ACC DQ 16-15 Audio-Video Classroom Upgrades.doc

STATE OF COLORADO DOCUMENTED QUOTE

ARAPAHOE COMMUNITY COLLEGE (GJBA)

SOLICITATION NUMBER: ACC DQ 16-15

SOLICITATION TITLE: Audio/Video Classroom Upgrades QUOTE DUE DATE AND TIME (MT): March 1, 2016 at 11:00 A.M.

Submit To:

Arapahoe Community College

Purchasing Email: daniel.hohn@arapahoe.edu Quote per the attached specifications, State of Colorado Terms and Conditions apply. No alternate Terms and Conditions will be accepted .Respond in writing. This page must be signed and all pages must be submitted with response. Emailed response, (scanned and attached with signature), will be accepted at daniel.hohn@arapahoe.edu OPTIONAL WALK-THRU: Potential respondents may request a walk-thru no later than Friday Feb 26th, 12 Noon. Contact Greg Corliss @ 303 797 5733 for an appointment.

COMPLETE AND RETURN

F.E.I.N (Required)______________________________________________________

(Federal Tax ID#)

COMPANY NAME______________________________________________________

ADDRESS_____________________________________________________________

CITY/STATE/ZIP________________________________________________________

PHONE_________________TOLL FREE NO._________________FAX____________

AUTHORIZED SIGNATURE_______________________________________________

(Must be in ink)

TYPED/PRINTED NAME_________________________________________________

IS THE FIRM MINORITY-OWNED*?

Yes

No_________

IS THE FIRM WOMEN-OWNED*?

Yes

No_________

*Ownership means actively daily management in the organization and an ownership interest greater than fifty percent.

IS ABOVE COMPANY REGISTERED ON THE COLORADO CORE? _______

ACKNOWLEDGEMENT OF ANY AND ALL ADDENDA, PLEASE INITIAL___________

Please be advised that delivered or electronic bids emailed will be accepted directly in the Purchasing Office. Vendors are required to read this entire document for important information on submitting an acceptable quote. Do not submit more than one quote from your firm or both bids will be disqualified.

Vendors are required to adhere to the State of Colorado’s Terms and Conditions. Award is contingent upon vendor’s compliance with C.R.S 8-17.5-101 et seq and 24-76.5-101 et seq regarding employment of illegal aliens. For a copy call the Department of Purchasing at (303) 404-5510.

Email questions or inquiries to Daniel Hohn, Purchasing Coordinator at daniel.hohn@arapahoe.edu. Include solicitation title and number in the subject line. This is the SOLE point of contact regarding this solicitation.

Arapahoe Community College reserves the right to reject any or all quotes and the right to waive irregularities in the quotes. When there is not adequate competition among BIDS registered vendors, ACC will follow the Limited Competition Clause below.

Vendors must be registered on the CORE System prior to opening date. Call 303-894-2039 to register or on the Internet at http://core.state.co.us/vendor-self-service

MUST SUBMIT PAGE ONE/SIGNATURE PAGE WITH QUOTE

Objective: Arapahoe Community College (ACC) is requesting quotes for the product(s) or service(s) as described in price sheet below. Quotes shall include all materials, labor, permits, and all other necessary fees. Costs not included in the vendor’s quote will not be paid by ACC. ACC reserves the right to purchase additional goods and services at the same bid prices or lower within a reasonable period of time.

Terms: Financial obligations of the State, payable after the current fiscal year, are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available.

Sales Tax Exemption: All quotes shall be exclusive of any Federal or State taxes from which the College is exempt. ACC State sales tax exemption number is 98-15145. Tax exemption certificates will be issued upon request.

Evaluation and Award: will be to the lowest most responsive and responsible bidder based on pricing and compliance with the specifications and the sole judgment of ACC as to the ability of the bidder to provide quality goods and service, to be in the best interest of the state, and to comply with the purchase order terms and conditions. Award may be to more than one vendor at the sole discretion of the college.

Purchase Order: Due to the nature of this procurement, order(s) shall be placed through the issuance of a Purchase Order. No formal contracts will be utilized and no alternate Terms and Conditions accepted.

