GMYC_DQ_LAUNDRY_SERVICE final .docx

Documented Quote Request Linen and Laundry Service for Grand Mesa Youth Services Center

2027000111 10/15/2026 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 Grand Mesa Youth Services Center (GMYSC) is a 53-bed co-ed secure, multipurpose youth center operated by the Division of Youth Services located at 360 28 Road in Grand Junction. Grand Mesa provides detention, regional diagnostic/assessment for newly committed youth and secure commitment services.

GMYSC is located in the Western Region of the state and services clients from the 6th, 7th, 9th, 14th, 21st and 22nd Judicial Districts. These districts encompass 18 counties: Moffat, Routt, Grand, Rio Blanco, Garfield, Pitkin, Mesa, Delta, Gunnison, Montrose, San Miguel, Ouray, Hinsdale, Dolores, Montezuma, La Plata, Archuleta and San Juan.

GMYSC provides daily programming for both detained and committed youth in the areas of education, clinical services, recreational activities, healthy living and transition services.

GMYSC requires weekly pick up and drop off linen and laundry service. This service includes providing clean blankets, sheets, pillowcases, and towels for a fluctuating population of residents.

C. How to Submit a Quote

5. In General. Email the quote, Signature Page, and any other required documents 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 2027000111 Vendor Name…”). Vendors may include additional information in file name.

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

8. Pre-bid Conference. There will not be pre-bid conference.

9. 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.

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

D. Quote Format

1. Maximum Length. Proposals should not exceed 20 pages. The Department may evaluate proposals negatively if this page limit is not followed.

Provide an overview of your company, its capabilities, past experience in providing linen and laundry service to a facility with a fluctuating population, and why it should be selected for this project. Include up to three references (name, address, phone number, and relevance to the work described in this DQ).

Describe the planned approach to be used to meet the requirements described in the DQ. The Scope of Work section describes requirements that should be satisfied by your response.

E. Quote Content

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

i. Pick up soiled linens Monday and drop off clean linens Thursday on a weekly basis for a fluctuating population of up to 53 residents at 360 28 Road in Grand Junction, CO.

ii. Clean linens provided for each resident each week. The quantity of stock that shall be maintained in the staging area at Grand Mesa Youth Services Center is:

i. 150 Twin Size Blankets

ii. 200 Twin Size Flat Sheets

iii. 100 Twin Size Pillowcase

iv. 300 Standard Bath Towels Provide all costs associated with services on table “Exhibit B”.

Additional Information for Awarded vendor also refer to the Scope of Work:

Three linen carts shall be provided weekly. The soiled linen carts at Grand Mesa Youth Services Center shall be exchanged for clean linen carts by Friday at 5:00 p.m.

Clean linens shall be stored in carts with impervious plastic bags and marked to identify contents.

Inventory and replenish stock of 150 twin size blankets, 200 twin size flat sheets, 100 pillowcases, and 300 towels within the staging area of the youth center and provide a clean linen receipt to Grand Mesa Youth Services Center.

Discrepancies requiring an immediate response will be delivered within four hours.

All linen and carts will remain the property of the Contractor. Ordinary inventory losses (wear and tear, petty theft, etc.) will be at the expense of the Contractor. Grand Mesa Youth Services Center shall inspect linen quality and quantity and contact the vendor to correct discrepancies. If a discrepancy requires immediate response, delivery of additional linen will be made within 4 hours.

Invoices specifying the quantity of each item delivered shall be provided.

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 when 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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Exhibit B Price

Per Week

per week

*Service Fee/Other detail items if applicable

Pricing will be held for one year vendor must notify the State of price changes 60 days prior to the following year.

J. Exhibit List

Scope of Work (SOW) - (future contract or response required) Pricing - (informational-”Exhibit B”)

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

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