State of Colorado

General Assembly

Request for Proposals

RFP-MAAA-NK-26-001

Printing Services

Release Date: October 29, 2026

Close Date: November 16, 2026 @ 12:00 PM MT

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TABLE OF CONTENTS

1. INTRODUCTION

A. GENERAL INFORMATION

B. BACKGROUND

C. OVERVIEW AND GOALS

D. SOLE POINT OF CONTACT

E. SCHEDULE OF ACTIVITIES

F. START DATE

G. BUDGET

H. ANTICIPATED CONTRACT TERM

2. OFFEROR’S EXPERIENCE AND TECHNICAL CAPABILITIES

A. REFER TO ATTACHMENT 1 – EQUIPMENT & CAPABILITY SPECIFICATIONS

B. REFER TO ATTACHMENT 2 – EQUIPMENT MAINTENANCE ASSURANCE & SLA FORM

C. REFER TO EXHIBIT B – LEGISLATIVE INFORMATION AND DEADLINES

D. REFER TO EXHIBIT D – LEGISLATIVE DISTRIBUTION LIST

E. REFER TO EXHIBIT E – SAMPLE LEGISLATIVE DELIVERABLE SCHEDULE

3. REQUIREMENTS

A. ACCESSIBILITY REQUIREMENTS

B. INSURANCE REQUIREMENTS

C. MANDATORY REQUIREMENTS

4. SCOPE OF WORK AND DELIVERABLES

5. REQUESTED PROPOSAL FORMAT

A. ADMINISTRATIVE DOCUMENTS

B. OFFEROR’S EXPERIENCE AND TECHNICAL CAPABILITIES

C. ACCESSIBILITY REQUIREMENTS

D. COST PROPOSAL

6. PROPOSAL SUBMISSION INSTRUCTIONS

7. EVALUATION METHODOLOGY

A. EVALUATION PROCESS

B. EVALUATION COMMITTEE

C. PROPOSAL EVALUATION CRITERIA

D. DEMONSTRATIONS AND DISCUSSIONS

E. SINGLE PROPOSAL

F. AWARD

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1. INTRODUCTION

A. General Information

On behalf of the state of Colorado, the House of Representatives and the Senate of the Colorado General Assembly (collectively, the “General Assembly”) are seeking proposals from qualified Offerors to provide Class 1 Printing Services, pursuant to

C.R.S. 24-70-203, for the 2027 and 2028 legislative sessions. The resulting Contract will include an option, exercisable by the General Assembly, to extend the term for

Class 1 Printing Services to cover the 2029 and 2030 legislative sessions.

B. Background

The General Assembly has historically relied on external printing services across successive biennial cycles and extraordinary sessions to sustain the core functions of the legislative process. Conducting daily legislative business in both the House of

Representatives and the Senate requires timely access to physical legislative documents, including bills, concurrent resolutions, daily calendars, and daily journals.

Given that legislative calendars involve strict introduction deadlines, unpredictable floor debates that frequently extend late into the night or early morning, and sessions held on weekends and legal holidays, obtaining prompt, high-volume document duplication has been an ongoing operational necessity for the General Assembly.

C. Overview and Goals

The primary intent of this Scope of Work is to contract a qualified Offeror to provide rapid-turnaround, high-precision duplication, collation, and delivery of official legislative materials for the 2027–2028 biennium, with potential continuity through

2030. The awarded Offeror shall be responsible for producing exact-format reproductions of bills, concurrent resolutions, House and Senate daily calendars, and daily journals on specified recycled paper stocks. The principal goal is to guarantee reliable overnight delivery by 6:30 a.m. on each legislative day — including expedited same-day turnarounds and overnight production when floor sessions adjourn late — ensuring that legislators, staff, and the public have the required printed documents before session convenes.

D. Sole Point of Contact

i. The State’s sole point of contact for this solicitation is Nikki Kalen, State

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Procurement Administrator, who may be reached via email at nikki.kalen@state.co.us.

ii. 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 Offeror disqualification.

E. 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 considered in Mountain

Time (MT), as adjusted for daylight savings.

ii. The date of publication for this solicitation on Colorado VSS is October 29, 2026.

a. Written inquiries must be submitted to nikki.kalen@state.co.us no later than 11:00 AM on November 3, 2026.

b. The estimated date for the State’s responses to Offerors’ written inquiries to be published on Colorado VSS is by 11:00 AM on November 5, 2026.

c. All proposals must be submitted in the method described below no later than 12:00 PM on November 16, 2026.

d. The estimated date for the publication of an Intent to Award on Colorado

VSS is December 9, 2026.

F. Start Date

The desired Contract start date is January 1, 2027.

G. Budget

The anticipated budget for these services shall not exceed the following:

i. January 2027 – June 2027: $141,000.00.

ii. July 2027 – June 2028: $179,500.00.

iii. July 2028 – June 2030: $359,000.00 (the amount per calendar year will be determined during Contract negotiations with the awarded Offeror).

mailto:nikki.kalen@state.co.us

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H. Anticipated Contract Term

i. The initial term of the awarded Contract is anticipated to begin on January 1, 2027, and end on December 31, 2028.

ii. The State may extend the Contract beyond the initial term in accordance with the Colorado Procurement Code, and in the event that the State determines an extension is necessary.

