Documented Quote

DQ EFBA 2027000057

ReCharge Colorado Fleet Advisor

August 10, 2026

Documented Quote Summary Sheet The information found in this summary sheet is for reference purposes only. Respondents or other interested parties are cautioned to review the solicitation, including any later amendments, in its entirety and contact the listed Point of Contact with any questions.

Point of Contact- Tara Larwick (TARA.LARWICK@STATE.CO.US) Important Dates:

A. Publication Date- August 10, 2026 B. Deadline for Questions- August 14, 2026 by 12:00 PM Mountain Time C. Quote Submission Deadline- August 24, 2026 by 5:00 PM Mountain Time Overview and Goals:

A. To identify a qualified Respondent with expertise and experience in working with fleets across Colorado as a ReCharge Colorado Fleet Advisor.

B. Budget: $100,000/year for up to three (3) years.

Requirements:

A. Minimum of two (2) years of experience coordinating, planning, and executing meeting events.

B. Ability to host events on nights and weekends as needed.

C. Experience working with diverse stakeholder groups and conducting stakeholder engagement.

D. Bi-lingual English and Spanish capabilities to conduct outreach to diverse communities via oral and written formats. ASL fluency would be considered a highly desired value add.

E. Demonstrated expertise in electric vehicles and electric vehicle charging infrastructure.

F. Demonstrated experience either by an employee proposed as Fleet Advisor or the organization/firm submitting a quote working with key territory stakeholders including but not limited to local governments, non-profits, and industry representatives.

Requested QUOTE Format:

Quotes should be no longer than 15 pages in total, not including resumes, example documents to illustrate Respondent’s past project experience, or attachments. See Section 4 below for specific instructions.

QUOTE Submission Instructions:

A. Respondents shall submit Quotes via email to the Procurement Point of Contact identified above. The Quote submission email should include the subject line “Quote submission from (Insert Respondent Name) for DQ EFBA 27-57.

B. Ensure all requested attachments are included.

C. A Quote received after the submission deadline may, at the sole discretion of the State, be rejected without further consideration.

DQ EFBA 27-57

Version 42225

TABLE OF CONTENTS

Appendices Appendix A: Purchase Order Terms and Conditions Appendix B: Vendor Disclosure Statement Appendix C: Accessibility Vendor Document Checklist Appendix D: Artificial Intelligence (AI) Disclosure and Use Requirements

1.

SOLICITATION INFORMATION

A. Introduction On behalf of the State of Colorado, the Community Access Enterprise (CAE), in partnership with the Colorado Energy Office (CEO), is issuing this Documented Quote (DQ) to identify a qualified Respondent with expertise and experience in working with fleets across Colorado as a ReCharge Colorado Fleet Advisor.

This solicitation is being published so that qualified Respondents may submit a Quote in accordance with the terms of this solicitation. Please review all materials and appendices before responding and submit all requested information and forms.

B. Project Background The Colorado Electric Vehicle (EV) Plan set a goal of 940,000 light-duty EVs on the road in the State by 2030. This goal was reaffirmed by the Polis Administration in its Roadmap to 100% Renewable Energy by 2040, and increased in the 2023 Colorado EV Plan to 2.1 million EVs on the road in Colorado by 2035.

The Colorado Clean Truck Strategy also established a goal of 35,000 zero-emission medium- and heavy-duty (M/HD) vehicles on the road in Colorado by 2030 and 100% new zero-emission M/HD vehicle sales by 2050. The State has thus made expanding EV charging a cornerstone of its greenhouse gas (GHG) and air pollution reduction strategies through grant programs like Charge Ahead Colorado, Direct Current Fast-Charging (DCFC) Plazas, and DCFC Corridors, though significant gaps remain, particularly for fleet and M/HD EV charging.

As a result, the Community Access Enterprise (CAE), created by Senate Bill 21-260 and housed within the Colorado Energy Office (CEO), was directed to fund EV charging for fleets and M/HD vehicles in its Ten-Year Plan.

C. Goals CAE/CEO is seeking a Respondent (both individuals and teams) with expertise and experience working with fleets across Colorado. The primary goals and objectives of this project are to:

· Provide information about electric vehicles and charging infrastructure for fleets.

