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AHEC – 168011-D

I. ADMINISTRATIVE INFORMATION

Except as modified or supplemented in the solicitation, the following provisions supplement the Solicitation Instructions and Terms and Conditions in ColoradoVSS.

1.1 Scope

It is the intent of the Auraria Higher Education Center (AHEC) Procurement Office to receive quotes on behalf the Auraria Higher Education Center (AHEC), Student Facilities Services Department for folding tables.

1.2 Costs

Quote costs must remain firm through 6/30/17.

1.3 ColoradoVSS

The State of Colorado has begun transitioning to a new financial management system called the Colorado Operations Resource Engine (CORE). Solicitations for most State Agencies (Agencies) and State Institutions of Higher Education (Institutions) will be posted on a new website, ColoradoVSS: https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService

Solicitation details for goods and services, as well as construction notices on ColoradoVSS are public and do not require registration. To ensure responses are fully considered, suppliers should register. Once registered, suppliers are able to receive notifications in categories of interest.

There is no cost to register on ColoradoVSS. If you have not registered and would like to become a registered supplier on ColoradoVSS click here.

During the solicitation process for this documented quote, all official communication with vendors will be via notices on ColoradoVSS. Notices may include any modifications to administrative or performance requirements, answer to inquires received, clarifications to requirements, and the announcement of the apparent winning vendor. It is incumbent upon vendors to carefully and regularly monitor ColoradoVSS for any such notices.

1.4 Index

This quote is made up of the following sections:

I – Administrative Information Page 2 II – Specifications Page 5 III – General Product Specification Information Page 7 IV – General Conditions Page 7 V – Evaluation Page 8 VI – Shipping Page 8

Attachment A: W-9 Page 9 Attachment B: Vendor Mailing Address Form Page 10

1.5 Term of the Purchase Order/Award

The purchase order or contract awarded will be from date of award through approximately 6/30/16. Awarded costs must remain firm from date of award through expiration of the purchase order.

1.6 Standard Purchase Order

Awarded Vendor must be willing to agree to the Purchase Order Terms and Conditions. A purchase order (PO) may be used for services totaling less than $100,000; however, it is at the discretion of AHEC as to whether or not a purchase order is adequate. See attachment labeled, “Attachment B_PO Terms Conditions_AHEC-XXXX-D.pdf” to this DQ.

Vendors must clearly identify any exceptions to the contractual terms and conditions described in this solicitation, and the attachments, and must provide justification and alternative language in their bid response. Vendors are strongly encouraged to seek advice from legal counsel regarding such contractual exceptions.

Vendors should not assume any term or condition in this Documented Quote, or the purchase order terms and conditions, is negotiable. In the event the parties are unable to negotiate terms that are fully satisfactory to AHEC within a reasonable period of time, at AHEC’s sole discretion, AHEC may elect to enter into negotiations with another vendor within the competitive range. If an “Award” has been issued, and the parties are unable to enter into a contract that is fully satisfactory to AHEC within a reasonable period of time, AHEC, via AHEC, may elect to cancel the “Award” and issue an “Award” to another vendor within the competitive range and commence negotiations with such vendor.

1.7 Number of Awards

AHEC intends to award to one (1) vendor capable of fulfilling the anticipated needs for AHEC.

Should AHEC determine at any time during the term of the resulting contract that the awarded vendor(s) are not adequate to properly fill AHEC’s needs, AHEC reserves the right to make awards to vendors who submitted responses to the original solicitation, but were not awarded, or to re-issue the solicitation and make additional awards as necessary.

1.8 Solicitation Submission and Questions

The response, including the Documented Quote cover page, complete with signature, must be received at 1201 5th Street, Suite 370, Denver, CO 80204 no later than the quote due date and time on stated on the cover sheet of this solicitation. Faxed responses are acceptable if received not later than the due date and time stated on the cover sheet. Fax response to 303.556.2093, attention Kevin Langhorn. Vendors assume full responsibility for any costs related to this solicitation including express delivery, parcel post, packing, cartage, insurance, license fee permits, or cost of bonds.

During the solicitation process for this quote, all official communication with vendors will be via notices on ColoradoVSS. Notices may include any modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of the apparent winning vendor. It is incumbent upon vendor to carefully and regularly monitor ColoradoVSS for any such notices.

All questions regarding this solicitation must be emailed to: kevin.langhorn@ahec.edu.

Answers will be posted to all questions on ColoradoVSS. No questions will be accepted after: 06/06/16 12:00PM Mountain Time.

1.9 Cost and Award Information

Vendors shall submit their costs information on the Cost Sheet on Page 6. NO modifications to the Cost Sheet will be accepted. All cost information shall be provided according to the instructions in this solicitation

Reciprocity is mandated by statute. CRS 8-18-101 states, “When a contract for commodities or services is to be awarded to a bidder, a resident bidder…shall be allowed a preference against a nonresident bidder equal to the preference given or required by the state in which the nonresident bidder is a resident.” Auraria Higher Education Center will apply this statute to the extent necessary for all solicitations.

