AHEC-16510-D - Pediatric Phantom Equipment DQ.pdf

AHEC – 16510-D

AURARIA HIGHER EDUCATION CENTER

DOCUMENTED QUOTE COVER SHEET

Date: April 27, 2016 Quote Number: AHEC-16510-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

Email:

zachary.felts@ahec.edu

Purchasing Agent: Zac Felts

Quote Due Date: May 6, 2016 Quote Due Time:

4:00PM

Mountain Time

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

Pediatric Full Body Phantom for the Community College of Denver(CCD)

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: Faxed and Emailed quotes are acceptable. RESPONSES MAY BE FAXED to the purchasing agent named above at 303.556.2093 or EMAILED to Zachary.felts@ahec.edu 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.

I. ADMINISTRATIVE INFORMATION

Except as modified or supplemented in the solicitation, the following provisions supplement the Bid Terms and Information provided in the ColoradoVSS.

1.1 Scope of Work

It is the intent of the Auraria Higher Education Center (AHEC) Procurement Office to receive quotes on behalf the Community College of Denver (CCD) for the purchase of a Pediatric Full Body Phantom.

The Pediatric Full Body Phantom shall meet or exceed the specifications of the Supertech PBU- 70T Pediatric Full Body Phantom as provide via “Attachment A- Technical Specifications- Pediatric Full Body Phantom Specifications” herein. Any and all substitutions proposed must include a specification sheet for review to be accepted by CCD as an approved equal. Any substitutions that fail to meet the minimum specification requirement shall not be considered.

The Pediatric Full Body Phantom shall be delivered to the Lowry Building, located at 1070 Alton Way #849, Denver CO 80230.

1.2 Costs

Quote costs must remain firm for ninety (90) 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.

https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService http://www.colorado.gov/vss

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 8 IV – General Conditions Page 8 V – Evaluation Page 9 VI – Shipping Page 9

Attachment C: W-9 Page 10 Attachment D: Vendor Mailing Address Form Page 11

1.5 Term of the Purchase Order/Award

The purchase order for said equipment awarded will be from date of award through approximately 6/30/2016.

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 CCD as to whether or not a purchase order is adequate. See attachment labeled, “Attachment B_PO Terms Conditions.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 CCD within a reasonable period of time, at CCD’s sole discretion, CCD 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 CCD within a reasonable period of time, CCD, via AHEC, may elect to cancel the “Award” and issue an “Award” to another vendor within the competitive range and commence negotiations with such vendor.

1.7 Number of Awards

AHEC intends to award to one (1) vendor, as deemed in the best interest of the purchase, capable of fulfilling the anticipated needs for CCD buying for the Pediatric Full Body Phantom.

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

1.8 Solicitation Submission and Questions

The response, including the Documented Quote cover page, complete with signature, must be received at 1201 5th Street, Suite 370, Denver, CO 80204 no later than the quote due date and time on stated on the cover sheet of this solicitation. Faxed and Emailed responses are acceptable if received not later than the due date and time stated on the cover sheet. Fax response to 303.556.2093, attention Zac Felts and email to Zachary.felts@ahec.edu.

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 BIDS. 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: Zachary.felts@ahec.edu. Answers will be posted to all questions on BIDS. No questions will be accepted after: May 5, 2016 at 2:00pm Mountain Time.

1.9 Cost and Award Information

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

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

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

Invoices for the Pediatric Full Body Phantom shall be submitted to the ordering department for authorization to pay. Ordering department addresses must be taken from the purchase order.

Invoices must clearly show the purchase order.

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.

The remainder of this page was intentionally left blank.

II. SPECIFICATIONS, DOCUMENTED QUOTE COST SHEET AND VENDOR

INFORMATION

2.1 BACKGROUND/SCOPE OF WORK

The level of features, functions, and quality acceptable shall meet or exceed the specifications as laid out in “Attachment A- Technical Specifications- Pediatric Full Body Phantom Specifications”.

When submitting a quote, the brand name, model number, complete specifications, product data sheets, and warranty information must accompany the quote. Any quotes received that fail to include the required information as specified may be determined to be non-responsive, and subject to disqualification

Cost must denote that all shipping, handling and all delivery charges shall be FOB Destination.

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

Please state your specific equipment warranty:

Does your firm have a local Denver office to respond to warranty issues: __________

If not, what is the address and service level response time for warranty issues:__________________________________________________________________

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

Department desires delivery by May 16, 2106. Can your firm meet this deadline?

If not, when can your deliver ARO? ____________Calendar Days

Item No.

Manufacturer/Model/Description Qty. UOM Extended Cost

1 Pediatric Full Body Phantom 1 Each $

2 Shipping

Sum $

Total $

II. SPECIFICATIONS, DOCUMENTED QUOTE COST SHEET AND

VENDOR INFORMATION- CONTINUED

CCD

Community College of Denver

VENDOR

Person or company submitting a quote

2.4 Payment

Payments will be made for materials work completed. The CCD designee must approve all invoices submitted for payment by the Service Provider.

2.5 Vendor Information

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

Company ________________________ Signature _______________________

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

III. GENERAL PRODUCT SPECIFICATION INFORMATION

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

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

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

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

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

IV. GENERAL CONDITIONS

4.1 AHEC reserves the right to award to multiple vendors, as deemed in the best interest of the CCD. Quotes must be completed; no partial quotes will be accepted. An award will be made on the basis of the quote most beneficial to the State.

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

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

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

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

4.6 This Documented Quote does not obligate AHEC or CCD 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 and

CCD.

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

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

4.9 ANTI-KICKBACK ACT of 1986. Vendor represents that they have not provided or attempted to provide any kickback to any employee or agent of AHEC or CCD. 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, delivery date, and costs. AHEC will award, in whole, to the vendor who is most responsive to CCD’s 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. Lowry Building, located at 1070 Alton Way #849, Denver CO 80230. No additional charges for packing, drayage or any other purpose will be allowed. Prepaid transportation charges will be documented, invoiced, and payable whenever non-surface premium shipping is requested.

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

ATTACHMENT C

ATTACHMENT D

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