Fresh Eggs - Request for Quote

DQ CAAA 20260003 35Documented Quote State of Colorado Colorado Department of Corrections DQ CAAA 20260003 35 CDOC Warehouse Fresh Eggs February 27, 2026 Sole Point of Contact for this Solicitation is: Melissa Rothmeier – Purchasing Agent III (doc_purchasing@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. DQ 20260003 35 Warehouse Fresh Eggs Page 1 of 7 TABLE OF CONTENTS TABLE OF CONTENTS ................................ ................................ ................. 1 1. SOLICITATION INFORMATION ................................ .............................. 2 A. Introduction ................................ ................................ .................... 2 B. Background, Overview and Goals ................................ ............................. 2 C. Anticipated Term ................................ ................................ ............... 2 D. Schedule of Activities ................................ ................................ .......... 2 E. Procurement Point of Contact ................................ ................................ .. 3 F. Respondent Inquiries ................................ ................................ ........... 3 2. REQUIREMENTS ................................ ................................ ................ 3 A. Accessibility Requirements ................................ ................................ .... 3 B. Insurance Requirements ................................ ................................ ........ 3 3. SCOPE OF WORK/SPECIFICATIONS ................................ ......................... 4 A. Delivery and Specifications ................................ ................................ .... 4 B. Product Approval and Samples ................................ ................................ 4 4. QUOTE SUBMISSION INFORMATION ................................ ....................... 5 A. Quote Submission Instructions ................................ ................................ 5 B. Timeliness of Quote Submission ................................ .............................. 5 C. Quote Format and Content ................................ ................................ ..... 6 D. Pricing ................................ ................................ .......................... 6 5. AWARD ................................ ................................ .......................... 6 A. Basis for Award (See Procurement Rule R -24-103-204-01) ................................ .. 6 B. Negotiations ................................ ................................ .................... 7 C. Single Quote ................................ ................................ .................... 7 D. Notice of Award ................................ ................................ ................ 7 E. Documents After Award ................................ ................................ ....... 7 DQ 20260003 35 Warehouse Fresh Eggs Page 2 of 7 1. SOLICITATION INFORMATION A. Introduction On behalf of the State of Colorado, Colorado Department of Corrections is issuing this Documented Quote for Fresh Eggs, DQ CAAA 2026000335 CDOC Fresh Egg Order . 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 i. The anticipated term of the Purchase Order resulting from the award of this solicitation will be for the ordere d qua ntitates delivered to the locations on the specified week, after the date of Award. 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 and BidNet Direct.com//cdoc is February 27, 2026. b. Written inquiries must be submitted through BidNetDirect.com//cdoc no later than March 5, 2026, 10:00 a.m . Please see additional details below in section F. i. –v. c. The estimated date for the State’s responses to vendors’ written inquires to be published on Colorado VSS and BidNetDirect.com//cdoc in a timely manner. d. All quotes must be submitted in the method described below no later than March 5, 2026 ,1:00 p.m . e. The estimated date for award selection and notification is March5, 2026 ,2:00 p.m. DQ 20260003 35 Warehouse Fresh Eggs Page 3 of 7 f. The desired Purchase Order start date is March 5, 2026, 3:00 p.m. E. Procurement Point of Contact i. The State’s sole point of contact for this solicitation is Melissa Rothmeier , Purchasing Agent III, who may be reached via email at doc_purchasing@state.co.us. F. Respondent Inquiries i. Respondents may submit written inquires via BidNetDirect.com//cdoc concerning this solicitation to obtain clarifications. ii. The State, in its sole discretion, may or may not accept inquires received after the date and time indicated on the Schedule of Activities. iii. All Inquiries should be clearly marked with the solicitation number and title. Where appropriate, inquiries should include references to any relevant Section and paragraph of the solicitation. iv. List each question separately. v. Responses to Respondent inquires will be published on Colorado VSS and BidNetDirect.com//cdoc collectively, as an amendment to the solicitation. Respondents 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 Contac t. 