AHEC reserves the right to reject all quotes and re-solicit at any time prior to contract start date.

AHEC reserves the right to cancel this solicitation in its entirety at any time without penalty. All costs and notations shall be printed in ink or type written on the solicitation documents. Illegible quotes or writing may be deemed non-responsive and may not be evaluated. A quote with missing or inconsistent information may be considered non-responsive and may not be evaluated. Do not qualify your quote nor alter the solicitation format. AHEC will be the sole judge in determining the acceptability of an offer. AHEC also reserves the right to reject any or all quotes in part or in whole and to waive technicalities as allowed in the Procurement Rules.

AHEC reserves the right to make multiple awards from the solicitation if in the best interest of the State.

1.10 Performance

Awarded vendor shall comply with the requirements as to performance, timeframes, etc. If the winning vendor fails to perform, AHEC reserves the right to take remedial action, including canceling the purchase order (with 30 day written notice) for cause (default). Cause is defined as failure to meet requirements of the written specifications and conditions or correct deficiencies upon receipt of notice. Failure to maintain satisfactory performance after notice will be sufficient cause for immediate cancellation of the award. In the event of default, AHEC may make an award to another vendor in the competitive range, or to re-solicit at its discretion.

Invoices for services shall be submitted to the ordering department for authorization to pay.

Ordering department addresses must be taken from the purchase order or contract. Invoices must clearly show the purchase order or contract number.

Vendors guarantee to AHEC that they understand and agree to the terms and conditions of the solicitation; guarantee consistent quality of the service offered; and that they will not default from performance by virtue of a mistake or misunderstanding.

1.11 Responsibility of Vendor

Vendors must be able to demonstrate their ability to perform according to the terms of this solicitation. AHEC may require additional information of the apparent successful vendor(s) to determine their ability to perform. This information may include, but is not limited to, previous experience of company; years in business; quality and condition of equipment; financial condition; references as to size and scope of work done in the past. AHEC reserves the right to make its vendor responsibility determination at any time in this solicitation process and may not make a responsibility determination for every vendor.

Vendors shall supply information requested by AHEC concerning responsibility. AHEC reserves the right to request further information as it deems necessary to determine the vendor’s responsibility. If the vendor fails to supply the requested information, AHEC shall base the determination of responsibility upon any available information, or may find the vendor non-responsible.

II. SPECIFICATIONS, COSTS AND VENDOR INFORMATION

The equipment specified in this bid is BRAND NAME or fully equivalent. The brand name specified is provided as a reference for the purpose of indicating standards of the features, quality, and performance requirements of this Documented Quote (DQ).

Vendors are responsible for addressing compatibility/equivalency issues with their quotes. Information to address equivalency of substitutes products being quoted must include complete specifications, including published information, such as brochures, descriptions, or other information made available in the general course of the vendor's business, that demonstrates: equivalent functionality in terms of significant (or other specified, e.g. form, fit, or function) performance characteristics; similar duration and scope of warranty protections; comparable experience with the same, similar, or predecessor product line; and an adequate period (or minimum period specified in the solicitation) of customer support experience to demonstrate a comparable acceptable level and availability of customer support. The determination of the equivalency of proposed substitute(s) of hardware and/or software rests solely with Auraria Higher Education.

Tables must be equal to or greater than the Lifetime model # 80272 and meet the following specifications;

Product Type: Table Base/Frame Material(s): Steel Overall Width Maximum (in.):72" Overall Depth Maximum (in.):30" Overall Height Maximum (in.):29" Weight Capacity (lbs.):2,000 lbs.

Distributed Evenly Table Material(s): HDPE Plastic Table Color(s): White Granite Thickness of Table Top (in.):2" Diameter of Table Legs (in.):1.1" Set Up Table Dimensions (in.):72" x 30" x 29" Folded Table Dimensions (in.):72" x 30" x 2" Durability: ANSI/BIFMA Standards Maximum Table Weight: 34 lbs

Extended Item Qty Manufacturer/Model/Description Unit Cost Cost

1 20 _______________________________________ _______ _______

TOTAL $_________________

PRICING MUST REMAING GOOD THROUGH 6/30/17. THE DEPARTMENT INTENDS TO

ORDER MORE TABLES NEXT FISCAL YEAR, ESTEIMATED QUANTITY IS 20, NO

QUANTITY GUARENTEED NEXT YEAR.

Company ________________________ Signature _______________________

THIS PAGE MUST BE COMPLETED, SIGNED AND RETURNED WITH RESPONSE.

Cost must include all shipping, handling and all delivery charges and be FOB Destination.

The information below is required in order to consider your quote.

