25-025.pdf

HOUSING AUTHORITY OF THE CITY AND COUNTY OF DENVER

SOLICITATION TYPE: Request For Proposal

SOLICITATION NUMBER: 25-025

DESCRIPTION: Office Supplies

ISSUE DATE: September 29, 2025

WRITTEN QUESTIONS DUE: October 6, 2025 at 4:00pm

Submit to procurement@denverhousing.org

DUE DATE: October 17, 2025

DUE TIME: 4:00pm

SUBMITTAL PLACE: Denver Housing Authority

Procurement Services

RFP Number

1035 Osage Street, 1st Floor

Denver, Colorado 80204

OR

Electronically www.bidnetdirect.com//denverhousingauthority

To avoid confusion, please do not submit both electronic and hard copy proposal responses to DHA.

DIRECT INQUIRIES TO: Nicole Jiles

Procurement@denverhousing.org

DHA will not answer any telephone inquiries about this RFP.

All inquiries must be submitted in writing. DHA shall not be bound by, and the Offeror shall not request or rely on any oral interpretation or clarification of this solicitation.

Important Notice: In order to receive future notifications pertaining to this solicitation and notice of future business opportunities of upcoming solicitations from DHA, please register your company on Rocky Mountain

E-Purchasing (BidNet) by going to https://www.bidnetdirect.com/colorado/denverhousingauthority and completing the registration form. For help registering or questions about the Rocky Mountain E-Purchasing

System, please contact BidNet at 1-800-835-4603, Option 2. After you register on BidNet, you must register in eComply (https://prod.ecomply.us) (see instruction in Section N) to be added to DHA’s S3B public registry/directory. Please see Section F to determine if your business qualifies as a Section 3 Business

Concern.

mailto:procurement@denverhousing.org http://www.bidnetdirect.com/denverhousingauthority mailto:Procurement@denverhousing.org https://www.bidnetdirect.com/colorado/denverhousingauthority https://prod.ecomply.us/

OFFEROR’S CHECK LIST

The following checklist should be used to ensure required documentation is attached to the proposal. If a document is not required for your proposal, write N/A in the blank.

1. Have you signed the front page (Section A) of the proposal? ________

2. Have you reviewed all Fees? ________

3. Have you checked unit costs, extensions and totals? ________

4. Have you included manufacturers’ names & reference numbers as applicable? ________

5. Have you supplied any substitute ‘or equals’ brochures, technical literature, & samples where applicable? ________

6. Have you filled in Contractors name and address in Paragraph

#19 of Section ‘K’? ________

7. Have you filled out, signed and enclosed Section ‘M’ Form

Representations, Certifications, and Other Statements of Offerors ________

8. Are Bid Bonds enclosed (construction efforts)? __N/A___

9. Are Amendments to the Solicitation acknowledged

(when applicable)? ________

10. Have you filled out, signed and enclosed the Section 3

Opportunities Plan and Business Status Affidavit? __N/A___

11. Have you registered on eComply to be added to the DHA

Section 3 Registry for Labor Hour Submissions and/or Certified

Payroll Submission for Construction Work? __N/A___

NO OFFER FOR THE REASONS CHECKED

CANNOT COMPLY WITH THE SPECIFICATIONS. CANNOT MEET DELIVERY REQUIREMENTS.

UNABLE TO IDENTIFY THE ITEM(S). DO NOT REGULARLY MANUFACTURE OR SELL THE

TYPES OF ITEM(S) INVOLVED.

OTHER (SPECIFY)

WE DO WE DO NOT DESIRE TO BE RETAINED ON THE MAILING LIST FOR FUTURE PROCUREMENT OF THE TYPE

OF ITEM(S) INVOLVED.

NAME AND ADDRESS OF FIRM: SIGNATURE:

TYPE OR PRINT NAME AND TITLE OF SIGNER:

(Fold and Mail to The Address Below)

FROM: AFFIX

STAMP

HERE

TO: DENVER HOUSING AUTHORITY

PROCUREMENT SERVICES

PO BOX 40305

DENVER, CO 80204

SOLICITATION NO. RFP 25-025 Office Supplies

DATE AND TIME DUE: October 17, 2025 at 4:00pm

SECTION A

SOLICITATION/OFFER/AWARD

Solicitation Number:

25-025

Solicitation Type:

Request for Proposal

Date Issued:

September 29, 2025

Issued By:

Housing Authority of the City and County of Denver

PO Box 40305

Denver, CO 80204

SOLICITATION

Hard copy sealed offers in one (1) original and eleven (11) copies for furnishing the services or supplies in the attached solicitation will be received at the address specified above or electronic submissions via instructions specified in Section D until

4:00p.m. local time on October 17, 2025. Offerors should note the provision entitled LATE SUBMISSIONS ... in the Instructions to Offerors. All Offers are subject to all terms and conditions contained in this solicitation.

For Information Contact: Nicole Jiles

Email address: procurement@denverhousing.org

OFFER

In compliance with the above, the undersigned agrees, if the offer is accepted within 90 calendar days from the date for receipt of offers specified above, to furnish any and all items at the prices offered.

The Offeror acknowledges amendments through by signing below.

