DQ_INF-28-Campus Dining Services Alcoholic Beverages.pdf

REQUEST FOR DOCUMENTED

QUOTE

Campus Dining Services Alcoholic Beverages

DQ #: DQ_INF-0000000028

February 21, 2025

DQ_INF-0000000028 Campus Dining Services Alcoholic Beverages

REQUEST FOR DOCUMENTED QUOTE (DQ)

Procurement Service Center (PSC) University of Colorado 1800 Grant Street, Suite 400 Denver, CO 80203

Purchasing Agent (PA): Tiana Turner E-Mail: Tiana.Turner@cu.edu

Documented Quote #: DQ_INF-0000000028

PROPOSALS MUST BE RECEIVED BY: February 28, 2025 at 2:00 pm

E-MAIL OR FACSIMILE RESPONSES WILL NOT BE ACCEPTED.

Rocky Mountain E-Purchasing System (BidNet) website link:

https://www.bidnetdirect.com/colorado/universityofcolorado

Schedule of Activities:

This projected schedule is an estimated timeline and is subject to change at the sole discretion of the University. All times listed in this document are understood to be Denver local time.

Event Date DQ Advertisement February 21, 2025 Last Date to Submit Written Questions February 25, 2025, at 2:00 PM Proposal Due Date February 28, 2025, at 2:00 PM

DQ Questions The University will not answer any telephone inquiries about this DQ. Written questions are due by the deadline for questions listed in the Schedule of Activities above and shall be submitted electronically via the Rocky Mountain E-Purchasing System (BidNet) website. CU requires all questions to be submitted individually on this site.

Questions will be responded to by CU as deemed appropriate. If the Proposers’ questions are unclear or non-substantive in nature, CU may request clarifications or decline to answer.

Note: BidNet limits the characters available to input for the University to respond to each question. For this reason, multiple questions may not be submitted as a single question, as the University is unable to respond to multiple questions in the space provided. Because of this limitation, the University reserves the right to reject groups of questions submitted in a single question box or to select and respond to only one question posed. A multi-part question containing an initial question and a follow-up is the exception to this rule. All questions and answers will be posted on the BidNet website as an addendum to the DQ.

Proposal Submittal The proposal shall be prepared in accordance with the Preparation of Proposal as described in Section III of this DQ. Proposers shall submit their proposal and all required forms via the BidNet website. Proposals are due by the date and time listed in the Schedule of Activities above. Late proposals will not be accepted.

https://www.bidnetdirect.com/colorado/universityofcolorado

Allow ample time for the electronic submission of your proposal. Following are links to a BidNet Electronic Bid Submission (EBS) guide and EBS FAQ site. CU strongly encourages Proposers to review this information prior to starting your submission in addition to starting the submission process at least one business day prior to the proposal due date. CU will not extend the submission deadline due to any technical issues or outages you may experience. Also provided below are links to a webinar recording and slide deck related to a vendor training that was conducted on November 8, 2023.

Proposer EBS Guide and FAQs:

https://faq.bidnetdirect.com/electronic-bid-submission/

BidNet Webinar Recording and Slide Deck:

https://player.vimeo.com/video/886645835?h=6d7aea788f https://communications.bidnet.com/hubfs/University-of-Colorado-Vendor-Webinar-November-8- 2023.pdf https://faq.bidnetdirect.com/electronic-bid-submission/ https://player.vimeo.com/video/886645835?h=6d7aea788f https://communications.bidnet.com/hubfs/University-of-Colorado-Vendor-Webinar-November-8-2023.pdf https://communications.bidnet.com/hubfs/University-of-Colorado-Vendor-Webinar-November-8-2023.pdf

PROPOSAL SUBMITTAL REQUIREMENTS

The following is a checklist for reference when compiling the proposal submission. The documents listed below are required:

• Proposal:

o Complete responses to the Proposal Content as outlined in Section IV

• Cost Proposal

• Proposal Form(s) - All complete and signed o CU Solicitation Form

• Variances:

o List of all proposed modifications and/or legal issues regarding the terms of the solicitation document and/or the PO Terms and Conditions

TABLE OF CONTENTS

REQUEST FOR DOCUMENTED QUOTE (DQ)

