Modification to Solicitation DQ 25-0284.pdf

MODIFICATION FOR SOLICITATION

Date January 08, 2025 Solicitation # 2025000284

Title: Farming & Grazing Buena Vista Ranch

1. MODIFICATIONS

The Solicitation is modified as follows:

A. Attachments has been modified to add Attachment C Consent to Search.

B. Section 1.D.i, Schedule of Activities has been updated to include the Mandatory Site

Visit and to extend the timeframes.

C. Section 2.C, has been modified to add a Mandatory Site Visit.

State of Colorado

Colorado Department of Corrections

December 31, 2024

DQ # 2025000284

Farming & Grazing Buena Vista Ranch

Sole Point of Contact for this Solicitation is:

Sheila Lucero – Purchasing Manager (Sheila.lucero@state.co.us)

Contact with any other State personnel regarding this procurement, unless specifically authorized by the above-named Sole Point of Contact, may result in disqualification.

Offerors are urged to read the solicitation document and attachments thoroughly before submitting a quote.

Offerors are required to submit Federal Employer Identification Number (FEIN) (W-9) prior to award from the Colorado

Department of Corrections.

mailto:Sheila.lucero@state.co.us

Contents Table of Contents

1. SOLICITATION INFORMATION

A. Introduction

B. Background, Overview and Goals

C. Anticipated Term

D. Schedule of Activities

2. SCOPE OF WORK/SPECIFICATIONS AND REQUIREMENTS

A. Accessibility Requirements

B. Insurance Requirements

C. Overview

3. QUOTE SUBMISSION INFORMATION

A. Quote Submission Instructions

B. Timeliness of Quote Submission

C. Quote Format and Content

D. Pricing

E. Administrative Information

4. AWARD

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

B. Negotiations

C. Single Quote

D. Notice of Award

E. Documents After Award

Attachments:

1. Exhibit A – Offeror DQ Checklist

2. Exhibit B – Required Offeror Information

3. Exhibit C – W-9 Request for Taxpayer ID Number

4. Exhibit D – Offeror Disclosure Statement

5. Exhibit E – Letter of Agreement Template

6. Exhibit F – Administrative Information

7. Attachment A – Insurance Information

8. Attachment B – Land Maps

9. Attachment C – Consent to Search

1. SOLICITATION INFORMATION

A. Introduction

On behalf of the State of Colorado, Colorado Department of Corrections (CDOC) is issuing this Documented Quote (DQ) # 2025000284, Farming & Grazing Buena Vista Ranch.

B. Background, Overview and Goals All information contained within this DQ, and any amendments and modifications thereto, reflect the best and most accurate information available to the State at the time of this DQ.

C. Anticipated Term A. The anticipated term of the Letter of Agreement resulting from the award of this solicitation is anticipated to be one (1) year.

B. If a Letter of Agreement is issued for this solicitation, the Letter of Agreement may be renewed for up to four (4) additional one (1) year periods at the sole discretion of the CDOC. The total duration of the Letter of Agreement from the start date until termination, and including all options, is not anticipated to exceed five (5) years.

C. The CDOC may within its sole discretion, choose to not exercise any option or extension term in the Letter of Agreement.

D. The CDOC is not responsible for any goods delivered or services performed by the awarded Offeror without a State issued Letter of Agreement.

D. Schedule of Activities

i. This Schedule of Activities is for information and planning purposes only. Schedules for

Activities listed as “Estimated” may be subject to change depending on the needs of the State. All times are stated in Mountain Time (MT), as adjusted for daylight savings

Activity Date

Solicitation Published via Colorado VSS, https://www.colorado.gov/vss and bidnetdirect.com//cdoc

12/31/2024

2 Mandatory Site Visit – See Section 2.C 01/16/2025 @10:30am

Written Inquiries Deadline

Send Inquiries to: bidnetdirect.com//cdoc NOTE: No inquiries will be accepted after this date.

01/21/2025 @ 2:00pm

Response to written inquiries; will be posted to Colorado VSS and bidnetdirect.com//cdoc (Estimated)

01/24/2025

Quote Submission Deadline Quotes must be submitted in the method described in Section 3

01/31/2025 @ 4:00pm

5 Award selection and notification (Estimated) 02/03/2025

6 Contract/Purchase Order Start Date (Desired) 03/01/2025 https://www.colorado.gov/vss

E. Offeror Inquiries

i. Offerors may submit written inquiries concerning this DQ to obtain clarification on specifications and requirements through bidnetdirect.com//cdoc.

ii. The State, in its sole discretion may not accept inquiries received after the date and time indicated in the schedule of activities.

iii. All inquiries should be clearly marked with the DQ number and title. Where appropriate, inquiries should include references to any relevant section/paragraph of the solicitation.

iv. List each question separately.

v. The CDOC will publish responses to Offerors inquiries collectively, in a timely manner, as a modification on Colorado VSS and bidnetdirect.com//cdoc.

vi. Offerors shall not rely on any verbal statements that alter any specification or other term or condition of the solicitation. Such changes are valid only if provided in writing by the Procurement Contact.