Contractor Name and Address:

Email Address of Offeror:

Name and Title of Person Authorized to Sign Offer:

Telephone Number: Signature: Date:

AWARD

(For DHA Use Only) Contract Number:

Contract Amount: Effective Date:

End Date:

Supplies or Services: Office Supplies

SIGNATURES

CONTRACTOR: (Negotiated Procurement Only)

Signature:

Name:

Title:

Date:

AUTHORITY:

Signature:

Name:

Title:

Date:

mailto:procurement@denverhousing.org

SUPPLY/SERVICE

SOLICITATION/CONTRACT

TABLE OF CONTENTS

SECTION TITLE PAGES

Offeror’s Checklist

No Offer Form

A Solicitation/Contract Form 1

Table of Contents 2

B Supplies or Services and Prices 3

C Description/Specifications/Statement of Work 4-5

D Instructions to Offerors 6-9

E Evaluation Factors for Award 10-14

F Subcontractor and Supplier Plan 15-17

G Packaging and Marking 18

H Inspection and Acceptance 19

I Deliveries or Performance 20

J Contract Administration Data 21

K Special Contract Requirements 22-32

L Contract Clauses 33

M Representations, Certification and Other 34

Statements of Offerors

N List of Documents and Other Attachments 35

Note: Sections D, E, F and M will be physically removed from any resultant award, but will be deemed to be incorporated, by reference, in that award.

SECTION B

SUPPLIES OR SERVICES AND PRICES

FEE SCHEDULE

Contractor shall furnish all facilities, labor, materials, equipment, and perform all work as specified on the Fee

Schedule and Specifications. The estimated quantities shown on the fee schedule are for evaluation purposes only.

Complete all highlighted areas in the Section B Fee Schedule spreadsheet. Please provide Unit of Measure (example:

each, pack, dozen, quantity per pack, etc.) for all line items listed in the spreadsheet.

All items provided under the contract must be brand name or equal. Identify your “Or Equal” brand in “Or Equal” column (column 6) by listing the items number. Do not change the item descriptions or DHA stock numbers in columns 4 and 5.

In addition to above pricing, a prompt payment discount of _________% ____________ days, or net 30 days is submitted. The Authority will not pay retainers, finance charges for late payments or pre-payments for work that has not occurred.

SECTION B FEE SCHEDULE

ITEM # QTY UM ITEM DESCRIPTION

STOCK NUMBER

BRAND OR EQUAL

Base

Year

Price

Option

Year I

Price

Option

Year II

Price

Option

Year III

Price

Option

Year IV

Price

1 640

White Copy Paper, 20 lb, 92 brightness, 8.5"x11", 500 sheets per ream, ten reams per case SRC11200 2 9 Brother DR400 Replacement Drum Unit BRTDR400

3 17

Brother TN430 Original Toner Cartridge - Laser - 3000 Pages -

Black BRTTN430

4 5

HP 78 (C6578DN) Original Ink Cartridge - Inkjet - 560 Pages -

Cyan, Magenta, Yellow HEWC6578DN

5 3

HP 45 (51645A) Original Ink Cartridge - Single Pack - Inkjet - 830

Pages - Black HEW51645A

6 3 C6578AN (HP 78) Ink, 970 Page-Yield, Tri-Color HEWC6578AN

7 16 Black ink, HP Vivera #96 (for HP Deskjet 6940) ELI75249

8 14

HP 97 (C9363WN) Original Ink Cartridge - Inkjet - 560 Pages -

Cyan, Magenta, Yellow HEWC9363WN

9 14

HP 564 (CB316WN) Original Ink Cartridge - Inkjet - 250 Pages -

Black HEWCB316WN

10 9

HP 74 (CB335WN) Original Ink Cartridge - Inkjet - 200 Pages -

Black HEWCB335WN

11 3

HP 75 (CB337WN) Original Ink Cartridge - Inkjet - 210 Pages -

Color HEWCB337WN

12 19

CRTDG,TONER,HL2070N,BK

Brother - Black - Laser - 3000 Pages EQUTN350

13 12

HP 950 (CN049AN) Original Ink Cartridge - Inkjet - Standard Yield

- 1100 Pages - Black HEWCN049AN

14 12

HP 951 (CR314FN) Original Ink Cartridge - Inkjet - 700 Pages -

Cyan, Magenta, Yellow - 3 / Pack HEWCR314FN

15 12

HP 61 (CH561WN) Original Ink Cartridge - Inkjet - 190 Pages -

Black HEWCH561WN

16 12

HP 61 (CH562WN) Original Ink Cartridge - Inkjet - 165 Pages -

Cyan, Magenta, Yellow HEWCH562WN

17 12

HP 78 (C6578DN) Original Ink Cartridge - Inkjet - 560 Pages -

Cyan, Magenta, Yellow HEW C6578DN

In addition to above pricing, a prompt payment discount of _________% ____________ days, or net 30 days is submitted. The Authority will not pay retainers, finance charges for late payments or pre-payments for work that has not occurred.

Contractor shall furnish all facilities, labor, materials, equipment and perform all work as specified on the Fee Schedule and Specifications. The estimated quantities shown on the fee schedule are for evaluation purposes only.

http://ordering.faisonopc.com/p-12907-hewc6578an.aspx

SECTION B FEE SCHEDULE

DISCOUNT PRICING STRUCTURE

Please provide your discount structure proposal for all catalog items not listed above.

Contractor shall furnish all facilities, labor, materials, equipment and perform all work as specified on the Fee Schedule and Specifications. The estimated quantities shown on the fee schedule are for evaluation purposes only.

SECTION C

DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

1. SPECIFICATIONS/STATEMENT OF WORK

Denver Housing Authority is requesting proposals for annual office supplies.

Definition of Office Supplies: Office supply items under $1,000.00 for related administrative paperwork at your desk, including file cabinets, bookcases and batteries.

