RFP Appendix A - Administrative Information.pdf

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RFP APPENDIX A- ADMINISTRATIVE INFORMATION

RFP-MAAA-NK-26-001

TABLE OF CONTENTS

1. General Information Colorado Vendor Self Service Offeror Inquiries Modifications and/or Supplemental Information to the Solicitation Pricing Definitions Documents After Award Incurring Costs Confidentiality of Solicitation Process

Solicitation Cancellation and/or Rejection of Offeror Proposals News Releases and Announcements Protested Solicitations and Award

2. Offeror proposal information Proposal Submission Deadline General Information for the Proposal Response Timeliness of Proposal Submission Legally Binding Offer Offeror Proposal Content Certification of Independent Price Determination Proposal Response Material Ownership Submission of Confidential or Proprietary Information

Modifications or Withdrawal of Proposals Mistakes and Minor Informalities in Offeror Proposals Modifications to State Contract Conflicts of Interest and Ethics Service-Disabled Veteran Owned Small Businesses (SDVOSB) Performance Outside of Colorado or the United States Vendor Assistance

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1. GENERAL INFORMATION

Colorado Vendor Self Service

i. This solicitation is being published on Colorado Vendor Self Service (Colorado

VSS), so that Offerors who have an interest may submit a proposal in accordance with the terms of this solicitation.

ii. Offerors can self-register for this system free of charge or may click on

“Public Access” on the website to view solicitation documents and modifications without registering. Offerors are encouraged but not required to register prior to or at the time they submit their response. The State also recommends that interested Offerors check Colorado VSS on a regular basis throughout this solicitation process.

Offeror Inquiries

i. Offerors may submit written inquiries via email concerning this solicitation to obtain clarifications. The State may not accept inquiries after the date and time indicated in the Schedule of Activities. Send all inquiries to the

Procurement Contact identified in the Schedule of Activities within the main body of this RFP. Inquiries must be clearly marked with the RFP number and title. Where appropriate, inquiries should include references to any relevant

Section/paragraph of the solicitation.

ii. Responses to Offeror’s inquiries will be published collectively, as a modification on Colorado VSS. 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.

Modifications and/or Supplemental Information to the Solicitation

i. Any modifications, amendments or supplemental information to the solicitation will be published on Colorado VSS. A modification notice will be published on Colorado VSS in the event that it becomes necessary to revise any part of this solicitation.

ii. It is the Offeror’s sole responsibility to check Colorado VSS on a regular basis, http://www.colorado.gov/vss

V02.2026 RFP- Appendix A- Administrative Information Page 3 of 13 prior to the proposal submission deadline, as this is the primary means for communicating any clarifications or changes to solicitation content, timeline and/or requirements.

Pricing

i. Proposed pricing must remain firm during the initial term of the Contract.

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

Definitions

i. Blank Page: Any side of an original electronic page or a physical sheet in a duplexed document that contains no printed text, headers, footers, page numbering, or graphics (such as an intentionally blank trailing even page at the end of an odd-page bill). Pursuant to the Scope of Work, the Offeror shall not bill, invoice, or receive compensation for blank pages.

ii. Business Day: Any calendar day from Monday through Friday, 8:00 a.m. to

5:00 p.m. Mountain Time, excluding official State of Colorado observed holidays. Used primarily to govern turnaround times for interim and pre-session deliverables.

iii. Camera-Ready: Digital source document files (standard print-ready PDF/X format generated from the General Assembly’s software and print drivers) that are fully formatted, complete, and technically finalized for direct reproduction, requiring no typesetting, editorial modification, line reformatting, or graphic composition by the Offeror.

iv. Chief Clerk of the House of Representatives: The chief administrative and parliamentary officer of the Colorado House of Representatives, elected by the membership pursuant to House rules and statute, responsible for overseeing the daily floor proceedings, official records, bill processing, printing orders, and administrative operations of the House. For purposes of this solicitation and any resulting contract, the Chief Clerk serves as the