Submission of Quote: Submit your quote by email no later than deadline listed above to Arapahoe Community College, 2nd Fl, 2625 W. Church St, Littleton, Co 80120. Attention: Daniel Hohn Purchasing Coordinator. Emailed responses (signed and attached) will be accepted at: daniel.hohn@arapahoe.edu. Bids will only be accepted in the Purchasing Office. Time and date validation will occur in the Purchasing Office. All quotes received after the deadline will NOT be accepted. Do not submit an alternate or optional quote unless requested. If a vendor submits more than one (1) quote, the entire quote will be non-responsive, therefore disqualified. Do not re-type this request for quotation. In the case of equal bids, ACC will make the final determination. Colorado-based business(es) will prevail as allowed by law. Bid unit prices and extended amounts when called for. In case of mathematical error in extensions, the unit price will prevail. ACC is not responsible for electronic transmission errors.

Quotation of Equivalent Product or Service: Provide pricing for specifications listed. When the quotation of equivalent product or service will be considered, (as indicated on page one of this documented quote form), the college will solely determine if the offered product /service is equivalent. The college will solely determine if the offering is suitable for the needs of the college.

Bid Pricing: Bid unit prices and extended amounts when called for. In case of mathematical error in extensions, the unit price will prevail.

Insurance Requirement: When the solicitation and purchase involves service, the awarded vendor shall submit a certificate of insurance in the minimum state-prescribed limits no later than five days prior to beginning work. Specific requirements may be obtained through the Purchasing Department. The certificate shall list Arapahoe Community College as both Certificate Holder and Additional Insured.

Limited Competition: Because of the limited competition expected from registered BIDS vendors on this solicitation, the procuring agency intends to use both BIDS and additional methods of vendor notification and may make the specifications available to non-registered vendors through additional means. However, quotes, bids or offers submitted by non-registered vendors will not be opened or considered (except as necessary to determine BIDS registration status) unless, after examination of quotes/bids/offers submitted by BIDS registered vendors, it is determined that there is not adequate competition among BIDS registered vendors. A vendor is considered registered if its registration and payment is received in the State Purchasing Office prior to the bid opening time or the due date for receipt of quotes.

Modifications: Vendors must monitor the Colorado BIDS for any Addendums or modifications and must acknowledge by initialing on page 1, Signature Page of the bid. Vendors that do not acknowledge addendums (if any) may be disqualified.

Tabulation Sheet: For a copy of the tabulation sheet, please send a request by email to daniel.hohn@arapahoe.edu or call the Purchasing Office at 303-797-5753.

The Arapahoe Community College is accepting bids for the purchase of Audio Video Equipment and Installation.

Specifications: Price quote must include delivery (FOB Destination) to Arapahoe Community College, 5900 S. Santa Fe Drive, Littleton, CO 80120. All quotes must be submitted on the quote form provided. NO substitutions, or equal to or better will be considered. Arapahoe Community College (ACC) has the final determination regarding acceptability of any substitutions, equal to or better than quoted items and equipment. Proposed Equipment must be brand new. Used or demonstrator equipment will not be considered.

PROJECT SUMMARY:

1. This quote shall outline the purchase of equipment for 9 rooms (NOTE: Installation and labor by Room Number) and integration in 3 of the rooms. Six rooms will be installed by ACC. The objective is to use current installed equipment where possible, while upgrading the analog infrastructure with HDMI to each room. Each room will have new labels for updating the button panel. Also each room gets a 3RU blank panel for the rack. Equipment that is replaced will be placed in a designated storage area for surplus processing, and coordinated with the ACC project lead.

Description:

Audio-Video Classroom Upgrades – Brand Model Specific as listed:

ROOM AD2120

UNIT PRICE

EXT PRICE

Audio Extron MPA 401

Mono 70/100 V Amplifier - 40 Watt $

Extron Electronics 60-845-01 Extron 70 Volt Step Up Transformer for FF120 Extron Speakers $

Extron Electronics 881147 (special order) Existing PV AMP with 4/8 ohm. Add this transformer to each FF120 speaker to change to 70V to use with MPA 401 70 volt amplifier.

