CBIDQ1707 Custom Sex Assault Evidence Kits - Final.pdf

DOCUMENTED QUOTE: CBIDQ1707 Custom Sex Assault/Evidence Kits

TITLE: Custom Sex Assault/Evidence Kits DATE DUE: Monday, July 25, 2016, at 2:00pm MT

ISSUING OFFICE

This Documented Quote is issued for the State of Colorado by the Colorado Bureau of Investigation Forensic Services (CBIFS). The CDPS Procurement Office is the SOLE point of contact concerning this solicitation. Direct inquiries and submit quotes to:

Purchasing Agent: Tammy Lichvar Telephone Number: 303.239.4502

Email: tammy.lichvar@state.co.us Address: 700 Kipling Street, Denver, CO 80215

RETURN QUOTES VIA EMAIL TO tammy.lichvar@state.co.us.

ONLY QUOTES SUBMITTED VIA EMAIL BE ACCEPTED.

Pricing shall be binding for the length of the award.

FEIN

DATE

^Enter your FEIN or SSN as registered on Colorado’s Vendor Self Service System (VSS).

NAME OF COMPANY

ADDRESS

CITY

STATE ZIP CODE

PHONE

EMAIL

COLORAD VSS / CORE NUMBER:

PRINT NAME OF COMPANY REPRESENTATIVE

TITLE

SIGNATURE OF COMPANY REPRESENTATIVE

Handwritten signature by an authorized officer or agent of the vendor.

SIGN AND RETURN THIS PAGE WITH BID SUBMISSION

TITLE: Custom Sex Assault/Evidence Kits

Quote Itemization Sheet

All materials must be new.

Pricing shall be binding and valid for the length of the award and prices shall not increase more than 3% per year unless modifications to contents requested by CBIFS are greater than 3%. If requesting more than a 3% increase, a justification will need to be made and approved by CBIFS.

CBIFS reserves the right to review vendor’s performance each year before renewing each year up to five (5) years.

No guarantees are made as a result of the solicitation and award. The items will be ordered on an “as needed” basis.

DESCRIPTION:

The Colorado Bureau of Investigation Forensic Services (CBIFS) is requesting bids for customized sexual assault evidence collection kits for victims and suspects for distribution to and use by Colorado medical providers and law enforcement. The contents of these kits are designed by the CBIFS and the Colorado SANE/SAFE Board. Bidders must be able to work with CBIFS as to the contents of this kit. In general, the contents are as follows:

Victim Kits - Approximately 1,900 – 2,200 Kits Annually:

13 ea Sample Envelopes – (Approx. 3” x 6”) 14 ea 2-pack Sterile Cotton-Tipped Applicators on 6” Wood Sticks 4 ea Microscope Slides 4 ea Single Slide Holders 1 ea Sterile Plastic Comb – (Approx. 5”) 1 ea Sterile Nail Clippers 5 ea Paper Folds (8 1/2” x 11”) 2 ea Paper Drapes – (Approx. 3’ x 3’)

17 ea Evidence Tape Seals 2 ea 4-Copy Consent Forms 1 ea 3-Copy History/Incident Form 2 ea 3-Copy Anonymous Report Form

1 ea Collection Instruction List – (can be either on outermost container or a separate printed insert)

1 ea Single Copy Male Procedure Form

1 ea Clear Plastic “Shipping” Sleeve (to be attached after collections to outermost container to contain forms).

1 Ea

Outermost container. This container can be either paper envelope or box that will contain all collections.

Bids must indicate what the outermost packaging is. Bids for both types of packaging will be accepted.

Total price (including shipping) for each Victim Kit $___________________

RETURN THIS PAGE

TITLE: Custom Sex Assault/Evidence Kits

Quote Itemization Sheet Continued

Suspect Kits - Approximately 250 – 500 Kits Annually:

10 ea Sample Envelopes – (Approx. 3” x 6”) 5 ea 2-pack Sterile Cotton-Tipped Applicators on 6” Wood Sticks 1 ea Sterile Plastic Comb – (Approx. 5”) 1 ea Sterile Nail Clippers 4 ea Paper Folds (8 1/2” x 11”) 2 ea Paper Drapes – (Approx. 3’ x 3’)

13 ea Evidence Tape Seals 2 ea 3-Copy Collection and Release of Information Forms

1 ea Collection Instruction List – (can be either on outermost container or a separate printed insert)

1 ea Single Copy Anatomical Documentation Sheet

1 ea

Outermost container. This container can be either paper envelope or box that will contain all collections.

