DQ_FY27-OSDV_FOOD_SERVICE_CATERING Final (2).docx

Documented Quote Request Food Catering Services 2027000112 10/29/2026 Basic Information and Timeline

All dates and times are subject to change and are in Mountain Time.

A. Quick Resources

1. For questions about this solicitation, contact the Single Point of Contact identified above.

2. For help with Vendor Self Service (ColoradoVSS), contact the Vendor Self Service Help Desk vsshelp@state.co.us or 303-866-6464.

3. For information about doing business with the state of Colorado generally, go to: https://osc.colorado.gov/spco/accesscolorado.

4. The Department is always interested in improving. Please take this survey at any time: https://docs.google.com/forms/d/e/1FAIpQLScIgv9lgrT3x5AGzcvT1xkvpucrRhhN5QJ23vLcbyfvc2smaw/viewform (We do actually read the responses)

B. Introduction and Background

The Outpatient Clinic program provides an added layer of services within the Colorado Department of Human Services' behavioral health continuum of care. The Clinic, which is run by of Civil and Forensic Mental Health Services, is used as a transition to a less restrictive setting for individuals with mental health conditions. Clients will be receiving both onsite and offsite treatment, several hours a day, several days per week. The focus is to provide the highest level of care available on an outpatient basis to those who would otherwise languish in jails or hospitals.

The Outpatient Clinic is in need of up to thirty-six (36) daily lunch meals or 180 per week to be delivered to 3525 W Oxford Ave, Building H, Denver, CO, 80236.

Meals will be delivered on a weekly basis and can include frozen meals and side items, and shall meet USDA requirements for nutritional value.

C. How to Submit a Quote

5. In General. Email the quote, Signature Page, and any other required documents in to this email address: jamie.gott@state.co.us

6. File Names. The file name should start with the solicitation type, solicitation number, and vendor name (e.g., “DQ 2027000112 Vendor Name…”). Vendors may include additional information in the file name.

7. Confirmation. Vendors will receive an email confirmation from box.com that the zip file was uploaded correctly. If not, please contact the Single Point of Contact.

8. No Encryption. Do not encrypt emails sent to the submission email as it may prevent full submission.

9. Pre-bid Conference. There will not be a pre-bid conference.

10. Questions. Vendors may submit questions by email to the Single Point of Contact prior to the Questions Due Date identified in the Basic Information and Timeline above. The Department may answer some, all, or none of the questions asked by posting them publicly.

11. Late Quotes may be accepted at the Department’s sole discretion.

D. Quote Format

1. Maximum Length. Proposals should not exceed 4 pages. The Department may evaluate proposals negatively if this page limit is not followed.

2. Size 12 font, page numbering.

3. Include a detailed budget to include, at minimum, price per meal; delivery method and if there are any other associated costs; how the meals meet USDA requirements for nutritional value

E. Quote Content

1. Quote Substance. Please answer or address the following questions or issues:

i. Price per meal individually packaged to include any other costs (i.e. delivery, medical or religious substitutions, holiday options, mandatory ordering quantities)

ii. Weekly delivery schedule to include alternatives due to inclement weather, holidays, or other operational delays, facility will provide storage for a 180 meals. Provide statement to support this.

iii. Address how meal options meet USDA nutritional value requirements

iv. Address substitution or recipe adjustments

v. Discuss any medical or religious accommodation options that can be provided

vi. Address Menu cycle

vii. Address any options for individual and group-based nutrition education with registered dietitian and pricing

2. Cost. Please answer or address the following questions or issues:

Cost Requirements

i. Please attach as part of your application a budget breakdown of any applicable material costs, labor costs and other cost components not exceeding the budget set forth in the scope of work by the State. Please also include an invoice schedule, if applicable.

ii. Experience. Please address any experience the company may have, as an organization, serving the population - behavioral health, co-occurring disorders, and how nutritionally valuable meals are important in one's ongoing care.

F. Demographic Form

1. In an effort to best comply with Colorado Procurement Code rule R-24-103-901 re maximizing opportunities, we like to gather certain voluntary demographic information from potential vendors where possible. This is entirely voluntary and does not affect an organization’s application/proposal/quote/bid or contract whatsoever in any way. It is not taken into consideration in this procurement process or reviewed by evaluators in this process. The information gathered is submitted directly to a data gathering team at CDHS who provide general statistics on outcomes and trends to CDHS Contracts & Procurement leadership on approximately a quarterly basis so that this leadership can look for ways to generally and overall maximize opportunities as described in the Code. Please fill out the following form regarding your organization’s demographic information if and to whatever extent you are willing. This is again entirely voluntary and has no impact on your potential work for the State: https://app.smartsheet.com/b/form/219f6db8803b4994afb9bf70e84fa421 G. How Quotes are Evaluated

1. In General. The Department may determine whether a quote is acceptable and may compare the relative value of competing quotes, not solely the price. “Acceptable,” means that the good or service will meet the Department's needs and that the price is fair and reasonable. The choice of vendor will be based on which acceptable quote is most advantageous to the state, price/cost being the primary consideration.

2. Mandatory Criteria. The Department may identify mandatory criteria. However, the Department reserves the right to waive mandatory requirements pursuant to Rule 24-103-301-03.

3. References. The Department may contact references, whether provided or not, and consider them as part of the evaluation.