· Work with ReCharge Colorado Coaches to develop capacity in engaging effectively with fleet managers, business owners, independent contractors, and commercial vehicle dealerships.

· Work collaboratively with ReCharge Colorado Coaches to provide comprehensive fleet advising services.

· Improve utility engagement between ReCharge Colorado Coaches and fleet partners.

D. Anticipated Term

i. The initial term of the Purchase Order (PO) resulting from the award of this solicitation is expected to begin as soon as a State-issued Purchase Order is in place and end September 30, 2027, with the option to renew annually for up to two additional (2) years but will not go beyond a total of three (3) years.

ii. The State, at its discretion, reserves the right to extend the term of the PO beyond the anticipated term in accordance with the Colorado Procurement Code, and in the event that the State determines an extension is necessary.

iii. Any Purchase Order executed as a result of this award may be amended to include additional work that naturally follows the work detailed in this solicitation. Prior to adding any such work, the State will ensure that the work should not otherwise be competitively solicited and that the cost of the work is fair and reasonable.

iv. The State is not responsible for any goods delivered or services performed by the awarded Respondent without a State-issued Purchase Order.

E. Schedule of Activities This Schedule of Activities is for information and planning purposes only. Activities listed as “Estimated” may be subject to change depending on the needs of the State. All times are stated in Mountain Time (MT).

i. The date of publication for this solicitation on Colorado VSS is August 10, 2026.

ii. Written inquiries must be submitted, via email, to tara.larwick@state.co.us no later than 12:00 PM on August 14, 2026.

iii. The estimated date for the State’s responses to Respondent’s written inquiries to be published on Colorado VSS is August 18, 2026.

iv. All quotes must be submitted in the method described below no later than August 24, 2026, 2026, at 5 PM.

v. The estimated date for award selection and notification is August 26, 2026.

vi. The desired Purchase Order start date is October 1, 2026 or when a State Purchase Order has been issued. It is anticipated that the awarded Respondent will begin work immediately upon successful execution of a State-issued Purchase Order.

F. Procurement Point of Contact

i. The State’s sole point of contact for this solicitation is Tara Larwick, Procurement Specialist, who may be reached via email at tara.larwick@state.co.us.

ii. Because phone lines may not be consistently monitored, email is the preferred method of communication. The individual listed above is the sole point of contact for this solicitation. Initiating contact with anyone other than this individual may result in Respondent disqualification.

G. Respondent Inquiries

i. Respondents 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 in the Schedule of Activities.

ii. Send all inquiries to the Procurement Point of Contact listed above. Inquiries should be clearly marked with the solicitation number and title. Where appropriate, inquiries should include references to any relevant section and paragraph of the solicitation.

iii. Responses to respondent inquiries will be published on Colorado VSS collectively, as an amendment to the solicitation. Respondents 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 Procurement Contact.

2. REQUIREMENTS

A. Accessibility Requirements

i. All work performed as a result of this solicitation must comply with all applicable provisions of §§24-85-101, C.R.S., et seq., 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. To be considered accessible, the following is required: Applications, websites, kiosks and digital documents are required to meet the applicable provisions of §24-85-101, C.R.S. This means that digital content like PDF documents and webpages are accessible to assistive technologies like screen readers and magnification programs, and websites and applications are robust and do not prevent users of a variety of devices, browsers, and operating systems from accessing all functionality intended for use by the public or a State of Colorado employee. For more information, review OIT's accessibility resources and OIT's dedicated Accessible PDF and Documents page.

iii. The final deliverables must follow Accessibility guidelines in line with HB21-1110. State of Colorado vendors and bidders are required to demonstrate that information technology provided to the State of Colorado, including digital content, conforms to or addresses the most current version of the World Wide Web Consortium's Web Content Accessibility Guidelines (WCAG), level AA success criteria. Respondents may do so by providing either of the following:

a. An independent, third-party evaluation from an accessibility consultancy

b. A Voluntary Product Accessibility Template (VPAT). If a VPAT is used, it must use the VPAT 2.5 template, which is based on WCAG 2.1 level A/AA. The Information Technology Industry Council offers a VPAT 2.5 WCAG template (download).

vii. Additional resources include:

a. Accessible Website Content: How To

b. Accessible Online Content QA Checklist

c. How-to guides B. Insurance Requirements The awarded Respondent will be required to submit a certificate(s) of insurance evidencing insurance coverage for the types and amounts of insurance as required by the Insurance provision in the Purchase Order Terms and Conditions, included in this solicitation as Appendix A, prior to execution of the Purchase Order. Insurance will be expected to remain current and in place throughout the term of the PO.