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 evidencing DQ 20260003 35 Warehouse Fresh Eggs Page 4 of 7 insurance coverage for the types and amounts of insurance as required by the Insurance provision in the Purchase Order Terms and Conditions, included in this solicitation as Exhibit F , prior to execution of the Purchase Order. 3. SCOPE OF WORK/SPECIFICATIONS A. Delivery and Specifications i. Fresh Egg s Specification s: Brown or White, Fresh, U.S. Grade A, medium or large loose pack, 15 or 30 dozen per case. USDA Inspected, Stamped & Dated NOT more than 17 days prior to Delivery to CDOC Warehouse. ii. Eggs shall be delivered NOT more than 45 degrees Fahrenheit. iii. Each Vendor is to provide unit cost and extended cost on all items bid. All food products shall be properly labeled as to identity and originate. iv. All Fresh Egg products must be shipped in appropriate transport containers to each of the Warehouse(s) in quantities listed on Exhibit D to Warehouse(s) below on or before March 13, 2026. Buena Vista Correctio nal Complex (BVCC) Highway 285, Buena Vista, CO 81211 Central Warehouse (CCCW) 57500 East Highway 50 and Evans Road, Canon City, CO 81212 The item(s) awarded will be the item(s) expected to be delivered. v. All commodities listed must be date coded and must meet the current United States Standards published by the United States Department of Agriculture for the grades requested. vi. All items are to be F.O.B. Destination; Pricing will be considered all inclusive, no additional shipping, surcharges, or taxes will be paid. Vendors should take shipping costs into consideration when submitting a bid response to this solicitation. B. Product Approval and Samples i. All product Brands and Nutritional Specifications must be approved for use prior to Award ; product brand names, nutritionals, and specifications must be included with DQ 20260003 35 Warehouse Fresh Eggs Page 5 of 7 proposal documents if not previously approved by CDOC authorized staff. Specification s and Nutritionals the require review are sent to: doc_purchasing@state.co.us ii. Vendors may be expected to provide a sample upon request only . If samples are requested, vendors are required to send them immediately in order to be eligible for future award(s). Vendors wi ll be notified by email when/if samples, specifications and nutritionals have been approved. iii. Requested sample(s) are sent at the sole expense of the vendor. Each item must be submitted by case lots and will not be returned. iv. Only when requested , samples will be sent to: Colorado Department of Corrections – HQ Attention: Charleen Crockett 1250 Academy Park Loop Colorado Springs, CO 80918 v. EQUAL QUALITY AND SPECIFICATIONS: Brand names and specifications used herein are intended to aid in establishing the desired standard of quality needed to meet state requirements, and not to unduly restrict competition. Unless a specific item's description states otherwise, you may submit a bid for a product of equal specifications and quality; however, the product must be approved nutritionally (see product approval & samples section above) and a sample may be required prior to bid closing. 4. QUOTE SUBMISSION INFORMATION A. Quote Submission Instructions i. Respondents shall submit Quotes via BidNetDirect .com//cdoc. The Quote submission should include the subject line “Quote submission from (Insert Respondent Name) for DQ CAAA 202600335 – CDOC Fresh Egg Order. ii. No other electronic submission methods or hard copy submittals will be accepted. B. Timeliness of Quote Submission i. A Quote received after the submission deadline will not be opened and will be rejected as a late response , unless otherwise permitted by the procurement official. ii. Responsibility for ensuring that an Offerors quote is received on time rests with the DQ 20260003 35 Warehouse Fresh Eggs Page 6 of 7 Respondent. 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 response to the information requested in sections 2 and 3 of this DQ. iii. 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, Price Proposal d.Exhibit E, Vendor Disclosure Statement 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. The CDOC may at its sole discretion elect to include a provision in the State Contract that allows the CDOC to consider an annual price increase not to exceed 2.5% for each fiscal year of the Contract if a contract is awarded from this solicitation. Any p rice increases must be agreed upon between CDOC and the awarded vendor. 5. AWARD A. Basis for Award (See Procurement Rule R -24-103-204 -01) i. This solicitation and the resulting Purchase Order will be awarded to the responsible Respondent 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. DQ 20260003 35 Warehouse Fresh Eggs Page 7 of 7 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 discretio n. B. Negotiations The State may negotiate with any Respondent to clarify the Respondent’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 Respondent if the procurement official finds that the price submitted is fair and reasonable and that other prospective Respondents had reasonable opportunit y 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 and BidNetDirect .com//cdoc . 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.