DQ1 PAAA 2027_0079 - DNR Moving Services.pdf

Request for Documented Quotes

DQ1 PAAA 2027*0079

DNR Moving Services

1.0 Overview

1.1 Issuing Office

This Request for Documented Quotes (DQ) is issued by the State of Colorado, Department of Natural Resources (Department or DNR). All contact regarding this solicitation shall be directed to the Agency Buyer listed below:

Colorado Department of Natural Resources, Purchasing Office Klay Tolleson Email: klay.tolleson@state.co.us

Important: 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.

1.2 Purpose

The purpose of this DQ is to obtain competitive quotes from qualified individuals and firms to provide moving and relocation services from the Centennial Building at 1313 Sherman to the State Services Building (SSB) at 1525 Sherman. DNR currently occupies portions of floors 2,3,7 and 8 at the Centennial Building and will be moving to floors 5 & 6 at SSB with a shared storage room in the sub-basement.

The Department may award to a single or multiple bidders capable of fulfilling the Agency’s project needs.

The Department reserves the right to add additional goods/services that would be seen as a natural extension of this procurement over the term of this award.

1.3 Schedule of Activities

1. DQ Posted to Colorado Vendor Self Service mailto:klay.tolleson@state.co.us

a. Aug 26, 2026

2. Questions Due

a. Aug 28, 2026 12:00 PM MDT

3. Answers Posted to Colorado Vendor Self Service

a. Aug 31, 2026 12:00 PM MDT

4. Bid Submission Deadline

a. Sep 1, 2026 5:00 PM MDT

5. Expected Project Start Date

a. Sep 8, 2026

1.4 Written Inquiries

Prospective Bidders may make written inquiries concerning the DQ to obtain clarification of requirements. No inquiries will be accepted after the date and time specified in the Schedule of Activities, “Questions Due”. Questions must be submitted in writing via email as an attachment or through the solicitation posting in VSS. When submitting via email, please use the solicitation number “DQ1 PAAA 2027*0079” in the subject line of your email and include your name, company name, address and contact information. Questions sent via email must be sent to the Agency Buyer listed in section 1.1.

An amendment will be posted on the Colorado Vendor Self-Service System in response to all questions submitted regarding the DQ.

1.5 Publication and Communication

This solicitation is on Colorado Vendor Self Service (“VSS”). Bidders are not required, but are encouraged to register on VSS in order to download RFP documents and information. A bidder can register for no cost or update an existing account on the VSS site. Registration provides benefits of amendment and new solicitation notifications.

Bidders registered with VSS that submit a proposal through VSS must verify that their VSS vendor account is active. Bidders with inactive or discontinued accounts must take steps to reactivate their account; an active VSS account is required for any offeror receiving an award at the end of the solicitation. Please use the following links for assistance in account registration and maintenance, including reactivating an existing account:

● VSS Vendor Registration

● VSS Account Maintenance https://prd.co.cgiadvantage.com/PRDVSS1X1/Advantage4 https://vss.state.co.us/vendor-topics/registration https://vss.state.co.us/vendor-topics/account-maintenance

Bidders should monitor the amendment history in VSS for any updates or modifications.

In the event that it becomes necessary to modify the RFP, the modification will be made in VSS. It is very important that offerors check VSS on a regular basis, as this is the sole method for communicating any modifications. Modifications included in amendments published on VSS take precedence over information in the RFP.

The VSS Help Desk is available Monday through Friday 8:00 a.m. to 5:00 p.m. MT and can be reached by emailing VSSHelp@state.co.us.

1.6 Evaluation Process and Award

Responses will be evaluated and awarded as outlined in section 4.0 Evaluation and Award.

1.7 Additional Attachments/Links

● State of Colorado Purchase Order Terms and Conditions

● Exhibit A - Scope of Work

● Submission Form (pages 13-17)

2.0 Contract Information

2.1 Award Document

A Purchase Order will be issued to the awarded bidder. The Purchase Order will include all documents associated with the bid including this Request for Documented Quotation, the bidder’s response, and the Colorado Purchase Order Terms and Conditions, which are attached to this solicitation.

2.2 Project Duration

The project will not begin until all DNR contracting agreements have been executed.

DNR requires the move to be fully completed by October 19th, 2026.

2.3 Measurement and Payment

Measurement and payment for the project will be based on specific tasks and items outlined in the formal contract. Payment will be made upon completion of the project as a lump sum, as invoiced and approved by the Project Manager.

