EGB FY26 Vendor Planner Permitting Roundtable FR 12175825

Documented Quote EGBA 2026000341 Broadband Permitting Roundtable Facilitation & Management Services Sole Point of Contact: Jamie Robledo, OIT Senior Purchasing Agentjamie.robledo@state.co.us Emailed quotes or written vendor Q&A will NOT be accepted. All submissions must be electronically submitted to http://www.bidnetdirect.com//oit REQ 12175825 Schedule of Activities Activity Time (MT) Date Solicitation Publication (BidNet/VSS) tbd 3/6/26 Written Vendor Question deadline (BidNet) 4pm 3/10/26 (Vendor questions should be submitted via http://www.bidnetdirect.com//oit ) State Response to Written Inquiries 4pm 3/11/26 State response will be posted to http://www.bidnetdirect.com//oit Vendor Quote Submission Deadline 4pm 3/16/26 (Quote submission will only be accepted via http://www.bidnetdirect.com//oit ) OIT/CBO reserve the right to amend the dates within the Schedule of Activities via published Amendment to BidNet/VSS if needed. REQ 12175825 Table of Contents Schedule of Activities Section 1: Introduction/Overview/Background/Scope of Work Section 2: Specifications and Requirements Section 3: Quote Submission Information Section 4: Award Section 5: General Administrative Information Section 6: Price Sheet Section 7: Signature Page Attachments Attachment A - Model Main Task Order Contract REQ 12175825 Section 1 Introduction/Overview/Background/Scope of Work This section provides the Vendors with a general overview of the requirements contained within this solicitation. Additional information regarding the specific requirements may be contained in any documents attached to this Documented Quote. 1.1. Introduction The Governor’s Office of Information Technology (OIT) is statutorily responsible for providing all IT resources to the Colorado Executive branch and other parts of State government, including systems, personnel, software, hardware, storage, telecommunication, public safety, cyber security and disaster recovery. 1.2. Project Overview and Background The CBO has recognized a need to more actively engage stakeholders around permitting activities. Colorado has a number of municipalities and pole owners that are struggling with the increased permitting requirements resulting from broadband deployment programs. In an effort to expedite permit review and process, the CBO proposes to develop a Permitting Roundtable Program to support the execution of last-mile deployment projects. The single most pervasive delay and cost impact to Colorado’s broadband deployment projects has been permitting challenges. Specifically, Colorado’s broadband deployment projects are repeatedly delayed by permit review and approvals. Colorado has a number of smaller municipalities and pole owners that struggle with the increased permitting volume resulting from broadband deployment programs. The CBO anticipates that the results of the Permitting Roundtables will include more detailed identification of small municipality and other permit issuers needs, possibly including planning for addressing REQ 12175825 permitting backlogs, lack of qualified engineers, and excessive permitting time for broadband deployment. To establish needs and ensure the results will be accepted by permit issuers, CBO will hold regional permitting roundtables with CBO and permit providers. The working sessions will be held in different locations around the state, and will bring together stakeholders to address permitting needs and expedite approvals. These roundtables will initially address upcoming permitting considerations, and in future sessions, will include a review of submitted permit applications and progress, and address patterns of concern across all regions. The Colorado Broadband Office is seeking proposals from qualified vendors to provide professional meeting planning, stakeholder engagement, and facilitation services. The objective is to organize and execute a series of "Broadband Permitting Roundtables." These meetings will gather feedback from local, state and federal government representatives, utility providers, pole owners, industry representatives, and other local officials on how the State can assist in streamlining permitting processes, reducing administrative burdens, and improving economic competitiveness. The work to be performed under the Main Task Order Contract awarded from this solicitation will include an Initial Phase (approximately five in-person meetings) and an Ongoing Support Phase (additional in-person meetings and/or virtual roundtables). The awarded Vendor shall not proceed with any work until a valid Task Order has been executed. 