C. AI Governance and Compliance Any use of Artificial Intelligence in the fulfillment of the resulting Purchase Order is governed by the Colorado Energy Office’s policies (for further guidance see Appendix D: Artificial Intelligence (AI) Disclosure and Use Requirements). The awarded Respondent will be expected to maintain rigorous alignment with these standards to ensure the security, ethical use, and integrity of all State work products.

D. Minimum Qualifications The below requirements indicate the minimum qualifications of a Respondent to lead this work. Other qualifications that a Respondent can bring to this project should be detailed in the Organization and Personnel Qualifications submittal section of the quote. The awarded Respondent’s team, including primes, subcontractors, and lead staff, are required to have the following minimum requirements, which must be verifiable and clearly documented in the awarded Respondent’s Quote.

i. Minimum of two (2) years of experience coordinating, planning, and executing meeting events.

ii. Ability to host events on nights and weekends as needed.

iii. Experience working with diverse stakeholder groups and conducting stakeholder engagement.

iv. Bi-lingual English and Spanish capabilities to conduct outreach to diverse communities via oral and written formats. ASL fluency would be considered a highly desired value add.

v. Demonstrated expertise in electric vehicles and electric vehicle charging infrastructure.

vi. Demonstrated experience either by an employee proposed as Fleet Advisor or the organization/firm submitting a quote working with key territory stakeholders including but not limited to local governments, non-profits, and industry representatives.

3. SCOPE OF WORK/SPECIFICATIONS

In order to achieve the objectives noted above, the awarded Respondent shall perform the following tasks and provide the following deliverables to the CAE/CEO, each subject to the CAE/CEO’s prior and final approval.

A. Task 1 – Administrative

i. Task 1.1 Work Plan Fleet Advisor shall develop a Work Plan based on the Scope of Work. The work plan shall:

a. Cover the time period beginning with the execution of this Purchase Order and ending on September 30, 2027.

b. Provide activities and timelines per deliverable and goal that results in the completion of all deliverables and goals within this Scope of Work. Timelines shall contain quarterly milestones for each activity

ii. Task 1.2 Progress Tracker Fleet Advisor shall track their activity progress, timelines and milestones in the progress tracker provided by the CEO on an on-going basis. At a minimum, Fleet Advisor shall populate all applicable fields by the end of each month. Progress tracker may be hosted by the CEO on a shared drive. These shall be kept current so that the updated tracker is a real-time accounting of Coaching activities.

iii. Task 1.3 Twice Monthly Coordination Calls Fleet Advisor shall participate in coordination calls approximately twice per month, or as designated by the CAE/CEO. During the coordination calls, Fleet Advisor will be prepared to provide feedback and support for fleet engagement efforts, and be available to answer fleet questions raised by the ReCharge Colorado Coaches.

iv. Task 1.4 – Reporting Fleet Advisor shall complete monthly reports in a format specified by CAE/CEO and shall contain the following at a minimum:

a. Monthly Reports

i. A narrative summary of the services performed and include a description of any unanticipated outcomes or roadblocks encountered, key successes, and lessons learned. The report shall indicate whether work is proceeding according to schedule, ahead of schedule, or behind schedule. If behind schedule, the report shall include a description of steps that will be taken to align with the schedule going forward

ii. Hours worked summary spreadsheet (CAE/CEO will provide template).

b. Other Reports

i. The awarded Respondent will be responsible for submitting various reports identified in the following tasks in a timely manner.

