AHEC – 16413-D

AURARIA HIGHER EDUCATION CENTER

DOCUMENTED QUOTE COVER SHEET

Date: March 10, 2016 Quote Number: AHEC-16413-D

Return all Quotes to:

Auraria Higher Education

Center Purchasing Office

1201 Fifth Street, Suite 370, Campus Box K

PO Box 173361

Denver, CO 80217-3361

Fax Number: 303 556-2093

Purchasing Agent:

Shannon E. Sprague, CPPB

Quote Due Date: March 23, 2016 Quote Due Time: 2:00PM Mountain Time

All Solicitations Shall be Quoted F.O.B. Destination unless Otherwise Specified

Campus Hail Damage Greenhouse Roof Replacement Services- Auraria Higher

Education Center

Per the attached specifications, terms and conditions

F.E.I.N.:

Payment Terms:

(Minimum of Net 30) Delivery Date:

Authorized Signature:

Typed/Printed Name:

Title:

Company Name:

Address:

City: State: Zip:

Phone Number: Fax Number:

Contact for Clarifications:

Title:

Phone Number: Fax Number:

E-mail Address:

The purpose of this coversheet is to fully identify respondents so they may be considered, to quickly identify the costs and billing terms, and to provide basic information applicable to all solicitations. Submit only the first page of this coversheet (completed and signed), cost pages(s), supporting descriptive/technical literature for substitutes where applicable, and other enclosures requested or relevant to this solicitation. In submitting an offer, you are acknowledging acceptance of the related documents.

Vendor note: Emailed and faxed quotes are acceptable. RESPONSES MAY BE Emailed to Shannon.sprague@ahec.edu and FAXED to the purchasing agent named above at 303.556.2093 before DATE/TIME due. Vendors are urged to read the solicitation document thoroughly before submitting a quote.

Vendors are required to submit Federal Employer Identification Number (F.E.I.N.).

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

mailto:Shannon.sprague@ahec.edu

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) Purchasing Office to receive quotes for the replacement of roofs, including removal of existing and installation of new DEGLAS Impact SDP 16 NO DRIP Double-Skinned Acrylic Sheet Greenhouse Glass for the

Greenhouse building located at 1200 7th Street and 1150 12th Street, Denver, CO 80204. All quotes shall for roof replacement shall be for product as specified in and require the submittal of Attachment A. Science Greenhouse Roof Product Specification and Attachment A1.

Science Greenhouse Material Specification.

Brand name provided as the specification shall be “No Substitute” and has been determined that the features, functions and quality standards are acceptable to the historic nature of this project.

1.2 Costs

Quote costs must remain firm for 120 days after quote due date.

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; 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 6 III – General Product Specification Information Page 7 IV – General Conditions Page 7 V – Evaluation Page 8 https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService http://www.colorado.gov/vss

VI – Shipping Page 8 Attachment D: W-9 Page 9 Attachment E: Vendor Mailing Address Form Page 11

1.5 Term of the Purchase Order/Award

The purchase order or contract awarded will be from date of award through approximately 6/30/2016. 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 Auraria Higher Education Center and University of Colorado’s to whether or not a purchase order is adequate. See attachment labeled, “Attachment C_PO Terms Conditions_AHEC-16413-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 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 the most responsible and responsive vendor(s) capable of fulfilling the anticipated needs for this project. 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 Pre-Bid Walk-Thru, Solicitation Submission, and Questions

Pre-Bid Walk-Thru shall be held on March 16th, 2016 at 2:30 P.M. the Facilities Maintenance Building, Lunch Room; 1156 7th Street, Denver, CO 80217.

This pre-bid walk-thru is Mandatory and all potential service providers must attend in order to submit a quote.

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. Emailed and faxed responses are acceptable if received not later than the due date and time stated on the cover sheet. Email to Shannon.sprague@ahec.edu and fax response to 303.556.2093, attention Shannon E.

Sprague, CPPB. 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; however, any other form on notification necessary to provide critical solicitation information deemed necessary to maintain the integrity of the bidding process may be used. 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: Shannon.sprague@ahec.edu.

Answers will be posted to all questions on ColoradoVSS. No questions will be accepted after:

318/2016 2:00PM Mountain Time.

1.9 Cost and Award Information

Vendors shall submit their costs information on the Cost Sheet: Attachment A. North Classroom Bid 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, Auraria Higher Education Center 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-mailto:Shannon.sprague@ahec.edu 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.

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II. SCOPE OF WORK

2.1 Background

AHEC project management shall require removal of exiting roofing and replacement of hail damaged greenhouse roofing systems on the Auraria Higher Education Campus. Contractor shall provide, install, and replace matching materials on the Greenhouse roofs.

2.2 Scope of Services

2.3 Definitions

AHEC

Auraria Higher Education Center

Service Provider Person or company submitting a quote

Project Manager or Designee The individual who has authority to make decisions and accept all work performed/completed on behalf of AHEC

2.4 Service Provider Responsibilities:

1. The successful Service Provider is required to purchase, at their own expense, parking passes for all vehicles that will be on the College campus, and adhere to Auraria parking policies. Any citations received by the Service Provider for failing to abide by the parking regulations shall be the Service Provider’s responsibility to pay.

2. Subcontractors will need to be approved by the Project Manager before performing any duties as part of the work to be completed.

3. It is the Service Provider’s responsibility to use precautions when setting up ladders, scaffolding or lifts as to not damage the landscaping, window, sidewalks or floors, etc.

4. Any damage to AHEC building or property caused by the Service Provider must be reported immediately and/or within one (1) hour to the Project Manager, or designee. All remedies shall be confirmed in writing prior by the AHEC Project Manager or designee to repair.

