RRCC 27-02-DQ Snow Removal Arvada Campus.pdf

Version 06.2026

Documented Quote

RRCC 27-02-DQ

Snow Removal for Parking Lots at Arvada Campus

September 1, 2026

Documented Quote Summary Sheet

The information found in this summary sheet is for reference purposes only. Vendors or other interested parties are cautioned to review the solicitation, including any later amendments, in its entirety and contact the listed Point of Contact with any questions.

1. POINT OF CONTACT

Lynn Beltran, Director of Purchasing – Lynn.Beltran@rrcc.edu

2. IMPORTANT DATES:

A. Publication Date- September 1, 2026

B. Quote Submission Deadline- September 10, 2026, 12:00 p.m.

3. OVERVIEW AND GOALS:

A. The selected vendor will provide a safe and secure environment for students, faculty, and staff, ensuring ongoing campus operations and services.

4. REQUIREMENTS:

A. Vendor insurance.

B. As per Section 2. Requirements C. Mandatory Requirements:

i. Provide length of time your company has been in the snowplowing business.

RRCC requires at least three (3) years prior experience.

ii. Provide a list of all current vehicles and equipment that will be used to fulfill service requirements – must include vehicle make and model, and year of equipment.

iii. Provide a minimum of two (2) references within the last two (2) years where work has been performed with similar size and scope. Details need to include company name, contact person, contact person’s title, contact person’s phone number, contact person’s email address, and the dates services were provided.

5. REQUESTED QUOTE FORMAT:

A. Vendors are to complete, sign and email the attached Vendor Response and Price

Sheet along with a current W9.

mailto:Lynn.Beltran@rrcc.edu

6. QUOTE SUBMISSION INSTRUCTIONS:

B. Respondents shall submit Quotes via email to the Procurement Point of Contact identified above. The Quote submission email should include the subject line

“Quote submission from (Insert Respondent Name) for RRCC 27-02-DQ, Snow

Removal for Parking Lots at Arvada Campus.

C. Ensure all requested attachments and requirements are included.

D. A Quote received after the submission deadline may, at the sole discretion of the

State, be rejected without further consideration.

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TABLE OF CONTENTS

TABLE OF CONTENTS

1. SOLICITATION INFORMATION

A. Introduction

B. Background, Overview and Goals

C. Anticipated Term

D. Schedule of Activities

E. Procurement Point of Contact

2. REQUIREMENTS

A. Accessibility Requirements

B. Insurance Requirements

C. Mandatory/Minimum Requirements

3. SCOPE OF WORK/SPECIFICATIONS

4. QUOTE SUBMISSION INFORMATION

A. Email Quote Submission Instructions

B. Timeliness of Quote Submission

C. Quote Format and Content

D. Pricing

5. AWARD

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

B. Negotiations

C. Single Quote

D. Notice of Award

E. Documents After Award

6. GENERAL ADMINISTRATIVE INFORMATION

A. Colorado Vendor Self Service

B. Modifications and/or Supplemental Information to the Solicitation

C. Solicitation Cancellation and/or Rejection of Quotes

D. Modifications or Withdrawal of Quotes

E. Mistake and Minor Informalities in Respondent Quotes

F. News Releases and Announcements

G. Not a Legally Binding Offer

H. Respondent Quote Content

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I. Quote Response Material Ownership

J. Certification of Independent Price Determination

K. Submission of Confidential or Proprietary Information

L. Purchase Order

M. Ethics and Conflicts of Interest

N. Protested Solicitations and Awards

O. Performance Outside of Colorado

P. Service Disabled Veteran Owned Small Businesses (SDVOSB) (ref. §24-103-905, C.R.S., et seq

Q. Vendor Assistance

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1. SOLICITATION INFORMATION

A. Introduction

On behalf of the State of Colorado, Red Rocks Community College (RRCC) is issuing this Documented Quote for snow removal for parking lots at the Arvada Campus and on-call for the Lakewood Campus as-needed.