PROPOSAL SUBMITTAL REQUIREMENTS

I. UNIVERSITY OVERVIEW

II. SCOPE OF WORK

III. ADMINISTRATIVE INFORMATION

1. Issuing Office

2. Means of Communication

3. Interpretation of DQ Documents

4. Addenda

5. CU BidNet Website

6. Withdrawal of Proposal

7. Award

8. Rights of CU

9. Confidentiality of Records

10. Proposer Agreements

11. Designation of Subcontractors

12. Payment

13. Insurance Requirements

14. Form of the Contract or University PO Terms and Conditions

15. Solicitation Response and Material Ownership

16. Incurring Costs

17. Non-Discrimination

18. News Releases

19. Assignment and Delegation

20. Standard of Conduct

21. Other Applicable Statutes

22. Cooperative Purchasing

IV. PREPARATION OF PROPOSAL

1. Preparation of Proposal – Proposal Forms

2. Preparation of Proposal – Proposal

3. Proposal Contents

4. Cost Proposal

V. EVALUATION OF PROPOSALS AND AWARD

1. Evaluation of Proposals

2. Best and Final Offers

3. Evaluation Criteria

5. Determination of the Responsibility of the Proposer

6. Award

VI. ATTACHMENTS

A. CU Solicitation Form B. Insurance Requirements C. Attachment C – Cost Proposal Sheet

I. UNIVERSITY OVERVIEW

This solicitation is issued by the University of Colorado (CU or University), through the Procurement Service Center (PSC).

CU is the state’s largest and most influential public research university, a community of approximately 67,000 students and 37,000 employees spanning four campuses and system administration. Every year CU graduates thousands of students who fill critical workforce needs across the state. CU is the state’s third-largest employer with an annual operating budget of $5.5 billion. CU faculty attracted $1.4 billion in sponsored research awards to conduct research in economic sectors critical to the state and nation, including energy, bioscience, aerospace, and health care. Overall, CU contributes approximately $14 billion annually to the state’s economy.

The proposal must be prepared and submitted in accordance with the requirements and procedures contained in this DQ document and the University’s policies, rules, policies, and procedures.

Compliance with these requirements by the Proposer is mandatory and is a condition of responsiveness. Any failure to satisfy these requirements will be a sufficient basis for the University to disqualify the Proposer. The University shall not be liable for any of the Proposer’s expenses associated with its preparation of the proposal or University’s consideration of it. The Proposer, if selected, shall not include any such expenses as part of its fee for performing the Scope of Work.

As a result of this solicitation, CU intends to award a contract to a single proposer. The anticipated starting date for any resulting contract is April 15, 2025. By submitting a signed proposal in response to this solicitation, the Proposer represents and warrants that it will honor its proposal as being held open as irrevocable until time of award. The term of the contract resulting from the award of this solicitation shall begin upon execution of the contract, and end one (1) year later. The contract may be renewed upon mutual agreement for up to four (4) additional one-year periods for a total term not to exceed five (5) years. CU, at its discretion, may terminate the contract with thirty (30) days’ notice by stating so in writing.

II. SCOPE OF WORK

The University of Colorado, Department of Campus Dining Services requests quotations for Alcoholic Beverages to be used for the Summer Conference Season and for Campus Dining Services on the Boulder campus.

1. Introduction The University may wish to purchase items which are not specifically listed on this quote, but which are of a similar nature. Please indicate the percentage discount the University would receive on these items if purchased where indicated on the bottom of the quote sheet.

Product is to be provided with a receipt that clearly describes the item(s) by number and description matching the number / description on the bid and/or purchase order. Receipts must also reference the purchase order number.

Delivery: Product shall be delivered FOB destination, freight included to: The University of Colorado, Campus Dining Services Food Stores Warehouse, 3500 Marine Street, Boulder, CO 80309-0160 or to various conference event locations on campus, as requested. Occasionally an authorized Campus Dining Service staff member may pick up the order. Itemized receipts must be presented at time of delivery or pick-up.

It is expressly understood that this agreement does not grant the seller an exclusive privilege to furnish to the University any or all of the type of products and services, which are the subjects of this agreement that the University may require. The University expressly reserves the right to contract with others for the purchase of products and services that are comparable or identical to the products and services which are the subject of this agreement.

The conference season is from May through September of each year. Campus Dining Services may purchase at any time throughout the year.

The quantities listed are estimates only and in no way guarantee that any given quantity will be purchased. All prices quoted must be good for the entire period listed above.

The successful vendor must be able to respond to orders placed within a 24-hour period.