Items excluded from this contract and considered “off-contract”:

• Furniture

• Copiers/MFPs

• Computers

• Software

• Facility Solutions

• Maintenance/Janitorial Supplies

• Food and drinks

• Food and drink services

• Printing Services

• Appliances

Excluded items cannot be included/colluded with any office supply orders.

Contracted Items

1. The vendor(s) will be responsible for all office supplies ordered under this contract.

2. The vendor(s) shall provide a discount structure for all office supply items in their catalog not identified in

Section B. The discount structure should be provided as a percentage discount rate against all catalog office supply items.

3. Pricing and discount structure must be provided for the base year and four option years. The Authority will analyze the discount structure as it applies to new catalog listing issued by the vendor.

4. The vendor(s) shall provide an online site accessible by select DHA staff with a login and password. The site will provide an easy-to-use catalog that will provide the DHA discounted contract price, as well as how the items are sold/packaged.

5. Vendor(s) shall maintain all the necessary hardware, software, backup-capacity and network connections required to operate the online site and identify any minimum requirements that may be necessary for staff to access the site.

6. The vendor shall notify DHA of any item in the Section B Fee Schedule that has been discontinued and/or if a substitution is available.

Green Program

The agency is interested in participating in a green office supply program. Therefore, vendors shall identify a proposed methodology and approach for establishing and implementing a Green office supply program.

Ordering Program

1. Vendors will identify how their system will prevent orders of excluded items through the online site and prevent excluded items from being colluded with office supply orders.

2. Vendors will provide an outline of how Section B and green items can be identified as a priority on the online site.

3. Vendors will provide an electronic approval process for order placed under this contract.

4. DHA shall receive one monthly statement with all approved orders attached and separated by department code.

Delivery Program

The vendor(s) shall be issued individual purchase orders or Ghost Card account for delivery notices for items specified or unspecified herein. The Authority has the following needs:

1. The vendor(s) should have a large range of items in stock or readily available to purchase to ensure reasonable deliveries.

2. The vendor(s) shall provide a process to provide the Authority with the quick delivery approach for contracted items to be received within twenty-four (24) hours of order from the Authority. Vendor(s) shall implement a “fast track” delivery program for immediate on call deliveries in addition to the regular delivery program.

3. The vendor(s) shall provide a process to eliminate or reduce the number of backorders.

4. Invoices should reference the purchase order number, name of the individual who made the purchase, name of the designated staff who approved the order, the date of order approval and the location/site.

5. Each individual order should be individually identified and separately packaged.

6. There shall be a liberal and generous return policy.

It is the intent of the Authority to administer the procurement, receiving acceptance and payment in the most efficient and low-cost manner while maintaining no inventories of office supplies. The Authority should be able to identify and distribute individual orders without a close examination of all items and packing slips. The vendor shall have the flexibility for drop shipment of items to thirty-nine (39) development sites or other DHA delivery locations within the City and County of Denver, Colorado. Delivery locations may be added or removed during the life of the contract.

Method of Payment

1. All Section B and discount structure office supplies will be paid for via Purchase Order (P.O.) or Ghost Card

2. Off contract (excluded) orders under $10,000.00 will be paid for via Purchasing Card (P-Card)

3. Off contract (excluded) orders over $10,000.00 but not exceeding $250,000 will have to be solicited through an invitation for quote (IFQ) outside of this procurement.

SECTION D

INSTRUCTIONS TO OFFERORS

1. INSTRUCTIONS TO OFFERORS

See HUD Form 5369-B immediately following this section.

2. SUBMISSION OF OFFERS

a. All proposals and required forms shall be enclosed in an envelope, sealed, and clearly labeled as follows:

PROPOSAL DOCUMENTS

Name of Contractor

RFP Number

Date and Time Due

b. All proposals and required forms transmitted by mail shall be addressed with the same information above and mailed to:

RFP Number

c. All proposals and required forms hand delivered shall be addressed with the same information above and hand delivered to:

RFP Number

The Clock in the 1st Floor Lobby shall be used to determine the time proposals/offers that are mailed or hand-delivered are received by the Authority.

d. All proposals and required forms transmitted electronically through BidNet shall be addressed with the same information above and electronically submitted to:

Allow ample time for the electronic submission of your proposal. Below is a link to a BidNet Electronic Bid

Submission (EBS) FAQ site. DHA strongly encourages offerors to review this information prior to starting your submission in addition to starting the submission process at least one business day prior to the proposal due date. DHA will not extend the submission deadline due to any technical issues or outages you may experience. Questions can be directed to the BidNet Vendor Support team in the below link.

http://faq.bidnetdirect.com/electronic-bid-submission/

The electronic date and time stamp via the BidNet site shall be used to determine the time electronic proposals/offers are received by the Authority.

e. To avoid confusion, please do not submit both electronic and hard copy proposal responses to DHA.

http://faq.bidnetdirect.com/electronic-bid-submission/

f. After you register on BidNet, you must register in eComply (https://prod.ecomply.us) (see instruction in

Section N) to be added to DHA’s S3B public registry/directory and Section 3 Labor Hour submissions. Please see Section F to determine if your business qualifies as a Section 3 Business Concern.