v. Task 1.5 – Invoicing The awarded Respondent shall submit a monthly invoice in the format designated or approved by the Program Manager based on completion of deliverables or based on a time and materials basis, if applicable, according to the task and deliverable budget agreed upon. The awarded Respondent shall be compensated only for work and services performed by the awarded Respondent and accepted by the CAE/CEO pursuant to the terms of the resulting PO. Payment shall be contingent upon the CAE/CEO’s timely receipt and acceptance of required reports described above. The awarded Respondent shall be reimbursed no more than once a month based on the submission of the awarded Respondent invoice and progress report. The monthly progress report will provide details of the work performed on each task or deliverable. The progress report shall substantiate the amounts on the invoice for each task/deliverable. The awarded Respondent shall bill by task on an hourly basis for Tasks outlined above.

vi. Task 1 Deliverables and Timeline Invoices, monthly reports and deliverables will be reviewed by the Program Manager to ensure completeness and accuracy. All comments from the Program Manager must be addressed before final approval and payment of invoices.

All final work products must be submitted electronically to the Program Manager by a date specified in the executed PO following the month in which work was completed.

a. The Work Plan shall be submitted to the Program Manager within 4 weeks of a State issued Purchase Order.

b. The Fleet Outreach Plan shall be finalized with the Program Manager within 12 weeks of a State issued Purchase Order.

c. The Progress Tracker shall be provided electronically to the Program Manager by the seventh day of each month following the month in which work was completed.

d. Monthly Reports, hours worked summary, and invoices - submitted electronically once monthly to the Program Manager by a date specified in the executed PO following the month in which the work was completed.

B. Task 2 – Outreach and Education

i. Task 2 Description/Subtasks The Fleet Advisor will work collaboratively with the ReCharge Colorado Coaches to organize electric vehicle (EV) and zero-emissions fleet educational events such as: Fleet EV 101 workshops, medium and heavy duty vehicle dealership outreach, EV lunch and learns, and EV Ride and Drives (an event which gives participants an opportunity to test drive an EV, see task 1.2 for more information) with priority for events located in disproportionately-impacted communities across Colorado. These activities will involve, but may not be limited to, the following:

a. Task 2.1 Education and outreach events: It is expected that the ReCharge Colorado Coach and the ReCharge Colorado Fleet Advisor will develop events collaboratively, and the ReCharge Colorado Fleet Advisor will offer guidance in engaging, planning for, and managing fleet-specific audiences and offer additional support as needed. The Fleet Advisor will partner with the seven (7) ReCharge Colorado Coaches on fleet-specific education and outreach events throughout the State of Colorado. The Fleet Advisor will support the ReCharge Colorado Coaches as they organize, facilitate, and conduct outreach, and provide necessary follow-up activities for at least seven (7) EV events all over the State of Colorado in collaboration with ReCharge Colorado Coaches, and at least one (1) event must be conducted with each of the seven (7) ReCharge Colorado Coaches.

i. Fleet Advisor will design events collaboratively with each Coach and will support Coaches in engaging individuals and groups that would benefit from and/or be interested in fleet electrification or clean fleet technology opportunities in their regions.

ii. Possible topics include, but are not limited to Clean Fleet 101s, Clean Fleet technology, and planning for and deploying fleet charging infrastructure, and the State of Colorado and electric utility fleet incentive opportunities and fleet electrification support.

iii. An education and outreach event may include a ride and drive. A Ride and Drive can be a great tool for introducing communities to electric vehicles. At a ride and drive event, attendees have the opportunity to see, sit in, and drive or ride-along in an electric vehicle.

iv. At least one (1) event should be hosted in disproportionately-impacted communities, and should be developed in collaboration with the ReCharge Colorado Equity Advisor in addition to the ReCharge Colorado Coaches.

v. While in-person events are preferable to webinars, CAE/CEO recognize that sometimes a webinar format is better suited for a specific event so webinars may count toward the total number of events.

vi. Events and webinars shall be spaced evenly throughout the engagement rather than concentrated towards the beginning or end of the engagement.

vii. In hosting, organizing, and supporting events, the ReCharge Colorado Fleet Advisor, working with ReCharge Colorado Coaches, shall strive to meet the best practices as outlined by the State’s Environmental Justice task force. They should seek out assistance from the ReCharge Colorado Fleet Advisor to support these efforts as needed.

