020-25 RFQ Motorola Radios.pdf

RFQ Revision No: 1 October 14, 2024 1

Request for Quote (“RFQ”)

DATE: May 23, 2025 FOR: Motorola Radios

RFQ #: 020-25

DATE DUE: June 9, 2025 TIME DUE: 2:00 p.m.

SUPPLIER INFO:

1. Delivery Lead Time days

2. Payment Terms: Net 30

3. Prompt Payment Discount that will be extended, % days.

4. Quotes must be returned to:

Douglas County School District RE-1 (“DCSD”) via:

Rocky Mountain E-Purchasing (“BidNet”):

http://www.bidnetdirect.com/colorado/douglas-county-school-district-re-1

THE UNDERSIGNED HEREBY:

1. Agrees to deliver the items specified herein in accordance with the terms, conditions, specifications, and prices set forth.

2. Certifies that he/she has not used any outside agent in arriving at the attached figures, and has not contacted any competitors in arriving at these figures.

Supplier Signature

Address Typed Name

City, State, Zip Title

Phone Number Date

Email http://www.bidnetdirect.com/colorado/douglas-county-school-district-re-1

RFQ Revision No: 1 October 14, 2024 2

SPECIAL INSTRUCTIONS/INFORMATION

1. Purpose of RFQ - Douglas County School District RE-1 (“DCSD”) desires to solicit price quotes relating to the purchase of Motorola two-way radios.

2. All responses shall be quoted F.O.B. DESTINATION unless otherwise specified.

3. Delivery Location(s): DOUGLAS COUNTY SCHOOL DISTRICT RE-1

DEPT: Security 701 Prairie Hawk Drive Castle Rock, CO 80109

4. Contracts/Purchase Orders shall be awarded in accordance with policies and regulations adopted by the DCSD Board of Education and Superintendent to the lowest responsible supplier who meets the qualifications for quality, price, terms and/or service, as applicable, as determined to be in the best interest of DCSD in its sole discretion. DCSD reserves the right to reject any and all quotes in part or as a whole, and to accept the quote that appears to be in the best interest of

DCSD.

5. DCSD may select one supplier or multiple suppliers for the award if it is found that it is in the best interest of the DCSD.

6. The terms of this RFQ shall remain in effect for at least one year from date of Contract/Purchase

Order award. All prices must remain firm during that time period.

RFQ Revision No: 1 October 14, 2024 3

GENERAL RFQ INSTRUCTIONS

1. These General Terms, Conditions, and Instructions apply to all quotes made to DCSD by each prospective supplier (herein after referred to as “Supplier”) in response to DCSD RFQs.

2. Late quotes will not be accepted or considered. It is the responsibility of the Supplier to ensure that the quote be submitted electronically via Rocky Mountain E-Purchasing by the due date and time.

3. Each Supplier shall furnish the information required; the unit price for each item quoted must be shown; a total for each item quoted must be entered; and in case of error in extension, the unit price shall prevail.

4. Specifications are provided to identify the product required and to establish an acceptable quality level. Quotes on products of equal quality and usability will not be considered unless otherwise stated. Brochures and/or specifications must be submitted where applicable.

Samples of an item or items, when required, must be furnished free of expense to DCSD, and if not destroyed by tests, may upon request made at the time the sample is furnished, be returned at the Supplier's expense. Failure to furnish brochures, specifications, and/or samples as requested may be sufficient cause for rejection of the submission(s). Materials and/or services are to be supplied as specified. DCSD shall be the sole judge in determining “equals” in regard to quality, price and performance.

5. In the event of "No Bid" please indicate "No Bid” via Rocky Mountain E-Purchasing.

6. DCSD reserves the right to reject any or all quotes and to waive informalities and minor irregularities in quotes received, and to accept any or all portions of a quote if deemed to be in the best interest of DCSD. The RFQ implies no obligation on the part of DCSD, and DCSD's silence does not imply any acceptance or rejection of any quotation offer. DCSD reserves the right to select a quote with higher prices than the lowest of all prices received, if, in the opinion of DCSD, its interests will be best served by such quote.

7. Suppliers are expected to examine the drawings, specifications, schedule of delivery and all instructions. Failure to do so will be at the Supplier's risk.

8. No quote shall be withdrawn for a period of thirty (30) days subsequent to the submission of the quotes without the consent of the DCSD’s Buyer or authorized representative.

9. Discounts of less than thirty (30) days will be taken if payment is made within the discount period even though not considered in evaluation of the quote.

10. Criteria that may be considered by DCSD in the award of this RFQ includes, but is not limited to, the following:

• Superior quality and adherence to specifications

• Adequate maintenance and service

• Delivery and/or completion time

• Guarantees and Warranties

• Company’s reputation and financial status

RFQ Revision No: 1 October 14, 2024 4

• Past experience and cost with same or similar equipment or service

• Anticipated future cost and experience

11. Any deviation from the specifications MUST be noted in detail and submitted electronically.

Complete specifications must be attached for any substitutions offered, otherwise, the Supplier shall be held strictly accountable for full compliance with the specifications. Failure to submit a specification deviation statement, if applicable, shall be grounds for rejection of the item when offered for delivery. If specifications or descriptive papers are submitted with quotes, the Supplier’s name must be clearly shown on each document. These documents shall be submitted electronically.