3. PROPOSAL PREPARATION INSTRUCTIONS

a. All proposals shall be submitted in the following format and sequence:

i) Cover Page

ii) A detailed response to each evaluation criteria indicated in Section E (At least one paragraph per criteria).

iii) All required documents (Section D, Paragraph 4)

iv) Provide a breakdown of percentage of the contract to be assigned to Small and Section 3

Business Enterprises (See Section D, Paragraph 6).

b. Proposals submitted in hard copy shall be submitted in one (1) original and eleven (11) copies.

c. All proposals submitted in hard copy shall be enclosed in an envelope, sealed, and labeled (See Section D, Paragraph 2a).

4. REQUIRED DOCUMENTS

The following documents are required to be submitted with the Proposal:

a. Section A, Solicitation/Offer/Award Form

b. Section B, Fee Schedule

c. Section F, List of Proposed Subcontractors and Suppliers (if applicable)

d. Section K, Paragraph 19 signed

e. Section M, Representations and Certifications including HUD Form 5369C

f. Disclosure of Lobbying Activities (if applicable)

g. All Amendments Signed (if applicable)

h. At least three (3) references shall be provided with email addresses

i. Vendor Qualification Form and W9

j. Worker Status Affidavit

k. Business Status Affidavit (prime and subcontractors)

5. PRE-PROPOSAL CONFERENCE – NOT APPLICABLE

A pre-proposal conference will be held at the following location:

Location:

Date/time:

6. SMALL AND SECTION 3 BUSINESS PARTICIPATION

a. The Authority's Board of Commissioners has set an overall aspirational goal of 25% Small Business

Enterprise and 25% Section 3 Business participation in the procurement of supplies and services. All offerors are encouraged to present a team approach that meets or exceeds our aspirational goals.

b. Firms submitting proposals are encouraged to consider subcontracting portions of the engagement to firms owned and controlled by socially and economically disadvantaged individuals. If this is to be done, the https://prod.ecomply.us/ name(s) of the proposed subcontracting firms, must be clearly indicated in the proposal. Following the award of the contract, no additional subcontracting will be allowed without the express prior written approval of the

Contracting Officer.

7. MATERIAL PRODUCT APPROVAL (OR EQUAL)

Samples and product data for all proposed "or-equal" items may be requested at a later date.

8. QUESTIONS AND ANSWERS FOR THIS REQUEST FOR PROPOSAL

DHA shall not be bound by, and the Offeror shall not request or rely on any oral interpretation or clarification of this solicitation. Therefore, any questions regarding this solicitation are encouraged and should be submitted in writing via email to procurement@denverhousing.org by October 6, 2025 at 4:00pm. Questions will be answered via amendment by October 9, 2025. No other questions will be answered beyond this period.

All communications regarding this solicitation shall only be through the staff and email address listed on the solicitation cover page. No communication is to be directed to any other DHA personnel.

9. DEBRIEFING

Debriefing sessions are available on an “As Requested” basis after contract award. Debriefing sessions provide valuable insight on how to make your proposal more competitive for future procurement activity.

10. OPEN RECORDS ACT

Offerors are hereby notified that information submitted as part of or in support of the Offer may be available for public inspection in compliance with the Colorado Open Records Act, C.R.S. 24-72-201 et seq.

11. RESTRICTION ON DISCLOSURE AND USE OF DATA

An Offeror including proprietary or confidential information in its proposal shall conspicuously display the following information on the first page of the proposal, if the Offeror does not want the proprietary or confidential information disclosed to the public for any purpose or used by the Authority except for evaluation purposes:

(1) The Offer includes proprietary or confidential information that shall not be disclosed outside the

Authority, and/or the Authority’s evaluation committee, and shall not be duplicated, used, or disclosed, in whole or in part, for any purpose other than to evaluate the proposal.

(2) If a contract is awarded to the Offeror, the Authority shall have the right to duplicate, use or disclose the proprietary or confidential information to the extent provided in the contract.

(3) This restriction does not limit the Authority’s right to use the proprietary or confidential information if it is obtained from another source without restriction.

(4) The Offeror has specifically identified, by page number or otherwise, the proprietary or confidential information subject to the restriction.

(5) The Offeror shall not designate as proprietary or confidential information the name of the Offeror, the proposal price, or any information that is not actually proprietary or confidential pursuant to Federal, state or local law.

In addition to the requirements above, the Offeror shall conspicuously mark each separate sheet containing proprietary or confidential information it wishes to restrict with a notation stating that the information is confidential or proprietary as stated on page one of the proposal.

12. RETENTION

All Offers are the property of the Authority and shall be retained by the Authority and therefore will not be returned to the Offeror.

13. COSTS

The issuance of this RFP does not obligate the Authority to pay any costs incurred by any Offeror in connection with (a) preparation and presentation of an Offer, (b) any supplement or modification of this RFP, or (c) negotiation with the Authority or other party arising out of or relating to this RFP or the subject matter of this RFP.

14. RFP AND AMENDMENTS

Offeror’s Offer shall address only this RFP and amendments to this RFP.

15. CONFLICTING PROVISIONS

In the event that any provision in any document listed in the RFP conflicts with any provision of the contract, the contract shall govern.

16. SERVICE OF PROTEST

(1) In accordance with DHA Procurement Policy and Protest Guidelines, any protest against the solicitation must be received before the due date for receipt of bids or proposals, and any protest against the award of the contract, pursuant to this solicitation, shall be served on the Authority within five (5) business days of the date provided on the written notice of contract award from DHA, or the protest will not be considered. All bid protests shall be in writing. Protests must be received by 4:00 pm on the fifth business day.