viii. Most event expenses will be paid for out of the ReCharge Colorado Coach budget and could include food and drinks, event space fees, tabling fees, presenter costs, marketing and promotion costs, and collateral. Additional funds will be provided to the ReCharge Colorado Fleet Advisor to address costs that are specific to fleet-oriented events, such as larger spaces needed to host larger vehicles and potential compensation for dealerships and others bringing fleet vehicles with prior approval from the CEO. If interpretation, childcare, or community compensation are needed, these shall be coordinated with the ReCharge Colorado Equity Advisor and the CEO.

b. Task 2.2 Grant Program Educational and Awareness Events The ReCharge Colorado Fleet Advisor may be asked to organize, facilitate, and provide necessary follow-up activities for one to two (1-2) events (in addition to Task 1) with the goal of increasing awareness of grant and rebate programs through the State of Colorado and electric utilities with priority for applicants in disproportionately impacted communities.

These events may take the form of listening sessions designed to engage with communities and learn about their electrification transportation needs with discussion on CAE/CEO programs and how they can address some of these needs.

c. Task 2.3 CO-TEC Support The ReCharge Colorado Fleet Advisor shall be expected to support at least one in-person Colorado Transportation Electrification Collaborative (CO-TEC) meeting together with the ReCharge Colorado Coaches and/or support from the CEO, CDOT, CDPHE, or other partners with the goal of improving collaboration between electric utilities, fleets, dealers, and other key fleet stakeholders throughout the State. In addition, the ReCharge Colorado Fleet Advisor shall support quarterly or semi-annual virtual check-in meetings for the collaborative. The ReCharge Colorado Fleet Advisor shall work with other partners as applicable to coordinate these meetings.

ii. Task 2 Deliverables and Timelines All events shall be conducted by September 25, 2027.

a. Task 2.1 – Outreach and Education -

i. At least seven (7) EV Events (at least one (1) in each ReCharge Colorado territory) and the following work products:

1. For each event, a summary of collaboration efforts with the ReCharge Colorado Coach including a breakdown and discussion of division of responsibilities and tasks.

2. Include any results and lessons learned including Environmental Justice (EJ) best practices followed.

3. These Summaries should complement those prepared by the ReCharge Colorado Coaches which include:

a. summary of event,

b. lessons, and

c. a list of attendees and contacts

4. Submit with the relevant monthly report

b. Task 2.2 - Grant Program Educational and Awareness Events As directed by the CAE/CEO, the awarded Respondent shall organize 1-2 educational and awareness events and provide the following work products:

1. a summary of the event,

2. list of attendees and contacts,

3. results and lessons learned including EJ best practices followed,

4. to be submitted with the relevant monthly report

c. Task 2.3 - Annual CO-TEC meeting - For the annual in-person CO-TEC meeting(s) and quarterly or semi-annual virtual check-in meetings, the awarded Respondent will provide:

1. all meeting agendas,

2. notes (including key takeaways, action items, and any challenges or barriers encountered), and

3. participant lists All deliverables/work products shall be included with the monthly report of the month in which they occurred.

C. Task 3 – Capacity Building

i. Task 3 Description Develop curriculum and conduct two (2) training sessions for ReCharge Colorado Coaches.

a. Task 3.1 - ReCharge Colorado Coach Community Training Training should include the following, at minimum:

i. How to engage with fleet managers, business owners, independent contractors, and commercial vehicle dealerships

ii. Information about types of fleet vehicles that are eligible for State of Colorado grant programs

iii. Information about fleet charging, including:

1. Planning,

2. identifying electrifiable routes and charging needs,

3. estimating fleet electrification costs and timelines,

4. engaging with utilities, and

5. fleet workforce needs

iv. Discussion and planning interactions for partner events throughout each program year. This should be a collaborative training that ensures dialogue among participants and identifies areas for action and collaboration

b. Task 3.2 - ReCharge Colorado Coach Fleet Support and Advising Answer ReCharge Colorado Coach questions about fleet vehicles, fleet charging, fleet stakeholders, and State of Colorado fleet electrification programs and efforts, including but not limited to Fleet-ZERO, Clean Fleet Vehicle and Technology (CFVT) Program, and Clean Transit Enterprise. Support ReCharge Colorado Coaches in Coaching meetings with applicants for Fleet-ZERO, CFVT, and Clean Transit Enterprise grant programs, and other State of Colorado Fleet efforts.