Delivery charge(s) shall be included on the attached pricing sheets and shall remain firm for the period listed above.

Only fresh products will be accepted. Items that have expiration dates should be fresh enough so that any unused products can be returned if not used within a month. The successful vendor must agree to accept unused, unopened product back for full refund, including single bottles (includes beer), case lot and intact 6-packs and 12-packs. Vendor agrees to provide refund receipts immediately upon return of product to vendor’s location.

Should a supplier find discrepancies in, or omission from, any of this document or in doubt of the meaning, shall contact the University of Colorado Procurement Service Center.

A fixed price is expected.

2. Minimum Mandatory Qualifications Proposers must meet these minimum requirements to be considered for evaluation and award.

a. The successful vendor must be able to respond to orders placed within a 24-hour period and provide a delivery service.

b. Only fresh products will be accepted by delivery, items that have expiration dates should be fresh enough so that any unused products can be returned if not used within a month.

c. Product is to be provided with a receipt that clearly describes the item(s) by number and description matching the number / description on the bid and/or purchase order.

d. Receipts must also reference the purchase order number.

e. The successful vendor must agree to accept unused, unopened product back for full refund, including single bottles (includes beer), case lot and intact 6-packs and 12-packs.

f. The successful vendor must agree to provide refund receipts immediately upon return of product.

3. Minimum Service Requirements Proposers must agree to provide the following Minimum Service Requirements during the life of any contract awarded.

a. The successful vendor must be able to respond to orders placed within a 24-hour period and provide a delivery service.

b. Only fresh products will be accepted by delivery, items that have expiration dates should be fresh enough so that any unused products can be returned if not used within a month.

c. Product is to be provided with a receipt that clearly describes the item(s) by number and description matching the number / description on the bid and/or purchase order.

d. Receipts must also reference the purchase order number.

e. The successful vendor must agree to accept unused, unopened product back for full refund, including single bottles (includes beer), case lot and intact 6-packs and 12-packs.

f. The successful vendor must agree to provide refund receipts immediately upon return of product.

III. ADMINISTRATIVE INFORMATION

1. Issuing Office This DQ is being issued by the University of Colorado (CU or University) through the Procurement Service Center (PSC). This DQ is governed by the University’s policies and Procurement Rules in effect at the time of its issuance. The PSC Purchasing Agent listed herein is the sole point of contact concerning this DQ. All communication must be done through the PSC. Prospective and actual Proposers shall not directly contact other CU personnel regarding matters concerning this solicitation.

2. Means of Communication

During the solicitation process for this DQ, all communication between the PSC and Proposers will be made via postings on CU’s BidNet website.

The PSC will post notices, which include, but are not limited to, any modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, addenda, and the announcement of the awarded Proposer. It is the responsibility of each potential Proposer to monitor the BidNet website regularly to be aware of changes, communications and/or addenda to solicitation.

3. Interpretation of DQ Documents

The Proposer may request, in writing, a clarification or interpretation of any aspect of the DQ documents. Such requests must be made via the BidNet website by the due date and time specified in the Schedule of Activities listed on Page 2. CU shall post all questions and answers on the BidNet website following the deadline for submittal of questions as an addendum to the bid. CU will not accept or respond to oral inquiries. The only ‘official’ responses are those that are posted to the BidNet website for this DQ.

Should any interested Proposer, sales representative, or manufacturer find any part of the listed specifications or terms and conditions to be discrepant, incomplete, or otherwise questionable, it shall be the responsibility of the concerned party to notify the Purchasing Agent of such matters immediately upon discovery.

Proposers cannot rely on any other statements that clarify or alter any specification or other term or condition of the solicitation.

4. Addenda

CU reserves the right to revise the DQ documents at any time up to the time set for submission of the proposals. Any such revision(s) shall be described in an addendum to the DQ and shall be posted on CU’s BidNet website.

If CU determines that the addendum may require significant changes to the Scope of Work, the deadline for submitting the proposals may be postponed by the number of days that CU determines will allow Proposers sufficient time to revise their proposals. Any new submittal deadline date for delivering proposals to CU shall be included in the addendum.

Proposers must acknowledge in the proposal submission that they received all addenda to the proposal documents (see Attachment A). Failure to acknowledge receipt of addenda may disqualify the proposal.