B. Background, Overview and Goals

RRCC is a public community college in Colorado, founded in 1969, with campuses in Lakewood and Arvada. RRCC provides affordable, career-focused education through degree, certificate, and transfer programs that support students in achieving their academic, career, and personal goals.

The selected vendor will help support this mission by providing a safe, secure, and welcoming environment that enables students, faculty, and staff to focus on learning and success.

C. Anticipated Term

i. The anticipated term of the Purchase Order resulting from the award of this solicitation is October 1, 2026.

ii. The State is not responsible for any goods delivered or services performed by the awarded Respondent without a State issued Purchase Order.

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.

a. The date of publication for this solicitation on Colorado VSS is

September 1, 2026.

b. All quotes must be submitted in the method described below no later than 12:00 p.m. and September 10, 2026.

c. The estimated date for award selection and notification is September

14, 2026.

d. The desired Purchase Order start date is October 1, 2026.

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E. Procurement Point of Contact

i. The State’s sole point of contact for this solicitation is Lynn Beltran, Director of Purchasing, who may be reached via email at lynn.beltran@rrcc.edu.

2. REQUIREMENTS

A. Accessibility Requirements

i. 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 Respondent will be required to submit a certificate(s) of insurance on the standard Accord form evidencing insurance coverage as required by the

Insurance provision in the Purchase Order Terms and Conditions, available online at https://www.colorado.gov/pacific/osc/purchase-order-terms-conditions, prior to execution of a Purchase Order.

C. Mandatory Requirements

i. Provide length of time your company has been in the snowplowing business.

RRCC requires at least three (3) years prior experience.

ii. Provide a list of all current vehicles and equipment that will be used to fulfill service requirements – must include vehicle make and model, and year of equipment.

iii. Provide a minimum of two (2) references within the last two (2) years where work has been performed with similar size and scope. Details need to include company name, contact person, contact person’s title, contact person’s phone number, contact person’s email address, and the dates services were provided.

mailto:lynn.beltran@rrcc.edu https://www.colorado.gov/pacific/osc/purchase-order-terms-conditions

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3. SCOPE OF WORK/SPECIFICATIONS

i. Arvada Campus Location (#1-5 on Arvada Campus Map):

10280 West 55th Avenue and 5400 Miller Street, Arvada, CO 80002

Future Arvada Campus Location (#6 on Arvada Campus Map):

5335 North Miller Street, Wheat Ridge, CO 80033

Arvada Campus Map:

ii. Term:

The service agreement anticipated start date is October 1, 2026, for a period of one (1) year with the option to renew for four (4) additional years.

iii. Service:

Contractor shall provide snow plowing, anti-icing and/or de-icing at the property addresses by 7:00 a.m. the day following any snowfall or storm.

Snow plowing services will commence when snowfall accumulation has reached a minimum depth of two (2) inches of snow. Anti-icing and/or de-icing services will commence when, in the sole judgment of the Contractor, conditions are such that anti-icing or de-icing services are required.

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When snow accumulation is continuous, snow removal operations will be initiated when, in the judgment of the contractor, conditions are such that removal operations are required. Snow accumulation will be considered “continuous” when, in the exercise of reasonable judgment and based upon weather reporting, contractor has reason to anticipate that at least two (2) inches of snow will accumulate at the property within six (6) hours after snow plowing services have been provided.

RRCC is requesting that the contractor be in position to be on-call for our Lakewood Campus located at 13300 West 6th Avenue, Lakewood, CO 80228 as needed.

RRCC will request a pre-season and post-season meeting to discuss existing conditions and staging of plowed snow.

Services must be available as follows:

• 24 hours a day, 7 days a week service

• All snow cleared by 7:00 a.m.

