DQ-CMO-24-504 Paper Cutter.pdf

INFORMAL DOCUMENTED QUOTE

Paper Cutter

Solicitation No. DQ-CMO-24-504

SCHEDULE OF EVENTS

DQ Advertisement 3/7/2024 Deadline to Submit Questions 3/11/2024 5:00 PM MST Response to Questions 3/13/2024 5:00 PM MST DQ Due Date 3/15/2024 5:00 PM MST

Vendor offers to furnish to the City of Westminster the materials, supplies, products or services requested in accordance with the specifications and subject to the Terms and

Conditions described herein.

The City contracts with Rocky Mountain E-purchasing System (BidNet®) in the advertisement and facilitation of solicitations administered by the City's

Procurement Division; therefore, respondents must ONLY rely on documents provided on the Rocky Mountain E-purchasing System (BidNet®) website or as communicated directly from the analyst. Only rely on this web address:

https://www.bidnetdirect.com/colorado

Table of Contents

SECTION A: GENERAL INFORMATION & DOCUMENTED Q (DQ) INSTRUCTIONS

A.1 PURPOSE:

A.2 ROCKY MOUNTAIN E-PURCHASING (BidNet®):

A.3 ELECTRONIC SUBMISSION OF BIDS:

A.4 ADDITIONAL ATTACHMENTS:

A.5 CLARIFYING QUESTIONS:

A.6 ADDENDA:

A.7 ACCEPTANCE PERIOD:

A.8 EVALUATION:

A.9 AWARDS:

A.10 TECHNICAL REQUIREMENTS/STATEMENT OF WORK:

A.11 CONTRACT DOCUMENTS:

A.12 DQ CONDITIONS AND PROVISIONS:

A.13 GRATUITIES AND KICKBACKS:

A.14 NON-COLLUSIVE VENDOR CERTIFICATION:

A.15 DISCLOSURE OF CONTENTS OF BIDS:

A.16 REGISTRATION WITH THE COLORADO SECRETARY OF STATE:

A.17 COOPERATIVE PURCHASING:

SECTION B: SCOPE OF WORK AND TECHNICAL REQUIREMENTS

B.1 SCOPE OF WORK:

B.1.a SERVICE REQUIREMENTS:

B.2 PRICING:

B.3 PAYMENT CONDITIONS:

B.4 ESTIMATED QUANTITIES:

B.5 DELIVERY CONSIDERATIONS:

B.6 F.O.B. POINT:

B.7 BRAND AND/OR TRADE NAMES:

B.8 PRODUCT/PERFORMANCE LITERATURE:

B.9 WARRANTY:

B.10 TRADE-IN PROVISIONS:

SECTION C: PRICING AND BID ITEMS

C.1 GENERAL SUBMISSION INFORMATION:

C.2 CHANGES:

C.3 MODIFICATION AND WITHDRAWAL OF BID:

C.4 BID CONTENTS AND FORMAT:

SECTION A: GENERAL INFORMATION & DOCUMENTED Q (DQ) INSTRUCTIONS

A.1 PURPOSE:

The City of Westminster, hereinafter referred to as the City, desires to solicit bids for the purchase of a new paper cutter.

A.2 ROCKY MOUNTAIN E-PURCHASING (BidNet®):

The City is collaborating with Rocky Mountain E-purchasing System (BidNet®) in the advertisement and facilitation of Formal Invitations for Bids (IFBs), Requests for Proposals (RFP), and Documented Quotes (DQ) administered by the City's Procurement Division.

Registration with BidNet® is available at NO CHARGE and allows Proposers access to view governmental proposals posted on BidNet®; they offer an additional notification service option with an associated fee.

The City is not responsible for the actions or lack thereof on the part of the Proposer in regards to their interaction with BidNet®, or any other third-party bid notification service in relation to this DQ.

More information is available at:

https://www.bidnetdirect.com/colorado/cityofwestminster or by calling 1-800-835- 4603, Option 2.

A.3 ELECTRONIC SUBMISSION OF BIDS:

Submission of bids for this solicitation should be sent electronically through either BidNet® at https://www.bidnetdirect.com/colorado/cityofwestminster, or emailed to wlmoore@westminsterco.gov by the date and time indicated in the Schedule of Events.

