DQ-2025-057-LB Doors and Windows.docx

Documented Quote

DQ-2025-057-LB

Doors and Windows

THIS IS NOT AN ORDER

PROCUREMENT CONTACT:

Lynette Brink lynette.brink@colostate.edu

(970) 491-6263

DUE DATE AND TIME:

Monday, October 27th, 2025 10:00 A.M. Mountain Time

See attached price sheet, labeled DQ-2025-057-LB Price Sheet.

By signing below, the Offeror affirms acceptance of all terms listed in this DQ. The Offeror shall identify clearly and thoroughly any exceptions to this DQ in section VI.G.

Offeror’s Legal Name:

Printed Name of Authorized Representative:

Signature of Authorized Representative:

Title:

Telephone:

Email:

Date of Signature:

Section I. Summary Colorado State University is seeking firm pricing on doors, door jams, window frames, glazing and various hardware. Purchases will be made as multiple purchases each contract year and not as a lump sum order.

Section II. Specifications/Requirements/Performance Requirements A. Specifications/Requirements/Performance Requirements

1. Sizing information is provided on the price sheet for commonly used items. These items include:

· Hollow metal door jambs.

· Metal window frames including glass.

· Doors: interior wood, exterior metal.

· Glazing: standard, tempered and fire rated.

· Hardware.

2. Descriptive literature for all brands and/or products proposed must be included in submission (where a specific brand isn’t specified).

3. Vendor facility must be open/available during normal business hours, Monday through Friday, 8:00 am – 5:00 pm, at a minimum.

4. The University may send designated staff members to the bidder’s store to pick up supplies when immediate needs arise. The bidder's store shall be located within 10 miles from the following location: 1251 S. Mason St., Fort Collins, CO 80523. Vendor must be willing/able to deliver items if staff is not picking them up.

B. Warranty Information Provide any information available on warranties for bid products.

C. Timeline.

The initial term will begin on December 1, 2025.

D. Delivery All shipments must be quoted as DAP=Destination/CSU, with freight costs included or clearly specified as a separate cost and divulged at the time of solicitation response. CSU reserves the right to schedule separate a Freight Carrier if the cost is advantageous to the University.

E. Pricing Pricing or discount is to be FIRM for the first year. CSU understands and will consider reasonable price changes based on uncontrollable external factors such as governmental tariffs. Any such price changes must be confirmed with CSU Procurement Services before orders may be placed against this Documented Quote. Thirty days prior to the start of any option period the supplier may request a price increase for the items awarded that do not exceed the CPI/PPI index for this region. Colorado State University will evaluate the requested price changes and if found to be unwarranted negotiate an acceptable alternative price.

Colorado State University reserves the right to purchase items from the awarded annual contract that may differ from those specified in the price proposal by size, shape, or form that are required to match existing/compatibility and/or other work requirements. Pricing for these items shall be based on unit prices offered at the time of request for the added item(s). The price quotation for the added item shall be firm for the remainder of the initial or option period in effect at the time of request.

F. Tax Exempt Colorado State University is a Colorado sales tax exempt entity. A sales tax exemption certificate will be provided to the successful vendor on demand. If your state does not recognize our tax exemption status, then your price will be deemed to already include any and all sales or use taxes imposed.

G. Term of Award The initial term will be December 1, 2025 through November 30, 2026 with the option to renew for up to four additional years in one-year increments for a total term not to exceed five years. Option periods will automatically renew upon mutual agreement of both parties.

Section III. Evaluation and Award A. Factors for Consideration Award determination will be based on the submission from respondent(s) deemed to be the most advantageous to the University at the University’s sole discretion utilizing the following criteria (in no particular order): acceptability of the product brands proposed and financial considerations (by item group). The University reserves the right to award and contract with more than one vendor/provider to assure needs are met and to use the awarded vendor/provider(s) that best meets the University’s needs at the time needed.

B. Award Notification Results of this Documented Quote will be posted on Rocky Mountain E-Purchasing System/BidNet. Results will not be given over the phone.

Section IV. Schedule of Activities

All times are Mountain Time

A. Inquiries Inquiries must be submitted in writing and directed to lynette.brink@colostate.edu.

The subject line of all inquiries should read DQ-2025-057-LB Doors and Windows.

Vendors who phone in questions will be asked to submit their inquiry in writing.

The Procurement Official listed herein is to be the SOLE point of contact concerning this DQ. Offerors shall not directly contact other personnel regarding matters concerning this DQ or to arrange meetings related to such.

B. Addendum or Supplement In the event it becomes necessary to revise any part of this Documented Quote, an Addendum to this DQ will be published on Rocky Mountain E-Purchasing System. It is the responsibility of Offerors to review all Addendums. Offerors shall not rely on any other interpretations, changes, or corrections.

Section V. Administrative Information

A. General Conditions for Invitation for Bid / Documented Quote This solicitation is subject to the Colorado State University General Conditions for Invitation for Bid/Documented Quote.

