Rev. 03/29/2023 1

Request for Documented Quote

For CMU 2876 Ballroom Lighting

DQ Issue Date: 6/10/26

Proposal Due Date: 6/12/2026, 11:00am MT

Issued By: Bree Meier Director of Campus Procurement

CMU 2850

Table of Contents Official Means of Communication

Bid Submission

Background, Overview & Goals

Requirements ........................................................................................................................... Error! Bookmark not defined.

Indemnification and Governing Law

Award

Required Submittals

Official Means of Communication During the solicitation process for this DQ, all official communication between the Purchasing Department and Offerors will be via email to the point of contact for the solicitation.

Bid Submission Proposals must be received on or before the date and time indicated on the Documented Quote form. Proposals will be accepted via email only to Jaime Cox, jcox2@coloradomesa.edu, point of contact for the solicitation. The Documented Quote form MUST be signed by the Offeror or an officer of the Offeror legally authorized to bind the Offeror to the proposal. Proposals which are determined to be at a variance with this requirement will not be accepted.

Background, Overview & Goals Colorado Mesa University is soliciting proposals from qualified lighting suppliers and contractors to provide a comprehensive lighting and lighting controls upgrade for the Meyer Ballroom. A detailed assessment report and preliminary bill of materials prepared by GLS are included as reference documents. The GLS report thoroughly outlines the existing conditions, operational challenges, and recommended improvements identified for the space.

CMU intends to pursue the scope of work generally described in the attached report; however, the University seeks competitive proposals from alternative lighting manufacturers and suppliers capable of providing equivalent or superior solutions. Proposals should include a complete bill of materials, fixture selections, lighting controls, and any associated components necessary to meet the performance objectives identified in the report.

In addition to the scope outlined by GLS, respondents shall include occupancy sensor-based lighting controls designed to comply with the requirements of the 2024 International Energy Conservation Code (IECC). CMU's preference is for a retrofit lighting control solution that minimizes disruption to the existing facility and does not require the installation of a hard-wired control system. The proposed controls must be capable of supporting the ballroom's flexible room configurations, including both divided-room and full-room operating modes. Occupancy sensing and lighting control sequences shall maintain independent control of each subdivided space while also accommodating unified control when movable wall partitions are opened.

Given the University's project schedule, CMU requires all work to be completed within a two-week construction window at the end of July. Respondents should clearly identify product availability, lead times, and implementation schedules demonstrating their ability to meet this accelerated timeline.

CMU reserves the right to evaluate proposals based on overall value, product performance, compliance with project requirements, schedule, and demonstrated ability to successfully deliver the project within the required timeframe.

Brand Name or Equal Any manufacturer's names, trade names, brand names, or catalog numbers used in the specification are there for the purpose of establishing and describing general performance and quality levels. Such references are not intended to be restrictive, and bids are invited on these and comparable brands or products of any manufacturer. If unable to quote on items specified, quote on "or equal items", specifying catalog number, brand, etc. Brochures and/ or specifications and samples of each must be submitted. The University reserves the right to make the final decision as to comparable items.

If bidding a brand name or equal, the bidder is responsible to include in the bid a side by side comparison of the equal brand or manufacturer to the specifications outlined in the solicitation. All bidders must provide detailed information for the equipment offered highlighting where the specifications have been met or exceeded.

Bid Evaluation Samples After bids have been received, the University may, at its discretion, request demo models from the bidders in order to arrive at a determination in the award of the bid. Such demo models must be made available within ten (10) days after notification by Colorado Mesa University. Demos shall be used in determining the performance characteristics of each manufacturer and must display the performance requirements the University is looking for. Colorado Mesa University is not liable for any cost incurred by bidders in preparation of this bid: all costs are the responsibility of the bidder.

Indemnification and Governing Law The contract will state that Colorado law shall govern the contract and that the Offeror must agree to indemnify the University. The following language shall appear in the contract:

“To the extent authorized by law, the Contractor shall indemnify, save, and hold harmless the State, its employees and agents, against any and all claims, damages, liability and court awards including costs, expenses, and attorney fees incurred as a result of any act of omission by the Contractor, or its employees, agents, subcontractors or assignees pursuant to the terms of this contract.”

The University is precluded from indemnifying any parties, including vendors.

Also, the contract shall include the “Special Provisions: which are required pursuant to the State of Colorado Fiscal Rules.

Award Colorado Mesa University reserves the right to reject any or all bids and to waive informalities and minor irregularities in bids received and to accept all or any portion of the bid if deemed in the best interest of the University and not contrary to law. This bid implies no obligation on the part of the University to pay any costs incurred in the preparation or the submission of such bids, or to purchase or contract for products or services, nor does the University’s silence imply any acceptance or rejection of any offer.

Award will be made to the low responsive and responsible bidder(s) whose bid is acceptable subject to the following evaluation criteria:

Required Submittals

▪ A complete bill of materials for all proposed fixtures, controls, sensors, and associated equipment.

▪ Fixture schedules and cut sheets for all proposed lighting products.

▪ A narrative describing the proposed lighting control strategy and compliance with 2024 IECC occupancy control requirements.

▪ Identification of any deviations from or enhancements to the GLS-recommended design.

▪ Project schedule, including procurement, delivery, installation, commissioning, and completion milestones.

▪ Warranty information and ongoing support services, if applicable.

▪ If bidding an equal, include side by side comparison to the specified equipment.

▪ Itemized pricing on the bid form

▪ Signed Documented Quote form

Documented Quote Form

CMU 2876 Ballroom Lighting

Quotes Due: 10/12/2026, 11:00am MST

Complete and return this form with your submission. Quote DELIVERED PRICES on the following goods or services. No bid is to be contingent on the purchase of all items listed. The right is reserved to reject any and all bids or parts thereof.

It is incumbent that bidders review the University's Solicitation Instructions.

Quantity Unit Description Unit Price Total Price https://www.coloradomesa.edu/procurement-payment/documents/folder3/cmu-solicitation-instructions-rev-2021-05-07.pdf

Bidder acknowledges receipt of Addendum No. __, __, __, __ (to be completed by bidder as necessary)

Delivery can be completed ___ days from date of purchase order.

Discounts:_________________________________________________________________________________________

Company Name:_________________________________________________________ FEIN:______________________

Date:_______________________________________ Phone:________________________________________________

Address:___________________________________________________________________________________________

The undersigned hereby agrees to deliver the items specified herein in accordance with terms, conditions, specifications, and prices set forth.

Name:______________________________________ Signature:______________________________________________