House's designated contracting representative with formal authority to

V02.2026 RFP- Appendix A- Administrative Information Page 4 of 13 transmit source files, establish and alter daily copy distribution counts, authorize expedited or same-legislative day turnarounds, approve alternative binding or packaging methods, and inspect or accept delivered materials on behalf of the House of Representatives.

v. Copy (Delivered Copy): An individual, finished, collated, and bound or stapled document delivered to a designated legislative location in accordance with the copy counts specified in Exhibit D – Legislative Distribution List.

vi. Extraordinary Session (Special Session): Any legislative session of the

General Assembly convened outside the regular 120-day session, whether convened by executive proclamation of the Governor pursuant to Article IV, Section 9 of the Colorado Constitution or by written petition of two-thirds of the members of each chamber pursuant to Article V, Section 7. All contract terms, specifications, and unit pricing shall apply fully to Extraordinary

Sessions.

vii. First Legislative Day After Receipt: The immediately following Legislative

Day after electronic transmission of source copy by the General Assembly.

Source copy delivered by the General Assembly at any time up to and including the adjournment of that day’s floor session (including files transmitted after midnight into the early morning hours) must be produced and physically delivered to the designated Capitol distribution locations no later than 6:30 a.m. Mountain Time of the subsequent Legislative Day convening.

viii. Late Status Bills: Bills or concurrent resolutions approved by the House or

Senate Committee on Delayed Bills for introduction after the statutory or joint-rule bill introduction deadlines have passed. These bills remain subject to standard overnight turnaround requirements (delivery by 6:30 a.m. the following Legislative Day).

ix. Legislative Day: Any calendar day—including Mondays through Fridays, Saturdays, Sundays, and official State or federal legal holidays—on which

V02.2026 RFP- Appendix A- Administrative Information Page 5 of 13 either the Colorado House of Representatives, the Colorado Senate, or both chambers formally convene in daily session, conduct floor proceedings, or are deemed in session pursuant to the joint rules of the General Assembly.

x. Legislative Designee: The Chief Clerk of the House of Representatives, the

Secretary of the Senate, or the specific administrative staff members formally designated by them to transmit daily print files, authorize copy count fluctuations, order expedited runs, and inspect/accept delivered printed materials.

xi. Long Appropriations Bill (The “Long Bill”): The annual comprehensive general appropriations bill introduced by the Joint Budget Committee (JBC) funding state government operations (typically totaling approximately 600–

700 original pages), which carries unique mechanical binding requirements

(e.g., three-inch ring binding) and a modified 48-hour delivery timeline

(delivery by the second Legislative Day after receipt).

xii. Original Page: The unique electronic master source page sent by the General

Assembly prior to duplication.

xiii. Pre-filed Bills: Bills and concurrent resolutions submitted by legislators and prepared by the Office of Legislative Legal Services prior to the formal convening date of a Regular Legislative Session, subject to production delivery no later than five (5) Business Days after electronic receipt; except that for files transmitted immediately prior to convening (including January

7th or 8th, 2027), delivery must be completed no later than 6:30 a.m. on the formal convening date of the session (January 11, 2027).

xiv. Principal Representative: The specific individual designated in writing by the

Offeror who has full managerial authority to receive contractual notices, handle real-time production adjustments, accept expedited orders, and make legally binding operational commitments on behalf of the Offeror.

xv. Printed Page (Impression): One single printed side of a piece of paper containing text, graphics, or legislative content. Intentionally blank sides

V02.2026 RFP- Appendix A- Administrative Information Page 6 of 13 resulting from duplex printing are non-chargeable blank pages pursuant to

Exhibit A and Attachment 3.

xvi. Reduced (for Calendars and Journals): The proportional photographic or digital scaling down of the original source document page image (typically scaled to approximately 75% to 80% of original image dimensions) to fit cleanly within an 8 ½" x 11" finished duplexed sheet or 11" x 17" center-folded sheet, providing standard margins and clear clearance for edge-trimming and 3/8" three-hole punching without clipping any line numbers, page numbers, or text content.

xvii. Regular Legislative Session: The annual 120-calendar-day legislative session of the Colorado General Assembly convened pursuant to Article V, Section 7 of the Colorado Constitution, typically beginning on the second Wednesday in

