CSP - MDT Install & Repair.pdf

DOCUMENTED QUOTE: CSPDQ1701 MDT

TITLE: Mobile Data Terminal (MDT) Equipment

Installation and Repair Services DATE DUE: April 27, 2016, at 2:00pm MT

ISSUING OFFICE

This Documented Quote is issued for the State of Colorado by the Colorado Department of Public Safety (CDPS), Colorado State Patrol (CSP), CDPS Procurement Office for the benefit of the CSP Support Services Section. 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.

DO NOT SUBMIT BIDS ON VSS

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

Installation and Repair Services

Quote Itemization Sheet

Vendors shall be ISO 9001 certified, copy of certificate required.

Pricing shall be binding and valid for the length of the award and extension of the award.

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

DESCRIPTION:

In the response to this documented quote, each potential bidder shall provide three (3) references. Such references must be able to attest to the bidder’s ability to perform. CSPFM reserves the right to contact any or all firms with whom bidder has conducted business to verify the quality and degree of satisfaction with the Contractor’s performance.

Each potential bidder shall also provide information regarding experience, time in business, certification and training. CSPFM will consider prior experience as an added value

1. Mobile Data Terminal (MDT) Vehicle Equipment System Installation/Removal and Repair Services – bidders shall provide an hourly labor rate that includes all work and requirements as described in this solicitation:

Hourly Labor Rate Bid__________________________________

2. References (3):

3. Experience (may include a separate sheet): ____________________________________________________

4. Use of Subcontractors: _____________________________________________________________________

(Colorado State Patrol reserves the right to approve any use of subcontractors.)

RETURN THIS PAGE WITH BID SUBMISSION

Installation and Repair Services

The Colorado State Patrol Fleet Management (CSPFM) and the CSP Business Intelligence Unit (BIU) are responsible for the installation and repair of Mobile Data Terminal (MDT) equipment system in CSP fleet vehicles. CSP is soliciting bids for the removal of existing MDT equipment systems from existing CSP vehicles, and installation of new MDT equipment systems into new or replacement vehicles at the request of CSP. The successful bidder shall also perform necessary repairs to the MDT equipment systems in new as well as in existing CSP vehicles.

The MDT equipment system includes the mounting hardware, electrical wiring, docking station, card reader, printer and printer mount, a trunk-mounted Global Positioning System (GPS) modem, and miscellaneous cabling and antennas.

All equipment and materials to be installed or repaired shall be furnished by CSPFM. The installation and repair services for the state-owned MDT equipment systems by the successful bidder shall be performed in the CSPFM Garage, located at 15203 W. 12th Avenue, Golden, CO 80401. The CSPFM Garage is open 7:30am to 5:00pm M-F except for Federal and State holidays. The CSPFM Garage facility is the property of the State of Colorado. All bidder/vendor liabilities, insurance, and general conditions of doing business with the State of Colorado apply. The work performed under this award will be for Colorado Department of Public Safety (CDPS) State vehicles. Only CDPS and State vehicles are allowed in the CSPFM Garage.

The CSPFM will provide the successful bidder use of the following areas and services:

One (1) work bay approximately 20’ x 25’ (500 sq. ft.)

General shop services including electrical power and shop air.

The CSPFM has established the time required to complete the installation of the MDT and GPS equipment system in new or replacement CSP vehicles as five (5) hours, to include one (1) hour removal time, and four (4) hours installation time.

The successful bidder shall perform services within the CSPFM established guidelines and schedules to complete MDT equipment system installations at a rate of up to 4-5 vehicles per week for the duration of the award. The successful Bidder shall schedule in advance, time twice each week to be at the CSPFM Garage for installation/removal/repair of MDT equipment systems. The successful bidder shall agree to be available to report to the CSPFM within twenty four (24) hours (1 business day) of initial service notification.

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 State Patrol – all factors considered – will receive the award.

1.0 Additional Specifications/Requirements

1.1 Specifications

The equipment is mission critical in nature and requires ongoing quality assurance by the successful Contractor. CSP requires and expects quality installation and testing according to the “as built” documentation. Delays or failure to provide services as needed may result in monetary penalties of a 15% reduction of quoted price per item, plus $125 administrative fee for each occurrence.

Immediately following award (not to exceed 30 business days), CSPFM will provide to the successful bidder “as built” documentation of the MDT system removal and installation process/procedures that include:

• A complete material list required for installation, based on furnished components

• A complete procedure outlining the removal and installation process, to include a timeline and schedule.

• Wiring diagram or schematic for the installation.

• Pre/post inspection report

Installation and Repair Services

1.2 Record Keeping Requirements

Successful bidder shall provide CSPFM and BIU with documentation of all work (installations/repairs) performed under this contract.

Such documentation shall include (but not be limited to) the following information:

• Contractor Technician Name

• Date work is performed

• Vehicle Make/Model

• CSP vehicle number or license number

• MDC type

• Equipment Serial Number(s) including MDT, docking station, printer, and GPS modem

1.3 Subcontractor Status/Hourly Rate

The hourly rate in this bid shall include:

• The successful bidder’s tools and equipment required for the removal/installation/repair process

• The successful bidder’s employees’ salaries required for the removal/installation/repair process

• The successful bidder’s administrative, overhead and profit required for the removal/installation/repair process

• Contractor/Vendor insurance and liability coverage

• Contractor/Vendor documentation of installation/removal/repair process

1.4 Installation Requirements

The successful bidder shall perform all work (installation/removal/repair) on MDT vehicle equipment systems at the CSPFM Garage, located at 15203 W. 12th Avenue, Golden, CO 80401. It should be noted that CSP performs background checks on any party (or parties) performing services in the CSP Fleet Management Garage.