Please state your specific warranty: ________________________________________

How will the above item(s) be shipped? ______________________________________

Department desires delivery by 6/30/16. Can you meet this deadline? _______

If not, when can you deliver items? _________________________________________

Vendor Information

AHEC is required to have a W-9 and Vendor Mailing Address Form on file for every company it does business with. Please attach a completed W-9 (Attachment C) and Vendor Mailing Address Form (Attachment D) to your quote.

Company ________________________ Signature _______________________

THIS PAGE MUST BE COMPLETED, SIGNED AND RETURNED WITH RESPONSE.

III. GENERAL PRODUCT SPECIFICATION INFORMATION

3.1 The specifications and part numbers listed are based on the latest information available to the agency. Vendors finding fault in the specifications contained in this quote should notify the buyer, by email, prior to quote’s due date and time.

3.2 Items offered must be new (not used, remanufactured, refurbished, rebuilt, etc.) and of the manufacturers’ current model and are not to contain components that are not newly manufactured, unless specifically stated otherwise in the quote specifications. Items are to come in original manufacturer's packaging. Manufacturer's warranty and any offered rebates, as applicable, must be included.

3.3 Where brand name/model number is specified, quote only that brand/model number. If

"or equivalent" or “or equal” is stated, vendor may quote a substitute product that matches or exceeds the specifications of the brand/model listed. Vendor must submit, with the quote response, product literature that contains complete technical specifications. Auraria Higher Education Center (AHEC) may request that the vendor submit industry comparisons to substantiate that a substitute product is equivalent.

Additionally, AHEC may require a sample(s) for evaluation. Samples of items, when requested, must be furnished free of expense to AHEC, and if not destroyed by testing, will be returned at the vendor’s request and expense. AHEC reserves the right to make the final determination as to whether or not a substitute product is equivalent, or better for its intended use at AHEC.

3.4 Product must be shipped with paperwork that clearly describes the item(s) by part number and description matching the part number/description on the Documented Quote and/or purchase order. Paperwork must also reference the purchase order number.

This includes any product that is to be drop-shipped from manufacturer, distributor, etc.

Shipments received that cannot be clearly identified may be refused and/or returned to the sender.

IV. GENERAL CONDITIONS

4.1 AHEC will award this quote on an all-or-none basis; the quote will not be split among vendors. Quotes must be completed; no partial quotes will be accepted. An award will be made on the basis of the quote most beneficial to the State.

4.2 DO NOT attach a quote to your response. Costs will NOT be considered if not listed on the provided form. Additional vendor terms and conditions will not be considered. Costs must include shipping, handling and all delivery charges, unless required to be listed separately.

4.3 The vendor agrees to comply with the letter and the spirit of all applicable state and federal laws respecting discrimination and unfair employment practices.

4.4 Vendors are expected to examine any drawings, specifications, schedule of delivery and all instructions; failure to do so will be at the vendor’s risk.

4.5 Each vendor shall furnish the information required; the unit cost for each item quoted must be shown; a total for each item quoted must be entered; in case of error in extension, unit cost prevails.

4.6 This Documented Quote does not obligate AHEC to pay any costs incurred in the preparation or the submission of quotes, or to purchase or contract for materials or services from such Documented Quotation, if not in the best interest of the AHEC.

4.7 It is understood and agreed that the delivery date and/or date of installation after receipt of a purchase order is the seller’s best offer. In its acceptance of any quote, AHEC are relying on the promised delivery date or installation date as material and basic to its acceptance, unless otherwise indicated. In the event of seller’s failure to deliver as and when promised, AHEC reserves the right to cancel its acceptance order, or any part thereof, and seller agrees that AHEC may return all or part of any shipment so made and may charge seller with any loss or expense sustained as a result of such failure to deliver as promised, not as a penalty but as liquated damages.

4.8 The quoted costs shall be exclusive of any Federal or State Taxes from which the State of Colorado is exempt.

4.9 ANTI-KICKBACK ACT of 1986. Vendor represents that they have not provided or attempted to provide any kickback to any employee or agent of AHEC. All reports of possible kickback shall be submitted in writing to AHEC Procurement.

V. EVALUATION

Quotes will be evaluated on vendor's appropriateness and completeness of response requirements as outlined, vendor's experience and costs. Cost will be the primary factor used in evaluating quotes. AHEC will award, in whole or part, the vendor(s) who is/are most responsive to AHEC needs, cost and other factors considered. AHEC reserves the right to reject any or all quotes.

VI. SHIPPING

All items are to be shipped surface freight prepaid, F.O.B. Auraria Central Receiving, 1201 5th Street, Denver, CO 80204. No additional charges for packing, drayage or any other purpose will be allowed. Prepaid transportation charges will be documented, invoiced, and payable whenever non-surface premium shipping is requested.

Title to and risk of loss on all items shipped by seller to buyer shall pass to the buyer subject to buyer’s inspection and acceptance of such items at buyer’s plant.

ATTACHMENT C

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