January and adjourning sine die in May.

xviii. Same Legislative Day: An expedited turnaround timeline invoked at the discretion of the Chief Clerk of the House or Secretary of the Senate (or their designees), requiring the Offeror to process, print, bind, package, and deliver completed copies to designated Capitol entities within the same calendar or legislative working day as receipt, adhering to specific accelerated hourly deadlines communicated at the time of order.

xix. Secretary of the Senate: The chief administrative and parliamentary officer of the Colorado Senate, elected by the Senate membership pursuant to

Senate rules and statute, responsible for the custody of Senate records, floor proceedings, bill processing, printing schedules, and administrative management of the chamber. For purposes of this solicitation and any resulting contract, the Secretary of the Senate serves as the Senate's designated contracting authority with formal power to transmit electronic source files, establish or modify daily copy distribution counts, mandate expedited or same-legislative day delivery schedules, approve custom binding or packaging specifications, and inspect, accept, or reject delivered printed legislative materials on behalf of the Colorado Senate.

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xx. Supplemental Appropriations Bills: Legislation introduced during a legislative session to amend, adjust, or supplement funding levels previously enacted in the annual general appropriations act (the "Long Bill") for the current fiscal year, typically introduced in a package (traditionally totaling approximately 23 bills and around 400 original pages) concurrently with or shortly after the introduction of the Long Appropriations Bill. For purposes of this contract, supplemental appropriations bills consisting of more than 100 original pages are subject to copy count adjustments, binding specifications, and delivery schedules determined at the discretion of the Chief Clerk of the

House of Representatives or the Secretary of the Senate, or their designees.

Documents After Award

Prior to Contract execution, the awarded Offeror must provide the State with

Proof of Good Standing with the Colorado Secretary of State and an insurance certificate documenting coverage according to the State Sample Model Contract included as Exhibit C to this solicitation. Offerors do not need to submit these documents unless they are awarded this solicitation.

Incurring Costs

Offerors are solely responsible for all costs incurred as a result of responding to this solicitation, which may include, but is not limited to, meetings, presentations, or negotiations.

Confidentiality of Solicitation Process

i. Following the proposal submission deadline, individuals/entities may request from the Procurement Contact a list of the names of the responding Offerors.

All other information related to the solicitation process will remain confidential until award.

ii. Following the Notice of Intent to Award, all Offeror proposals will be open to public inspection with the exception of information determined by the State to be a trade secret or confidential or proprietary. Reference §24-72-200.1 et seq., C.R.S., as amended, Colorado Open Records Act.

Solicitation Cancellation and/or Rejection of Offeror Proposals

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i. In accordance with §24-103-301, C.R.S., and the related Procurement Rules, the State may cancel this solicitation, or any and all proposals 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 proposal(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.

ii. If the solicitation is cancelled after proposals are received, the proposals 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.

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.

Protested Solicitations and Award

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 proposal. The protest shall be submitted to the State Purchasing & Contracts Office Official within ten (10) 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. Protests should be submitted in writing via email to John

Chapman at john.chapman@state.co.us.

2. OFFEROR PROPOSAL INFORMATION

Proposal Submission Deadline

See the Schedule of Activities within the main body of this RFP.

General Information for the Proposal Response

i. Offerors are encouraged to review the solicitation and any related appendices

V02.2026 RFP- Appendix A- Administrative Information Page 9 of 13 and attachments in their entirety to assure understanding of and compliance with the requirements that may be included in these documents.

ii. A proposal should be thorough, but not exhaustive, and it should address the requirements set forth in this solicitation and should provide sufficient details to allow the Evaluation Committee to determine whether the proposal demonstrates an understanding of the State’s requirements and contracting terms and conditions; the ability to meet the State’s needs, including the experience and resources necessary to carry out the work; and costs that are reasonable and consistent with the industry.

iii. The Offeror’s proposal, all submitted attachments, and all deliverables resulting from this solicitation shall comply with the accessibility standards established pursuant to §§24-85-101 et seq., C.R.S., the State of Colorado

Accessibility Standards (8 CCR 1501-1), and Level AA of the Web Content

Accessibility Guidelines (WCAG) 2.1/2.2.