2.4 Insurance Requirements

Reference section 21 of the State of Colorado Purchase Order Terms and Conditions for applicable insurance requirements.

mailto:VSSHelp@state.co.us https://osc.colorado.gov/spco/central-contracts-unit/purchase-order-terms-conditions https://drive.google.com/drive/folders/1gGouxElAJWbkJpw8T95NOi72wDLsQl9l?usp=drive_link https://osc.colorado.gov/spco/central-contracts-unit/purchase-order-terms-conditions

3.0 Submittal

3.1 Submission Instructions

In order to be considered responsive, quotations must be received by the Agency Buyer, identified in Section 1.1, before the Quote Submission Deadline shown in section

1.3 and include all submittal items outlined in this section 3.0. Late bids will not be considered unless they are deemed acceptable per Procurement Rule R-24-103-201-10 as determined by the Procurement Official or their delegate.

Vendor Assistance: Any vendors needing support responding to solicitations may contact the Colorado Supplier Diversity Navigator in the Statewide Equity Office's Supplier Diversity program. Services provided include assistance with responding to solicitations, interpretation of solicitation documents, technical assistance referrals, availability of resources, construction assistance, and free business directory listings and verifications through the Colorado Supplier Diversity Directory. The office can be reached during normal business hours by calling 303-866-5765 or emailing DPA_SupplierDiversityHelp@state.co.us.

The Department of Natural Resources Requests that quotations be submitted by using the Vendor Self Service (VSS) System or Email. Hardcopy proposals will not be accepted.

3.1.1 Email

Respondents shall submit Quotes via email to the Agency Buyer noted in Section

1.1. The Quote submission email should include the Subject line: “Quote submission: “DQ1 PAAA 2027*0079.” Quotes should be included as one or more attachments of commonly accessible file types.

If you submit a quote via email, you will receive a response within 1-2 business days confirming receipt.

3.1.2 VSS

Proposers submitting using VSS must attach their proposal in VSS. Please be aware that the maximum individual attachment size for VSS documents is 20MB.

Proposals may need to be separated into parts in order to accommodate lengthy responses or attachments.

mailto:DPA_SupplierDiversityHelp@state.co.us

3.2 Submission Form (pages 13-17)

The Submission Form must be completed and submitted with accurate information to be considered a responsive quote. Supporting documents may be submitted alongside the Submission Form to support the information provided. Submitting an incomplete or inaccurate submission form will lead to quote disqualification. The following information is requested in the submission form:

3.2.1 Vendor Information

Complete the vendor information section with the most accurate and up-to-date information.

3.2.2 References

Provide no more than 3 references from clients for whom moving services of similar scope and scale have been completed.

3.2.3 Moving Personnel

Provide the personnel that will be involved with completing the moving services outlined in Exhibit A - Scope of Work.

3.2.4 Equipment

Provide a list of the equipment that will be provided and/or utilized to complete the requested moving services outlined in Exhibit A - Scope of Work.

3.2.5 Price

Complete the pricing schedule included in the Submission Form.

Note: Contractors that have received a below standard performance rating with the State of Colorado will not be considered for work.

4.0 Evaluation and Award

4.1 Evaluation Process and Award

The State will evaluate bids to determine if each Offeror meets all mandatory qualification requirements; provided, however, that the State has the authority to waive non-material mandatory requirements in certain circumstances. Reference Procurement Rule R-24-103-301-03. The mandatory qualification requirements are scored on a Met/Not Met basis and only those proposals found to meet all mandatory requirements, other than non-material mandatory requirements waived by the State, can be considered for a Contract resulting from this solicitation.

An evaluation will be made by the delegated buyer and/or other such evaluators as may be appointed by the Delegated Buyer to judge the acceptability of quotations received.

The relative value of competing responses will be compared.

The choice of vendor/contractor will be based on which quote will be most advantageous to the State of Colorado, price and other factors considered. All bids will receive fair and equal treatment.

The Delegated Buyer may negotiate with any vendor/contractor to clarify its quote or to effect modifications that will: make the quote more acceptable or make the quote more advantageous to the state. However, in the negotiation process, the terms of one vendor’s/contractor’s quote shall not be revealed to a competing vendor/contractor, and quotes may be kept confidential until a commitment voucher is issued.

DNR reserves the right to reject all bids and re-solicit at any time prior to award of the DQ. DNR reserves the right to cancel this bid in its entirety at any time without penalty.