2. SCOPE OF WORK/SPECIFICATIONS AND REQUIREMENTS

The Scope of Work describes the deliverables sought through this DQ and the scope of what the awarded Offeror will be expected to offer through the Letter of Agreement resulting from this DQ.

The Scope of Work is intended to provide interested Offerors with sufficient basic information to submit a quote. It is not intended to limit a quote’s content or exclude any relevant or essential data.

A. 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 §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.

B. Insurance Requirements The awarded Offeror will be required to submit a certificate(s) of insurance evidencing insurance coverage for the types and amounts of insurance as required by the Insurance provision in the Letter of Agreement, included in this solicitation as Exhibit E, prior to execution of the Letter of Agreement. Attachment A has information to determine what insurance will be needed for this solicitation.

C. Mandatory Site Visit Vendors interested is submitting proposals on this solicitation must attend a mandatory site visit to view the location. Only vendors that attend this site visit will be considered for award. The site visit will be on January 16, 2025 at 10:30 am MST.

Location: Buena Vista Ranch House 25701 County Road 301, Buena Vista, CO 81211 Contact: Joseph Carochi by email joseph.carochi@state.co.us or 719-429-7797 no later than January 14, 2025 by 12:00 pm MST to be added to the Facility Access List. The Consent to Search – Attachment C document, must be filled out and submitted to contact staff member listed above for a background checks prior to the Mandatory Site Visit.

D. Overview The Colorado Department of Corrections (CDOC), Division of Colorado Correctional Industries is seeking an Offeror to lease the Buena Vista (BV) Ranch property for farming and grazing purposes. The property is owned by CDOC and is managed by the Division of the mailto:joseph.carochi@state.co.us

Colorado Correctional Industries (CCi). The BV property is approximately 944 acres which is located adjacent to and in close proximity to the Buena Vista Correctional Facility (BVCF).

The property has pastures, water conduits, and farm land.

D. Offeror’s Responsibilities

i. Grazing Obligations

a. Cattle will be the only animal allowed to graze on the property.

b. Offeror will be required to provide all materials for fencing and gate repairs.

• A minimum of fifty (50) wood/T-Post will need to be installed annually where grazing will be taking place.

• New wire will need to be installed where needed to keep animals in the correct locations.

c. Offeror will be required to provide water for cattle.

• Water will be available through irrigation when ditches are on. When the irrigation ditches are off, the Offeror will be responsible for hauling water.

d. The Offeror will be required to monitor and report on the impacts of the land to CCi on a weekly basis unless an urgent situation should arise.

• If an urgent situation occurs, CCi must be notified within one (1) hour of when the situation is identified.

e. Offeror will be required to report on the same day the addition or removal of livestock to the property.

• It is the Offeror’s responsibility to monitor all health needs of livestock.

f. Offeror will be required to supply all transportation of livestock to and from State Property.

g. Offeror will only be allowed to use the existing corrals.

• Offeror will be required to maintain and repair any damage to the corrals.

• No housing or out buildings will be available for use by the Offeror.

• Livestock will not be permitted around structures, if the livestock causes any damage to any structures, the Offeror will be required to repair said structure.

h. Offeror will be responsible for retrieving any livestock outside of the fence.

i. Offeror will make monthly payments to CCi for usage of the grazing acreage based on the Offeror’s bid.

• Payments are required by the 15th of each month.

• If Offeror’s monthly payment is more than thirty (30) days late, the Offeror will remove all livestock from State property within five (5) calendar days.

j. Grazing capacity will be determined and agreed upon annually by Offeror and CCi, the annual rainfall will be also be a determining factor.

• Offeror will be required to provide a five (5) year grazing plan.

ii. Farming Obligations

a. Offeror will be required to provide ditch maintenance from the diversion box coming on to State Property to the end of the ditch on State property.

• Which includes cleaning all ditches from debris and insuring that water stays within the ditch banks.

• Ditch maintenance will begin before the water is turned on and will continue through the water season.

• Offeror will be required to work with other ditch water shareholders to insure ditches are cleaned and maintained from the river to the diversion box. To include participation in any ditch water shareholders meetings.

b. Offeror will be required to provide all equipment for farming and ditch work at the expense of the Offeror.

c. Offeror will be required to request approval from CCi for all crops to be planted.

• Offeror will need to provide all seeds needed for planting.

• Offeror will be required to submit a five (5) year plan containing information on what the Offeror plans to farm and plant.

d. Offeror will be required to provide maintenance on irrigation pivot up to $10,000.00 annually.

• Offeror will be required to maintain documentation to submit to CCi for all funds spent maintaining the irrigation pivot up to $10,000.00 annually.