Timeliness of Proposal Submission

i. Proposals received after the submission deadline shall not be opened and shall be rejected as a late proposal, unless otherwise permitted by the

Procurement Official in accordance with Procurement Rule R-24-103-201-10.

ii. Responsibility for ensuring that an Offeror’s proposal is received on time rests with the Offeror. Reasonably foreseeable problems inherent in the delivery of proposal are not extraordinary circumstances permitting acceptance of late proposals.

Legally Binding Offer

An Offeror’s proposal submitted in response to this solicitation shall constitute a binding offer. The signature of the Offeror shall indicate acknowledgment of this condition. Signature shall be that of a person legally authorized to execute contractual obligations. The proposal, including pricing, shall allow for a minimum of 180 calendar days for acceptance by the State, unless otherwise specified in this solicitation. Reference Procurement Rule R-24-103-201-11(d).

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Offeror Proposal Content

The contents of the proposal of the awarded Offeror will become contractual obligations under the awarded Contract. Failure of the awarded Offeror to accept these obligations may result in cancellation of the award to that Offeror.

Certification of Independent Price Determination

By its signature on the cover page, the Offeror certifies that the prices and other terms in the proposal have been arrived at independently without any consultation, communication, agreement with, or knowledge of the contents of the proposal 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 catalogues 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 proposal for restricting competition. Reference §6-4-

101, C.R.S., et seq., (Colorado Antitrust Act of 1992) as amended.

Proposal Response Material Ownership

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

State.

Submission of Confidential or Proprietary Information

i. The State of Colorado is subject to the requirements of §24-72-200.1, C.R.S., et seq., Colorado Open Records Act.

ii. An Offeror may submit, as a part of its proposal, a written request for classification of certain portions of the proposal as a trade secret or other confidential or proprietary information. Material for which the Offeror is requesting confidentiality shall be readily identifiable and separated from other portions of the proposal to facilitate public inspection of the non-confidential portion of the proposal. Commingling of confidential and non-confidential information is not acceptable. Neither price information nor any information that will be included in a resulting Contract will be considered confidential.

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iii. The Offeror must include the rationale for any request to classify portions as a trade secret or confidential or proprietary, including references to the authority that allows for such treatment.

iv. In no event shall an entire proposal 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.

v. 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.

Modifications or Withdrawal of Proposals

An Offeror may modify or withdraw its proposal by written notice to the

Procurement Contact prior to the established proposal submission deadline.

Withdrawal of an Offeror’s proposal following the proposal submission deadline and prior to award, may be allowed, in the State’s discretion. Withdrawal of an

Offeror’s proposal after award is not allowed. Reference Procurement Rules R-24-

103-201-08 and R-24-103-201-09.

Mistakes and Minor Informalities in Offeror Proposals

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

24-103-201-08.

Modifications to State Contract

i. A State Sample Model Contract is included as Exhibit C to this solicitation.

ii. Offerors are instructed to review the attached draft Contract and submit any

V02.2026 RFP- Appendix A- Administrative Information Page 12 of 13 proposed modifications or redlines with their proposal. The decision to reject, accept, or further negotiate any requested changes will be at State’s discretion. If an Offeror normally seeks counsel on Contract terms, they are advised to do so before submitting a proposal in response to this solicitation.

iii. In the event an Offeror’s requested modifications violate State law, regulation, or policy, or would otherwise not be justifiable as being in the best interest of the State, the State may make a determination that an

Offeror’s proposal is no longer responsive and therefore ineligible for award.

Conflicts of Interest and Ethics

i. The Offeror must disclose in its proposal 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.

ii. 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 proposal 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.

iii. 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).

Service-Disabled Veteran Owned Small Businesses (SDVOSB)

SDVOSB Offerors must submit documentation of certification issued through the

U.S. Small Business Administration in their proposal. §24-103-905 C.R.S. sets a

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SDVOSB goal of at least 3% of all contracts by dollar value be awarded to SDVOSBs who must be incorporated or organized in Colorado, or they must maintain a place of business or have an office in Colorado and must be officially registered and verified as a SDVOSB by the United States Small Business Administration.

