Documented Quote- Solar Shades.doc

COLORADO DEPARTMENT OF HUMAN SERVICES

Furnish and Install Solar Shades

DQ # 2017001481

STATE OF COLORADO

DEPARTMENT OF HUMAN SERVICES

QUOTE SUBMISSION VIA EMAIL

Submissions via email are preferable. Quotes submitted via fax are also acceptable.

Email: Brenda.mcgee@state.co.us Fax: 303-866-5808

North Central Procurement 1575 Sherman Street, Denver, CO 80203

PROCUREMENT CONTACT

The procurement contact is the primary contact for this DQ. Direct all inquiries to the procurement contact.

Brenda McGee

SECTION I - ADMINISTRATIVE INFORMATION

Quote Submission - Quotes will be received until the date and time indicated.

Pricing - All pricing shall be FOB Destination. Vendors shall specify any minimums, special charges, restrictions, or conditions. The failure of the vendor to note any special conditions or exceptions shall be deemed a waiver of any such condition or exception.

Price Increases – Pricing shall remain firm for the term of the award, including option years, unless otherwise specified.

Quote Acceptability - The State will be the sole judge in determining the acceptability of a quote and in determining the most beneficial quote for the State. Evaluation of quotes will also take into account administrative costs, payment terms, delivery conditions (any restrictions, minimum order quantity or dollar amount), and any exceptions taken to any requirement of the DQ, volumes at individual user sites, and proximity of user sites. Administrative costs include, but are not limited to, time and costs associated with ordering, receiving, stocking and paying invoices.

Evaluation - The choice of vendor for goods and services must be based on which acceptable response is most advantageous to the state, price/cost being the primary consideration. Other factors to be considered include experience, delivery, and warranties (if applicable). The basis for the selection must be documented and will be final and conclusive unless determined to be arbitrary, capricious, or contrary to law.

Service Disabled Veteran Owned Small Businesses (SDVOSBs) - SDVOSBs, who are incorporated or organized in Colorado or maintain a place of business or have an office in Colorado and who are officially registered and verified as a SDVOSB by the Center for Veteran Enterprise within the U.S. Department of Veterans Affairs. (www.vip.vetbiz.gov) , may receive a 5% preference on their bid. This preference applies only to the price, and the SDVOSBs must still meet all other qualifications required in the bid. SDVOSBs claiming this preference shall submit documentation of SDVOSB certification Issued through the U.S. Department of Veterans Affairs in their response to the solicitation. Bid submissions without this documentation will not be given a preference.

Award - The state intends to issue a single vendor award, unless otherwise specified. Awards will be made on the basis of the quote most beneficial to the State. Vendor shall extend pricing to other Human Services divisions (i.e. Pueblo, Grand Junction).

Term of Award - The period of award made as a result of this DQ is with an option to renew for up to 3 years.

Bid Results - After the award is made, bid tabulations or a summary can be made available.

Purchase Order or State Contract – As a result of the award, a Purchase Order or State Contract may be required. The awarded vendor may not perform or deliver goods or services until such time the Purchase Order or Contract is executed.

Terms and Conditions - The State Purchase Order Terms and Conditions and Solicitation Instructions apply to this DQ. If not attached, they can be made available upon request.

Quantity of Goods/Services – At the time of award and/or during the term of the resulting award, the State reserves the right to increase or decrease the quantity of goods/services based on available funding using the rates established in the Purchase Order or State Contract.

Vendor disclosure of services identifies if the vendor or subcontractor will perform the services outside the state of Colorado or United States. If this is the case, provide a brief statement explaining why the vendor believes it is necessary or advantageous to perform the services outside the state of Colorado or United States.

SECTION II – SPECIFICATIONS/STATEMENT OF WORK

This is to supply and install solar shades at 1575 Sherman St., Denver, CO 80203, currently for the 6th and 7th floor only.