Please Note: Bidders are encouraged to submit their bids as early as possible, allowing enough time for any technical difficulties they may encounter as the system does not allow the option to accept any late bids. Please be assured that all bids are locked for viewing by the system and cannot be accessed until after the due date.

Vendors who feel they are unable to prepare and submit an electronic submittal should submit a request in writing to the Procurement Division, no later than the Question due date, for permission and instructions for submitting a hardcopy bid.

https://www.bidnetdirect.com/colorado/cityofwestminster https://www.bidnetdirect.com/colorado/cityofwestminster mailto:wlmoore@westminsterco.gov

A.4 ADDITIONAL ATTACHMENTS:

Exhibit A Sample Purchase Order Terms & Conditions Exhibit B Trade-in Equipment Photos

A.5 CLARIFYING QUESTIONS:

All questions must be submitted online via Bidnet or emailed to wlmoore@westminsterco.gov, no later than the date and time indicated in the Schedule of Events.

Questions received up to deadline to submit question in the Schedule of Events will be answered in writing per the Schedule of Events. Answers to questions from any Vendor will be provided to all Vendors.

All communications regarding this DQ shall only be through the City’s Procurement Division listed above. No communication is to be directed to any other City personnel.

A.6 ADDENDA:

In the event it becomes necessary to revise, change, modify or cancel this DQ or to provide additional information, addenda will be issued and made available on BidNet®. It is the responsibility of the bidder to confirm that they have acquired all addenda related to this solicitation and they have reviewed/complied with the requirements therein.

A.7 ACCEPTANCE PERIOD:

Bids in response to this DQ shall indicate that they are valid for a period no less than 90 days from the closing date, and if awarded, through the initial contract period.

A.8 EVALUATION:

Awards will be made for the best value to the City, in accordance with Westminster Municipal Code (W.M.C.) Title XV, Chapter 1, Section 15-1-5. The criteria to be used for the bid evaluation includes but is not limited to:

The criteria to be used for the bid evaluation includes but is not limited to:

(a) Best value to the City

(b) Bidder’s submission meeting all product requirements

(c) Approved Equal meeting all product requirements

A.9 AWARDS:

Any award as a result of this DQ shall be contingent upon the issuance of a Purchase Order.

One award will be made on an "all or none" basis. Prices must be shown for each item listed. Bids submitted without individual item prices listed may be rejected.

The City does not discriminate on the grounds of race, religion, color, age, sex, disability, or national origin in consideration of an award. Disadvantaged business enterprises are afforded a full opportunity to submit bids. Bids will be evaluated on the Bidder’s experience, project understanding and approach.

A.10 TECHNICAL REQUIREMENTS/STATEMENT OF WORK:

Section B of this DQ contains our proposed Scope of Work and/or Technical Requirements. This document shall form the basis of a Purchase Order covering the subject matter of this DQ. Exceptions or deviations to this DQ must be on bidder's letterhead and accompany the bid. Any exceptions to this documentation will be taken into consideration when evaluating bids submitted. The City reserves the right to reject any or all of your proposed modifications. The City welcomes cost saving bids which still satisfy all technical and business objectives.

A.11 CONTRACT DOCUMENTS:

The City’s Sample Purchase Order Terms and Conditions are included as Exhibit A of this DQ. Any exceptions to the Contract documentation will be taken into consideration when evaluating bids submitted. Bidders should submit any proposed exceptions in a redlined copy of the City’s Contract when submitting their bid.

The City reserves the right to reject any or all proposed modifications.

The submission of a bid constitutes Bidder’s acceptance of all of the terms and conditions of the City’s form of Agreement that is included with this DQ.

A.12 DQ CONDITIONS AND PROVISIONS:

1) All participating vendors, by their submission, shall agree to comply with all of the conditions, requirements and instructions of this DQ as stated or implied herein.

