CAAA 2016001351 - Epson Projectors.pdf

DOCUMENTED QUOTE

SOLICITATION: CAAA 2016001351

PROCUREMENT TYPE: Commodity & Services

TITLE: Projectors and Whiteboards- Request for Quote.

DESCRIPTION: Provide and install Epson Projectors and Whiteboards as per the “Items and Specifications” section below.

BID SUBMISSION DETAILS

Submission Deadline: 04/29/16 - 10:00 AM MT

Submissions Accepted Via: E-mail & Fax

Details: Please submit your quote response by e-mail to maryann.shaw@state.co.us or by fax to (719)269-4064.

Comments: The following information is required, and when completed, may serve as the cover page to your response to this solicitation.

ATTENTION: Mary Ann Shaw, Purchasing Agent

FROM: Name of firm _____________________________________________________________________

Remit to Address ________________________________________________________________________

P.O. Address ___________________________________________________________________________

City/State/Zip___________________________________________________________________________

Phone ___________________________ Fax __________________________

Federal Taxpayer/Employer ID Number ____________________________

CORE/VSS Vendor # ___________________________________________

Projected delivery date: _____________________ calendar days after receipt of order. (If applicable)

Bidder's printed name __________________________________________

E-mail address _________________________________________________ (Note: Purchase orders are distributed via e-mail. If another e-mail address should be used for POs, please provide the address in your 'comments'.)

Bidder's comments (optional) _______________________________________________________________

Please note: Prospective bidders must be registered on the Colorado Vendor Self Service website at www.colorado.gov/vss in order to respond to this solicitation. The Colorado VSS Help Desk is available Monday through Friday 8:00 a.m. to 5:00 p.m. MT and can be reached at VSSHelp@state.co.us or by calling 303-866-6464 should you encounter any issues during the registration process.

P.O. Box 1010, Cañon City, CO 81215-1010 P 719.269.4054/4060/4309 F 719.269.4064 mailto:maryann.shaw@state.co.us http://www.colorado.gov/vss mailto:VSSHelp@state.co.us

GOODS AND SERVICES DELIVERY

Location:

Colorado Department of Corrections Headquarters Office 1250 Academy Park Loop Colorado Springs, CO 80910

FOB – Destination – Bid prices are to include the cost of freight, FOB-destination.

PURCHASING POINT OF CONTACT

Name: Mary Ann Shaw Agency: Department of Corrections Phone: (719)269-4054 Fax: (719)269-4064 Email: maryann.shaw@state.co.us

Comments: (1) Please do NOT use the fax number or email address provided for unsolicited advertisements! (2) Any award(s) from this solicitation will be posted on the Colorado’s Vendor Self Service website, www.colorado.gov/vss after the bid submission date.

EVALUATION AND AWARD

Award of this solicitation will be made to the bidder(s) whose response(s) is/are judged by the Colorado Department of Corrections (CDOC) to be most advantageous to the State. The factors which are considered in evaluating and awarding this solicitation will include cost, and may also include but not be limited to the Department’s evaluation of the following:

1. the respective quality/safety/security considerations concerning the goods to be provided;

2. the projected delivery date and/or availability;

3. anticipated ‘life cycle’ costs such as energy usage, maintenance, warranty, etc.;

4. the bidder’s qualifications and experience, including the bidder’s certified status as a Service Disabled Veteran Owned Small

Business based in Colorado, and/or the bidder’s past performance;

5. and any other pertinent factors.

It is the general preference of the CDOC Purchasing Office to award Documented Quote solicitations to the single bidder whose quote response is most advantageous to the State. If necessary or if deemed to be in the State's best interests, the award may be divided among two or more bidders, cost and other factors duly considered.

If this solicitation includes multiple items to be provided, and you are bidding any of those items on an "all or none" basis, your quote response must state accordingly. Please direct all questions to the technical point of contact below by phone or e-mail only and not through CORE. Thank you.

ITEMS AND SPECIFICATIONS:

The Colorado Department of Corrections wishes to purchase projectors and white boards for our new headquarters office. Included in this purchase we would like the vendor to install and provide training on this equipment. We understand that Epson offers a first-time buyer program for these projectors whereby the first projector is essentially half price; we are hoping to take advantage of this offer through this solicitation. Of note is that the equipment must be delivered and installed prior to June 30, 2016.