• Must have 24-hour radio or cell phone communication available and be able to contact supervisor at any time

• RRCC will contact contractor if and when services are required for

Lakewood Campus.

iv. Projected Equipment:

Plow:

7.5’ Snow Plow (Truck)

9’ Snow Plow plus Wings (Truck)

12’ Snow Plow (Single Axle Truck)

Skid Steer with Plow

Equipment:

Sander Granular Deicer spreader truck

Dry Material Distributor Truck

*Chemical:

Ice Slicer Granular deicer for parking lot *Please include Material Safety Data Sheet (MSDS) for all chemicals.

4. QUOTE SUBMISSION INFORMATION

A. Email Quote Submission Instructions

i. Respondents shall submit Quotes via email to the Procurement Point of

Contact identified above. The Quote submission email should include the

Version 02.2026 Documented Quote Page 7 of 13 subject line “Quote submission from (Insert Respondent Name) for RRCC 27-

02-DQ, Snow Removal for Parking Lots at Arvada Campus.

ii. Quotes should be included as one or more attachments of commonly accessible file types.

B. Timeliness of Quote Submission

i. A Quote received after the submission deadline may, at the sole discretion of the State, be rejected without further consideration.

C. Quote Format and Content

i. Vendors are to complete, sign and email the attached Vendor Response and

Price Sheet along with a current W9 to the Procurement Point of Contact.

ii. Vendors are to submit mandatory requirements from Section 2.

Requirements, C. Mandatory Requirements.

D. Pricing

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

Order.

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

iii. All quotes shall be exclusive of any Federal or State taxes from which the College is exempt. Tax exemption certificates are issued upon request.

5. AWARD

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

i. This solicitation and the resulting Contract(s) or Purchase Order(s) will be awarded to the responsible Respondent(s) 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, and lead time for delivery.

ii. “Acceptable” means that the goods or services submitted in the Respondent’s

Quote will meet the state’s needs, and that the price is fair and reasonable.

The determination of whether a Respondent’s Quote is acceptable is solely within the State’s discretion.

B. Negotiations

The State may negotiate with any Respondent to clarify the Respondent’s Quote or

Version 02.2026 Documented Quote Page 8 of 13 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 Respondent if the procurement official finds that the price submitted is fair and reasonable and that other prospective Respondents 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 the intent to award will be announced on Colorado VSS.

E. Documents After Award

Prior to Purchase Order execution, the awarded Respondent must provide the

State with proof of Good Standing with the Colorado Secretary of State and an insurance certificate documenting coverage as required by the Purchase Order.

6. GENERAL ADMINISTRATIVE INFORMATION

A. 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.

a. Vendors 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. Vendors are encouraged but not required to register prior to or at the time they submit their response.

The State also recommends that interested vendors check Colorado VSS on a regular basis throughout this solicitation process.

B. 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 http://www.colorado.gov/vss

Version 02.2026 Documented Quote Page 9 of 13 published on Colorado VSS in the event that it becomes necessary to revise any part of this solicitation.

ii. It is the Respondent’s sole responsibility to check Colorado VSS on a regular basis, prior to the Quote submission deadline, as this is the primary means for communicating any clarifications or changes to solicitation content, timeline and/or requirements.

C. Solicitation Cancellation and/or Rejection of Quotes

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 Quotes may be rejected in whole or in part, without penalty, at any time before a Contract or purchase order 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 Quote(s) shall remain confidential for the lesser of six months or until a Contract or purchase order is awarded by the State. Reference

Procurement Rule R-24-101-401-05.

ii. If the solicitation is canceled after Quotes are received, the Quotes that have been opened shall be retained in the procurement record, or if unopened, they will be disposed of, or returned to the Respondent upon request at the

Respondents’ expense.

D. Modifications or Withdrawal of Quotes

A Respondent may modify or withdraw its Quote by written notice to the

Procurement Contact prior to the established Quote submission deadline.

Withdrawal of a Respondent’s Quote following the Quote submission deadline and prior to award, may be allowed, in the State’s discretion. Withdrawal of a

Respondent’s Quote after award is not allowed. Reference Procurement Rules R-

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

E. Mistake and Minor Informalities in Respondent Quotes

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

24-103-201-08.