Any alteration, erasure or interlineation by the bidder in this bid shall constitute cause for rejection by the Procurement Manager. Exceptions or deviations to this DQ must be on the bidder's letterhead and accompany the bid. Should the City omit anything from this DQ which is necessary to a clear understanding of the work, or should it appear that various instructions are in conflict, then the bidder shall secure written instructions from the Procurement Manager at least forty-eight (48) hours prior to the time and date of the bid opening shown on page one.

2) Typographical errors in entering quotations on the bid may result in loss of award of a purchase order.

3) All vendors are required to complete all information requested in this DQ. Failure to do so may result in the disqualification of the bid.

4) The City reserves the right to postpone or cancel this DQ, or reject all bids, if determined to be in the best interest of the City.

5) Unit price for each item proposed on must be indicated on the quote. In case of error in extension of prices, the unit price will govern.

6) Any omissions as to the manufacturer's brand name, code or stock number, or style that is asked for shall be considered cause to reject any or all items on the bid if deemed to be in the best interest of the City to do so.

7) The Procurement Manager reserves the right to waive any technical or formal errors or omissions and to reject any and all bids, or to award contract for the items hereon, either in part or whole, if deemed it to be in the best interests of the City.

8) The successful bidder, hereinafter referred to as the Vendor, shall be in complete compliance with all of the specifications, terms and conditions of this DQ as outlined above. The City shall have the right to inspect the facilities and equipment of the Vendor to insure such compliance.

9) No bid shall be accepted from, and no purchase order or contractual contract will be awarded to, any person, firm or corporation that is in arrears to the City of Westminster, upon debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the City, or that has failed to attain or demonstrate compliance with any law, ordinance, City regulation, or contract term or condition as may be provided for or required in any City contract, or that may be deemed irresponsible or unreliable by the Procurement Manager. Vendors may be required to submit satisfactory evidence that they have a practical knowledge of the particular work bid upon and that they have the necessary financial resources to perform and complete the work outlined in this DQ.

10) The bidder agrees to abide by all the laws, regulations and administrative rulings of the United States, the State of Colorado and the City of Westminster, securing all necessary licenses and permits in connection with the bids.

11) All materials, supplies and equipment furnished or services performed under the terms of this purchase order or contractual contract shall comply with the requirements and standards in all federal, state and local codes.

12) All vendors must take into consideration that only the City's contract documents will be used in the finalization of this contract. This will include the total bid and the City Attorney's general form.

13) The City shall not be liable for any costs incurred by Vendor in the preparation of bids or for any work performed in connection therewith or any work subsequent to the submission and prior to the execution of any contract.

14) The Vendor shall procure all permits and licenses, pay all charges, taxes and fees and give all notices necessary and incidental to the due and lawful prosecution of the work. All costs thereof shall be deemed to be included in the prices proposed for the work.

15) The City is exempt from City, State, and Federal sales/excise taxes. Certificates will be issued upon request. Any appropriate taxes shall be shown as a separate item in the bid.

A.13 GRATUITIES AND KICKBACKS:

It shall be a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee (within six months of termination from City employment), or for any employee or former employee (within six months of termination from City employment) to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding of application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or bid therefore.

In the event that any gratuities or kickbacks are offered or tendered to any City of Westminster employee, the bid shall be disqualified and shall not be reinstated.

A.14 NON-COLLUSIVE VENDOR CERTIFICATION:

By the submission of this bid, the bidder certifies that:

1) The bid has been arrived at by the bidder independently and has been submitted without collusion with any other bidder.

2) The contents of the bid have not been communicated by the bidder, nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the bidder or its surety on any bond furnished herewith, and will not be communicated to any such person prior to the official opening of the bid.

3) No bidder shall submit more than one bid for this purchase. It shall be the responsibility of each bidder to obtain the prior written permission of the Procurement Manager before bid opening in every situation in which the bidder, due to corporate association or other affiliation, may be found to be impermissibly associated with another bidder. Failure to observe this requirement could result in all such affiliated bids being rejected.