1.3. Scope of Work Vendor Qualifications (quotes submitted most thoroughly address these qualifications) REQ 12175825 ● Experience: Minimum 3 years experience in meeting planning and professional facilitation, preferably with government agencies. ● Facilitation Expertise: Resumes of proposed facilitators showing experience in managing diverse stakeholder groups and navigating complex regulatory topics. ● Local Knowledge: Familiarity with the State’s geography to effectively plan the five regional meetings. The awarded Vendor shall perform the following tasks for the Initial Phase (5 in-person meetings) and the Ongoing Support Phase (to be performed at CBO’s discretion and in conjunction with an executed Task Order). Awarded Offeror shall provide all labor, supervision, materials, and equipment necessary to perform the following tasks . The contract will consist of an Initial Phase (five in-person meetings) and an Ongoing Support Phase (virtual roundtables executed via individual task orders as needed). Task 1: Stakeholder Engagement, Outreach and Work Plan ● Stakeholder Engagement: Work with the CBO to compile a list of relevant stakeholders (e.g., permit providers, industry representatives, municipal leaders, state and federal agency representatives). ● Outreach: Design and distribute digital invitations, reminders, and confirmation emails. ○ Registration Management: Create and manage an online registration system; track attendee demographics to ensure representation of various industries. ○ Inquiries: Act as the primary point of contact for attendee questions regarding logistics and agenda. ● Work Plan: Draft and submit a project plan detailing all tasks, including proposed dates and regions. Task 2: Venue Selection & Logistics (In-Person meetings) REQ 12175825 ● Initial Phase Location Strategy: Plan five (5) roundtables distributed geographically across the state to ensure regional representation. ○ Note: The CBO, in its sole discretion may choose to initiate Task Order(s) for additional in-person meetings, and will provide location requirements as needed. ● Venue Procurement (Cost Containment): The awarded Vendor must prioritize low-cost or no-cost venues (e.g., town halls, public libraries, State office buildings, community colleges). ○ Note: Commercial venues (e.g., hotels/conference centers) should only be utilized if no suitable governmental venue is available. Costs for venues will be paid directly by the State. ● On-Site Logistics: Manage room layout (roundtable style to encourage dialogue), audio-visual setup (microphones, screens, projectors), and signage. ● Catering: Propose plans for review by the CBO, to arrange for light refreshments (coffee/water/snacks) or lunch, depending on the meeting duration, adhering to all applicable State Fiscal Rules. ○ Note: Awarded Vendor is not permitted to enter into any contracts on behalf of the State. ● Obtain Quotes/Pricing:: Coordinate proposals for audio visual, venue, and food and beverage costs, if applicable, for review by the CBO, adhering to all State Fiscal Rules. ○ Note: Awarded Vendor is not permitted to enter into any contracts on behalf of the State. Task 2a: Venue Selection & Logistics - Virtual Roundtables (On-going Support Phase -as needed): Requested by the CBO and memorialized in a Task Order(s) ● Platform Management: Host virtual roundtables using a reliable platform (e.g., Zoom, Teams) capable of handling breakouts and polls. ● Virtual Facilitation: Moderate discussions, manage "raise hand" features, and monitor chat logs for questions. REQ 12175825 ● Technical Support: Provide technical assistance to attendees having trouble accessing the meeting. Task 3: Roundtable Facilitation ● Agenda Design: Collaborate with CBO leadership to design an agenda that encourages constructive feedback and identifies specific pain points in the permitting process. ● Professional Facilitation: Provide a skilled moderator/facilitator for each meeting. The facilitator must: ○ Guide the discussion to keep it focused on solutions. ○ Ensure all voices are heard and prevent domination by single attendees. ○ Manage the "parking lot" for off-topic but important issues. ● Scribing: Capture detailed feedback, questions, and action items. Task 4: Post-Meeting Support & Reporting ● Immediate Debrief: Conduct a brief debrief with CBO staff immediately following each meeting. ● Meeting Summary Reports: Within five (5) business days of each meeting, submit a summary report including: ○ Attendee list and statistics and data, as requested by the CBO. ○ Key themes and specific permitting hurdles identified. ○ Direct quotes or testimonials (anonymized if necessary). ● Final Synthesis Report: At the conclusion of the five initial roundtables, provide a comprehensive report aggregating statistics and data as requested by the CBO from all regions to highlight statewide trends versus regional specificities. REQ 12175825 Deliverables and Schedule (In-Person Meetings) Deliverable Description Anticipated Timeline Work Plan Detailed project plan including proposed dates and regions. Within 10 days of Contract Award Identify Venues Confirmation of venues for all 5 locations. 