Control 1 Extron IN1606 Six Input HDCP-Compliant Scaling Presentation Switcher

Extron Electronics 60-1081-01 Extron DTP HDMI 230 RX Receiver

Extron Electronics 60-1271-13 DTP HDMI 230 TX Transmitter

Extron Electronics 60-1271-12 3ft 24AWG CL2 High Speed HDMI® Cable w/ Net Jacket - Black 6ft 24AWG CL2 High Speed HDMI® Cable w/ Net Jacket - Black 50’ - AV 16 AWG 2-conductor speaker cable - plenum 50 - A/V CAT 6 23 AWG 4 PAIR SHIELDED CABLE – Plenum

(RJ-45 Termination) Rack Mount Equipment Middle Atlantic Essex Blank Panels, 3 RU, 2 pack

Middle Atlantic FBPANEL-3U-2PK Video Epson Powerlite 935W WXGA 3LCD Projector

Epson Powerlite 935W Chief Speed-Connect Above Tile Suspended Ceiling Kit

Chief Mfg. CMS440 Chief Mfg. 6" FIXED PIPE WHITE Chief Mfg. RPMAUW Projector Mount (Lock A) White

Chief Mfg. RPMAUW Labor Installation Install Extron IN-1606, TX/RX HDMI to Epson Projector.

Transformers on speakers with new 70 volt amplifier.

Demo old equipment and reconfigure rack.

Extron Programming $ Extron CUSTOM PROGRAMING of IN-1606, which includes the newly updated config. file, new IP address, subnet, and default gateway.

Programming Provided by ACC.

Room AD2120 Total $

Labor $

Equipment $

ROOM AD2010

UNIT PRICE

EXT PRICE

Audio Extron MPA 401

Mono 70/100 V Amplifier - 40 Watt $

Extron Electronics 60-845-01 Extron 70 Volt Step Up Transformer for FF120 Extron Speakers $ $

Extron Electronics 881147 (special order) Existing PV AMP with 4/8 ohm. Add this transformer to each FF120 speaker to change to 70V to use with MPA 401 70 volt amplifier.

Control

Extron Electronics 60-1081-01 Extron DTP HDMI 230 RX Receiver

Extron Electronics 60-1271-13 DTP HDMI 230 TX Transmitter

Extron Electronics 60-1271-12 3ft 24AWG CL2 High Speed HDMI® Cable w/ Net Jacket - Black 6ft 24AWG CL2 High Speed HDMI® Cable w/ Net Jacket - Black 50’ - AV 16 AWG 2-conductor speaker cable - plenum 50 - A/V CAT 6 23 AWG 4 PAIR SHIELDED CABLE – Plenum

(RJ-45 Termination) Rack Mount Equipment Middle Atlantic Essex Blank Panels, 3 RU, 2 pack

Middle Atlantic FBPANEL-3U-2PK Video Epson Powerlite 935W WXGA 3LCD Projector

Epson Powerlite 935W Chief Speed-Connect Above Tile Suspended Ceiling Kit

Chief Mfg. CMS440 Chief Mfg. 6" FIXED PIPE WHITE Chief Mfg. RPMAUW Projector Mount (Lock A) White

Chief Mfg. RPMAUW Labor installation Install Extron IN-1606, TX/RX HDMI to Epson Projector.

Transformers on speakers with new 70 volt amplifier.

Demo old equipment and reconfigure rack.

Extron Programming $ Extron CUSTOM PROGRAMING of IN-1606, which includes the newly updated config. file, new IP address, subnet, and default gateway.

Programming Provided by ACC.

Room AD2010 Total $

Labor $

Equipment $

ROOM AD1040

UNIT PRICE

EXT PRICE

Audio Extron MPA 401

Mono 70/100 V Amplifier - 40 Watt $

Extron Electronics 60-845-01 Extron 70 Volt Step Up Transformer for FF120 Extron Speakers $

Extron Electronics 881147 (special order) Existing PV AMP with 4/8 ohm. Add this transformer to each FF120 speaker to change to 70V to use with MPA 401 70 volt amplifier.