NOTE: Attendance at a mandatory pre-bid walk through Friday May 19, 2017 at 11:00 AM is required of interested vendors. This will be followed by a written inquiry deadline for pre-bid attendees. Bids or questions received from vendors that do not attend the mandatory walk through will be eliminated from consideration. The mandatory walk through Q & A and this specification will be posted on Colorado VSS. It is the responsibility of interested vendors to obtain all solicitation documents, including any modifications or schedule updates.

Project Description:

The Colorado Department of Human Services requests quote responses for window coverings per following specifications for the 6th and 7th floor, of the Human Services Building at 1575 Sherman Street per the following specifications:

· Prep work will include but is not limited to: proper installation of window coverings, staging materials in close proximity prior to site installation, etc.

· Special considerations or challenges must be noted during the site walk through and included in written inquiries and bid total. Inspection of site prior to product installation will be coordinated with Facilities project designated personnel.

· Products will be staged in specific work areas just prior to installation as work progresses.

· Specific installation locations will be identified during the scheduled pre-bid walk through.

· Vendor is responsible for all final measurements prior to production and installation. All pre-order measurements and final fittings during installation are the responsibility of the successful vendor.

· If bidding an equal specification, the Vendor must provide brand name, model number, complete description and warranty information with the submitted bid. Any bid response received that fails to include the required information may be determined to be non-responsive and subject to disqualification. The State reserves the right to determine whether a product qualified as an equal specification.

Furnish all labor and equipment necessary to remove existing blinds and existing solar shades. Install new solar shades into the window well area. Specific details will be provided when actual services are required. Services may vary slightly based on specific project.

· Vendor must provide all the necessary equipment to perform work safely, provide any necessary items needed as required to complete the work.

· Vendor will remove existing vertical blinds on windows

· Vendor will remove existing solar shades on windows

· Vendor will install new solar shades in its place.

· Any damage to CDHS building or property caused by the Vendor must be reported immediately to the Project Manager, or designee.

· Vendors will need to remove all trash from the job site. There is no room on site for a dumpster. This includes removal of all existing vertical blinds and solar shades.

Vendor Access

Vendors will access 1575 Sherman Street via the dock door located at the west side of the building. If the vendor has a regular pickup truck or van they should fit easily in the dock space. However, if a vendor has an oversized vehicle they would need to park their vehicle approx. 25 feet away from the ramp that is next to the dock at 1575, parking as close to the fence as possible to allow a vehicle to pass by it in the alleyway.

If vendor has multiple vehicles to be parked the remaining will need to utilize paid parking around the building.

Vendors will enter through the dock door by buzzing the guard and then proceed to the first floor for a temporary badge. Once badged for the day they can continue on to site after returning from removing items from building. NOTE: Dock door is never to be left unattended, propped open.

SECTION III – INFORMATION REQUIRED ON QUOTE

Bidder Pricing Schedule: Bidder is required to supply pricing based on the attached price sheet.

CDHS is requesting the price in two different manners. One that shows the cost of regular working hours, and the second shows the cost of after-hours/weekends. CDHS reserves the right to choose option 1 or option 2 per project.

To be awarded the selected vendor must provide proof of $1,000,000 liability insurance, and must have the State of Colorado listed as additionally insured.

INSURANCE

A. The Vendor shall obtain, and maintain at all times during the term of the purchase order or contract, including any extensions, insurance in the following kinds and amounts:

1) Workers’ Compensation Insurance as required by Colorado statute, and Employer’s Liability Insurance, covering all of the Vendor’s employees acting within the course and scope of their employment.

2) Commercial General Liability Insurance written on an ISO occurrence from CG 00 01 10/93 or equivalent, covering premises operations, fire damage, independent contractors, products and completed operations, blanket contractual liability, personal injury and advertising liability with minimum limits as follows:

a) $1,000,000 each occurrence;

b) $1,000,000 general aggregate;

c) $1,000,000 products and completed operations aggregate; and

d) $50,000 any one fire

If any aggregate limit is reduced below $1,000,000 because of claims made or paid, the Vendor shall immediately obtain additional insurance to restore he full aggregate limit and furnish to the State a certificate or other document satisfactory to the State showing compliance with this provision.