c. Task 3.3 - Improving Utility Engagement Connecting Coaches and Fleet partners with electric utilities to ensure necessary utility engagement and support is part of the fleet electrification process to facilitate a smoother and more expedient transition for fleets, especially those without prior experience in this market segment. Fleet Advisor should support Coaches to help facilitate introductions to appropriate contacts at utilities and increase awareness of existing utility programs that support transportation electrification.

ii. Task 3 Deliverables and Timeline

a. Task 3.1 - ReCharge Colorado Coach Community Training ReCharge Colorado Coach Fleet Training must be completed during in-person training sessions organized and facilitated by the ReCharge Colorado Program Manager.

i. Two (2) training sessions during quarterly training for ReCharge Colorado Coaches to be conducted throughout FY27 with the following work products:.

1. Training Materials (slide decks, agenda documents, activity descriptions, etc).

2. Summary report of each training (no more than 5 pages).

b. Task 3.2 - ReCharge Colorado Coach Fleet Support and Advising ReCharge Colorado Coach support and advising shall occur over the duration of the engagement, but must be concluded by the end of each fiscal year. This report shall include:

i. which Coach was supported,

ii. questions answered or meetings attended,

iii. outreach conducted and stakeholders contacted, and

iv. a summary of the responses/support provided.

Monthly report of capacity-building and Coaching support provided to ReCharge Colorado Coaches to be included in the monthly report.

c. Task 3.3 - Improving Utility Engagement Summarize support to coaches in connecting them with fleet partners and submit in the monthly report in which it occurred.

d. Task 2 Timeline:

All deliverables/work products shall be included with the monthly report of the month in which they occurred.

D. Acceptance Criteria The CAE/CEO shall determine whether deliverables satisfactorily meet the Work Task requirements in this Scope of Work. The awarded Respondent shall submit all deliverables to the CAE/CEO by the dates established in the tasks described in this Scope of Work for review and approval. The CAE/CEO anticipates that prior to submission, all deliverables shall go through an internal quality assurance process and shall reflect the requirements of this Scope of Work.

E. Budget The budgeted funds set aside for this project are $100,000. Quotes over this amount will not be accepted. Although the maximum budget available for this Purchase Order is $100,000, it is expected that Respondents will give their best competitive price, as price is the primary (although not ONLY) consideration in award determination.

F. Payment Payments shall be made in accordance with the provisions set forth in the PO. The State shall pay the awarded Respondent the reasonable, allocable, and allowable costs for work performed based on satisfactory progress of the work defined in this PO.

4. QUOTE SUBMISSION INFORMATION

A. Email Quote Submission Instructions

i. Respondents shall submit Quotes via email to the Procurement Point of Contact identified above. The Quote submission email should include the subject line “Quote submission from (Insert Respondent Name) for DQ EFBA 2027000057, ReCharge Colorado Fleet Advisor.

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

B. Timeliness of Quote Submission A Quote received after the submission deadline may, at the sole discretion of the State, be rejected without further consideration.

C. Quote Format and Content Respondent’s Quote shall contain the following information, in the order and format provided below. Quotes should be no longer than 15 pages in total, not including resumes, example documents to illustrate Respondent’s past project experience, or attachments.

i. Executive Summary The Respondent shall furnish an executive summary to introduce the Respondent’s firm and its qualifications and to provide a general overview of the Respondent’s Quote. Include the same if using subcontractors or partners. Please address each of the following:

a. The Executive Summary must include Company name and address (local if available), business type (e.g. non-profit, consulting, etc.), full contact information for Quote inquiries, and description of services.

b. The Executive Summary should include a statement confirming that the Respondent’s firm has no real or potential conflict of interest that would prevent your firm from acting in the best interest of the CEO/CAE.

c. The Executive Summary should include a statement confirming Respondent’s acceptance and ability to comply with the AI Governance and Compliance requirements of Section 3.C.

(a) If the Respondent does not use AI in any capacity, they should state that here.