1) Four (4) each, Epson 1430Wi Interactive Projectors Model # V11H665520W (No substitutes) To include all cabling and wall plates for installation.

Bid price of first projector $ ________________ Bid price of the next three projectors $ __________________

Total bid price of all four $ _____________________________

2) Four, (4) each, Epson Projection Whiteboards Model # V12H831000 (No substitutes) 100” whiteboard for projection and dry-erase

Bid price for each $ _________________________ Total bid price $ ________________________________ mailto:maryann.shaw@state.co.us http://www.colorado.gov/vss

3) Installation of projectors and white boards

Bid Price of entire installation $ _________________________________________________

4) Epson BrightLink Pro Training

Bid Price $ ________________________________ Includes ____________ hours of training.

TECHNICAL POINT OF CONTACT: Darin Sillaman, CDOC Electronics Specialists, darin.sillaman@state.co.us or 719-269-5510.

TERMS AND CONDITIONS: By submitting a bid in response to this solicitation, the bidder indicates his/her acceptance of the following:

INSURANCE: Prior to receipt of a Purchase Order, the successful bidder (contractor) must provide proof of adequate insurance coverage, which normally includes (but is not necessarily limited to) General Liability coverage of at least $1,000,000 per occurrence, and Worker’s Compensation coverage as required by law; and must maintain such coverage for the duration of the term of any Purchase Order issued as a result of this solicitation. The CDOC reserves the right to require that the State of Colorado be named as an “Additional Insured” on the Contractor’s policy, with respect to General Liability coverage and the Contractor’s performance of the services solicited herein.

INDEMNIFICATION: The contractor agrees, to the extent authorized by law, to 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 or omission by the contractor or its employees, agents, subcontractors or assignees, arising out of or in connection with performance of any services ordered as a result of this solicitation.

INDEPENDENT CONTRACTOR: The contractor shall perform its duties arising out of this solicitation as an Independent Contractor, and not as an employee. Neither the contractor nor any agent or employee of the contractor shall be or shall be deemed to be an employee of the State. The contractor acknowledges that the contractor and its employees are not entitled to unemployment insurance benefits unless the contractor or a third party provides such coverage, and that the State does not pay for or otherwise provide such coverage. The contractor shall have no authority to bind the State to any agreements, liability or understanding except as may be expressly set forth in the Purchase Order. The contractor shall provide and keep in force, workers’ compensation and unemployment compensation insurance coverage in the amounts required by law, and shall be solely responsible for the acts of the contractor, its employees and agents.

BACKGROUND CONSENT TO SEARCH: The contractor and any employee(s) of the contractor who will be providing services on CDOC property may be required to undergo a CDOC criminal background check, and may be required to sign a “Consent to Search Authorization” form. Admittance of any persons to CDOC facilities or properties will be at the sole discretion of the CDOC. Also please note that tobacco products and other contraband items are prohibited on CDOC property.

OTHER NOTES: The following comments generally apply to Documented Quote solicitations such as this one. (1) Payment terms will be assumed to be 'Net-45 days' after receipt of goods/services and invoice, unless otherwise specified by the bidder. Proposed payment terms of less than 45 days may not be acceptable to the CDOC, except that proposed payment terms of less than 45 days that include a discount, such as 'Net-45 days/2%-10 days', are encouraged for possible consideration by the Department. (2) It is the responsibility of each bidder to monitor this solicitation during the open bidding period, for any possible 'modifications' (addenda or other changes to the solicitation). The CDOC is not able to otherwise actively notify prospective bidders of any modifications. (3) The respective delivery dates of the bidders, as stated in the quote responses received, may be an evaluation factor in awarding one or more items on the solicitation, depending upon the delivery needs of the CDOC and the differences between the responses received. The CDOC relies upon the accuracy of the projected delivery date stated in the quote response, and reserves the right to cancel any order for which delivery is not made by the date stated. (End of solicitation no. CAAA 2016001351) mailto:darin.sillaman@state.co.us