Current through Register Vol. 48, No. 1, January 10, 2025
Section R-24-105-101.4 - Documented Quotes(a) Services and supplies for construction projects between $25,000 and $150,000 may be purchased using a documented quote process.(b) The contractor's response constitutes an offer and is binding if accepted by the state.(c) The contractor's response must be on their letterhead or in a format approved by the state.(d) The award must be made to the low acceptable quote.(e) Requests for documented quotes must be placed on an electronic procurement system in accordance with these rules. Solicitations must remain posted for at least three business days unless the director or head of a purchasing agency determines in writing that a lesser time is required in order to meet an immediate state need.(f) The procurement official or his or her designee may negotiate with any vendor or contractor to clarify its quote or to effect modifications that will make the quote acceptable (including curing a defective bid bond) or make the quote more advantageous to the state. However, in the negotiation process, the terms of one vendor's quote shall not be revealed to a competing vendor, and quotes shall be kept confidential until a commitment voucher is issued.(g) State agencies and state institutions of higher education, with the approval of the office of the state architect, may utilize a standing order process for projects less than $150,000. An approved process must include open public solicitation (including advertising on an electronic procurement system) for eligible contractors at least once per year, a process for obtaining at least three quotes before awarding a contract to an eligible contractor, and an equitable process for determining which contractors will be given an opportunity to provide quotes.(h) Bonding and retainage requirements set forth in section 38-26-106, C.R.S., section 24-105-201, et seq., C.R.S., and section 24-91-103(1), C.R.S., and rules promulgated thereunder are not affected by this rule. Failure to provide a required bid bond, if not cured, makes the quote unacceptable. State agencies and state institutions of higher education should seek legal advice when bid bonds have been required and the terms of the quote are modified after receipt.38 CR 15, August 10, 2015, effective 8/31/201541 CR 17, September 10, 2018, effective 10/1/201846 CR 11, June 10, 2023, effective 7/1/2023