Estimated installation requirements for FY17 (7/1/16-6/30/17) are approximately 200 vehicles. In the event this award is extended to FY18 (7/1/17-6/30/18), it is estimated that the total installation requirements may be up to 400 vehicles.

Upon completion of installation of MDT equipment systems and prior to vehicle issue, the successful bidder, CSPFM and the CSP BIU shall perform a final test of such equipment systems to insure proper operation using CSP provided appropriate mobile data computers. Vehicles shall not be issued until all MDT equipment systems function properly according to the “as built” documentation.

1.5 MDC Equipment Repairs

Successful bidder shall also complete MDT vehicle-related equipment repairs on an as-needed basis and shall invoice separately for all repair work performed. Repairs shall include (but not be limited to) diagnosis and repair of malfunctioning MDT vehicle equipment systems to include docking station adjustments and diagnosis and repair of problems not related to software or software applications. As with MDT vehicle equipment system installation/removal, all repairs shall be performed at the CSPFM Garage.

1.6 Rights in Data, Documents, and Computer Software (State Ownership) Any software, research, reports, studies, data, photographs, negatives or other documents, drawings or materials prepared by the Contractor in the performance of its obligations under this contract shall be the exclusive property of the State and all such materials shall be delivered to the State by the Contractor upon completion, termination, or cancellation of this contract. Contractor may, at its own expense, keep copies of all its writing for its personal use. Contractor shall not use, willingly allow, or cause to have such materials used for any purpose other than the performance of Contractor’s obligations under this contract without the prior written consent of the State; provided, however, that Contractor shall be allowed to use non-confidential materials for writing samples in

Installation and Repair Services pursuit of the work. The ownership rights described herein shall include, but not be limited to, the right to copy, publish, display, transfer, prepare derivative works, or otherwise use the works.

2.0 General

2.1 Contact Information

The CDPS Procurement Office is the sole point of contact concerning this Documented Quote. All communication must be done via email through the Purchasing Agent, Tammy Lichvar, (tammy.lichvar@state.co.us). All questions will be answered through a modification of Documented Quote CSPDQ1603 MDT on Colorado VSS. It is the responsibility of the bidder to keep apprised of such modifications.

2.2 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.

2.3 Pricing

Prices shall be binding and valid for the length of the award and extension of the award

2.4 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. CSP, at its sole discretion, may exercise the option to extend the award period one (1) year to June 30, 2018.

2.5 Billing

The Vendor shall invoice CSP 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 State Patrol Fleet Management Attn: Karen Griggs 15203 W. 12th Ave.

Golden, CO 80401 karen.griggs@state.co.us

Please include form W-9 with your bid submission.

2.6 Type of Contract

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

Installation and Repair Services

3.0 Additional Terms and Conditions

3.1 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.

3.2 Submission

By submission of a bid, bidder agrees as follows:

• Except as replaced, modified, or supplemented by the CSP 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 CSP 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.

• CSP 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.” CSP 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 CSPDQ1603 MDT on VSS. It is the responsibility of the bidder to keep apprised of such modifications.

• CDPS is tax exempt.

Installation and Repair Services

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

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

DETERMINATION – BID PREFERENCE.

3.3 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 CSP’s sole judgment, needing clarification, shall be accorded such an opportunity.

3.4 Amendments and Modifications

All amendments to, interpretations of, and modifications of this solicitation shall be in writing from CSP and posted to Colorado VSS.

Any amendment, interpretation, or modification that is not in writing shall not legally bind CSP. Vendors are responsible for checking VSS prior to the opening date and time for solicitation modifications.

4.0 Bid Proposal

4.1 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 page.

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

4.2 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.

4.3 Evaluation and Award

This solicitation shall be awarded to one vendor. The following four (4) criteria will be considered when reviewing bids:

• Price

• References

• Experience

• Use of Subcontractors mailto:tammy.lichvar@state.co.us

Installation and Repair Services

4.4 Service-Disabled Veteran Owned Small Business (SDVOSB)

HB14-1224/C.R.S. 24-103-211 sets a Service-Disabled Veteran Owned Small Business goal of at least 3% of all contracts by dollar value be awarded to SDVOSBs who must be incorporated or organized in Colorado or they must maintain a place of business or have an office in Colorado and who are officially registered and verified as a SDVOSB by the Center of Veteran Enterprise within the US Department of Veterans Affairs (www.vip.vetbiz.gov).

CSP shall give a certified SDVOSB a 5% preference in response to this Documented Quote. SDVOSBs need to submit documentation of SDVOSB certification issued through the US Department of Veterans Affairs in their response to a solicitation. Certification can be received through the Center for Veteran Enterprise website (see above link).

4.4 Cost Savings/Total Quality Improvement (TQI)

CSP is always interested in reducing service costs while maintaining or improving our external customer service. During the award period, the successful bidder is encouraged to perform value analysis of the services listed in this documented quote and offer suggestions for change to service specifications.

The CSP Fleet Manager and the awarded vendor will continuously monitor the installation and repair of MDT equipment to ensure the quality of the service. Additionally, the awarded vendor will meet quarterly, or as requested, with the CSP Fleet Manager to stay apprised of any changes in vehicle models that may result in any change in installation requirements as well as discuss/evaluate vendor performance measures.