5. CU BidNet Website

It shall be conclusively presumed that the Proposer did, before submitting a proposal and prior to the final proposal deadline, read all addenda, posted decisions and other information items relevant to the DQ which appeared on CU’s BidNet website.

Please visit CU’s BidNet website which contains such services and information as:

a. Advertisements for Documented Quote, RFx and IFB opportunities

b. Status of Documented Quote, RFx and IFB opportunities

c. Addendums including Proposer questions and responses

d. Award information

6. Withdrawal of Proposal

A Proposer may withdraw its proposal, up until time of award, by submitting to CU a written request signed by the Proposer’s authorized representative. The withdrawal of a proposal does not prejudice the right of the Proposer to submit future proposals.

7. Award

Any resulting contract from this solicitation will be awarded to the Proposer whose overall offer is deemed to be the most advantageous to CU. The PSC will notify all Proposers via a posting on CU’s BidNet website of the results of the solicitation evaluation. The posting will be an announcement of the award.

The contents of the proposal (including persons specified to implement the project) of the Proposer will become contractual obligations if acquisition action ensues. Failure of the successful Proposer to accept these obligations in a contract, purchase order, or similar authorized acquisition document may result in cancellation of the award and such Proposer may be removed from future solicitations.

8. Rights of CU

CU reserves the right to cancel or modify this DQ at any time and to reject any or all proposals for any reason or for no reason. This DQ is an open and equitable invitation for proposals, and each proposal constitutes an offer to contract that CU may consider in its sole and absolute discretion. Any errors or omissions in a proposal may result in the rejection and disqualification of the entire proposal. Errors, omissions, and other acts that may result in proposal rejection and disqualification include, but are not limited to, failure to strictly comply with the DQ requirements or any applicable policies, rules, or policies; the submission of any inaccurate or false information; any improper communications or collusion involving Proposers; default or termination for cause of any public or private contracts within the past five years; delinquent arrearages owed to CU; and failure to submit proof of licensing or franchise authority and any related exclusivity requirements.

Notwithstanding the broad rights reserved to CU to reject and disqualify any or all proposals, CU may waive any immaterial deficiencies in proposals and may allow Proposers to cure any such deficiencies if an opportunity to cure is determined by CU to be in CU’s best interests. If given an opportunity to cure, Proposers will be notified of the allotted time to correct the identified deficiency; failure to correct the deficiency in the time allotted may result in proposals being deemed non-responsive and disqualified. CU’s waiver of an immaterial deficiency will in no way modify the DQ or excuse Proposers from full compliance with all DQ specifications. CU may exercise the foregoing rights at any time without notice and without any liability whatsoever to any Proposer or other party. By responding to this DQ, each Proposer is deemed to accept and agree to all terms and conditions and to waive any rights to challenge CU’s determinations regarding proposal deficiencies in accordance with this section.

During the evaluation process, CU reserves the right to request additional information from any Proposer, to seek clarification of information provided, to conduct its own due diligence with respect to any Proposer or proposal, reference checks, or any other investigations deemed necessary.

9. Confidentiality of Records

Documents submitted to or created by the University in response to this solicitation are subject to the Colorado Open Records Act (C.R.S. § 24-72-201 et seq.) (“CORA”). In accordance with the University policies and procedures, all documents submitted to or created by the University in response to this solicitation are confidential and privileged and may not be inspected until an award is made or the solicitation is cancelled by the University. An award is made when the University formally executes a contract resulting from this solicitation. A solicitation is cancelled when notice of such cancellation is posted on University’s BidNet Website.

CORA requires the University to withhold certain information, including trade secrets, confidential commercial and financial data, or privileged information. To designate portions of the solicitation as confidential, Proposer must:

1. Mark the cover page as follows: “This response to the Solicitation Name and Number includes trade secrets, confidential financial data, or other privileged information.”

2. Mark each sheet or data to be restricted with the following: “Confidential: Use or disclosure of data contained on this sheet is subject to the restriction on the cover page of this response to the solicitation.”

3. Provide a separate secondary proposal in BidNet with a redacted copy of your entire response to this solicitation. Proposer is responsible for properly and adequately redacting any data which Proposer desires to remain confidential. If entire pages or sections are removed, a page indicating that the page or section has been redacted must represent the redacted pages. Failure to provide a secondary response with a redacted copy may result in disclosure of an unredacted copy under CORA.

4. Provide a written explanation of the basis under which each redacted item has been deemed confidential, making refence to the exception under CORA and/or any other law restricting disclosure.