2. OFFEROR’S EXPERIENCE AND TECHNICAL CAPABILITIES

A. Refer to Attachment 1 – Equipment & Capability Specifications.

B. Refer to Attachment 2 – Equipment Maintenance Assurance & SLA Form.

C. Refer to Exhibit B – Legislative Information and Deadlines.

D. Refer to Exhibit D – Legislative Distribution List.

E. Refer to Exhibit E – Sample Legislative Deliverable Schedule.

3. REQUIREMENTS

A. 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 §24-85-103 (2.5), C.R.S. and 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, at minimum, the types and amounts of insurance as required by the Insurance provision in the Contract or Purchase Order Terms and

Conditions, included in this solicitation as an attachment, prior to execution of the

Contract.

C. Mandatory Requirements

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i. Demonstrated Government Sector Experience: Offeror must possess a minimum of five (5) consecutive years of experience delivering high-volume, deadline-critical document production and printing services to public-sector or governmental entities comparable in scale, sensitivity, and turnaround requirements.

ii. Local Facility & Direct Delivery Capability: Offeror must maintain an established, fully operational production facility within the Denver, Colorado

Metropolitan Area. This facility must provide the dedicated logistics infrastructure and personnel required to perform same-day, secure hand-delivery of printed legislative materials directly to designated personnel at the

Colorado State Capitol building to satisfy all statutory, legislative, or administrative deadlines.

iii. Digital File Ingestion & Preflight Capabilities: Offeror must possess the technical infrastructure, software, and preflight systems required to reliably ingest, process, verify, and output high-resolution digital print files transmitted in standard PDF format (including PDF/X print-ready standards) without file degradation, text reflow, or formatting loss.

4. SCOPE OF WORK AND DELIVERABLES

A. Refer to Exhibit A – Scope of Work.

B. Offeror must commit to daily in-person availability with flexibility to work extended evening hours, weekends, or holidays based on the legislative schedule, throughout the regular 120-day legislative session (typically convening in January and concluding in May). Offeror must also commit to daily in-person availability with flexibility to work extended evening hours, weekends, or holidays based on a special legislative schedule (special legislative sessions are not guaranteed and may happen at any time in the months of June through December). Discretionary leave cannot be accommodated during the legislative session.

C. This Scope of Work describes the deliverables sought through this RFP and the scope of what the awarded Offeror will be expected to offer through the contract resulting from this RFP. The Scope of Work is intended to provide interested Offerors with sufficient basic information to submit a proposal. It is not intended to limit a

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5. REQUESTED PROPOSAL FORMAT

Proposals must include the following:

A. Administrative Documents

B. Offeror’s Experience and Technical Capabilities

i. Offeror Response - Offeror shall complete and submit Attachment 1 –

Equipment & Capability Specifications.

ii. Offeror Response - Offeror shall complete and submit Attachment 2 –

Equipment Maintenance Assurance & SLA Form.

iii. Offeror Response - Offeror shall indicate how they will meet the requirements outlined in Exhibit A.

iv. Offeror Response - Offeror shall indicate their ability to meet the requirements in Section 4.B of this RFP.

v. Offeror Response - Offeror shall indicate how they will meet the requirements outlined in Exhibit B – Legislative Information and Deadlines.

vi. Offeror Response - Offeror shall indicate their compliance with delivery locations and quantities outlined in Exhibit D – Legislative Distribution List.

vii. Offeror Response - Offeror shall indicate how they will meet the expected requirements outlined in Exhibit E – Sample Legislative Deliverable Schedule.

C. Accessibility Requirements

i. Production & PDF Remediation Workflow - Offeror shall describe its specific workflow and quality assurance tools (e.g., Adobe Acrobat Pro, PAC checker) used to ensure all digital bill files and deliverables comply with WCAG 2.1

Level AA and PDF/UA standards (including structural XML tagging, logical reading order, alt text for non-text content, and color contrast).

ii. Verification & Accessibility Conformance Report (ACR/VPAT) - Offeror shall provide an Accessibility Conformance Report (ACR) based on VPAT Version

2.4/2.5 (WCAG Edition) for any web-based submission/proofing portal, along with a certified preflight audit report demonstrating that their sample output

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D. Cost Proposal

Offeror Response - Offeror shall complete Attachment 3 – Printing Services Cost

Worksheet.

6. PROPOSAL SUBMISSION INSTRUCTIONS

A. Submit your Proposal by 12:00 PM MT on November 16, 2026, by sending an email to

RFP_MAA.9zm3ae8bhyig0hhr@u.box.com attaching your Proposal as a zip file.

Please note the following:

1. The subject line and the body of the email are not uploaded into the online submission application. Only email attachments are uploaded.

Should any Offeror wish to ask a question or make a comment regarding the Solicitation, Offerors should send a separate email to nikki.kalen@state.co.us.