3) Automobile Liability Insurance covering any auto (including owned, hired and non-owned autos) with a minimum limit of $1,000,000 each accident combined single limit.

B. The State of Colorado shall be named as additional insured on the Commercial General Liability and Automobile Liability Insurance policies. Coverage required under the purchase order or contract will be primary over any insurance or self-insurance program carried by the State.

C. The insurance shall include provisions preventing cancellation or non-renewal without at least 45-days prior written notice to the State by certified mail.

D. The Vendor will require all insurance policies in any way related to the purchase order or contract and secured and maintained by the Vendor to include clauses stating that each carrier will waive all rights of recovery, under subrogation or otherwise against the State of Colorado, it’s agencies, institutions, organizations, officers, employees and volunteers.

E. All policies evidencing the insurance coverage required hereunder shall be issued by insurance companies satisfactory to the State.

F. The Vendor shall provide certificates showing insurance coverage required by the purchase order or contract to the State within seven (7) business days of the effective date of the purchase order or contract, but in no event later than the commencement of the services or delivery of the goods under the purchase order or contract. No later than 15-days prior to the expiration date of any such coverage, the Vendor shall deliver to the State, certificates of insurance evidencing renewals thereof. At any time during the term of the purchase order or contract, the State may request, in writing, evidence satisfactory to the state of compliance with the provisions of this section, which the Vendor shall supply to the State within 10-days of the date of the request.

G. Notwithstanding subsection A of this section, if the Vendor is a “public entity” within the meaning of the Colorado Governmental Immunity Act, C.R.S. 24-10-101, et seq., as amended (“Act”), the Vendor shall at all times during the term of the purchase order or contract maintain only such liability insurance, by commercial policy or self-insurance, as is necessary to meet its liabilities under the Act. Upon request by the State, the Vendor shall show proof of such insurance satisfactory to the State.

Vendor may elect to modify the pricing schedule on an annual basis. Pricing must be approved by the CDHS North Central Procurement.

Mandatory site walk through is required of bidding companies: Friday, May 19th 11 am

Written Inquiries are due May 22th by noon, and will be answered via posted modification to the solicitation on Colorado VSS

Participants must meet in lobby of the Human Services Building: 1575 Sherman Street Denver, Co 80203 and bring ID for check in at the front security desk.

References (minimum of 2) from recent previous jobs of a similar scope/ scale are required.

Awarded vendor(s) will be responsible for daily cleanup and for check-in/ check-out at front security desk.

BASIS FOR PRICE DETERMINATION:

Total Cost for completion of all required work, inclusive of labor, materials, prep and clean up.

Warranty Information

Extended Warranty Information, Delivery/ completion of all work (date), following receipt of award and order.

7th and 6th floor - WINDOW COVERING PROJECT IS ANTICIPATED TO TAKE PLACE AND BE COMPLETED BY JUNE 30, 2017

SIGNATURE PAGE

VENDOR INFORMATION

COMPANY NAME

FEIN

ADDRESS

Name & title of authorized officer & agent:

NAME:

TITLE:

Name & number of contact person for inquiries on your Quote response:

NAME:

NUMBER/EMAIL:

Name & number of contact person for orders if an award to your company is subsequently made:

NAME:

NUMBER/EMAIL:

IMPORTANT: Vendor should read the entire DQ before submitting a Quote. Quotes shall be properly marked with DQ number. All Quotes shall be F.O.B. destination, unless otherwise specified.

PHONE #

Authorized Signature By Officer or Agent of Vendor

FAX #

Date Signed

REMIT ADDRESS:

E-MAIL:

PAYMENT TERMS:

Terms of less than 45 calendar days will not be considered.

SIGNATURE PAGE REQUIRED – RETURN THIS PAGE