(b) If AI is used in any capacity, Respondents should include that information in their response to the section below on Work Plan and Roles.

d. Any exceptions, additions, or modifications to the Scope of Work or to this Documented Quote must be detailed in the Executive Summary and further detailed under the Work Plan and Roles section below and noted in the Costs section as appropriate.

e. Any exceptions to the State’s Purchase Order terms and conditions must be detailed in the Executive Summary.

f. Completed Appendix B: Vendor Disclosure Statement

g. Completed Appendix C: Accessibility Vendor Document Checklist

ii. Accessibility Requirements Respondents shall make a statement indicating their acceptance and ability to comply with the accessibility requirements detailed in Section 2.A., Accessibility Requirements of this solicitation. Respondents shall also complete and submit Appendix C: Vendor Accessibility Checklist with your Quote.

iii. Minimum Qualifications Summarize how the Respondent and its team fulfill the minimum requirements listed above in Section 2. The quote should provide a detailed explanation of how the Organization and each key team member, or the team as a whole meets or exceeds the minimum qualifications, including:

a. Experience working with disproportionately impacted communities and/or income-qualified communities. Minimum of three (3) years required; five (5) years preferred.

b. Experience coordinating, planning, and executing meeting events. Minimum of two (2) years required.

c. Ability to host events on nights and weekends as needed.

d. Experience working with diverse stakeholder groups and conducting stakeholder engagement.

e. Bi-lingual English and Spanish capabilities to conduct outreach to diverse communities via oral and written formats. Consideration for ASL fluency is a plus.

f. Demonstrated expertise in electric vehicles and electric vehicle charging infrastructure, preferred.

g. Demonstrated experience either by an employee proposed as Fleet Advisor or the organization/firm submitting a quote working with key territory stakeholders including but not limited to local governments, non-profits, and industry representatives.

iv. Work Plan and Roles In no more than five (5) pages, provide a work plan and explain the specific roles and responsibilities of each team member or project partner in the completion of the project and how their roles are related to their technical qualifications and project experience. The work plan shall describe in detail how the Respondent will perform all tasks. Respondents must include a timeline for completing the project. The work plan should state explicitly how the Respondent will accomplish the deliverables for each task and subtask in addition to how all work product deliverables will comply with Section 2. A. Accessibility Requirements. If the Respondent recommends additions or changes to the Scope, they should be described here.

If the Respondent uses AI tools, include the types of AI tools used, how these AI tools are used, and how you intend to use AI to accomplish the work required under this project. Include your organization's policies and procedures for human oversight and quality control of AI-assisted work products including how the firm ensures confidential client data is protected when using AI tools and any enterprise agreements or data and handling protocols in place and how the verification and fact-checking process your firm uses ensures accuracy of AI-assisted research and analysis. Please note that certain information may be considered confidential by the State. Describe how you would ensure sensitive/confidential information would be identified and protected from being entered into an AI platform.

v. Costs This is a firm-fixed-rate engagement. The budget has been set for this project and therefore cannot exceed $100,000. Quotes over this amount will not be accepted.

i. The State requests that Respondents submit their most competitive pricing as cost is the prime consideration.

ii. Respondents shall submit a detailed Budget Narrative that explains how the company has structured its costs and how it proposes charging the State for the work.

iii. As part of its submission, using an excel spreadsheet, the Respondent shall provide a detailed budget with a firm-fixed price for the entire engagement for all tasks as well as an estimate of the labor hours, by labor category, it anticipates will be required to complete each task related to the statement of work. This should be all-inclusive and the Respondent should anticipate any employee involvement to be reflected in the table. The Respondent shall estimate how many hours each team member will commit to the project, identify their hourly rates, and explain their role in the project. Travel should be estimated and included in the Respondent’s cost quote, in accordance with State Fiscal Rule 5-1, as amended. It is expected that the travel rate for labor hours will be billed at half the full rate. For more information, refer to State of Colorado Fiscal Rules, Rule 5-1 Travel.

a. Proposed pricing must remain firm during the term of the Purchase Order.

b. Pricing must include any applicable fees associated with the delivery of goods or services, including, but not limited to, shipping and installation.

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

i. This solicitation and the resulting 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, sample quality, and lead time for delivery.

ii. “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.