(2) Protestors are required to submit protests in writing to Housing Authority of the City and County of Denver, Procurement Manager, 1035 Osage Street, Denver, CO 80204 by some form of certified mail or hand delivered. The protest must be printed, typewritten, or otherwise duplicated in a legible form. The content of the written notice must contain:

a. The name, address and phone number of the person filing the protest and an explanation of how their substantial interests have been affected by the Authority’s determination;

b. The solicitation number and/or project title;

c. A statement of how and when the person filing the protest received notice of the Authority’s determination;

d. A statement of all issues of disputed material fact. If there are none, the protest must so indicate;

e. A concise statement of the facts alleged, as well as the Authority’s policies which entitle the person filing the protest to relief;

f. A demand for relief to which the person deems themselves entitled; and;

g. Any other information the person contends is material to the protest.

(3) The DHA Contracting Officer’s designee will provide a written decision on the matter within twenty (20) calendar days of receipt of the protest. If a final determination cannot be made within twenty (20) days, a written notice will be provided to the protester with an estimated date that the decision should be made and a reason for the extension.

(4) This decision will be final unless within five (5) business days of receipt of the written decision the protester appeals to the Contracting Officer. The appeal shall be in writing, sent via email to procurement@denverhousing.org and certified mail, or by hand‐delivery to the Procurement Manager as stated above. Appeals should contain a statement of the factual and legal grounds on which reversal or modification of the decision is deemed warranted, specifying any errors of law made or information not previously considered.

SECTION E

EVALUATION FACTORS FOR AWARD

The Authority has issued this RFP to identify Offerors who have a proven track record and the experience performing the services requested in Section C –DESCRIPTION/SPECIFICATION/STATEMENT OF WORK. Based on submittals, an evaluation panel assembled by the Authority will review, score, and rank the Offers according to the evaluation factors set forth below and in Section D, Paragraph 3 (Proposal Preparation Instructions) and determine which Offerors are the most responsive.

Federal procurement regulations require that each Offer be evaluated on the content of the Offer submitted in response to this RFP. Consequently, even if Offeror has performed services for the Authority in the past, Offeror must still respond to the RFP in detail, as though Offeror has never provided services to the Authority. If necessary, the

Authority will conduct interviews to determine which firm(s) have the qualifications to best meet the Authority’s needs. Subsequently, the evaluation panel will recommend one or more Offerors to the Board of Commissioners, who will vote to accept or reject the recommendation.

AWARD WITHOUT NEGOTIATIONS

If, after the initial evaluation of proposals, there is an Offer(s) that is ranked above all other Offers, and there is no need to negotiate or obtain further clarification or information from the Offeror (e.g., the price is reasonable), the Contracting

Officer may proceed directly to award.

CONFLICT OF INTEREST

The Authority, in its sole and absolute discretion, may disqualify an Offer if the Offeror has a real or apparent conflict of interest.

Federal procurement regulations require that each Offer be evaluated on the content of the Offer submitted in response to this RFP. Consequently, even if Offeror has performed services for the Authority in the past, Offeror must still respond to the RFP in detail, as though Offeror has never provided services to the Authority.

Utilizing the following factors and others as identified in HUD Form 5369B, paragraph 5(a) and (b), the panel will evaluate and score each Offer as follows:

Criteria Points

1) Experience 35

2) Methodology and Approach 35

3) Price 30

Total Points 100

Experience

• Experience working with governmental entities

• Experience working with similar agencies who have multiple delivery locations

Price

• Provide fixed pricing in the Section B Fee Schedule for the next five years

• Provide a discount structure for office supplies not specifically identified in the Section B Fee Schedule

• Identify if you offer any kind of rebate program

• Identify if you do any kind of price matching if staff can find an item at a cheaper rate.

Methodology and Approach

• Provide outline of how Section B (fixed price) and green items can be identified as a priority on your website.

• How long is a typical order/billing history kept on a user’s online ordering profile?

• Provide outline of how excluded items that do not fall under the contract will be notated/ grayed out/ made unavailable for purchase through your online system.

o If staff seek to purchase excluded items off contract, explain the method(s) you will provide for them to obtain these items.

• Approach to working with similar agencies who have multiple delivery sites.

• Provide an outline of your ordering and approval process.

• Provide an outline of your billing/invoicing and payment process.

Please provide a detailed response to each evaluation criteria indicated in Section E (At least one paragraph per criteria). Duplicate this page if additional sheets are required.

Criteria 1: Experience

Please provide a detailed response to each evaluation criteria indicated in Section E (At least one paragraph per

Criteria 2: Methodology and Approach

Please provide a detailed response to each evaluation criteria indicated in Section E (At least one paragraph per

Criteria 3: Price

SECTION F

SUBCONTRACTOR AND SUPPLIER PLAN

Please complete this list of any proposed subcontractors and suppliers that you may have under this contract. Please note that all subcontractors must complete a Business Status Affidavit.

LIST OF PROPOSED SUB-CONTRACTORS AND SUPPLIERS

The Offeror proposes to subcontract with the following subcontractors for this Contract. The

Offeror acknowledges that all subcontractors and suppliers regardless of tier are to be listed on this form. Each subcontractor listed must complete the Business Status Affidavit.

Business Name: _______________________________________________________________

Address: _____________________________________________________________________

Type of Service: _____________________________________________________________

Contact Person _______________________________________________________________

Dollar Amount: _______________________ Percent of Contract: __________________

____Section 3 Business ____SBE ____Subcontractor ___Supplier

Proposed Subcontractors

Dollar Amount: _______________________ Percent of Contract __________________

(Duplicate this page if additional sheets are required)

SECTION G

PACKAGING AND MARKING

1. MARKING REQUIREMENTS

All shipments shall include the purchase order number on the mailing label and the packing slip/invoice.