All prices and notations shall be printed in ink or type written on the bid documents.

Illegible bids or writing shall be deemed non-responsive and will not be evaluated. A bid with missing or inconsistent information may be considered non-responsive and may not be evaluated. Do not qualify your bid nor alter the bid format. DNR will be the sole judge in determining the acceptability of an offer. DNR also reserves the right to reject any or all bids in part or in whole and to waive technicalities as allowed in the Procurement Code and Rules.

The below criteria will be evaluated on a pass/fail basis.

4.2 Submission Form (pages 13-17)

The information in the submission form will be evaluated as follows:

4.2.1 Vendor Information

Vendor information will not be evaluated, but is required for the bid to be considered responsive.

4.2.2 References

References will be evaluated on a pass/fail basis.

4.2.3 Moving Personnel

Personnel will be evaluated on a pass/fail basis, determining if sufficient staff will be provided as part of the moving team. A pass score will be issued if sufficient staff will be provided.

4.2.4 Equipment

Equipment will be evaluated on a pass/fail basis, determining if sufficient equipment will be utilized and provided to successfully complete the requested services. A pass score will be issued if sufficient equipment will be provided/utilized.

4.2.5 Price

Price will be evaluated on best value and what is most advantageous to the State.

5.0 Administrative Information

5.1 Cooperative Purchasing

In accordance with §24-110-201, C.R.S., and all applicable regulations, the award(s) under this solicitation will be for one or more cooperative purchasing agreements available for use by the contracting state agency, other state agencies, state institutions of higher education, political subdivisions (e.g., cities, counties, schools) and eligible non-profit entities (certified pursuant to §24-110-207.5 C.R.S.) under the terms, conditions and rates set forth in the Contract. Each agency or entity ordering goods or services under the Contract will be responsible for all costs and expenses incurred in connection with its orders.

5.2 Solicitation Cancelation/Rejection of Offeror Bid(s)

In accordance with §24-103-301, C.R.S., and the related Procurement Rules, the State may cancel this solicitation, or any and all bids may be rejected in whole or in part, without penalty, at any time before a Contract 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 bid(s) shall remain confidential for the lesser of six months or until a Contract(s) is awarded by the State. Reference Procurement Rule R-24-101-401-05. If the solicitation is canceled after bids are received, the bids that have been opened shall be retained in the procurement record, or if unopened, they will be disposed of, or returned to the Offerors upon request, at the Offerors’ expense.

5.3 Modifications or Withdrawal of Bids

An Offeror may modify or withdraw its bid by written notice to the Procurement Contact prior to the established bid submission deadline. Withdrawal of an Offeror’s bid following the bid submission deadline and prior to award, may be allowed, in the State’s discretion. Withdrawal of an Offeror’s bid after award is not allowed. Reference Procurement Rules R-24-103-201-08 and R-24-103-201-09.

5.4 Mistakes And Minor Informalities In Offeror Bids

In certain circumstances, an Offeror may correct a mistake(s) in its bid and/or the State may waive minor informalities. Reference Procurement Rule R-24-103-201-08.

5.5 News Releases and Announcements

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

5.6 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).

5.7 Certification of Independent Price Determination

By its signature on the cover page, the Offeror certifies that the prices and other terms in the bid have been arrived at independently without any consultation, communication, agreement with, or knowledge of the contents of the bid by any other competing Offerors. 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 catalogs made available to the public by the competing Offerors. No attempt has been made or will be made by the Offeror to induce any other person or firm to submit or not to submit a bid for restricting competition.

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

5.8 Bid Response Material Ownership

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

5.9 Request for Confidential/Proprietary Classification

The State neither requests nor encourages the submission of confidential or proprietary information in response to this RFP. Information submitted will be open for public inspection upon completion of the RFP process and award of contract. Should an Offeror want the State to treat certain information as confidential or proprietary, the

Offeror shall submit a written request, as part of its RFP package, to the Agency Buyer noted in Section 1.1 with their proposal documents, provided that the submission is in strict accordance with the procedures listed below. Adherence to these procedures remains the sole responsibility of the Offeror. The written request for confidentiality or proprietary classification will be reviewed and either approved or denied by the DNR Purchasing Director or their delegate. If denied, the Offeror will have the opportunity to withdraw its entire proposal, or to remove the proprietary restrictions.