F. News Releases and Announcements

Respondents shall not issue any news releases, communications or announcements

Version 02.2026 Documented Quote Page 10 of 13 of any kind pertaining to this solicitation, without prior written approval by the

State.

G. 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).

H. Respondent Quote Content

The contents of the Quote of the awarded Respondent and any modifications to the Quote negotiated by the State included in the resulting Contract or Purchase

Order will become contractual obligations. Failure of the awarded Respondent to accept these obligations may result in cancellation of the award to that

Respondent.

I. Quote Response Material Ownership

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

State.

J. Certification of Independent Price Determination

By submitting a Quote, the Respondent certifies that the prices and other terms in the Quote have been arrived at independently without any consultation, communication, agreement with, or knowledge of the contents of the Quote by any other competing Respondent. 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 Respondents. No attempt has been made or will be made by the Respondent to induce any other person or firm to submit or not to submit a Quote for restricting competition. Reference §6-4-101, C.R.S., et seq., (Colorado Antitrust Act of 1992) as amended.

K. 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. A Respondent may submit, as a part of its Quote, a written request for classification of certain portions of the Quote as a trade secret or other confidential or proprietary information. Material for which the Respondent is

Version 02.2026 Documented Quote Page 11 of 13 requesting confidentiality shall be readily identifiable and separated from other portions of the Quote to facilitate public inspection of the non-confidential portion of the Quote. Commingling of confidential and non-confidential information is not acceptable. Neither price information nor any information that will be included in a resulting Contract or purchase order will be considered confidential.

iii. The Respondent 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. A complete redacted Quote response should also be included along with an unredacted Quote and confidentiality justification.

v. In no event shall an entire Quote be classified as confidential. The

Procurement Official or his or her designee shall determine if the information identified in the Respondent’s request is exempt from disclosure in accordance with §24-72-204, C.R.S., and shall inform the Respondent in writing of his or her determination. If the Respondent does not agree with the determination, the Respondent 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.

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

L. Purchase Order

i. The State Purchase Order terms and conditions can be found online at https://osc.colorado.gov/spco/central-contracts-unit/purchase-order-terms-conditions.

No alternate Terms and Conditions will be accepted.

ii. The college does not pre-pay or provide payment prior to receiving goods or services.

https://osc.colorado.gov/spco/central-contracts-unit/purchase-order-terms-conditions https://osc.colorado.gov/spco/central-contracts-unit/purchase-order-terms-conditions

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M. Ethics and Conflicts of Interest

i. The Respondent must disclose in its Quote 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 Respondent regarding the solicitation or its subject matter.

ii. The Respondent acknowledges that even the appearance of a conflict of interest may be harmful to the State’s interests. The Respondent shall disclose in its Quote 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 Respondent, the

Contract or Purchase Order 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).

N. 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 Quote. “Material issue” means a nontrivial defect in the solicitation or award that would prejudice the outcome of the procurement. The presence of multiple nonmaterial issues in a solicitation or award does not constitute a material issue unless the aggrieved party can establish that those nonmaterial issues together would prejudice the outcome of the procurement.” The protest shall be submitted to the Red Rocks Community

College 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.

Protests should be submitted via email to lynn.beltran@rrcc.edu.

mailto:lynn.beltran@rrcc.edu

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O. Performance Outside of Colorado

Awarded Respondent, 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 vendor anticipates services under the contract or any subcontracts will be performed outside the United States or the state, the vendor 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.

P. Service Disabled Veteran Owned Small Businesses (SDVOSB) (ref. §24-103-905, C.R.S., et seq

i. SDVOSB Respondents must submit documentation of certification issued through the U.S. Small Business Administration in their Quote. §24-103-905

C.R.S. sets a 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.

Q. 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.

https://dhr.colorado.gov/sd https://dhr.colorado.gov/sd https://dhr.colorado.gov/supplier-diversity/colorado-supplier-diversity-directory mailto:DPA_SupplierDiversityHelp@state.co.us