SECTION H

INSPECTION AND ACCEPTANCE

1. INSPECTION AND ACCEPTANCE

Inspection and acceptance will be at destination. Procurement Services is designated as the office responsible for inspecting the work while the Contracting Officer is responsible for final acceptance of the work.

2. RISK OF LOSS

The contractor agrees to bear all risk of loss, injury, or destruction of goods and materials ordered as a result of the contract which occurs prior to delivery to the Authority; and such loss, injury, or destruction shall not release the Contractor from any obligations hereunder.

3. DEFECTIVE MATERIAL

The contractor shall agree to accept, for full credit and returns, including shipping charges, the return of any item received which is found to be defective in quality of packaging so as to render the item unusable for its intended purpose. Material designated shall be replaced at the full expense of the Contractor within ten (10) calendar days after return.

SECTION I

DELIVERIES OR PERFORMANCE

1. HOURS OF WORK

a. The normal work hours at the site are from 8:00 am to 4:30 p.m., Monday through Friday, excluding holidays. Access to the work site may be restricted to these hours and days. Request for work during other than normal hours must be coordinated and approved in advance with the Contracting Officer Representative.

b. DHA recognizes the following holidays: New Year's Day, Martin Luther King Jr.'s Birthday (3rd Monday in January), President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran's Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve, and Christmas Day. If a holiday falls on a

Sunday, the following Monday will be observed. If a holiday falls on a Saturday, the preceding Friday will be observed.

2. TERM OF CONTRACT

The term of the contract is one (1) year from date of award or the Effective Date, whichever is later. The

Authority reserves the right to extend the term of this contract for the period specified in Section K, "Option to

Extend the Term of the Contract".

3. DELIVERY LOCATION(S)

The delivery location(s) will be various warehouses or developments located throughout the City and County of Denver. The actual location of delivery will be specified on each purchase order.

4. REQUIRED DELIVERY SCHEDULE

All items ordered under this contract shall be delivered to the designated delivery location within 24 hours after receipt of the order.

5. FOB POINT

Unless otherwise stated, all shipments shall be F.O.B. destination. The Authority shall not be liable for any delivery, storage, demurrage, accessorial, or other charges involved before actual delivery of the supplies to the destination unless such charges are caused by an act or order of the Authority acting in its contractual capacity.

6. PLACE OF PERFORMANCE – NOT APPLICABLE

The services required under this contract shall be provided at the locations listed below or as outlined in the

Statement of Work.

7. REQUIRED REPORTS – NOT APPLICABLE

The Contractor shall, at such times and in such forms as the Authority may require, furnish such reports concerning the status of the project, and such statements, certificates, approvals, copies, and other information relative to the project, as may be requested by the Authority. The Contractor shall furnish the Authority, upon request, with copies of all documents and other materials prepared or developed in relation to or as part of the project.

SECTION J

CONTRACT ADMINISTRATION DATA

1. CONTRACT ADMINISTRATION OFFICE

The following office is responsible for administration of the contract:

1035 Osage Street

2. INVOICING AND PAYMENTS

The Contractor shall submit invoices to:

Attn: Accounts Payable

P.O. Box 40305

Mile High Station

OR

AP@denverhousing.org

Each invoice shall reference at a minimum the purchase order number, contract number, dates of service, work performed, and dollar amount billed per fee schedule pricing. Unless otherwise stated, the Authority will process payments to the Contractor Net 30 days from receipt of the invoice. The Authority will consider prompt payment discounts offered by the Contractor. The Authority will not pay finance charges for late payments, retainers or pre-payments for work that has not occurred.

mailto:AP@denverhousing.org

SECTION K

SPECIAL CONTRACT REQUIREMENTS

1. INSURANCE

Before commencing work, the Contractor shall furnish the Authority with certificates of insurance showing that the following insurance is in force and will insure all operations under the Contract:

a) Worker’s Compensation:

i. Worker's Compensation, in accordance with the State of Colorado Worker's Compensation Laws.

The policy or policies shall name the Authority as a certificate holder.

ii. Sole Proprietor’s and Contractor’s that do not have any employees that are exempt from workers compensation will be required to submit an Independent Contractors Form to the Authority.

b) Commercial General Liability:

i. Commercial General Liability of not less than $2,000,000 per occurrence limit and $2,000,000 general aggregate limit to protect the Contractor and each subcontractor against claims for bodily injury or death and damage to the property of others. This shall cover the use of all equipment, hoists, and vehicles on the site(s) not covered by Automobile Liability under (c) below. If the

Contractor has a "claims made" policy, then the following additional requirements apply: the policy must provide a "retroactive date" which must be on or before the execution date of the Contract; and the extended reporting period may not be less than five years following the completion date of the

Contract. Maximum deductible is $10,000 and the deductible should be issued on a per occurrence basis in lieu of a per claim basis. The amounts of such insurance required hereunder shall be subject to adjustment from time to time as requested by the Authority based upon the Authority’s determination as to the amount of such insurance generally required at such time.

ii. As an alternative, the Contractor may provide Commercial General Liability in the amount of

$1,000,000 per occurrence and $2,000,000 general aggregate and $1,000,000 under an

Umbrella/Excess Liability policy.

iii. The policy or policies shall name the Authority as an additional insured.