B. 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).

C. Single Quote If only one Quote is received in response to this solicitation, an award may be made to the single Respondent if the procurement official finds that the price submitted is fair and reasonable and that other prospective Respondents 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 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 Purchase Order execution, the awarded Respondent 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 Purchase Order.

6. GENERAL ADMINISTRATIVE INFORMATION

A. Colorado Vendor Self Service This solicitation is being published on Colorado Vendor Self Service (Colorado VSS), so that Respondents 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 Quote. 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

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

ii. It is the Respondent’s sole responsibility to check Colorado VSS on a regular basis, prior to the Quote submission deadline, as this is the primary means for communicating any clarifications or changes to solicitation content, timeline and/or requirements.

C. Solicitation Cancellation and/or Rejection of Quotes

i. 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 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 months or until a purchase order is awarded by the State. Reference Procurement Rule R-24-101-401-05.

ii. 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 Respondent upon request at the Respondents’ expense.

D. Modifications or Withdrawal of Quotes A Respondent may modify or withdraw its Quote by written notice to the Procurement Contact prior to the established Quote submission deadline. Withdrawal of a Respondent's Quote following the Quote submission deadline and prior to award, may be allowed, at the State’s discretion. Withdrawal of a Respondent'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 Respondent Quotes In certain circumstances, a Respondent 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 Respondents 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 Respondent's Quote submitted in response to this solicitation constitute a legally binding offer. Reference Procurement Rule R- 24-103-204-01(b).

H. Respondent Quote Content The contents of the Quote of the awarded Respondent and any modifications to the Quote negotiated by the State included in the resulting Purchase Order will become contractual obligations. Failure of the awarded Respondent to accept these obligations may result in cancellation of the award to that Respondent.

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 Respondent 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 Respondent. 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 Respondents. No attempt has been made or will be made by the Respondent 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.

K. Submission of Confidential or Proprietary Information

i. The State of Colorado is subject to the requirements of §24-72-200.1, C.R.S., et seq., Colorado Open Records Act.

ii. A Respondent 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 Respondent 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 purchase order will be considered confidential.

iii. The Respondent 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.

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

v. 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 Respondent’s request is exempt from disclosure in accordance with §24-72-204, C.R.S., and shall inform the Respondent in writing of his or her determination. If the Respondent does not agree with the determination, the Respondent 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.

vi. Any additional Respondent information, which may be part of the evaluation/negotiation process and for which a Respondent claims confidentiality, is subject to the same requirements and processes identified above.

L. Modifications to the State Purchase Order

i. The State Purchase Order terms and conditions are included in Appendix A to this solicitation.

ii. Respondents are instructed to review the attached State Purchase Order Terms and Conditions and submit any proposed modifications or redlines with their Quote. The decision to reject, accept, or further negotiate any requested changes will be at State’s discretion. If a Respondent normally seeks counsel on Purchase Order terms, they are advised to do so before submitting a Quote in response to this solicitation.

iii. In the event that a Respondent’s requested modifications violate State law, regulation, or policy, would likely cause an unacceptable delay in contracting, or would otherwise not be justifiable as being in the best interest of the State, the State may make a determination that a Respondent’s Quote is no longer acceptable and therefore ineligible for award.

M. Ethics and Conflicts of Interest

i. The Respondent 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 Respondent regarding the solicitation or its subject matter.

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

iii. Requirements set forth in this Section are continuing requirements throughout the solicitation process and, for the awarded Respondent, the 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 Governor’s Office Procurement Director, State of Colorado, ATTN: Sara Graf 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 Sara Graf, Governor’s Office Procurement Director, sara.graf@state.co.us.

O. Performance Outside of Colorado The awarded Respondent, per Section 24-102-206, C.R.S., shall, using Appendix B: Vendor Disclosure Form, 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 Purchase Order, including any subcontracts, and whether any subcontracted services under the Purchase Order or any subcontracts are anticipated to be performed outside the United States or the state. If the prospective vendor anticipates services under the Purchase Order 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 Purchase Order or any subcontracts.

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

SDVOSB Respondents 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 at the Statewide Equity Office of Supplier Diversity.