A.15 DISCLOSURE OF CONTENTS OF BIDS:

The contents of all bids become a matter of public record and a “Record” under the Colorado Open Records Act, § 24-72-201, et seq., C.R.S. (“CORA”). Upon request to the City, the disclosure of Records is mandatory, with the exception of those Records under CORA which are excluded from disclosure sometimes identified as business or trade secrets or proprietary matters (“Protected Items”). Protected Items so marked may not be disclosed unless disclosure is otherwise required under CORA. If a request is made under CORA for Records, the City will use reasonable efforts to notify the bidder of the request, and it will be the responsibility of the bidder to appropriately redact Protected Items from its submittal to the City. If a bidder does not respond to the City to redact Protected Items as requested all Records may be disclosed by the City. If necessary, a bidder shall seek a court order to protect their Protected Items, and will defend, indemnify, and hold harmless the City from any claim or action related to the City’s withholding of Protected Items.

A.16 REGISTRATION WITH THE COLORADO SECRETARY OF STATE:

Successful bidders are required to furnish a Certificate of Good Standing from the Colorado Secretary of State’s Office, as proof that they are properly registered to do business in the State of Colorado, prior to finalization of award and contracting.

A.17 COOPERATIVE PURCHASING:

The City of Westminster encourages and participates in cooperative purchasing endeavors undertaken by or on behalf of other governmental jurisdictions including the Multiple Assembly of Procurement Officials (MAPO) and the Cooperative Educational Purchasing Council (CPEC). We hereby request that any member of MAPO/CPEC by permitted to avail itself of this contract and purchase as specified by the contract resulting from this solicitation request, at the contract prices established therein. Each governmental entity would establish its own contract, issue its own orders, be invoiced directly, make its own payments and issue its own exemption certificates as required. It is understood and agreed that the City of Westminster is not a legally binding party to any contractual agreement made between another governmental entity and the Vendor as a result of this solicitation. The City shall not be liable for any costs or damages incurred by any other entity.

SECTION B: SCOPE OF WORK AND TECHNICAL REQUIREMENTS

B.1 SCOPE OF WORK:

The City of Westminster desires to solicit documented quotes for a new Titan 265 TC Paper Cutter CMC-265D-S, or equal, with the following features included at a minimum:

1. 26.5” to 30.5” cutting width

2. Hydraulic clamping and cutting

3. Lighted cut line

4. Powered back gauge

5. Clamp pressure control

6. Power foot pedal clamping

7. 2 handed operation

8. Hand wheel

9. False clamp

B.1.a SERVICE REQUIREMENTS:

The awarded vendor must be able to respond to service requests within 1 business day.

B.2 PRICING:

All prices quoted for this DQ shall be Firm and Fixed and include inside delivery.

B.3 PAYMENT CONDITIONS:

Final payment for goods will not be considered until goods are received and final inspection is made and approved by the City.

B.4 ESTIMATED QUANTITIES:

The approximate quantities indicated for the material or equipment outlined herein are estimated as closely as possible. However, the City neither states nor implies any guarantee that actual purchases will equal the estimate. It is the intent of this bid that the City will be supplied with more or less of the material or equipment according to actual needs.

B.5 DELIVERY CONSIDERATIONS:

All deliveries shall be made between the hours of 8 AM and 5 PM, Monday through Thursday, excluding holidays.

Inside delivery through drive-up loading dock.

In the event delivery is not made by said date, the City of Westminster reserves the right, upon twenty-four (24) hours' written notice to SELLER, to terminate this purchase order, in whole or in part, at no cost to the City of Westminster.

B.6 F.O.B. POINT:

Prices quoted shall be F.O.B. Destination and delivered, as required, to the following location:

City Hall Loading Dock 4800 W 92nd Ave Westminster, CO 80031

B.7 BRAND AND/OR TRADE NAMES:

Each bidder shall agree to furnish the proposed services, equipment or materials that are called for on the face of this DQ in strict accordance with the conditions, requirements and specifications of this DQ to propose. In the event the City includes trade names as a part of the work description of any item, any participating bidder may submit quotations on other trade-named products, providing they are equivalent, unless the wording "No Substitute"/ "Brand Name Only"/ "No Approved Equals" is indicated. When the description includes the wording "No Substitute"/ "Brand Name Only"/ "No Approved Equals" in addition to the trade name, quotations of price will be accepted only on the trade-named product indicated. All disputes concerning grades and quality of merchandise or work shall be determined by the Procurement Manager or their authorized representative.

