1. Q & A DQ 27-0151 Cameras CMC.pdf
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- Solicitation number
- DQ1 CAAA 2027000151 3
- Issued by
- Garfield County, Colorado
About this file
This is a Questions & Answers document for Colorado Department of Corrections (CDOC) Documented Quote DQ 2027000151 for Cameras and Accessories CMC Maintenance. The procurement involves the supply of camera equipment and related accessories to support the Colorado Department of Corrections' maintenance and operations. The contract term is structured with an initial one-year period ending June 30, 2027, with subsequent renewal periods subject to negotiation and mutual agreement between CDOC and the awarded bidder(s).
Pricing for items listed on Exhibit D will remain firm for the initial one-year term through June 30, 2027. Subsequent pricing during renewal periods will be recalculated using an awarded percentage discount from the manufacturer's then-current published MSRP, with a maximum annual price adjustment cap of 2.5%. For additional products not listed on Exhibit D or when products are discontinued, CDOC staff will contact the awarded bidder(s) to request quotes at that time, with prices subject to CDOC approval before purchase orders are issued. Product substitutions, including manufacturer equivalents or successor products, are permissible subject to CDOC approval on a case-by-case basis if equal quality and specifications are maintained and compatibility with current systems is confirmed. Accessibility requirements apply to all documents submitted to the State of Colorado, which must be made accessible for ADA reader programs.
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Questions & Answers: DQ 2027000151- Cameras CMC Maintenance
1. Would CDOC consider locking in the competitively awarded percentage discount from the manufacturer’s then-current published MSRP for the full contract term in lieu of the
2.5% annual price-adjustment cap? This would provide CDOC a guaranteed competitive discount throughout the contract while allowing the underlying manufacturer MSRP to adjust as market conditions change. Because suppliers do not control manufacturer pricing, limiting adjustments to 2.5% could make continued performance commercially impracticable in later contract years when manufacturer increases exceed the allowable adjustment.
Answer: The language used in the section of the solicitation is standard and part of the
State template. However, after the first order and delivery of items listed on Exhibit D, new requests will require staff to reach out to the Awarded Bidder(s) for a quote at that time. Prices must be agreed upon by CDOC at that time. A percentage discounted rate information should be included with your submitted quote documents for evaluation.
2. For additional products not listed on Exhibit D, may those products be purchased using the same awarded percentage discount from the manufacturer’s then-current published
MSRP?
Answer: Please refer to the answer on Question 1, staff will reach out to the Awarded
Bidder(s) for a quote at that time. Percentage discount rates should be included with your submitted quote documents.
3. Please confirm whether Exhibit D unit prices are firm for the initial one-year term and, during subsequent renewal periods, may be recalculated using the awarded percentage discount from the manufacturer’s then-current published MSRP.
Answer: Yes, we would like pricing to remain firm for the first year ending 6/30/27.
However, we do understand that the market is continually fluctuating. Prices would be discussed at the time staff reach out for quotes. Prices must be agreed upon before orders are placed and a new purchase order is issued.
4. If a product listed on Exhibit D is discontinued or superseded during the contract term, may the awarded vendor provide the manufacturer’s current equivalent or successor product at the same awarded percentage discount from then-current published MSRP, subject to CDOC approval?
Answer: Subject to CDOC approval, we can accept at our discretion a product of equal quality and specifications, provided it is compatible with the current system. We would look at them on a case-by-case basis.
5. Please clarify whether the accessibility requirements in Section 3.A apply to the commercially available camera equipment and manufacturer software licenses being procured and whether manufacturer accessibility documentation must be submitted with the quote.
Answer: Accessibility requirements pertain to the documents submitted to State of
Colorado Solicitations, they must be made accessible for ADA reader programs.
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