Neither cost nor pricing information nor a total proposal will be considered proprietary.

5.9.1 Procedures for Submission of Confidential or Proprietary Information

A. Written request for confidentiality/proprietary classification shall be submitted, by the offeror, with the proposal documents.

B. One proposal without redacted confidential information must be provided as well as a second proposal with the confidential information redacted so the proposal may be distributed publicly as required by the Colorado Open Records Act.

C. The written request will be enclosed in a separate document marked “Request For Confidentiality/Proprietary Classification”

D. The written request must state specifically, and identify by page and/or section number, what elements of the proposal are to remain confidential.

The request must also identify the basis for the claim of confidentiality and/or proprietary classification, other than a recitation of a specific State or Federal statute.

E. The DNR Purchasing Director or their delegate will make a written determination as to the apparent validity of any request for confidentiality and/or proprietary classification. This written determination will be sent to the offeror.

F. Proposals not following this procedure may be declared non-responsive by the DNR Purchasing Director or their delegate and given no further consideration.

In no event shall an entire bid be classified as confidential. 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.

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

5.11 Conflicts of Interest/Ethics

The Offeror must disclose in its bid 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 Offeror regarding the solicitation or its subject matter.

The Offeror acknowledges that even the appearance of a conflict of interest may be harmful to the State’s interests. The Offeror shall disclose in its bid 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.

Requirements set forth in this Section are continuing requirements throughout the solicitation process and, for the awarded Offeror, the Contract 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).

5.12 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 bid. The protest shall be submitted to the DNR Procurement Official within three (3) business days after such aggrieved person knows, or should have known, of the facts giving rise thereto. Reference §24-109-102, C.R.S., as amended, and Procurement Rule R-24-109-102-01, et seq.

5.13 Performance Outside Of Colorado

Following the Effective Date, Contractor shall provide written notice to the State, within 20 days following the earlier to occur of Contractor’s decision to perform, or its execution of an agreement with a Subcontractor to perform, Services outside the State of Colorado and/or the United States. Such notice shall specify the type of Services to be performed outside the State of Colorado and/or the United States and the reason why it is necessary or advantageous to perform such Services at such location or locations. All notices received by the State pursuant to this requirement shall be posted on the Colorado Department of Personnel & Administration’s website. Knowing failure by the Contractor to provide notice to the State shall constitute a material breach of the Contract.

5.14 Former Employees

C.R.S. 24-18-201: A former classified employee may not within 6 months of termination of employment, contract or be employed by a contractor of the State. If an employee does return after 6 months, they cannot work in the same or similar role.

5.15 Preferences

5.15.1Resident Bidder Preference (see §24-103-906 C.R.S., et seq.)

When a contract for commodities or services is to be awarded to a bidder, a resident bidder shall be allowed a preference against a nonresident bidder equal to the preference given or required by the state in which the nonresident bidder is a resident. A resident bidder is authorized to transact business in the State of Colorado, maintains a place of business in Colorado and pays unemployment compensation taxes.

5.15.2Service Disabled Veteran Owned Small Businesses (“SDVOSBs” see §24-103-905, C.R.S., et seq.)

SDVOSBs, who are incorporated or organized in Colorado or maintain a place of business or have an office in Colorado and who are officially registered and verified as a SDVOSB by the Center for Veteran Enterprise within the U.S. Small Business Administration (https://veterans.certify.sba.gov), may receive a 5% preference on their bid. This preference applies only to the price, and the SDVOSBs must still meet all other qualifications required in the bid. SDVOSBs claiming this preference shall submit documentation of SDVOSB certification Issued through the Center for Veteran Enterprise within the U.S. Small Business Administration in their response to the solicitation. Bid submissions without this documentation will not be given a preference.

5.15.3 Low Tie Bids (See §24-103-902, C.R.S., et seq.)

If two or more responsible, responsive bids are tied as the lowest bids, the State shall follow the procedures as described in §24-103-902, C.R.S., et seq., which provide a preference to resident bidders.

5.15.4 Environmentally Preferable Purchasing (See §24-103-904, C.R.S., et seq.)

Offerors responding to this solicitation may seek to qualify for the preference and governmental bodies conducting this solicitation shall award a contract to a bidder who offers environmentally preferable products subject to the conditions in the Code and Procurement Rules.

5.15.5 Recycled Plastics Preference (See §24-103-909 C.R.S., et seq.)

A bidder who has used recycled plastics in the manufacture of the commodity or supplies described in this bid shall be allowed a preference of up to five percent for finished products that contain no less than ten percent recycled plastics.