5. The Service Provider, at no additional cost, shall repair furnishings, facilities or other property of AHEC damaged during the course of the provided services. Determination of the need for and extent of any repair work is at the sole discretion of the Project Manager.

6. The Service Provider shall at times provide adequate supervision of employees to ensure complete and satisfactory performance of all work in accordance with the terms of the contract. The Service Provider will have a responsible supervisor on the job at all times when the work of the contract is being carried out.

7. All work will be performed according to OSHA standards.

8. Extraordinary conditions will be discussed and approved by the Project Manager or his/her designee before any extra work is performed or billed.

9. AHEC’s Project Manager or his /her designee will inspect and approve all work immediately and/or within one (1) hour after completion of each job. Service Provider is to notify the Project Manager, or his/her designee upon completion of each job.

10. Customer complaints must be addressed within four (4) to eight (8) hours of notification.

Service Provider must always supply a company representative name and phone number that can be called regarding customer complaints. This will include a back-up representative in case the normal representative is ill or on vacation.

11. The Contractor must immediately notify the Facilities Department of any situations that present a safety issue.

2.5 Task Schedule and Timeline

The timeline to begin confirming work schedule shall be within five (5) business days of issuance of purchase order (PO). All work shall be performed onsite at each of the sites where the hail damage has occurred and shall be during the normal business hours of Monday through Friday, 7:00am – 5:00pm. Any and all after hours work, Saturday, Sunday, or Holiday shall be approved in writing by the AHEC Project Manager or designee prior to work commencement.

No additional fees shall be accepted.

AHEC Project Manager or designee shall receive a full project completion schedule to use as reference throughout the duration of the project.

Any and all changes and/or modifications identified to the work schedule due to long lead equipment items and/or unforeseen events shall be provide to the AHEC Project Manager or designee in writing within twenty-four (24) hours of discovery, so necessary work completion extensions can be reviewed and approved by the AHEC Project Manager or designee.

Work shall begin on or before May 16, 2016 and work shall be completed on or before 5/27/16 unless otherwise specified in writing by the AHEC Project Manager and confirmed via Change Order. All work must be inspected and accepted on 5/27/2016 as funding cannot be guaranteed beyond that date.

Task Schedule

Begin Confirming Work Schedule Within five (5) business days after Purchase Order issuance

Work Inspected and Accepted as Completed

On or before 5/27/16

2.7 Performance Location

The work location is at 1200 7th Street and 1150 12th Street, Denver, CO 80204; located on the

Auraria Higher Education Center campus, which is situated in Downtown Denver, Colorado.

2.8 Payment

Payments will be made for materials and final project work completed. The AHEC Project Manager or designee must approve all invoices submitted for payment by the Service Provider.

II. PRODUCT SPECIFICATIONS, PRICING AND VENDOR INFORMATION

A. Project Description:

1. Greenhouse Roofs will need to be replaced with DEGLAS Impact SDP 16 NO DRIP Double-Skinned Acrylic Sheet. Greenhouse at 1200 7th Street and 1150 12th Street, Denver, CO 80204 will need to be replaced with matching materials.

2. Contractor must have documented proof of replacing roofs on buildings of similar size and material, and on a separate sheet provide the following prior project information:

a. Project Name

b. Project Amount

c. Project Location / Address

d. Project Completion

e. Project Contact Name

f. Project Contact Email Address

3. Provide a minimum of a two (2) year warrantee on Labor and standard Lifetime warrantee for the materials.

4. Coordinate roof inspection with C-West Code Consultants.

5. Project Schedule: Construction will start on or before May 16, 2016 with completion by

May 27th, 2016.

B. Absolutely, no late electronic submittal accepted and all submittal receipts to be acknowledged by the Senior/Lead Purchasing Agent via request of the bidder.

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

Destination.

Item No.

Manufacturer/Model/Description Qty. UOM % Government

Discount

Unit Cost Extended Cost

1 Removal & Replacement of Greenhouse Roof at Grounds Building 1200 7th Street

1 Job $ $

2 Removal & Replacement of Greenhouse Roofs at the Science Building 1150 12th Street

1 Job $ $

Total Amount for Item No. 1 & Item No. 2 $

Submittals shall also include Attachment B.-Greenhouse Roof Replacement Itemized Cost Sheet.

Any quotes received that fail to include the required information as specified may be determined to be non-responsive, and subject to disqualification.

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

Please state your firm’s specific warranty: __________________________________________

Department desires delivery, installation, and substantial work completion by May 27th, 2016.

Can your firm meet this deadline? ________________________________________________

If not, when can your firm be completed as noted above?

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 CONDITIONS

3.1 AHEC will award this quote to the most responsive and responsible bidders; the quote at AHEC’s sole discretion can be split among vendors via line items, groups, or in whole. . An award will be made on the basis of the quote most beneficial to the State.

3.2 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.

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

3.4 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.

3.5 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.

3.6 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.

3.7.1 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.

3.8 The quoted costs shall be exclusive of any Federal or State Taxes from which the

State of Colorado is exempt.

3.9 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 to the vendor(s) who are most responsive to 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 D

See W-9 Form Below

ATTACHMENT E

Vendor Mailing Address Form

Vendor Name:_______________________________________

Vendor FEIN:_______________________________________

Order Address: Remit to Address:

Phone:___________________________ Phone:_____________________________

Fax:_____________________________ Fax:_______________________________

Please return this form with the W-9 to:

Auraria Higher Education Center

Procurement Services

Campus Box K

PO BOX 173361

Denver, CO 80217-3361