• Amounts over $10,000.00 may be paid by CCi as long as the overage is caused by natural causes and not the fault of the Offeror.

e. Offeror agrees to only run the pivot during non-peak hours.

• Peak hours are Monday – Saturday from 4pm to 10pm, all day on Sundays, and all Federal holidays.

• If the pivot runs during peak hours the Offeror will be charged for the time plus an additional 10%.

f. CCi will not reimburse Offeror if the Letter of Agreement is terminated by either party.

g. Offeror will be required to submit payment to CCi for usage of the farming acreage based upon the Offeror’s bid amount per acre.

• The bid amount will be due in three (3) equal installments. The first payment will be due on May 1, second by August 1, and the third by November 1, of each year.

iii. CCi Obligations

a. CCi will provide the designated acreage for grazing and farming purposes, as per

Attachment B site maps.

b. CCi will pay all utility costs associate with the Buena Vista Ranch, except if the pivot is operated on peak hours.

• Peak hours are Monday through Saturday from 4pm – 10pm, all day Sundays, and all Federal Holidays.

• If Offeror operates the pivot on peak hours, the utility bill will account for this time and the Offeror will be charged accordingly plus 10%.

c. CCi will meet with the Offeror and discuss the appropriate number of livestock that will be allowed on the property to ensure that the land is not overgrazed.

• CCi will have the final say on the number of livestock on the property and when they are allowed on or taken off the property.

3. QUOTE SUBMISSION INFORMATION

A. Quote Submission Instructions

Offerors shall only submit Quotes via bidnetdirect.com//cdoc. The Quote submission should include the Subject line: “Quote submission from (Insert Offeror Name) DQ# 2025000284, Farming & Grazing Buena Vista Ranch.

i. No other electronic submission methods or hard copy submittals will be accepted.

B. Timeliness of Quote Submission

i. Quotes received after the submission deadline shall not be opened and shall be rejected as a late response, unless otherwise permitted by the procurement official in accordance with Procurement Rules C.R.S. §24-103-201-10.

ii. Responsibility for ensuring that an Offerors quote is received on time rests with the Offeror.

C. Quote Format and Content

i. The CDOC will not consider the submission of brochures, references to websites or other marketing material as a substitute for written responses to our requirements and questions.

ii. Quotes must follow the format outlined with electronic copies of each document provided as instructed. Quote sections should be tabbed, clearly identifiable, and contain the following. Please verify all information listed below is filled out, signed, and is attached with your Quote.

a. Exhibit B, Required Vendor Information;

b. Exhibit C, W-9 Request for Taxpayer ID Number

c. Exhibit D, Vendor Disclosure Statement

D. Pricing

i. Proposed pricing/quote must remain firm during the initial term of the Letter of Agreement.

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

iii. The CDOC may at its sole discretion elect to include a provision in the Letter of Agreement that allows the CDOC to consider an annual price increase not to exceed 2.5% for each fiscal year of the Letter of Agreement, if a Letter of Agreement is awarded from this solicitation. Any price increases must be agreed upon between CDOC and the awarded Offeror.

E. Administrative Information Please see Exhibit F for Administrative Information.

4. AWARD

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

i. This solicitation and the resulting Letter of Agreement will be awarded to the responsible Offeror whose acceptable Quote is determined to be the most advantageous to the State, with price/cost being the primary consideration. Other considerations may include, but are not limited to, sample quality, past performance, and lead time for delivery.

ii. Acceptable means that the goods or services submitted in the Offeror’s Quote will meet the state’s needs, and that the price is fair and reasonable. The determination of whether an Offeror’s Quote is acceptable is solely within the State’s discretion.

iii. Neither this solicitation nor an Offeror’s Quote constitutes a legally binding offer;

therefore, responsiveness at the time of Quote submission is not an absolute criterion.

B. Negotiations

The State may negotiate with any Offeror to clarify the Offeror’s Quote or to effect modifications that will make the Quote Acceptable or more advantageous to the State;

however, any requirements identified in this solicitation may not be negotiated. Reference Procurement Rule R-24-103-204-01(d).

C. Single Quote If only one Quote is received in response to this solicitation, an award may be made to the single Offeror if the procurement official finds that the price submitted is fair and reasonable and that other prospective Offerors had reasonable opportunity to respond to the solicitation. If the price submitted is not fair and reasonable and there is not adequate time for re-solicitation, the procurement official may enter into competitive negotiations in accordance with Procurement Rule R-24-103-208-02.

D. Notice of Award A Notice of Intent to Award will be announced on Colorado VSS and Bidnetdirect.com///cdoc.

E. Documents After Award Prior to Letter of Agreement execution, the awarded Offeror must provide the State with proof of Good Standing with the Colorado Secretary of State (www.sos.state.co.us) and an insurance certificate documenting coverage as required by the Letter of Agreement.

http://www.sos.state.co.us/

E. Administrative Information