Neither a proposal in its entirety, nor proposal price information will be considered confidential/proprietary.

A request for non-disclosure of your proposal under the guidelines stated above does not guarantee it can be withheld under CORA. The Proposer's opinion as to what constitutes trade secret, confidential financial data, or privileged information is not binding on the University when responding to a CORA request. Where a CORA request is made to inspect or copy proposals or other documents related to this opportunity, the University has sole discretion to determine whether information or records must be provided under CORA.

10. Proposer Agreements

Proposers may submit proposed agreements of any form (contracts or documents) that contain supplemental terms and conditions that the Proposer desires to be considered by CU for inclusion in the contract. Such forms may include Proposer’s software licensing agreements, maintenance contracts, and technical support agreements. By accepting delivery of these items, CU is not bound to accept them as part of an ensuing contract. CU may negotiate such supplemental terms and conditions that do not materially conflict with the contract terms and conditions detailed in this DQ and do not materially change the nature of this solicitation or adversely affect competition. If the parties cannot agree on the terms of the contract, including any terms desired by Proposer, CU may terminate negotiations with the Proposer and enter into a contract with another responsive Proposer.

11. Designation of Subcontractors

The Proposer shall describe the qualifications of each subcontractor which it intends to use and the percentage and scope of the work which will be assigned to each of them. Resumes for the subcontractor’s key personnel must be included. CU encourages use of small businesses wherever viable. CU will need to vet and approve identified subcontractor(s).

Proposers who submit a proposal in response to this DQ are precluded from participation as a subcontractor with any other Proposers who submit a proposal for this DQ. However, subcontractors may be named on more than one (1) proposal. Subcontractors who are named in more than one proposal are prohibited from sharing information about one Proposer with another Proposer or utilizing such information to assist in the preparation of another proposal.

12. Payment

Appropriate clarifications and additions to the Scope of Work may be made during negotiations with the successful Proposer. It is the intent of CU to enter into a contract in which the Proposer will be paid pursuant to the terms of the contract.

13. Insurance Requirements Proposer shall adhere to all insurance requirements stated in Attachment B, which are attached hereto and incorporated herein by reference.

14. Form of the Contract or University PO Terms and Conditions

The University of Colorado Purchase Order Terms and Conditions apply to this solicitation. The Purchase Order Terms and Conditions are binding unless expressly accepted or modified in any offer and subsequently expressly accepted by the University. The Purchase Order Terms and Conditions can be obtained through the following website:

http://www.cu.edu/psc/procurement/purchase-order-terms

15. Solicitation Response and Material Ownership

All material submitted regarding this solicitation becomes the property of the University, unless otherwise noted in the solicitation.

http://www.cu.edu/psc/procurement/purchase-order-terms

16. Incurring Costs The University is not liable for any cost incurred prior to issuance of a legally executed contract or a purchase order. No property interest, of any nature shall occur until a contract is awarded and signed by all concerned parties.

17. Non-Discrimination The Proposer shall comply with all applicable state and federal laws, rules and regulations involving non-discrimination based on race, color, religion, national origin, age, or sex.

18. News Releases

Neither the University, nor the Proposer, shall make news releases pertaining to this DQ prior to execution of the contract without prior written approval.

19. Assignment and Delegation

Neither party to any resulting contract may assign or delegate any portion of the contract without the prior written consent of the other party.

20. Standard of Conduct

The successful firm shall be responsible for maintaining satisfactory standards of employees' competency, conduct, courtesy, appearance, honesty, and integrity, and shall be responsible for taking such disciplinary action with respect to any employee, as may be necessary. The University may request the successful firm to immediately remove from this assignment any employee found unfit to perform duties due to one or more of the following reasons:

a. Neglect of duty.

b. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions or fighting.

c. Theft, vandalism, immoral conduct, or any other criminal action.

d. Selling, consuming, possessing, or being under the influence of intoxicants, including alcohol, or illegal substances while on assignment for the University.

21. Other Applicable Statutes

a. By submission of a response, the Proposer avers that he/she is familiar with Colorado Revised Statutes, 18-8-301, et seq. (Bribery and Corrupt Influence) and 18-8-401, et seq.

(Abuse of Public Office) as amended, and that no violation of such provisions is present.

b. By submission of a response, the Proposer avers that to his/her knowledge, no University of Colorado employee has any personal or beneficial interest whatsoever in the service or property described herein. See CRS 24-18-201 and CRS 24-50-5.