c) Automobile Liability:

i. Automobile Liability on owned and non-owned motor vehicles used on the site(s) or in connection therewith of not less than $1,000,000 per occurrence limit. Such insurance shall cover all work of the Contractor and shall be issued by an insurer acceptable to the Authority.

ii. The policy or policies shall name the Authority as a certificate holder.

d) Professional Liability:

i. Professional Liability insurance coverage is only applicable to professional services such as lawyers, consultants, accountants, auditors or architects and engineers and shall consist of not less than

$2,000,000.00 per occurrence and $2,000,000 in the aggregate. The lawyers, accountants, auditors or architects and engineers and their sub-contractors shall confirm that the professional liability policy includes errors and omissions insurance to insure the adequate performance of all professional activities. The professional errors and omissions insurance coverage specified herein may be structured to provide coverage on a "claims made" basis or on an "occurrence" basis; provided, however, that the Contractor shall be required to maintain and keep in effect said professional errors and omissions insurance coverage for the period set out in Colorado law as amended. Maximum deductible is $10,000 and the deductible should be issued on a per occurrence basis in lieu of a per claim basis. The amounts of such insurance shall be subject to adjustment from time to time as requested by the Authority based upon the Authority’s determination as to the amounts of such insurance generally required at such time for such activities or services.

ii. The policy or policies shall name the Authority as a certificate holder.

e) Builder's Risk Insurance:

i. Builder's Risk Insurance is only applicable to Construction Contractors for scope of work in excess of the small purchase threshold currently set at $250,000. The contractor will carry the builders risk for the specific project and scope of work as required under Article 36(b) of the General Conditions.

The deductible limit of such insurance up to $1,000 per claim shall be the responsibility of the

Contractor if the claim arises out of default or neglect of Contractor, its subcontracts or any other party for whose act it is responsible; otherwise, the deductible limit of such insurance shall be the responsibility of the Authority.

ii. The policy or policies shall name the Authority as an additional insured.

f) Policies and Evidence of Coverage:

i. All policies shall be issued by carriers having ratings of Best’s Insurance Guide A- and VIII, or better, and admitted to engage in the business of insurance in Colorado. All policies must be endorsed to be primary and noncontributing with the policies of the Authority being excess, secondary and non-contributing. Any policy or endorsement form must be approved in advance by the Authority. No policy will be canceled, non-renewed or materially modified without thirty (30) days prior written notice by insurance carrier to the Authority. Contractor must immediately notify the Authority, in writing, if any aggregate limit is reduced below seventy-five percent (75%) of the limit required by this subparagraph because of losses paid. No policy will contain a deductible or self-insured retention in excess of the amounts listed under each coverage, without the prior written approval of the Authority. If the forms of policies, endorsements, certificates, or evidence of insurance required by these provisions are superseded or discontinued, the Authority shall have the right to require other equivalent or better forms.

ii. Each such policy shall contain a valid provision of endorsement stating, “This policy will not be cancelled without first giving thirty (30) days written notice thereof to the Authority’s Procurement

Manager, PO Box 40305, Denver, Colorado 80204, sent by certified mail, return receipt requested.”

iii. Evidence of the insurance coverage required to be maintained by Contractor under this section, represented by certificates of insurance issued by the insurance carrier, must be furnished to the

Authority prior to Contractor receiving payment for any services, and at least thirty (30) days prior to the expiration of current policies. Copies of all endorsements required must accompany the certificates delivered to the Authority and name the Authority as the certificate holder. The certificates will state the amounts of all deductibles and self-insured retentions and that the Authority will be notified in writing thirty (30) days prior to cancellation, material change, or non-renewal of insurance. Proof of insurance shall be provided to the Authority upon execution of this Contract. If requested, Contractor shall provide the Authority copies of such policy. Any payment due under this

Contract shall be withheld until Contractor has provided such proof of insurance.

iv. The Contractor shall insert the substance of this clause, including this paragraph, in subcontracts under this contract that require work on the Authority's property and shall require subcontractors to provide and maintain the insurance required in the schedule or elsewhere in the contract. The

Contractor shall maintain a copy of all subcontractor's proofs of required insurance, and shall make copies available to the Contracting Officer upon request.

g) Minimum Requirements:

i. Insurance coverage specified herein constitutes the minimum requirements, and said requirements shall in no way lessen or limit the liability of Contractor under the terms of the Contract. Contractor shall procure and maintain, at its own expense and cost, any additional kinds and amounts of insurance that, in its judgment, may be necessary for its proper protection in the prosecution of the services hereunder.

2. INDEMNIFICATION

(a) To the fullest extent permitted by law, Contractor and all of its officers, directors, employees, contractors, agents, successors and assigns, jointly and severally, agree and hereby shall release, indemnify, protect, hold harmless and defend the Authority, its commissioners, officers, employees, servants and agents from and against any and all claims, demands, suits, liabilities, damages, penalties, fines, judgments, obligations, causes of action, charges, administrative or judicial proceedings and orders, remedial action requirements, enforcement actions of any kind, and all costs and expenses incurred in connection therewith (including, but not limited to, attorneys’ fees and expenses),resulting from, whether foreseeable or unforeseeable, arising directly or indirectly, in whole or in part, out of, or in any way related to or connected with any of the following: the performance of services pursuant to this Contract including but not limited to worker’s compensation claims of or by anyone, in any way and any personal injury (including but not limited to wrongful death) or property damage (real or personal) arising out of, or in any way related resulting from, or arising out of, directly or indirectly, the performance of services pursuant to this Contract by

Contractor or any of its employees, contractors, agents, invitee, successors or assigns; provided, however, the Contractor shall not be required to defend, indemnify and save harmless the Authority, its commissioners, officers, employees, servants and agents from claims, suits or expenses, including worker's compensation claims resulting from the sole negligence or fault of the Authority, its commissioners, officers, employees, servants or agents. Insurance coverage specified herein constitutes the minimum requirements, and said requirements shall in no way lessen or limit the liability of Contractor under the terms of the contract. Contractor shall procure and maintain, at its own expense and cost, any additional kinds and amounts of insurance that, in its judgment, may be necessary for its proper protection in the prosecution of the services hereunder.