30 days prior to first meeting Execution of Five (5) In-Person Meetings Facilitation and management of 5 regional roundtables. To be completed by June 1 Meeting Summaries Individual reports for each roundtable. 5 days post-meeting Final Synthesis Report Aggregate report of findings and recommendations. 14 days after final meeting Deliverables and Schedule (Virtual) Deliverable Description Anticipated Timeline Work Plan Detailed project plan including proposed dates and regions. Within 10 days of Task Order Execution (Effective Date) REQ 12175825 Identify Venues Confirmation of platform for virtual roundtables. 60 days prior to first meeting Execution of Virtual Meeting Facilitation and management of virtual roundtables. To be completed by [TBD] Meeting Summaries Individual reports for each roundtable. 5 days post-meeting Final Synthesis Report Aggregate report of findings and recommendations. 14 days after final meeting 1.4. Anticipated Term a. The initial term of the Main Task Order Contract resulting from the award of this solicitation is one (1) year, plus four (4) option years. b. The State is not responsible for any goods delivered or services performed by the awarded Vendor without a State issued contract, or related commitment voucher. 1.5. Vendor Inquiries a. Vendors may submit written inquiries per the instructions in the Schedule of Activities concerning this solicitation to obtain clarifications. The State, in its sole discretion, may not accept inquiries received after the date and time indicated in the Schedule of Activities. Where appropriate, inquiries should include references to any relevant Section/paragraph of the solicitation. b. Responses to Vendor inquiries will be published on Colorado VSS and BidNet collectively, as an amendment to the solicitation. Vendors shall not rely on any verbal statements that alter any specification or other REQ 12175825 term or condition of the solicitation. Such changes are valid only if provided in writing by the Procurement Contact. Section 2 Specification and Requirements Please describe your methodology or proposed approach for completing each of the requirements outlined below and include any relevant experience. 2.1. Mandatory 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. 2.2. Insurance Requirements The awarded Vendor 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 contract included in this solicitation as Attachment A – Model Main Task Order Contract , prior to execution of the contract. 2.3. Data Security Requirements The Proposal shall clearly state, with no exception, agreement to comply with, and to ensure personnel doing work for the State under any contract resulting from this SOLICITATION will comply with, the State of Colorado Information Security Policies (CISP) promulgated by the Colorado Chief Information Security Officer and available at http://oit.state.co.us/ois/policies REQ 12175825 2.4. Personnel Requirements Interviews with the key personnel and representatives whom the vendor has proposed, may be requested by OIT , prior to, or after award. Performance Outside Of Colorado Or The United States In order to comply with the “Keeping Jobs in Colorado” initiative, any Offeror who proposes to perform any aspect of the work outside the State of Colorado or outside of the United States, or to contract with any third-party to perform any aspect of the work outside of Colorado or the United States, shall identify in its proposal the work to be performed outside of Colorado or the United States and the reason why it is necessary or advantageous to perform such Services outside of Colorado or the United States. To the extent that performing any work outside of Colorado or the United States will have an impact on the price of the work or any other aspect of the Proposal, the Offeror must provide information sufficient for the State to evaluate the costs and benefits of performing the same work within Colorado or the United States. The State, in its sole discretion, may elect to approve or deny any request to perform work outside of Colorado or the United States. Failure to include information sufficient to allow the State to approve or deny any such request shall be grounds for the state to reject any Proposal or to decline to award a bid to the Offeror. Any work performed outside of Colorado or the United States shall be subject to the same terms of this solicitation and any contract, including but not limited to terms relating to