DCJDQ1609SOMBConference Solicitation.pdf

DCJDQ1609-2016SOMBConference Page 1

COLORADO DEPARTMENT OF PUBLIC SAFETY

CDPS Procurement Office

700 Kipling Street Denver, CO 80215

SIGNATURE PAGE

DOCUMENTED QUOTE: DCJDQ1609-2016SOMBConference

TITLE: 2016 SOMB (Sex Offender Management Board) Conference for the Division of Criminal Justice (DCJ)

DATE DUE: Friday, September 18, 2015…5:00pm MT

LATE BIDS WIL NOT BE CONSIDERED

ISSUING OFFICE: This Documented Quote is issued for the State of Colorado by the Colorado Department of Public Safety (CDPS) Procurement Office.

All communication from CDPS will be via postings on the State’s Colorado Vendor Self Service (ColoradoVSS) website located at www.colorado.gov/vss. CDPS will post notices that will include, but are not limited to, any modifications to requirements, answers to questions received, and notice of award. It is the responsibility of the vendor to carefully and regularly monitor ColoradoVSS for any such postings.

Purchasing Agent: Tammy Lichvar Telephone Number: 303-239-4502 E-mail Address: tammy.lichvar@state.co.us

PLEASE EMAIL QUOTES TO TAMMY.LICHVAR@STATE.CO.US

Prices shall be binding and valid at time of event.

FEIN________________________________________________ DATE___________________________________ ^Enter your FEIN or SSN as registered on ColoradoVSS.

NAME OF COMPANY___________________________________________________________________________

ADDRESS____________________________________________________________________________________

CITY____________________________________________ STATE_______________ ZIP CODE______________

PHONE _________________________________________ FAX _______________________________________

EMAIL ADDRESS _____________________________________________________________________________

My company is registered on ColoradoVSS. Yes______ No______

PRINT NAME OF COMPANY REPRESENTATIVE___________________________________________________

TITLE: ______________________________________________________________________________________

SIGNATURE OF COMPANY REPRESENTATIVE ___________________________________________________ Handwritten signature by an authorized officer or agent of the vendor.

RETURN THIS PAGE

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COLORADO DEPARTMENT OF PUBLIC SAFETY

DOCUMENTED QUOTE: DCJDQ1609-2016SOMBConference Summer 2016 Sex Offender Management Board Conference

July 6, 2016 through July 8, 2016

1.0 General

Purpose The Colorado Department of Public Safety, Division of Criminal Justice is seeking to purchase lodging, meeting and banquet room rental, catering and audio-visual equipment for the period of July 6 – July 8, 2016.

Contact Information The Procurement Office for the Colorado Department of Public Safety (CDPS) is the sole point of contact concerning this Documented Quote. All communication must be done through the CDPS Procurement Office, Attention: Tammy Lichvar at tammy.lichvar@state.co.us or 303.239.4502.

Vendor Self Service System (VSS) and Registration This solicitation is published using the Colorado Vendor Self Service System (VSS). Vendors must be registered on VSS to be considered responsive at the time of submission of the response. Registration on VSS is required to be considered for award. If a vendor is not registered on VSS, solicitation responses from such vendor received will not be considered. VSS and its registration information may be linked through the State Purchasing Office link at https://www.colorado.gov/vss.

Award Period The anticipated award period for this Documented Quote (DQ) follows the State’s fiscal year 2016 and 2017 through July 10, 2016.

Binding Proposal By providing a response to this DQ, Offerors are bound to providing the goods and services at the costs and rates quoted in their DQ response for the award period.

Submission By submission of a bid, Offeror agrees as follows:

• Except as replaced, modified, or supplemented by the Division of Criminal Justice for this solicitation, all items in the State of Colorado Solicitation Instructions/Terms and Conditions 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 Offeror 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. Offerors shall seek clarification from the Division of Criminal Justice 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.

• Offerors shall accept the terms and requirements of this DQ 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.