Performance Outside of Colorado or the United States

Awarded Offeror, per Section 24-102-206, C.R.S., prior to contracting shall disclose in a written statement whether it anticipates performing or subcontracting any services under the contract, where such subcontracted services will be performed under the contract, including any subcontracts, and whether any subcontracted services under the contract or any subcontracts are anticipated to be performed outside the United States or the state. If the prospective Offeror anticipates services under the contract or any subcontracts will be performed outside the United States or the state, the Offeror shall provide in its written statement a provision setting forth why it is necessary or advantageous to go outside the United States or the state to perform the contract or any subcontracts.

Vendor Assistance

Any Offeror needing support responding to solicitations may contact the Colorado

Supplier Diversity Navigator at the Statewide Equity Office of Supplier Diversity.

Services provided include assistance with responding to solicitations, interpretation of solicitation documents, technical assistance referrals, availability of resources, construction bond assistance through the Construction Statewide

Bond Assistance Program, 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.

https://urldefense.proofpoint.com/v2/url?u=https-3A__dhr.colorado.gov_statewide-2Dequity-2Doffice_supplier-2Ddiversity&d=DwMFaQ&c=sdnEM9SRGFuMt5z5w3AhsPNahmNicq64TgF1JwNR0cs&r=2K9kkYDPzg9W7wrnb9URPPzWuzXzmzc6oQUqmP_d9mA&m=UsSCoCc_Nnj_It7iTj2w9Xh-U0kW8zKwh7sIdTrgvW_OXQDDQG8CMBmOZsCmKo6l&s=AHk9LQL8xQKwtYW6AlMhIpKhc64M4gHnBm1wvGiKqhU&e= https://urldefense.proofpoint.com/v2/url?u=https-3A__dhr.colorado.gov_supplier-2Ddiversity_construction-2Dand-2Dbond-2Dassistance&d=DwMFaQ&c=sdnEM9SRGFuMt5z5w3AhsPNahmNicq64TgF1JwNR0cs&r=2K9kkYDPzg9W7wrnb9URPPzWuzXzmzc6oQUqmP_d9mA&m=UsSCoCc_Nnj_It7iTj2w9Xh-U0kW8zKwh7sIdTrgvW_OXQDDQG8CMBmOZsCmKo6l&s=zAjgTZu5BkDViYCi42ZSaaEFbnZ4EzaMtQulSrBPsw8&e= https://urldefense.proofpoint.com/v2/url?u=https-3A__dhr.colorado.gov_supplier-2Ddiversity_construction-2Dand-2Dbond-2Dassistance&d=DwMFaQ&c=sdnEM9SRGFuMt5z5w3AhsPNahmNicq64TgF1JwNR0cs&r=2K9kkYDPzg9W7wrnb9URPPzWuzXzmzc6oQUqmP_d9mA&m=UsSCoCc_Nnj_It7iTj2w9Xh-U0kW8zKwh7sIdTrgvW_OXQDDQG8CMBmOZsCmKo6l&s=zAjgTZu5BkDViYCi42ZSaaEFbnZ4EzaMtQulSrBPsw8&e= https://urldefense.proofpoint.com/v2/url?u=https-3A__dhr.colorado.gov_supplier-2Ddiversity_colorado-2Dsupplier-2Ddiversity-2Ddirectory&d=DwMFaQ&c=sdnEM9SRGFuMt5z5w3AhsPNahmNicq64TgF1JwNR0cs&r=2K9kkYDPzg9W7wrnb9URPPzWuzXzmzc6oQUqmP_d9mA&m=lJCgtcQ4bpjUYTb-DL2vTiTtjs5tP9GdjxCxohJukG4cRYarpnnyVjmEkozBFRPl&s=nq-3ZxXvzK0CyjE_Sukw4DfkzHfxneqrfzbnzxsO-hw&e= mailto:DPA_SupplierDiversityHelp@state.co.us