4. Standard Contracting Terms. Vendors must submit any requested changes to the attached standard CDHS Contract/PO terms and conditions and exhibits ("State Agreement Pieces") in redline with their submission. These terms are difficult to modify and the State does not guarantee acceptance of any changes, even after a notice of intent to award. Requested modifications increase risk and cost to the State, which may negatively impact any evaluation or award. Changes also significantly delay contract execution, as approvals are required from multiple State agencies (e.g., DPA, AG, OIT, CDHS). If no exceptions are noted, the Vendor accepts the State's terms as-is. A notice of intent to award does not imply acceptance of any proposed changes.

H. Ethics and Accessibility

1. Any person involved in the purchasing process for the State, any end users of such goods and services, any vendor or contractor that does business with the state, and any other interested third parties to the procurement process shall enhance the proficiency and stature of the purchasing process by adhering to the highest standards of ethical behavior.

2. Accessibility Requirements. All work performed as a result of this solicitation must comply with all applicable provisions of §§24-85-101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability, as established by the Office Of Information Technology pursuant to Section §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.

I. Administrative Information

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

2. Notices. The Department may modify this solicitation by posting changes via the Colorado VSS website. All communications will be posted on the VSS, www.colorado.gov/vss , and/or through a direct email from the Single Point of Contact.

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 Department to modify or clarify their quotes after the due date.

4. Presentations or Site Visits. At the Department’s sole discretion, the Department may request presentations or site visits. Vendors should not, however, prepare the quote with the assumption that an opportunity for oral presentations or revisions will be offered.

5. 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.

6. Contract. Vendors must agree to the State’s contract terms, found here: https://cdhs.colorado.gov/procurement or 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.

7. Award. The Department will notify all vendors who submitted a quote when it issues a Notice of Intent to Award or actual award. The awarded vendor(s) must act in good faith to execute an agreement on or before the Anticipated Contract Start Date identified above. If this date is not met, through no fault of the State, the State, at its sole discretion, may cancel the Notice of Intent to Award.

8. Protests. Any actual or prospective vendor who is aggrieved in connection with the solicitation or award of a contract may protest to Lauren Ingalls (email to lauren.ingalls@state.co.us), Procurement Director, Division of Contracts and Procurement, Department of Human Services. The protest shall be submitted in writing within three business days after such aggrieved person knows, or should have known, of the facts giving rise thereto.

9. CORE Registration. Unless otherwise noted, before the Department can award to any vendor, that vendor must be registered in CORE, which can be completed through Vendor Self Service at www.colorado.gov/vss.

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 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. System for Award Management. Before Contract execution, the awarded vendor(s) must be registered with the System for Award Management (SAM.gov).

13. Confidentiality. The State of Colorado is subject to the requirements of §24-72-200.1, C.R.S., et seq., Colorado Open Records Act. Anything submitted by a vendor is likely to become public information. Vendors may submit, as a part of its solicitation response, a written request for classification of certain portions of the proposal as confidential information pursuant to Colorado Procurement Code R-24-101-401-03. Material for which confidentiality has been requested shall be readily identifiable and separable from other portions of the solicitation to facilitate public inspection of the non-confidential portion of the solicitation response, if it is not, the confidentiality request will not be considered. Commingling of confidential and non-confidential information is not acceptable and any confidentiality request made in this fashion will not be considered. In no event shall an entire proposal be classified as confidential. Marking an entire proposal as confidential is a confidentiality request that will not be considered. Price information will not be considered confidential. In addition to complying with the aforementioned restrictions, in order for the confidentiality request to be considered, the vendor must include the rationale for the request to classify portions as confidential, as specified in the Colorado Procurement Code R-24-101-401-03, specifying by line which section of §24-72-204, C.R.S. is the purported authority for the requested confidentiality determination ("Confidentiality Request Justification"). The confidentiality request shall also include both a proposed redacted version and an unredacted version of the submission. The Procurement Official or his or her designee shall determine if the information identified in the Offeror’s request is exempt from disclosure in accordance with §24-72-204, C.R.S., and shall inform the Offeror in writing of his or her determination. If the Offeror does not agree with the determination, the Offeror 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. A confidentiality request, even if granted, will not render any potential later mutually-negotiated contract terms confidential, as such a resulting contract would be a matter of public record.

14. Background Checks. Pursuant to C.R.S. §27-90-111 and Department policy, any vendor, and its agent(s), who has direct contact with vulnerable persons in a state-operated facility, or who provides state-funded services that involve direct contact with vulnerable persons in the vulnerable person’s home or residence, shall:

i. submit to and successfully pass a criminal background check, and

ii. report any arrests, charges, or summonses for any disqualifying offense as specified by C.R.S. §27-90-111 to the Department.

15. Prices. 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.

16. 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.

17. Costs. The Department 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.

18. Quantity. The Department may request future increases or decreases to the quantity of the goods or services, or request that goods or services be delivered to other areas within the Department.

19. Quote Rejection. The Department may reject a quote, waive informalities, and minor irregularities, or accept any portion.

20. 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.

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

22. Taxes. The Department 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(a). The Colorado State and Local Sales Tax Exemption Number is 98-02565. Vendor is hereby notified that hen 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 Department.

23. E-Verify. Vendors must participate in the federal E-Verify program or the Colorado Department of Labor and Employment Program as required by C.R.S. §8-17.5-101.

24. Services Outside of Colorado or the United States. Vendors must disclose services performed outside of Colorado or the United States as required by C.R.S. §24-102-206.

25. Notice to NonResident 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 department of personnel's website.

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J. Exhibit List

NA

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

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