Brand Names: Where a manufacturer's brand name of merchandise is given in this DQ, it does not mean to construe or imply an endorsement by the City of Westminster of this brand only, but is used as a norm of quality, type, etc.

B.8 PRODUCT/PERFORMANCE LITERATURE:

Bids submitted for products considered by the seller to be equal to or better than the brand names or manufacturer's catalog references specified herein, must be submitted with technical literature and/or detailed product brochures for the City's use to evaluate the product(s) offered. Bids submitted without this product information may be considered as non-responsive and rejected.

The undersigned bidder shall agree to furnish, upon the written request of the City's Analyst, any additional information needed to substantiate or clarify the design and/or performance characteristics of the materials he proposes to furnish.

Complete manufacturer's literature and specifications must be furnished electronically by each bidder on the brand name products he is quoting to furnish.

The City of Westminster reserves the right at the time of final evaluation of this DQ, to request of any Vendor proposing an "Approved Equal" technical data, test results or other pertinent information as evidence that the substitute offered is equal to or better than the specification requirement.

B.9 WARRANTY:

Specify the vendor or dealership where warranty work will be done:

Vendor:

Address:

City, State and Zip Code:

B.10 TRADE-IN PROVISIONS:

All trade equipment outlined in this RFP, if accepted, will be released to the Vendors within seven (7) days after acceptance of new equipment.

The following equipment is available for trade-in: One (1) Challenge 26.5” Diamond Cutter, purchased new in 1991. This machine is currently inoperable.

Questions about trade-in equipment should be emailed to wlmoore@westminsterco.gov.

The City of Westminster reserves the right to reject any and all offers on used units offered in this bid at any time prior to their release by the agency. Any unbalanced quotation on new units or used units offered will not be accepted.

mailto:wlmoore@westminsterco.gov

SECTION C: PRICING AND BID ITEMS

C.1 GENERAL SUBMISSION INFORMATION:

This section shall include detailed instructions on the submittal requirements for all required documents and pricing. Bidders should follow these instructions carefully and provide all data requested in the formats specified herein and in any referenced attachments.

Any omissions in this bid shall be identified by each Vendor and incorporated into their bid including any omissions for software, hardware, support etc. which is necessary to the success of the project and must be identified as a separate line item with pricing and included as part of this bid.

The City will not increase the contract or any purchase order (either dollar amount or time) for items not included in the submitted bid documents. The City reserves the right to purchase part or the entire bid.

C.2 CHANGES:

The City will not consider change orders or amendments unless it is deemed a change in the original scope of the project. All items not itemized in the pricing above which are instrumental to completing the project will be at the cost of the bidder to supply at no additional charge to the City.

C.3 MODIFICATION AND WITHDRAWAL OF BID:

Bids submitted early may be modified or withdrawn, subject to the Project Manager’s discretion. Withdrawn bids may be resubmitted until the deadline for submission of bids.

Once submitted, a bid becomes City property. The City reserves the right to retain all bids submitted and to use any ideas in a bid regardless of whether that bid is selected.

Submission of a bid indicates acceptance by the bidder of the conditions contained in this DQ.

C.4 BID CONTENTS AND FORMAT:

All bids must be in either Microsoft Word or an original PDF (not a scanned image).

Bids must specifically include the following, at a minimum and must be submitted electronically with all bids:

1. Bidder’s itemized cost schedule. Total fee must include all costs and expenses.

All costs must be itemized.

a. Please submit electronic quotes online through BidNet or email to wlmoore@westminsterco.gov.

b. Provide warranty details and pricing.

c. Provide trade-in value.

The cost schedule should address all requirements set forth in Section B as well as any other items pertinent to your bid pricing such as additional discounts for increased quantities, etc. The requirements have been developed to allow the City to uniformly evaluate prices submitted for the work.

2. Delivery schedule. Each quote shall give an estimated delivery date.

3. Certificate of Good Standing from the Colorado Secretary of State’s Office.

Shall be required of the successful Vendor.

mailto:wlmoore@westminsterco.gov