calling 303-866-5765 or emailing

DPA_SupplierDiversityHelp@state.co.us.

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