1. Q & A DQ 27-0162 Cameras CSP.pdf
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- Solicitation number
- DQ1 CAAA 2027000162 2
- Issued by
- Garfield County, Colorado
About this file
Summary
This is a Questions & Answers document for a Documented Quote solicitation issued by the Colorado Department of Corrections (CDOC) for cameras, licenses, and accessories for the Colorado State Penitentiary (CSP). The solicitation establishes unit pricing for equipment on an as-needed basis, with the option to award individual line items to different vendors. The primary equipment specified includes Avigilon cameras and Unity8-ENT Enterprise licenses, as detailed in Exhibit D; however, equivalent products of equal quality and specifications that are compatible with the current system will be considered, with Avigilon products preferred. The anticipated term of the purchase order extends through June 30, 2027, with the initial pricing expected to remain firm for the first year ending on that date. CDOC has indicated flexibility regarding delivery schedules, accepting partial shipments when certain equipment becomes available while other items experience extended manufacturer lead times, and requests that suppliers provide their best-case delivery timeframes within their bids. Standard manufacturer warranties are acceptable, though bidders may optionally provide additional warranty information.
All pricing must be submitted on a firm, all-inclusive basis, with shipping and freight costs incorporated into the unit cost per item and delivered to CSP on an FOB Destination basis. CDOC clarified that Exhibit G, originally referenced in the solicitation instructions, has been removed and is not required for bid submission; only Exhibits A through F are necessary. Pricing discussions and adjustments may occur at the time CDOC staff reach out for subsequent quotes, with new pricing to be agreed upon before orders are placed and new purchase orders issued, recognizing that market conditions are subject to continuous fluctuation.
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Questions & Answers: DQ 2027000162 Cameras CSP
1. Does CDOC anticipate issuing an initial purchase order for the listed equipment, or is this solicitation intended to establish unit pricing for future purchases on an as-needed basis?
Answer: Yes, please see section 6 Anticipated Term of Purchase Order.
2. How will pricing be evaluated? Will CDOC compare individual unit prices, use estimated quantities to calculate an evaluated total, or apply another methodology?
Answer: Evaluations are based on many factors, please refer to section 13 Award of the
Documented Quote.
3. Does CDOC intend to award all equipment line items to one supplier, or may individual line items be awarded to different vendors?
Answer: Please refer to section 6 & 13 of the Documented Quote. We are able to award per line item.
4. Is CDOC seeking the exact Avigilon manufacturer part numbers listed in Exhibit D, or will equivalent products be considered if they meet the specified performance and compatibility requirements?
Answer: Yes, we will consider equivalent products of equal quality, specifications, but must also be compatible with the current system. Avigilon products are preferred.
5. If a listed Avigilon product has been discontinued, superseded, or replaced by a newer manufacturer model, will CDOC accept the manufacturer's recommended replacement?
What documentation is required for approval?
Answer: Please provide an equivalate alternative, with notes about the substitution and it will be evaluated after bid closing.
6. Exhibit D lists part number 20C-H6SL-BO1-IR with a description identifying a 2MP camera. Can CDOC confirm the intended part number and resolution?
Answer: That is the part information we received, and it was confirmed with additional documentation.
7. For the Unity8-ENT Enterprise license, can CDOC confirm whether new licenses or upgrades to existing licenses are required, and whether any associated support or maintenance entitlement must be included?
Answer: If licenses are listed on Exhibit D then they are needed, but if they are not listed they are not needed for this order.
8. Does CDOC have a required delivery date or timeframe preference for the initial equipment order, or will delivery schedules be established when individual purchase orders are issued?
Answer: Please provide the best case for delivery within your bid. We ask suppliers to provide that information, but our facilities would like the items as soon as possible.
9. Will CDOC accept partial shipments when certain equipment is available immediately but other items have extended manufacturer lead times?
Answer: Yes, we can accept partial shipments.
10. Can CDOC confirm the required duration of firm unit pricing and how manufacturer price increases will be addressed if optional annual renewals are exercised?
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.
11. Should all equipment be priced FOB Destination, freight prepaid, to Colorado State
Penitentiary, or should vendors anticipate deliveries to additional CDOC facilities during the award period?
Answer: Yes, shipping or freight cost must be all inclusive with the unit cost per item.
12. Is the standard Avigilon manufacturer warranty acceptable, or does CDOC require additional warranty coverage, advance replacement, or extended technical support?
Answer: Yes, we can accept the standard warranty but also allow bidders the option to provide additional warranty information.
13. The solicitation references Exhibit G in its award requirements, but the provided package contains Exhibits A through F. Can CDOC confirm whether Exhibit G is required and, if so, provide the applicable document?
Answer: Exhibit G was removed from this solicitation and is not needed for submitting your bid response.
14. The solicitation references Exhibit G, but the provided package includes Exhibits A–F. Is
Exhibit G required, and where can it be obtained? Reference: DQ Section 10, quote instructions — All awarded Bidder(s) are hereby notified that they must return Exhibits, A, B, C, D, E, F, and G (incorporated into this DQ as an Exhibit) with Quote.
Answer: Exhibit G was removed from this solicitation and is not needed for submitting your bid response.
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