personnel security and background checks, information security, and subcontracting. An Offeror proposing to perform any work outside of Colorado or the United States shall provide information regarding the Offeror’s ability to comply with such provisions for work performed at any non-Colorado or non-US location. Is any aspect of the work that your company is proposing going to be performed outside of the State of Colorado, or outside of the United States? If you answer “yes,” you must also list in your response: All States and Countries where work will be done REQ 12175825 What percentage and type of work will be performed at each place The reason why it is necessary or advantageous for the work to be implemented there. To the extent that performing any services outside of Colorado or the United States will have an impact on the price of the work or any other aspect of the Proposal, the Offeror must provide information sufficient for the State to evaluate the costs and benefits of performing the same work within Colorado or the United States. Verify your ability to comply with the provisions and terms stated in this solicitation, Colorado law and your contract if working outside of Colorado or the US, including, but not limited to, terms relating to personnel security and background checks, information security, and subcontracting. 2.5. Reference Requirements The State reserves the right to use Colorado State Agencies and other state governments as references. In addition to these references, Vendors must include the following with their response: a. Provide three references, including contact names, individual titles, locations, and a current telephone number. Please include information on the scope of work, size of client, etc. b. If appropriate, please highlight documentation of any previous experience with the State of Colorado, including specifically the Governor’s Office of Information Technology. c. Provide your company information, including the full name and address of the organization and, if applicable, the branch or other subordinate units or divisions that will perform or assist in performing the work. Provide an organization chart of individuals who will perform the services described in the proposal. 2.6. Performance Requirements The selected Vendor will implement quality assurance and control measures with respect to the services provided that include, but are not limited to: REQ 12175825 a. Performance Standards: Awarded Vendors must adhere to the following performance metrics for all Task Orders. Milestones and deadlines: 1. For each request the Vendor will provide a detailed proposal with key milestones and deadlines as requested by the State. 2. The Vendor shall adhere to the agreed-upon scope of work and notify the State immediately of any potential delays or deviations. 3. The State may assess an awarded Vendor's performance and take action as outlined in the Main Task Order Contract. Communication and Reporting: 1. The Vendor shall provide regular status reports to the State, at a frequency specified in the awarded Main Task Order Contract and any resulting Task Order(s). 2. The Vendor shall establish a clear communication protocol approved by the State for updates, issues, and inquiries. See Issue Resolution section. 3. The Vendor shall promptly respond to State inquiries and communications within 1 business day. Issue Resolution: 1. Initial Resolution: The parties agree that operational issues, concerns, or disputes arising from the awarded Vendor’s performance of work shall initially be addressed at the operational level by the designated representatives of both parties. 2. The Vendor shall promptly address and resolve non-critical issues raised by the State within 3 business days. 3. Tiered Escalation: If the issue is not resolved within three (3) business days, the issue shall be escalated as follows: REQ 12175825 ○ Priority 3: CBO Service Owner and Vendor Account Executive will jointly review the matter and provide a resolution within (3) business days. ○ Priority 2: If unresolved, the matter shall be escalated to OIT Escalation Manager (VMO) and CBO Supervisor for resolution within an additional five (5) business days. ○ Priority 1: If still unresolved, the matter shall be referred to OIT Escalation Manager (VMO), CBO Service Owner Management, and Vendor Executive Representative for final internal review and resolution. Project Closure: 1. Upon project completion, the vendor shall provide all final deliverables and documentation as specified in the Main Task Order Contract and Task Order. 