12. The RFQ does not obligate DCSD to pay any costs incurred in the preparation or the submission of such quotes, or to purchase/contract for materials or services, including costs of any required bonding.

13. Suppliers must submit documents, exhibits or other evidence within seven (7) business days if they wish to protest any portion of the RFQ.

14. The quote price shall be exclusive of any federal or state taxes, from which DCSD is exempt.

DCSD’s Federal Excise Exemption Certificate of Registry Number is 84-6011446. DCSD's State Exemption Number is 98-00682.

15. Supplier understands and agrees that DCSD may increase or decrease quantities or modify conditions and specifications by mutual agreement with the selected supplier.

16. DCSD shall not be responsible for any goods delivered or services performed without its Contract/Purchase Order, signed by an authorized representative of the Strategic Sourcing and Contract Management department.

17. Time is of the essence. When a date is set for the delivery of merchandise or the performance of work, said merchandise must be delivered, and/or work must be performed, on or before said date, or the Contract/Purchase Order for the delinquent merchandise and/or work may be canceled and awarded to another Supplier. In such case, DCSD shall have the right to buy such merchandise and have such work performed at market price for immediate delivery, and all excess costs shall be paid by the Supplier whose merchandise and/or work was delinquent.

18. Suppliers are expressly advised that gratuities are not allowed. Evidence of any Supplier offering gratuities to any DCSD employee (or in the case of schools, any DCSD staff member or students) will be cause for the Supplier’s removal from DCSD's list of authorized suppliers.

19. Other governmental agencies may be extended the opportunity to purchase off any quote with the agreement of the successful Supplier and the participating agencies. Due to all the variables in this type of quote, DCSD will contact the successful Supplier and make it aware of the interest by another agency (if any). The successful Supplier and the interested agency will then be able to design the successful quote around their parameters, i.e., delivery locations and specialty products.

20. DCSD is committed to protecting the environment, and the health of the community and its employees. In accordance with this policy, DCSD schools and departments are directed to

RFQ Revision No: 1 October 14, 2024 5 procure cost-competitive products and services that minimize resource consumption and negative impacts on the environment and human health.

Suppliers, when applicable, are to follow standards and recommendations of the United States Environmental Protection Agency EPP (Environmentally Preferable Purchasing) program, the Green Seal organization, and standards and practices specified by the U.S.

Green Building Council, including the Leadership in Energy and Environmental Design (LEED) program.

Suppliers, when providing products that would qualify as EPP products please be specific as to the standards or which program has approved your solution.

21. The successful Supplier will be required to complete a criminal record check, conducted by

DCSD, on all employees who will, or are reasonably likely to, have contact with students on DCSD property for this contract. Any employee who has been convicted of, pled nolo contendere to, or received a deferred sentence or deferred prosecution for a felony, or for a misdemeanor involving unlawful sexual behavior or unlawful behavior involving children, will not be permitted to work on DCSD property or have any contact with students under this contract.

The successful Supplier will be responsible to adhere to any Federal, State, and Local privacy and confidentiality requirements and other laws, regulations or policies governing employee background checks.

22. All Suppliers will be required to sign a CERTIFICATION REGARDING DEBARMENT and SUSPENSION indicating they have not been debarred by any federal department or agency. DCSD will be using the Excluded Parties List System (EPLS) to verify that the Supplier has not been debarred.

RFQ Revision No: 1 October 14, 2024 6

SCOPE OF NEEDS

DCSD is requesting Motorola two-way radios. The following has details on all pricing requested. Quotes on products of equal quality and usability will not be considered.

Three Hundred Eighty Two (382) Motorola SL300 403-470MHz 16 channel 2W analog/3W digital, battery, charger (AAH88QCP9JA2AN)

Four Hundred Fifty Eight (458) Motorola R2 403-470MHz 16 channel 4W, battery, charger

(H11YDC9JA2AN)

Please include the cost for shipping and an estimated lead time.

For software quotes to be eligible for consideration for an award, Suppliers must comply with the State of Colorado Policy on Digital Accessibility Standards (HB 21-1110). DCSD will require submission of the necessary documentation demonstrating compliance prior to the award of the contract.

RFQ Revision No: 1 October 14, 2024 7

Certification Regarding Debarment and Suspension

The respondent to this BID/RFP certifies to the best of its knowledge and belief that it and its principals:

A. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency;

B. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

C. Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (B) of this certification; and

D. Have not within a three year period preceding this application/proposal had one or more public transactions (Federal, State or local) terminated for cause or default.

Where the respondent is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application.

Signature of Official:____________________________

Name (typed):__________________________________

Title:_________________________________________

Firm:_________________________________________

Date:_________________________________________