Bids must indicate what the outermost packaging is. Bids for both types of packaging will be accepted.

Total price (including shipping) for each Suspect Kit $___________________

•Bidder might be asked to provide a sample kit if unknown to CBIFS. The kit will not be required to contain all of the items listed above, but must be an equivalent to show the work that can be done by the bidder.

•CBIFS will not take stock of kits for dissemination. Bidder must agree to receiving orders from CBIFS and shipping to our customers.

•Successful bidder must be able to provide the requested customized kits to CBI customer (hospitals, law enforcement agencies, etc.) within 60 days of award.

TITLE: Custom Sex Assault/Evidence Kits

Quote Itemization Sheet Continued

Additional items bidders must submit:

•Bidders must supply documentation to show they can supply sterile/DNA-free materials in the kits. Preference will be given to any bidder who has received ISO 18385 or similar accreditation for DNA-free production methods.

•Bidders must supply three (3) references from customers for similar customized evidence kits:

References (3):

•Bidders must submit their protocol regarding steps taken in their procedures to assure quality control of contents of kits (all required items will be in each kit). This will be kept confidential and will not be published as part of the bid documents.

All information requested (and submitted) will be considered in determining the final award of this quote. The bidder who is the more responsive, responsible, and submits a quote most advantageous to the State of Colorado, Colorado Bureau of Investigation– all factors considered – will receive the award.

TITLE: Custom Sex Assault/Evidence Kits

1.0 General

1.1 Purpose

The purpose of this solicitation is to obtain up to 2,200 customized Victim Sex Assault Kits and up to 500 customized Suspect Sex Assault Kits.

1.2 Contact Information

The CDPS Procurement Office is the sole point of contact concerning this Documented Quote. All communication must be done through the Purchasing Agent, Tammy Lichvar, (tammy.lichvar@state.co.us). All questions will be answered through a modification of Documented Quote CBIDQ1707 Custom Sex Assault/Evidence Kits on Colorado VSS. It is the responsibility of the bidder to keep apprised of such modifications.

1.3 Vendor Self Service System (VSS) and Registration

This solicitation is published using the Colorado Vendor Self Service System (VSS). Vendors should be registered on Colorado VSS in order to get all of the bid documents to be able to submit a complete bid response. Colorado VSS and its registration information may be linked through the State Purchasing Office link at www.colorado.gov/vss.

1.4 Pricing

Prices shall be binding and valid for the length of the award. All prices must include FOB Destination shipping and handling.

1.5 Award Period

The award period for this Documented Quote is the effective date of the purchase order through June 30, 2017, contingent upon funds being appropriated, budgeted and otherwise made available and all bid requirements being satisfied. CBIFS, at its sole discretion, may exercise the option to extend the award period four years (4) year to June 30, 2021.

1.6 Ordering and Shipping

No guarantees are made as a result of the solicitation and award and will be ordered on an “as needed” basis. Upon award, vendor will be notified of exact shipping addresses.

1.7 Billing

The Vendor shall invoice CBIFS for goods delivered and accepted pursuant to the terms of this Documented Quote and any contract resulting from an award. Invoices shall be due ten (10) business days after receipt of order. Invoices shall be sent to:

Colorado Bureau of Investigation

Forensic Services Attn: Sheri Murphy 6000 W. 54th Avenue Arvada, CO 80002

Sheri.murphy@state.co.us

Please include form W-9 with your bid submission.

1.8 Type of Contract

State Purchase Order: The successful bidder will be issued a State Purchase Order with CBIFS. The State Purchase Order may incorporate this Documented Quote, published addenda and the response of the successful bidder.

TITLE: Custom Sex Assault/Evidence Kits

2.0 Additional Terms and Conditions

2.1 Binding Proposal

By providing a response to this Documented Quote, bidders are bound to providing the proposed goods at the costs and rates quoted in their Documented Quote response for the award period.

2.2 Submission

By submission of a bid, bidder agrees as follows:

• Except as replaced, modified, or supplemented by the CBIFS for this solicitation, all items in the State of Colorado

Solicitation Instructions/Terms and Conditions (available at https://bidscolorado.com/purchasi.nsf/0/546C6A7C473DD34087256E9700605672?openDocument) are considered part of, and are incorporated by reference into this document. In the event of a conflict of terms between this solicitation and the State of Colorado Solicitation Instructions/Terms and Conditions, the terms listed in this solicitation shall govern.

