CAAA 2017001491 - Offender Eye Glasses.pdf

DOCUMENTED QUOTE

SOLICITATION: CAAA 2017001491

PROCUREMENT TYPE: Commodity

TITLE: Eyeglasses - Request for Quote

DESCRIPTION: Provide eyeglasses for offenders as per the “Items and Specifications” section below.

BID SUBMISSION DETAILS

Submission Deadline: 06/07/17 - 2:00 PM MST

Submissions Accepted Via: E-mail & Fax

Details: Please submit your quote response by mail, 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 _____________________________________________________________________________________

DBA: __________________________________________________________________________________________________

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.

John W. Hickenlooper, Governor | Rick Raemisch, Executive Director mailto:maryann.shaw@state.co.us http://www.colorado.gov/vss mailto:VSSHelp@state.co.us

GOODS AND SERVICES DELIVERY

Location:

See specification section below.

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 projected delivery date and/or availability as stated by the respective bidders;

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

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. return policy 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 (CDOC) is seeking bids from interested and qualified bidders to provide prescription eyeglasses on an as-needed basis for Colorado Corrections offenders. Although no quantities will be guaranteed, the CDOC projects approximately 3,000 pairs of eyeglasses are purchased in a twelve-month period. Eyeglass frames must be of durable plastic, with no metal spine in the temple pieces or any part of the frames. Plastic frame color choices are preferred. They should also be available in small, medium and large sizes and must fit both men and women. Each pair of glasses shall come with a case; the case shall contain no metal and no metal in the pocket clip. Lenses are to be at least CR39 plastic lenses with scratch resistant coating.

The lens types shall include single vision and bifocals.

A sample of both the frame and the lens material should be sent to the following address at no charge, and the sample will not be returned. Samples must be received by Wednesday, June 07, 2017.

For UPS, FedEx, etc. address to: (preferred) For US Post Delivery:

Attn: CDOC Purchasing Office – DQ 2017001491 Attn: CDOC Purchasing Office - DQ 2017001491 275 West Highway 50 P.O. Box 1010 Cañon City, CO 81212 Cañon City, CO 81215

The awarded bidder’s delivered products must match the samples exactly, or the CDOC reserves the right to cancel the award and rescind the State PO. Provide the manufacturer name and model of the eyeglass frames you are quoting.

LOGISTICS: The successful awarded bidder will ship the completed eyeglass order(s) to any one of 20 individual facilities throughout the State of Colorado (list attached), within 10 to 12 business days. Each pair of eyeglasses shall be individually identified with information furnished by the ordering facility. Currently, each CDOC facility places orders independently of one another. Please state your preferred ordering method in your quote response.

mailto:maryann.shaw@state.co.us http://www.colorado.gov/vss

An itemized invoice/pack list will be sent with each shipment. However, billing will be via monthly invoice which will include at minimum an itemized line description for each pair of eyeglasses, with inmate/patient name, facility, and lens type. Invoice will need to state whether the glasses are single vision or bifocal and the power. It should also sate if any upgrades were added.

Following are the different lens types being solicited. The CDOC highly prefers one unit price per type of lens, regardless of any particular order’s total size or delivery location, for the following eyeglass types:

1) Single vision glasses up to a power + or – 4, (About. 20% of orders)

Price per pair of eyeglasses $ ____________________________

2) Single vision glasses with high power >+ or -4 (About 20% of orders)

Price per pair of eyeglasses $ _____________________________

3) Bifocal glasses up to a power + or – 4 (About 33% of orders)

Price per pair of eyeglasses $ _____________________________

4) Bifocal glasses with high power >+ or -4 (About 27% of orders)

Price per pair of eyeglasses $______________________________

5) Upgrade cost for polycarbonate lenses, for the monocular patient or very high power (About 2% of orders)

Price per pair of lenses $ ________________________________

6) Upgrade cost for prism lenses as may be indicated by the optometrist or ophthalmologist.

Price per pair $ _________________________________________

7) Upgrade to order a maximum of 20% grey tint. (Only as medically indicated – about 1% of orders)

Price per pair $ ______________________________________

8) Eyeglass Frames: Manufacturer _________________ Model # ________________ Price per pair $ ____________________________

9) The successful bidder agrees to buy back unclaimed, refused or erroneously prescribed eyeglasses, at the rate of at least 75% of the original cost of the eyeglasses. The bidder’s buy back rate % is: __________________________________

10) Preferred method of ordering i.e. phone, fax or e-mail: ____________________________________________________________

The percentages are rough estimates for the purposes of this solicitation; actual percentages can be expected to vary. The prices quoted above are expected to be all inclusive of any outside lab charges or other expenses. Only the eyeglasses identified above will be considered part of the successful bidder’s agreement (no trifocals). The bidder must be a certified optician in their home State; provide certification with the quote response. Any DOC order outside the scope of the awarded purchase order must be approved by the Chief of Operations prior to being completed.

AWARD: The initial award of this solicitation is expected to be in the form of an ‘open-end’ State purchase order effective from July 1, 2017 through June 30, 2018. This agreement may be renewed for two (2) additional 12-month terms at the sole discretion of the CDOC, with vendor acceptance. The purchase order will constitute the agreement between the successful bidder and the CDOC for ordering, invoicing and payment for prescription eyeglasses; however, CDOC facilities may be expected to place and receive orders independently of one another

TECHNICAL POINT OF CONTACT: Dwayne Fox, CDOC Clinical Services, Dwayne.fox@state.co.us or 719-226-4570.

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 mailto:Dwayne.fox@state.co.us 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 2017001491)