22. Cooperative Purchasing

Successful proposer(s) shall make available to other University departments, and Colorado state agencies or political subdivisions (“Participating Entity”) any and all items specified herein at the contract prices(s) established herein. If a Participating Entity exercises this option, it shall be understood and agreed that such an arrangement does not bind either the Participating Entity or the successful proposer(s) to the terms, conditions or prevailing awards generated through this RFP; nor does it preclude any Participating Entity from pursuing a purchase or purchases through their own contracting methods with another vendor.

It shall be further understood and agreed that the Institutions are not a legally binding party to any contractual agreement made between a Participating Entity and the successful proposer(s) as a result of this RFP. Each Participating Entity which determines to enter into a contractual arrangement with the successful proposer(s) shall establish its own contract, place its own orders, issue its on purchase orders, be invoiced there from and make its own payments, and issue its own exemption certificates as required by the successful proposer(s).

IV. PREPARATION OF PROPOSAL

1. Preparation of Proposal – Proposal Forms The proposal shall be submitted in accordance with and meet all requirements set forth herein.

The Proposer shall fill in all blank spaces in the applicable Proposal Form(s) and initial all interlineations, alterations, or erasures in its proposal. The Proposer’s completed Proposal Form(s), Proposal, and Cost Proposal Form shall constitute its proposal. It shall be conclusively presumed that the Proposer did, before submitting a proposal, read all addenda, posted decisions and other information items relevant to the DQ that appeared on CU’s BidNet Website.

An authorized representative of the Proposer shall execute Attachment A, CU Solicitation Form.

2. Preparation of Proposal – Proposal

A. GENERAL

The Proposer shall prepare its proposal in the format described below and must ensure that each page of its proposal is identified with the:

a. DQ #

b. Proposer’s name

c. Page number

B. FORMAT

Proposals shall meet the following formatting requirements:

a. Proposals shall be printable on 8 ½” x 11” paper.

b. Proposals shall use the font type and size of Times New Roman 12 point.

c. Proposals shall be in order of the Proposal Contents listed below.

d. Please limit your response to a 2-page cover letter, Attachment C - Brand

Information Form, any additional documents (limited to 5 pages), and any comments or proposed changes to the PO Terms and Conditions, or CU-required forms.

e. Proposals which contain unnecessarily elaborate artwork are discouraged.

f. Proposal shall be submitted as an electronic document in an un-secured/un-password protected Adobe Acrobat (.pdf) format.

g. Attachment C - Brand Information Form shall be submitted separately from any additional documents.

3. Proposal Contents This section describes the required contents for your proposal. The proposal is to be organized as follows:

Cover Letter The Proposer shall prepare a cover letter, not exceeding 2 pages in length. It shall include the following:

a. Provide key contact information, including phone number and email address.

b. Company introduction

c. Qualifications summary

d. Brief summary of Proposer’s methodology

Proposal Contents A. Ability to meet mandatory qualifications and service requirements.

A. Content Section A:

a. The successful vendor must be able to respond to orders placed within a 24-hour period and provide a delivery service.

b. Only fresh products will be accepted by delivery, items that have expiration dates should be fresh enough so that any unused products can be returned if not used within a month.

c. Product is to be provided with a receipt that clearly describes the item(s) by number and description matching the number / description on the bid and/or purchase order.

d. Receipts must also reference the purchase order number.

e. The successful vendor must agree to accept unused, unopened product back for full refund, including single bottles (includes beer), case lot and intact 6-packs and 12-packs.

f. The successful vendor must agree to provide refund receipts immediately upon return of product.

4. Cost Proposal

a. The successful candidate is required to complete all sections of the Cost Proposal, including the cost per unit, extended cost, and discounted cost. The cost per unit should reflect the individual price of each item or service being proposed. The extended cost should be calculated by multiplying the cost per unit by the estimated quantity.