If it is determined by the State that compliance with this section may cause denial of federal moneys which would otherwise be available or would otherwise be inconsistent with requirements of federal law, this section shall be suspended, but only to the extent necessary to prevent denial of the moneys or to eliminate the inconsistency with federal requirements.

5.16 ACH/EFT Payments

Vendors are highly encouraged to consider signing up for ACH/EFT payments.

ACH/EFT payments provide the advantage of ensuring quick and secure payments for the goods and services that vendors provide to the State. ACH/EFT payments help avoid the unnecessary, and sometimes inevitable delays in mail, and the possibility of lost warrants which will further delay vendor payment. DNR’s goal is to pay vendors as soon as possible - signing up for the ACH/EFT is an important step in making this happen. For additional information about signing up for ACH/EFT payments please contact the Agency Buyer listed in Section 1.1.

5.17 Accessibility Requirements

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 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.

For more information, please reference the applicable accessibility requirements contained in the attached model contract OR the State of Colorado PO Terms and Conditions.

https://osc.colorado.gov/state-of-colorado-purchase-order-terms-and-conditions https://osc.colorado.gov/state-of-colorado-purchase-order-terms-and-conditions

Submission Form (5 Pages) Colorado Department of Natural Resources

Request for Documented Quotes DQ1 PAAA 2027*0079 - DNR Moving Services

Complete this form in its entirety and return with your submission. Return all proposals via email or Colorado.gov/vss. See section 3.0 for full submission instructions.

Vendor Information:

Vendor Name:

VSS # (if known, not required):

Address:

City, State Zip:

Phone:

Email:

Name (Printed):

Title:

Signature:

Date:

I am a Service Disabled Veteran Owned Small Business: Yes___ No ___ If Yes, please ensure you have included documentation of SDVOSB certification Issued through the U.S. Department of Veterans Affairs with your proposal

I am a Resident Bidder: Yes___ No ___

I agree to the Scope of Work: Yes___ No____

I agree that my firm can provide the services noted in the Scope of Work without the need for training provided by the State: Yes___ No ___ http://colorado.gov/vss

I agree that the State of Colorado is NOT the only client the contractor works with: Yes___ No ___

I agree that my firm offers services to the public and has other clients:

Yes___ No ___

If my firm offers services to the public, I affirm that my firm has a place of business and is registered as a business listing in a directory: Yes___ No ___

I agree that 100% of the work resulting from this award will be completed by my firm within the state of Colorado: Yes___ No ___

I agree that my firm has no direct daily control over State of Colorado employees:

Yes___ No ___

I agree to the Insurance Requirements: Yes___ No ___

I agree my firm is in compliance with applicable Worker’s Compensation laws in its state: Yes___ No ___

I agree that my firm does not participate directly or indirectly in benefit programs of the State of Colorado. Examples: 1) the firm is receiving funds from the state for Workers Compensation covering injury to worker(s), 2) firm is receiving funds for public liability covering injury to others, 3) firm is receiving unemployment compensation: Yes___ No ___

I agree my firm is registered and in good standing with the Colorado Secretary of State, OR if a sole proprietor, is registered with the IRS to conduct business as an independent contractor, OR I agree that my firm will register with Secretary of State/IRS upon award: Yes___ No ___

I acknowledge and confirm receipt of all attachments, amendments and addenda associated with this solicitation: Yes___ No ___

I agree to the unaltered State of Colorado PO Terms and Conditions:

Yes___ No ___

References Provide no more than 3 references from clients for whom moving services of similar scope and scale have been completed:

1)

2)

3)

Moving Personnel Provide the personnel that will be involved with completing the moving services:

Equipment Provide a list of the equipment that will be provided and/or utilized to complete the requested moving services.

Pricing Schedule Please fill out the pricing tables below to demonstrate the price for needed personnel, equipment and any other miscellaneous costs. Provide the overall Project Total in the space below the pricing tables. The project total should be a sum of the Totals for personnel, equipment and misc.:

Personnel Work Hours Expected

Hourly Rate Total

Personnel Total:

Equipment Quantity Needed

Per Unit Cost Total

Equipment

Miscellaneous Quantity Per Each Cost Total

PROJECT TOTAL:

Return This Form With Your Submission

Complete the pricing schedule included in the Submission Form.