2. Offerors should submit one zip file that contains all required Proposal submission documents. The documents must be segregated into folders per the instructions below. The zip file name should include the following title: RFP-MAAA-NK-26-001 and include the Offeror’s name.

3. The Solicitation submission application typically uploads Proposals within five minutes. Offerors are advised to submit Proposals no later than two hours prior to the Solicitation deadline to ensure the Proposal has been received.

4. The application sends an email confirmation if the Proposal was uploaded correctly.

5. Please do not encrypt your email. The e-submission program automatically encrypts attachments, and any additional encryption may result in failure to upload the Proposal.

6. The Solicitation submission application is only for Proposal submission. All inquiries, questions, comments, or concerns should be submitted to the point of contact via email and not through the Solicitation submission application. In addition, Offeror’s should not carbon copy (cc) the RFP

V42225 Request for Proposals Page 8 of 11 point of contact, or anyone else.

B. Proposals shall be labeled and submitted as follows:

• Folder 1: Administrative Documents. Offerors must complete and submit the following documents:

o Offeror Response Signature Page (Attachment 4) o Proposal Checklist (Attachment 5) o Mandatory Requirements Checklist (Attachment 6) o W-9 (Attachment 7) o State Model Contract Affirmation (Attachment 8)

• Folder 2: Offeror’s Experience and Technical Capabilities. Offerors must submit the following documents and respond to the following questions:

o Attachment 1 – Equipment & Capability Specifications o Attachment 2 – Equipment Maintenance Assurance & SLA Form o Response to Section 5.B.iii.

o Response to Section 5.B.iv.

o Response to Section 5.B.v.

o Response to Section 5.B.vi.

o Response to Section 5.B.vii.

Note: Please use Microsoft Word, Times New Roman Font, 12 pt, numbered pages, and 1.5-line spacing. No page limit.

• Folder 3: Accessibility Requirements. Offerors must submit a response to Section 5.C of the RFP.

Note: Please use Microsoft Word, Times New Roman Font, 12 pt, numbered pages, and 1.5-line spacing. No page limit.

• Folder 4: Cost Proposal. Offerors must complete and submit

Attachment 3 – Printing Services Cost Worksheet.

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Note: Please do not transfer the cost elements to a different type of document – only use the Excel document provided.

7. EVALUATION METHODOLOGY

A. Evaluation Process

A comprehensive, thorough, complete and impartial evaluation of each proposal received will be conducted in accordance with §24-103-203(7), C.R.S, which states, “The award shall be made to the responsible Offeror whose proposal is determined in writing to be the most advantageous to the state, taking into consideration the price and evaluation factors set forth in the request for proposal.”

B. Evaluation Committee

i. An Evaluation Committee will be established utilizing measures to ensure the integrity of the evaluation process. These measures include the following:

a. Selecting committee members who do not have a conflict of interest regarding this solicitation.

b. Facilitating an independent review of proposals.

c. Requiring the evaluation of the proposals to be based strictly on the content of the proposals.

d. Ensuring the fair and impartial treatment of all Offerors.

ii. The objective of the Evaluation Committee is to conduct reviews of the proposals that have been submitted, to hold frank and detailed discussions among themselves, and to recommend an Offeror for award.

C. Proposal Evaluation Criteria

i. The State will evaluate proposals 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

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Contract resulting from this solicitation.

ii. Proposals will be evaluated by the Evaluation Committee using the evaluation criteria listed below. The evaluators will consider whether the Scope of Work requirements in the solicitation have been addressed, and they will review the capabilities of the Offeror, as well as the quality of the approach proposed, the price, and any other aspect determined relevant to the evaluation criteria.

iii. The evaluation criteria to be used in evaluating the proposals are as follows

(and are listed in no particular order):

a. Experience and Technical Capabilities;

b. Accessibility Requirements; and

c. Deliverables Cost.

D. Demonstrations and Discussions

i. The Evaluation Committee may, if it is necessary, request clarifications, conduct discussions or oral presentations, or request best and final offers. Per

R-24-103-203-03, discussions may be held with responsible Offerors whose proposals are determined to be reasonably susceptible to be selected for award to:

a. Promote understanding of the state’s requirements and the Offerors’ proposals; and

b. Facilitate a contract that will be most advantageous to the state taking into consideration price and the other evaluation factors set forth in the request for proposals.

ii. The Evaluation Committee may adjust its scoring based on the results of such activities. However, proposals may be reviewed and determinations made without such activities. Offerors should be aware that the opportunity for further explanation might not exist; therefore, Offerors should ensure that their submission is complete, and are encouraged to submit their best possible proposal, including pricing.

E. Single Proposal

If only one proposal is received in response to a solicitation, an award may be made

V42225 Request for Proposals Page 11 of 11 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. Reference Procurement Rule R-24-103-201-02(d).

F. Award

i. A Notice of Intent to Award will be published on Colorado VSS.

ii. The award determination is ultimately a business decision that will reflect an integrated assessment of the relative merits of the proposals received, using the factors set forth in this solicitation. The State intends to award Contract(s) to the Offeror(s) whose proposal(s), conforming to the solicitation, will be most advantageous to the State, price and other factors considered.