Control

Extron Electronics 60-1081-01 Extron DTP HDMI 230 RX Receiver

Extron Electronics 60-1271-13 DTP HDMI 230 TX Transmitter

Extron Electronics 60-1271-12 3ft 24AWG CL2 High Speed HDMI® Cable w/ Net Jacket - Black 6ft 24AWG CL2 High Speed HDMI® Cable w/ Net Jacket - Black 50’ - AV 16 AWG 2-conductor speaker cable - plenum 50 - A/V CAT 6 23 AWG 4 PAIR SHIELDED CABLE – Plenum

(RJ-45 Termination) Rack Mount Equipment Middle Atlantic Essex Blank Panels, 3 RU, 2 pack

Middle Atlantic FBPANEL-3U-2PK Video Epson Powerlite 935W WXGA 3LCD Projector

Epson Powerlite 935W Chief Speed-Connect Above Tile Suspended Ceiling Kit

Chief Mfg. CMS440 Chief Mfg. 6" FIXED PIPE WHITE Chief Mfg. RPMAUW Projector Mount (Lock A) White

Chief Mfg. RPMAUW Labor installation

Install Extron IN-1606, TX/RX HDMI to Epson Projector.

Transformers on speakers with new 70 volt amplifier.

Demo old equipment and reconfigure rack.

Extron Programming $ Extron CUSTOM PROGRAMING of IN-1606, which includes the newly updated config. file, new IP address, subnet, and default gateway.

Programming Provided by ACC.

Room AD1040 Total $ Labor $ Equipment $ Room AD2000

UNIT PRICE EXT PRICE

Control

DTP HDMI 230 TX Transmitter

Extron Electronics 60-1271-12

Extron DTP HDMI 230 RX Receiver

Extron Electronics 60-1271-13 3ft 24AWG CL2 High Speed HDMI® Cable w/ Net Jacket - Black

6ft 24AWG CL2 High Speed HDMI® Cable w/ Net Jacket - Black Rack Mount Equipment

Middle Atlantic Essex Blank Panels, 3 RU, 2 pack

Middle Atlantic FBPANEL-3U-2PK

ROOM AD2000

TOTAL$

EQUIPMENT $

Room AD2020

UNIT PRICE

EXT PRICE

Control

Extron Electronics 60-1271-12

Extron Electronics 60-1271-13 3ft 24AWG CL2 High Speed HDMI® Cable w/ Net Jacket - Black $

Rack Mount Equipment

Middle Atlantic Essex Blank Panels, 3 RU, 2 pack

Middle Atlantic FBPANEL-3U-2PK

ROOM AD2020

TOTAL$

EQUIPMENT $

Room AD2060

Extron Electronics 60-1271-12

Extron Electronics 60-1271-13 3ft 24AWG CL2 High Speed HDMI® Cable w/ Net Jacket - Black

Rack Mount Equipment

Middle Atlantic Essex Blank Panels, 3 RU, 2 pack

Middle Atlantic FBPANEL-3U-2PK

ROOM AD2060 TOTAL$

EQUIPMENT $

Room AD2070

Extron Electronics 60-1271-12

Extron Electronics 60-1271-13 3ft 24AWG CL2 High Speed HDMI® Cable w/ Net Jacket - Black

Rack Mount Equipment

Middle Atlantic Essex Blank Panels, 3 RU, 2 pack

Middle Atlantic FBPANEL-3U-2PK

ROOM AD2070 TOTAL$

LABOR$

EQUIPMENT $

Room AD2090

Extron Electronics 60-1271-12 Extron DTP HDMI 230 RX Receiver

Extron Electronics 60-1271-13 3ft 24AWG CL2 High Speed HDMI® Cable w/ Net Jacket - Black

Rack Mount Equipment

Middle Atlantic Essex Blank Panels, 3 RU, 2 pack

Middle Atlantic FBPANEL-3U-2PK

ROOM AD2090 TOTAL$

EQUIPMENT $

Room AD2100

Extron Electronics 60-1271-12

Extron Electronics 60-1271-13 3ft 24AWG CL2 High Speed HDMI® Cable w/ Net Jacket - Black

Rack Mount Equipment

Middle Atlantic Essex Blank Panels, 3 RU, 2 pack

Middle Atlantic FBPANEL-3U-2PK

ROOM AD2100 TOTAL$

EQUIPMENT $

RETURN ALL PAGES WITH UNIT and EXTENDED PRICING and the following PRICING SUMMARY

PRICING SUMMARY

Total (ALL CLASSROOMS)

Audio Systems

Control Systems

Rack Mount Equipment System $ Audio Systems $

Labor System Total $

GRAND TOTAL $

INCLUDE ALL WARRANTY INFORMATION FOR PARTS AND LABOR.