• The Colorado Department of Public Safety 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.” The Colorado Bureau of Investigation 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.

mailto:tammy.lichvar@state.co.us https://www.colorado.gov/vss

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• CDPS is tax exempt.

• The Colorado Department of Public Safety (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 Colorado Department of Public Safety’s 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 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 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.

Contractual Obligations

This solicitation including documents linked and attached, the vendor's offer and all documents, modifications, and agreement terms and conditions will form the contract between the parties. Any additional terms and conditions proposed by the vendor must be submitted with their offer in order to be considered. All material developed under this contract are the sole intellectual property of the State of Colorado.

Type of Contract State Purchase Order: The successful bidder may be issued a State Purchase Order with CDPS. The State Purchase Order may incorporate this BID, published addenda and the response of the successful bidder(s).

Term of State Purchase Order The term of this State Purchase Order resulting from this solicitation shall begin September 15, 2015 or upon approval by the State Controller (or delegate) – whichever is later – through July 10, 2016 contingent upon funds being appropriated, budgeted and otherwise made available and all bid requirements being satisfied.

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

Amendments All amendments to and interpretations of this solicitation shall be in writing from CDPS/DCJ. Any amendment or interpretation that is not in writing shall not legally bind CDPS/DCJ.

Modifications All modifications shall be in writing and posted to Colorado VSS. Vendors are responsible for checking VSS prior to the opening date and time for solicitation modifications.

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. Qualifications and any supporting documentation as required in this solicitation.

c. Completed Bid Response Sheet

Bidders may respond to this solicitation by e-mail (preferred), hand delivery or mail to Tammy Lichvar. The contact information is:

E-mail: tammy.lichvar@state.co.us Physical Address: Department of Public Safety CDPS Procurement Office 700 Kipling Street mailto:tammy.lichvar@state.co.us

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Email or send a hard copy of your bid proposal to the procurement official listed in this solicitation. Please do NOT complete your bid submission on VSS but send to/email Tammy Lichvar. Responses to this solicitation by e-mail (preferred), hand delivery or mail are the ONLY acceptable methods.

Schedule of Events Vendor Inquiries are due: 5:00pm MT, Thursday, September 10, 2015 State’s Responses published (estimated): 5:00pm MT, Tuesday, September 15, 2015 Bid responses due: 5:00pm MT, Friday, September 18, 2015 Award (estimated): Tuesday, September 22, 2015

Bid Submission

LATE BIDS WILL BE DISQUALIFIED. It is the responsibility of the Offeror to ensure that the CDPS Procurement Office receives the Bid Response on or before the due date and time. After receiving Bid, Offeror will receive a confirmation email stating it was received.

Award & Evaluation Criteria The Awards will be made to the lowest responsible bidders with all other factors considered – as stated in this solicitation in Section 2.0 “Requirements” and “Qualifications”. The State will be the sole judge in determining the acceptability of an offer and in determining the most beneficial offer to the State. If CDPS does not receive qualified responses to this solicitation, this solicitation will be considered a failed procurement and will be cancelled.

2.0 Specifications

General Information The CDPS and DCJ are issuing a Documented Quote for lodging, catering, audio-visual and meeting and banquet rooms up to 350 people. (See attached Exhibit A for quantities and other event requirements)

Billing Requirement

Send invoices to:

Colorado Department of Criminal Justice Attn: Raechel Aldrete

700 Kipling Street, Suite 3000

How to complete your BID proposal:

Step 1: Email (preferred) or send a hard copy of your bid proposal to the procurement official listed in this solicitation.

Step 2: Bid proposals should not be completed through Colorado VSS

Both steps must be completed or your bid may be disqualified.

Your email/hard copy submission will be considered the official version of your bid submission followed by entry into VSS.

No faxed proposals will be accepted.

If mailing or hand-delivering quote, send to:

Colorado Department of Public Safety CDPS Procurement Office Attn: Tammy Lichvar, Purchasing Agent 700 Kipling St.