2. The Vendor shall obtain affirmative written acceptance from the State for all Work and Deliverables. Acceptance Criteria: 1. The awarded Vendor shall submit a summary of all completed Work and Deliverables performed under the Main Task Order Contract and each Task Order. The State reserves the right to verify awarded Vendor’s reports, summaries, and documentation before accepting any Work or Deliverables and before authorizing payment. Quality Assurance Requirements: 1. Upon project completion, the awarded Vendor shall provide all final Deliverables and documentation as requested by the CBO. 2. Upon project completion, the awarded Vendor shall certify, in writing, that all Work is completed in accordance with Contract requirements. 3. The Vendor shall adhere to all quality assurance standards and procedures outlined in the awarded the Main Task Order Contract and any resulting Task Order(s). 4. The Vendor shall perform regular quality checks throughout the performance of work and address any identified issues promptly. REQ 12175825 5. The State may conduct independent quality reviews and audits of all Work and Deliverables. Section 3 Quote Submission Information 3.1. Email Quote Submission Instruction a. Vendors shall submit Quotes ONLY via the aforementioned BidNet link, to the attention of the Procurement Point of Contact, identified above. The Quote submission email should include the Subject line: [Insert Vendor Name] for [Insert DQ number], [Insert DQ title] b. Responses should be included as one or more attachments of commonly accessible file types. 3.2. Timeliness of Quote Submission a. Quotes will not be accepted after the posted deadline published in the Schedule of Activities. 3.3. Quote Format and Content a. Quotes can only be submitted electronically through BidNet. 3.4. Pricing a. Pricing must be submitted using the attached Price List. b. Proposed pricing must remain firm during the term of the Main Task Order Contract resulting from an award of this solicitation. c. Pricing must include any fees associated with the delivery of goods or services, including, but not limited to, travel expenses, surcharges, subscriptions, shipping and installation. All related equipment, equipment maintenance, travel costs, etc. shall be included within the submitted quote. Separate rates or charges for travel time or expenses are not allowed. Any costs not included as part of the Vendor’s quote, will be disallowed. REQ 12175825 Section 4 Award 4.1. Award (See Procurement Rule R-24-103-204-01) a. This solicitation and the resulting Main Task Order Contract will be awarded to the responsible Vendor whose acceptable Quote is determined to be the most advantageous to the State, with price/cost being the primary but not the only consideration. $0 Main Task Order Contracts will be established with subsequent Task Orders issued for the specific deliverables. b. “Acceptable ” means that the goods or services submitted in the Vendor’s Quote will meet the state’s needs, and that the price is fair and reasonable. The determination of whether a Vendor’s Quote is acceptable, is solely within the State’s discretion. c. Neither this solicitation nor a Vendor’s Quote constitutes a legally binding offer. 4.2. Negotiations The State may negotiate with any Vendor to clarify the Vendor’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). 4.3. Single Quote If only one Quote is received in response to this solicitation, an award may be made to the single Vendor if the procurement official finds that the price submitted is fair and reasonable and that other prospective Vendors 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. REQ 12175825 4.4. Colorado Business Registration Within ten (10) business days of the notification of the Intent to Award for this solicitation, the awarded Vendor must be properly registered with the Colorado Secretary of State’s Office to do business in Colorado. The State will request that the awarded Vendor provide evidence of such registration. In addition the State may request other organizing documents such as Articles of Incorporation or By-laws. 4.5. Notice of Award A Notice of Intent to Award will be emailed to the awarded bidder(s) and posted to BidNet. 4.6. Documents After Award(s) Prior to contract execution, the awarded Vendor must provide the State with proof of Good Standing with the Colorado Secretary of State and a current insurance certificate documenting coverage as required by the Main Task Order Contract within (10) days of Intent to Award. REQ 12175825 Section 5 General Administrative Information 5.1. Terms and Conditions of Agreement The terms and conditions of the resulting agreement are found within Attachment A - Model Task Order Contract. 5.2. Colorado Vendor Self Service and Registration (VAA and BidNet) The State uses the Colorado Operations Resource Engine (CORE), Vendor Self Service (VSS) and BIDNET to publicly post solicitations