Additionally, candidates must indicate the percentage discount the University would receive on these items if purchased and provide the corresponding discounted cost for each item. Please note that some sections of the cost proposal may not specify a particular brand or quantity. These sections are included to allow flexibility for the proposers to provide additional information, such as discount percentages or alternative options for the specified pack sizes. These details are necessary to ensure transparency in pricing and enable a thorough evaluation of the overall cost to the University.

b. Renewal pricing shall be determined prior to renewal. The successful Proposer shall submit pricing the renewal periods and documentation/justification of any price increases. For years two (2), three (3), four (4) and five (5) requests for price adjustments, if any, must be in writing and received by the University of Colorado Procurement Service Center no later than 90 calendar days prior to the end of the current contract year. Only one adjustment request per contract year will be allowed and cannot exceed the prior CPI. The University reserves the right to accept, reject or negotiate the adjustment.

c. Offer of Value-Added Products and/or Services

i. If a solicitation response includes an offer of value-added products and/or services, such an offer shall be inserted in this section and include associated pricing and any other information relevant to such value-added offer. However, the University is not obligated to purchase value-added products or services.

V. EVALUATION OF PROPOSALS AND AWARD

1. Evaluation of Proposals CU will review and evaluate the proposals in accordance with the Evaluation Criteria below, the Proposer’s demonstrated experience and the Proposer’s qualifications as they relate to the scope of services required. The Proposer’s ability to present its proposal in writing in a clear, concise, and organized manner will be considered in the evaluation. Responsive Proposers may be required to participate in oral presentations. CU may, in its sole discretion, consider the Proposer’s comments on the PO Terms and Conditions or other proposed terms and conditions.

Upon selection of a successful Proposer, CU shall attempt to negotiate a Contract with the Proposer which it considers the most qualified, responsive, and responsible.

2. Best and Final Offers CU, at its discretion, may utilize a Best and Final Offer (BAFO) stage after submission and prior to award to clarify the Scope of Work, assure full understanding of, and responsiveness to, the solicitation requirement, update pricing, or any other component of the DQ identified by CU. In BAFO discussions, there shall be no disclosure of any information derived from proposals submitted by competing Proposers. The Purchasing Agent shall be the SOLE point of contact throughout the process for all Proposers.

3. Evaluation Criteria

In preparing responses, Proposers shall describe in detail how they propose to meet the specifications detailed in Section II, Scope of Work. Specific factors will be applied to the proposal information to assist CU in selecting the most qualified Proposer(s) for this opportunity. The evaluation criteria that will be used to evaluate submitted proposals is listed below.

Evaluation Criteria Description of Criteria

Criteria A

a. The successful vendor must be able to respond to orders placed within a 24-hour period and provide a delivery service.

b. Only fresh products will be accepted by delivery, items that have expiration dates should be fresh enough so that any unused products can be returned if not used within a month.

c. Product is to be provided with a receipt that clearly describes the item(s) by number and description matching the number / description on the bid and/or purchase order.

d. Receipts must also reference the purchase order number.

e. The successful vendor must agree to accept unused, unopened product back for full refund, including single bottles (includes beer), case lot and intact 6-packs and 12-packs.

f. The successful vendor must agree to provide refund receipts immediately upon return of product.

Cost Proposal

The price of goods and services. Prices shall be provided as a time and materials effort.

5. Determination of the Responsibility of the Proposer

The University of Colorado Procurement Rules state that a Purchasing Agent shall make purchases from, and award contracts to, responsible proposers only. CU reserves the right to make its Proposer responsibility determination at any time in this solicitation process.

Factors to be considered in determining whether the standard of responsibility has been met include whether a Proposer has:

a. availability of the appropriate financial, material, equipment, facility, and personnel resources and expertise, or the ability to obtain them, necessary to indicate the capability to meet all contractual requirements;

b. a satisfactory record of performance;

c. a satisfactory record of integrity;

d. the legal authority to contract with CU; and

e. supplied all necessary information in connection with the inquiry concerning responsibility.

The Proposer shall supply information requested by CU via email concerning the Proposer’s responsibility. CU reserves the right to request further information as it deems necessary to determine the Proposer’s responsibility. If the Proposer fails to supply the requested information, CU shall base the determination of responsibility upon any available information or may find the Proposer non-responsible if such failure is unreasonable.

6. Award

Any resulting contract from this solicitation will be awarded to the Proposer whose overall offer is deemed to be the most advantageous to CU. The PSC purchasing office will notify all Proposers via a posting on CU’s BidNet website of the results of the solicitation evaluation. The posting will be an announcement of the award.

VI. ATTACHMENTS

The following attachments relative to this DQ are provided through BidNet as separate attachments to this solicitation.

A. CU Solicitation Form B. Insurance Requirements C. Attachment C – Cost Proposal Sheet