B. Purchase Order Terms and Conditions A University Purchase Order will be issued to the successful Offeror. The Colorado State University Purchase Order Terms and Conditions for Goods will govern this procurement.

C. Terms and Conditions Documented Quote / Invitation for Bid Multi-Year Awards This solicitation is subject to the Colorado State University Terms and Conditions Documented Quote / Invitation for Bid for Multi-Year Awards.

D. Offeror Terms and Conditions Proposals with preprinted Offeror terms will not be accepted. Any terms and conditions submitted after the award will be null and void.

E. Group Purchasing Organization / Consortiums Colorado State University is a member of various group purchasing organizations or consortiums such as E&I, Omnia, Vizient, BuyBoard, and others.

F. Cooperative Purchasing Any price agreement from this solicitation may be extended to other cities, counties, institutions of higher education, and school districts or other political subdivisions, providing they are willing to order against the Agreement in accordance with the prices, services and terms and conditions of the Agreement. Extension is limited to the prices, services and terms contained in the University's Agreement, except where applicable, additional terms and conditions may be negotiated with such other entities as agreed to by those parties.

G. Small Business Program The Small Business Program at Colorado State University supports the University’s goals for promoting responsible purchasing. The University encourages vendors to provide for participation of small businesses through subcontracts or other contractual opportunities in connection with the performance of this solicitation.

H. Confidentiality Any restrictions on the disclosure or use of Confidential Information contained within a bid or proposal must be clearly stated in the bid or proposal itself. The Colorado Open Records Act, C.R.S. sec 24-702-201 et seq., applies to all documents submitted in response to this solicitation. The Open Records Act specifically states that the following are considered confidential: “Trade secrets, privileged information, and confidential commercial, financial, geological, or geophysical data.” The Bidder or Offeror must designate documents as Confidential Information that fall into these categories by clearly and conspicuously marking the documents. Confidential Information shall not include any subsequent contractual terms or pricing that result from the Bidder or Offeror’s submission.

If Confidential Information is submitted, then it must be submitted as a separate file, with the file name clearly and conspicuously marked with: “Confidential Information DQ-2025-057-LB Doors and Windows.” Failure to comply with this requirement shall render all materials received from Offeror as non-confidential after the award.

I. Method of Payment The University’s standard payment terms are N30.

Payment can be expedited as N5 using the Colorado State University AP System, an electronic payment solution using single-use commercial credit card numbers. This program is being used in conjunction with our commercial card provider, JP Morgan Chase. Since this program uses the commercial credit card network, suppliers must be prepared to accept credit cards and should understand that processing fees are involved.

J. Accessibility of Information Communication Technology Colorado State University is committed to making our campus accessible by acquiring Information Communication Technology (ICT) in compliance with all applicable provisions of §§24-85-101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability, pursuant to Section §24-85-103 (2.5), C.R.S. Supplier shall also comply with all State of Colorado technology standards related to technology accessibility and with Level AA of the most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in the State of Colorado technology standards.

ICT means any and all technology used for the creation, manipulation, storage, display, receipt, or transmission of electronic data and information. Examples include but are not limited to; computers, information kiosks, transaction machines, telecom equipment, office machines (copiers/scanners), software and applications, websites, videos and electronic documents.

Section VI. Submission Information A. New CSU Vendors.

If you are a new vendor to CSU, or recently had a name change or Tax ID # change, include your W9 and the CSU Vendor Self-Certification form with your solicitation response for accurate payment if awarded.

B. Warranty Information Provide any applicable warranty information for brands quoted on price sheet.

C. Accessibility of Information Communication Technology.

If you are providing Information Communication Technology, provide certification and attestation documentation related to security and accessibility, including the Higher Education Vulnerability Assessment Tool (HECVAT Lite), version 3.02 or higher, and a current Voluntary Product Accessibility Template (VPAT), referencing WCAG 2.1 standards or higher.

D. Pricing.

Submit price sheet document labeled, DQ-2025-057-LB Price Sheet. Prices quoted should be delivered pricing.

E. Descriptive Literature Descriptive literature for all brands and/or products proposed must be included in submission (where a brand isn’t specified on the price sheet).

F. Signature Page.

The Offeror must complete and include the COVER PAGE with their response.

G. Exclusions.

The Offeror must include any exclusions to this DQ in this section.

H. Electronic Submission Your written response with complete pricing information must be submitted to Procurement Services via Rocky Mountain E-Purchasing System (RMEPS)/ BidNet by 10:00 A.M. Mountain Time on Monday, October 27,2025. The file name(s) must include “DQ-2025-057-LB Doors and Windows.”

UNDER NO CIRCUMSTANCES WILL A TELEPHONE, EMAIL, FAX, OR PAPER RESPONSE BE ACCEPTED.

I. Rocky Mountain E-Purchasing System/BidNet Vendor Guides You can find user guides on How to Register, How to Place your Bid, etc.

https://procurement.colostate.edu/rocky-mountain-e-purchasing-information/

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