INSTALLATION MUST OCCUR DURING SPRING BREAK, March 14-20 2016.

ACC reserves the right to accept or reject quotes on each item separately or as a whole, to reject any or all quotes, to waive informalities or irregularities, and to contract in the best interest of the State and ACC.

ACC may reject any bid that is unbalanced if it is in the best interest of the State and ACC to do so. A bid will be considered unbalanced when, in the opinion of the Purchasing Manager, the bid allocates a disproportionate share of costs to the price of one or more bid items and reduces the costs to the price of another bid item or items, and if there is a reasonable possibility that the bid will not result in the lowest overall cost to ACC.

Evaluation:

ACC will be the sole judge in determining the acceptability of a quote and in determining the most beneficial quote(s) for the State and ACC. Quote evaluation will consist primarily of comparing unit price bid for the listed items. Evaluation terms may also take into account payment terms, projected delivery dates, and any other pertinent factors. For administrative questions contact Daniel Hohn 303 797 5753 or email to Daniel.hohn@arapahoe.edu

Colorado Vendor Self Service (VSS) and Registration

This solicitation is published using the Colorado Vendor Self Service (ColoradoVSS) system. Vendors must be registered on ColoradoVSS in order to download solicitation documents and information (including any amendments or modifications) and to be considered responsive at the time of submission of the response. ColoradoVSS and its registration information may be linked through the State Purchasing Office link at http://core.state.co.us/vendor-self-service. All respondents will be responsible to check the bids system for awarding of quote. No other notifications will be given.

General Conditions

Quantities - ACC reserves the right to adjust quantities stated in this solicitation. Available funding versus prices quoted may affect actual quantities ordered. ACC may choose to increase or decrease quantities stated in the documents depending on the circumstance. ACC is not obligated to place any order for a given amount subsequent to the award of this solicitation. ACC may use any stated estimated quantities in the award evaluation process. Estimated quantities do not contemplate or include possible additional quantities that may be ordered by other entities utilizing this contract. In no event shall ACC be liable for payments in excess of the amount due for quantities of goods or services actually ordered. ACC reserves the right to purchase additional goods and services at the same quote prices or lower within a reasonable period of time following award.

MWBE - It is the State’s goal to achieve maximum participation of minorities and women owned businesses in the procurement process. Accordingly, minority and women owned business enterprises are to be utilized whenever possible.

SDVOSB - In accordance with House Bill 14-1224, CCCS reports on contracts with Service Disabled Veteran Owned Small Businesses (SDVOSB). Bidders who qualify as SDVOSB are requested to submit proof of certification with their response.

Environmentally Preferable Products - In accordance with Procurement Code, CRS 24-103-207.5 titled Purchasing Preference for Environmentally Preferable Products; bidders responding to this solicitation may seek to qualify for the preference and governmental bodies conducting this solicitation shall award a contract to a bidder who offers environmentally preferable products subject to the conditions in the Code and Procurement Rules.

Quotes must be in accordance with specifications set forth by the State of Colorado’s Terms and Conditions and subject to conditions herein and/or attached. ACC will use the State of Colorado Purchase Order Terms & Conditions and the special provisions with any purchase or lease.

FOB: Destination

Quotes will be accepted via e-mail at daniel.hohn@arapahoe.edu.

In the case of mathematical error in extensions, the unit price will prevail.

ALL PRICING MUST REFLECT THE FULL DELIVERED PRICE, FOB DESTINATION.

FOB DESTINATION FREIGHT/SHIPPING: $ 0.00

OPTIONS: (At the option of ACC, additional items may be purchased).

HOW MANY DAYS AFTER RECEIPT OF ORDER WILL ITEM BE DELIVERED NO LATER THAN:

INSTALLATION MUST OCCUR DURING SPRING BREAK, March 14-20 2016.

Preferred Delivery Date ___n/a________. TBD