0. DQ 25-0395 Vivotek Camera Products.pdf

State of Colorado

Colorado Department of Corrections

March 18, 2025

DQ # 2025000395

Vivotek Camera Products

Sole Point of Contact for this Solicitation is:

Sheila Lucero – Purchasing Manager (sheila.lucero@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.

Contents Table of Contents

1. SOLICITATION INFORMATION

A. Introduction

B. Background, Overview and Goals

C. Anticipated Term

D. Schedule of Activities

2. SCOPE OF WORK/SPECIFICATIONS AND REQUIREMENTS

A. Accessibility Requirements

B. Insurance Requirements

C. Scope of Work/Specifications

3. QUOTE SUBMISSION INFORMATION

A. Quote Submission Instructions

B. Timeliness of Quote Submission

C. Quote Format and Content

D. Pricing

E. Administrative Information

4. AWARD

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

B. Negotiations

C. Single Quote

D. Notice of Award

E. Documents After Award

Attachments:

1. Exhibit A – Offeror DQ Checklist

2. Exhibit B – Required Offeror Information

3. Exhibit C – W-9 Request for Taxpayer ID Number

4. Exhibit D – Price Proposal

5. Exhibit E – Offeror Disclosure Statement

6. Exhibit F – Purchase Order Terms and Conditions

7. Exhibit G – Administrative Information

8. Exhibit H – Facility List and Addresses

1. SOLICITATION INFORMATION

A. Introduction

On behalf of the State of Colorado, Colorado Department of Corrections (CDOC) is issuing this Documented Quote (DQ) on DQ # 2025000395, for Vivotek Camera Products.

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 A. The purchase order resulting from the award of this solicitation is anticipated to be for a one (1) time purchase.

B. The CDOC is not responsible for any goods delivered or services performed by the awarded Offeror 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

Activity Date

Solicitation Published via Colorado VSS, https://www.colorado.gov/vss and bidnetdirect.com//cdoc

03/18/2025

Written Inquiries Deadline

Send Inquiries to: bidnetdirect.com//cdoc NOTE: No inquiries will be accepted after this date.

03/24/2025 at 2:00pm

Response to written inquiries; will be posted to Colorado VSS and bidnetdirect.com//cdoc (Estimated)

03/26/2025

Quote Submission Deadline Quotes must be submitted in the method described in Section 3

04/02/2025 at 4:00pm

5 Award selection and notification (Estimated) 04/03/2025

6 Purchase Order Start Date (Desired) 04/07/2025 https://www.colorado.gov/vss

C. Offeror Inquiries

i. Offerors may submit written inquiries concerning this DQ to obtain clarification on specifications and requirements through bidnetdirect.com//cdoc.

ii. The State, in its sole discretion may not accept inquiries received after the date and time indicated in the schedule of activities.

iii. All inquiries should be clearly marked with the DQ number and title. Where appropriate, inquiries should include references to any relevant section/paragraph of the solicitation.

iv. List each question separately.

v. The CDOC will publish responses to Offerors inquiries collectively, in a timely manner, as a modification on Colorado VSS and bidnetdirect.com//cdoc.

vi. Offerors 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 Contact.

2. SCOPE OF WORK/SPECIFICATIONS AND REQUIREMENTS

The Scope of Work describes the deliverables sought through this DQ and the scope of what the awarded Offeror will be expected to offer through the Contract or Purchase Order resulting from this DQ. The Scope of Work is intended to provide interested Offerors with sufficient basic information to submit a quote. It is not intended to limit a quote’s content or exclude any relevant or essential data.

A. 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.

B. Insurance Requirements The awarded Offeror 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 Purchase Order Terms and Conditions, included in this solicitation as Exhibit F, prior to execution of the Contract or Purchase Order.

C. Scope of Work/Specifications The Colorado Department of Corrections is seeking an Offeror to provide Vivotek Camera Products (no substitutions) for multiple facilities through out the State. Item descriptions and quantities needed can be found on Exhibit D, Price Proposal. This solicitation is for materials only no installation is required.

i. Offeror will need to provide a delivery timeframe, please note that all items must be received prior to June 30, 2025.

ii. Pricing per item should be all inclusive no additional shipping fees or surcharges will be accepted.

iii. A list of facilities and addresses can be found on Exhibit H.

3. QUOTE SUBMISSION INFORMATION

A. Quote Submission Instructions

i. Offerors shall only submit Quotes via bidnetdirect.com//cdoc. The Quote submission should include the Subject line: “Quote submission from (Insert Offeror Name) for DQ# 2025000395, Vivotek Camera Products.

ii. No other electronic submission methods or hard copy submittals will be accepted.

B. Timeliness of Quote Submission

i. Quotes received after the submission deadline shall not be opened and shall be rejected as a late response, unless otherwise permitted by the procurement official in accordance with Procurement Rules C.R.S. §24-103-201-10.

ii. Responsibility for ensuring that an Offerors quote is received on time rests with the Offeror.

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 following. 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/quote 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.

E. Administrative Information

Please see Exhibit G for Administrative Information.

4. AWARD

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

i. This solicitation and the resulting Purchase Order will be awarded to the responsible Offeror 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, past performance, and lead time for delivery.

ii. Acceptable means that the goods or services submitted in the Offeror’s Quote will meet the state’s needs, and that the price is fair and reasonable. The determination of whether an Offeror’s Quote is acceptable is solely within the State’s discretion.

iii. Neither this solicitation nor an Offeror’s Quote constitutes a legally binding offer;

therefore, responsiveness at the time of Quote submission is not an absolute criterion.

B. Negotiations The State may negotiate with any Offeror to clarify the Offeror’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 Offeror if the procurement official finds that the price submitted is fair and reasonable and that other prospective Offerors 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 Intent to Award will be announced on Colorado VSS and Bidnetdirect.com///cdoc.

E. Documents After Award Prior to Contract or Purchase Order execution, the awarded Offeror must provide the State with proof of Good Standing with the Colorado Secretary of State (www.sos.state.co.us) and an insurance certificate documenting coverage as required by the Contract or Purchase Order.

E. Administrative Information