(b) Contractor and all of its officers, directors, employees, contractors, agents, successors and assigns, jointly and severally, agree and hereby shall release, indemnify, protect, hold harmless and defend the Authority, its commissioners, officers, employees, servants, and agents from and against any and all claims, demands, damages, suits, costs, expenses, liabilities, penalties, fines, judgments, obligations, causes of action, charges, administrative or judicial proceedings and orders, remedial action requirements, enforcement actions or proceedings of any kind or nature whatsoever, including but not limited to worker's compensation claims of or by anyone, in any way, resulting from, or arising out of, directly or indirectly, the performance of services pursuant to this Contract.

The Authority shall notify the Contractor of the existence of any claim, demand, or other matter to which the Contractor’s indemnification obligations would apply. The Authority shall select counsel to represent the Authority, whose selection shall be approved by the Contractor. Such approval shall not be unreasonably withheld. The Contractor shall pay all reasonable attorney’s fees of the

Authority’s counsel, relating to defense of the action. If the Contractor shall fail to pay the attorney’s fees and costs of the Authority’s defense, within a reasonable time after notice, the Authority shall undertake its defense and the Contractor shall pay all attorney’s fees and costs expended in the

Authority’s defense of itself including, but not limited to, all attorney’s fees and costs associated with the Authority’s enforcement of the indemnification and/or duty to defend provisions set forth herein.

(c) The obligations to indemnify and to defend the Authority shall survive expiration or earlier termination of this Contract.

(d) The Authority by this Contract does not agree to release, indemnify, protect, hold harmless, exonerate, defend or assume the defense of Contractor or any other persons or entity whatsoever, for any purpose whatsoever.

3. COMPLIANCE WITH LAWS AND REGULATIONS

All materials and supplies furnished pursuant to the Specifications shall be in compliance with the ordinances of the City and County of Denver, the laws and regulations of the State of Colorado and the United States of America.

Contractor shall, if requested by the Authority, supply certification and evidence of such compliance. The Contract shall be construed pursuant to the laws of the State of Colorado.

4. CONFLICT OF INTEREST

Neither the contractor nor their subcontractors may enter into any contract, subcontract, or arrangement in connection with this contract in which any of the following classes of people has an interest, direct or indirect, during his or her tenure or for one year thereafter:

(i) Any present or former member or officer of the governing body of the Housing Authority, or any member of the officer’s immediate family. There shall be excepted from this prohibition any present or former tenant commissioner who does not serve on the governing body of a resident corporation, and who otherwise does not occupy a policymaking position with the resident corporation, the Housing Authority, or a business entity.

(ii) Any employee of the Housing Authority who formulates policy or who influences decisions with respect to the contract, or any member of the employee’s immediate family, or the employee’s partner.

(iii) Any public official, member of the local governing body, or State or local legislator, or any member of such individuals’ immediate family, who exercises functions or responsibilities with respect to the contract or the Housing Authority.

(iv) For purposes of this paragraph, the term “immediate family member” means the spouse, mother, father, brother, sister, or child of a covered class member (whether related as a full blood relative, or as a “half” or

“step” relative, e.g., a half brother or stepchild.)

5. SEVERABILITY

To the extent that this contract may be executed and performance of the obligations of the parties may be accomplished within the intent of the contract, the terms of this contract are severable, and should any term or provision hereof be declared invalid or become inoperative for any reason, such invalidity or failure shall not affect the validity of any other term or provision hereof. The waiver of any breach of a term hereof shall not be construed as a waiver of any other term, or the same term upon subsequent breach.

6. CONTRACT AS COMPLETE INTEGRATION; AMENDMENTS

This contract is intended as the complete integration of all understandings between the parties. This contract supersedes all prior negotiations, representations, agreements, arrangements, or understandings, either oral or written, between or among the parties hereto, relating to the subject matter of this contract, which are not fully expressed herein.

No waiver, alteration, or modification of any of the provisions of this contract shall be binding unless in writing and signed by a duly authorized representative of both the Authority and Contractor.

7. GOVERNING LAW AND VENUE

a. This Contract is entered into under, and shall be governed for all purposes by, the laws of the State of

Colorado, excluding any conflict-of-law rule or principle that might refer the construction of this Contract to the laws of another venue or country. The parties agree that this Contract is to be performed in Colorado and venue for any action arising hereunder shall be in the City and County of Denver.

b. Any provision of this Contract, which is otherwise in conflict with said laws, rules, and regulations, shall be considered null and void. Nothing contained in any exhibit incorporated herein by reference which purports to negate any other provision in this Contract, shall be valid or enforceable or available in any action at law whether by way of complaint, defense or otherwise. Any provision rendered null and void by the operation of this provision will not invalidate the remainder of this Contract to the extent that the Contract is capable of execution.

8. TAXES

The Authority is exempt from State of Colorado, RTD, and Cultural District sales and use taxes. It is understood that the Price shall not include these taxes.