• The bidder guarantees to the State that they understand and agree to the terms and conditions of this solicitation and that they will not default from performance by virtue of a mistake or misunderstanding. Bidders shall seek clarification from the CBIFS of any specifications, terms and/or conditions that they determine to be unclear. The failure of a bidder to seek clarification may be deemed a waiver of any such clarification.

• Bidders shall accept the terms and requirements of this Documented Quote without exception, deletion or qualification and without making its offer contingent.

• Pursuant to CRS 24-30-202.4 (as amended), the State controller may withhold debts owed to State agencies under the vendor offset intercept system for: (a) unpaid child support debt or child support arrearages; (b) unpaid balance of tax, accrued interest, or other charges specified in Article 22, Title 39, CRS; (c) unpaid loans due to the student loan division of the department of higher education; (d) owed amounts required to be paid to the unemployment compensation fund;

and (e) other unpaid debts owing to the State or any agency thereof, the amount of which is found to be owing as a result of final agency determination or reduced to judgment as certified by the controller.

• CBIFS reserves the right to reject any and all bids or parts thereof, and to waive minor informalities or irregularities.

• 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.” CBIFS will apply this statute to the extent necessary for all solicitations posted on Colorado VSS.

• If for any reason it becomes necessary to modify this solicitation, the modification will be published on the Colorado.gov/VSS website, and the modification will supersede any discrepant terms, specification and other information in this document. If the bid submission deadline is extended, the new bid submission deadline will be published on the Colorado.gov/VSS website and will supersede the above date and time. All questions will be answered through a modification of Documented Quote CBIDQ1707 Custom Sex assault/Evidence Kits on VSS. It is the responsibility of the bidder to keep apprised of such modifications.

• CDPS is tax exempt.

• CDPS encourages free and open competition among bidders. Whenever possible, specifications, bid invitations and

TITLE: Custom Sex Assault/Evidence Kits conditions are designed to accomplish this objective consistent with the necessity to satisfy the CDPS’ needs. The bidder’s signature on this bid guarantees that the prices quoted have been established without collusion with other eligible bidders and without effort to preclude the CDPS from obtaining the lowest possible competitive price. If an award is made, it will be to the responsible bidder whose bid is determined to be the most advantageous to the CDPS.

• In accordance with Procurement CODE, CRS 24-103-207.5 titled – Purchasing Preference for Environmentally Preferable

Products; bidders responding to this solicitation may seek to qualify for the preference and governmental bodies conducting this solicitation shall award a contract to a bidder who offers environmental preferable products subject to the conditions in the Code and Procurement Rules.

• Low tie bids will be awarded in accordance with CRS 24-103-202.5 LOW TIE BIDS – AWARD PROCEDURE AND

DETERMINATION – BID PREFERENCE.

2.3 Discussion with Bidders

Discussions may be conducted with apparent responsive bidder for the purpose of clarification to assure full understanding of the requirements of the solicitation. All solicitations, in the CBIFS’s sole judgment, needing clarification, shall be accorded such an opportunity.

2.4 Amendments and Modifications

All amendments to, interpretations of, and modifications of this solicitation shall be in writing from CBIFS and posted to Colorado VSS. Any amendment, interpretation, or modification that is not in writing shall not legally bind CBIFS. Vendors are responsible for checking VSS prior to the opening date and time for solicitation modifications.

3.0 Bid Proposal

3.1 Response Format

Bidders must comply with and or submit the following item(s) in order and clearly labeled:

a. Completed and signed cover sheet.

b. Completed quote itemization pages (4).

c. Must provide proof of ISO 18385 accreditation or similar for DNA-free production method with your bid response.

d. Provide protocol regarding steps taken in their procedures to assure quality control of contents of kits.

e. The total cost of the requirements of this solicitation and supporting documentation as required in this solicitation.

3.2 How to Submit Your Bid Proposal:

Email your bid proposal to tammy.lichvar@state.co.us. This will be considered the official response for this solicitation. Bids must be emailed to be considered responsive and eligible for award.

No hard copy or faxed proposals will be accepted.

mailto:tammy.lichvar@state.co.us