DQ Deionized Water System Maintenance and Repair Services-Final 71916docx (1).pdf

Colorado Department of Public Health & Environment (CDPHE) Laboratory Services Division (LSD)

DOCUMENTED QUOTE # DQ1-FAAA-2017-78

Solicitation Title: Laboratory Deionized Water System Maintenance and Repair Service

IMPORTANT: Vendors are urged to carefully review the entire solicitation.

I. Introduction:

This Documented Quote is issued by the State of Colorado for the benefit of the Colorado Department of Public Health and Environment (CDPHE), Laboratory Services Division (LSD). The LSD operates seven testing labs at its Denver location. CDPHE seeks a vendor to provide Laboratory Deionized Water System Maintenance and Repair Service.

A. Invitation to Submit Quotations: All State solicitation notices are posted on the VSS system. Offerors who have an interest may submit a proposal in accordance with the terms of this solicitation. For its quotation to be considered, Offeror must be registered with the State of Colorado’s VSS web site (www.colorado.gov/vss) by the proposal submission due date and time.

B. Sole contact for this DQ is:

Allan Smith, Senior Purchasing Agent Contracts and Purchasing Unit Mail Room (B1) 4300 Cherry Creek Drive South, Denver, CO 80246 P: 303.692.2072 E-mail: allan.smith@state.co.us

C. Due date for this DQ is August 16, 2016 at 2:00pm MDT. Quotes may be submitted via mail, or hand-carried. Each submittal shall consist of one original (identified as such) and 3 copies of the Offerors complete documented quotation (for a total of four [4] copies). Please deliver hard copies to the address above. It is the responsibility of the Offeror to ensure that its quotation is received by the CDPHE Purchasing Unit, on or before the due date and time.

Late quotes will not be considered!

D. Questions regarding this DQ will be accepted in writing via email until 2:00 PM MT on July 26, 2016.

This will allow sufficient time to respond to any/all questions before the Mandatory Pre-bid meeting on August 2, 2016 (See below). Questions to be submitted via Email.to: allan.smith@state.co.us.

E. A mandatory Pre-bid walk through will be held on August 2, 2016, at 10:00 am. The meeting will take place at the CDPHE Laboratory Services Division, 8100 Lowery Blvd. Denver, CO 80230. Vendors will meet at the main entrance on the West side of the building. Please contact Allan Smith, Senior Purchasing Agent by 4:00 on August 1, 2016 to register for the walkthrough. You may register by E-mail or by phone. (Contact information above) Vendors who do not attend the meeting will not be allowed to bid on this solicitation.

F. Questions after the pre bid meeting will be accepted in writing via email until 2:00 PM MT on August 4, 2016. This will allow sufficient time to respond to any/all questions before the closing date of August 15, 2016. Questions to be submitted via Email.to:allan.smith@state.co.us.

http://www.colorado.gov/vss mailto:allan.smith@state.co.us

I. Project Requirements/Description:

A. Vendor agrees to maintain and service the Deionized Water System at the state lab.

B. See Exhibit B. for equipment list

C. The awarded vendor shall assign a regular, dedicated service technician to the account.

D. Laboratory Deionized Water System shall be maintained and in good working condition at all times.

Repairs that need to be performed shall be performed during normal working hours and downtime kept to a minimum. After hours and emergency repairs shall be performed and billed by invoice on a time and materials basis at no more than one and a half times the hourly rate.

D. A written performance log shall be provided with each inspection to ensure that the equipment is operational within specified parameters, and a service report detailing the work performed shall be provided to and signed by a laboratory representative for the purpose of documenting the visit and ensuring proper payment upon receipt of the vendor invoice.

E. Each monthly visit shall require inspection of the carbon unit, the RO unit and controls, all filters, pumps, UV sterilizer, storage units, and DI banks. Chemical analysis of feed, product, and reject will include a hardness test, chlorine test, and percent rejection indications.

F. Monthly inspection charges shall include rental of mixed – bed deionizers, and the carbon unit. Also, the service agreement will include the replacement of all UV bulbs, the 1 micron resin trap filters, and the micron final filters. Vendor will clean the RO membranes and sanitize the system annually.

G. Service technician shall ensure that all inlet and outlet valves are in the correct position, the work is cleared of debris, all fittings are properly tightened to avoid water leakage on the tile floor, and that there is no standing water left on floor.

H. Vendor shall be licensed, certified and authorized to perform all provided services.

I. Softener salt shall be supplied and added as needed, at a per bag rate.

J. Preventive Maintenance and upkeep shall be performed during normal business hours.

K. All Maintenance and repairs shall be scheduled and coordinated between the vendor, the LSD Central

Services Manager, and/or the LSD Building Operations Manager.

L. Normal Business hours are 8:00 a.m. to 5:00 p.m. Monday through Friday, excluding the following holidays:

1. Independence Day

2. Labor Day

3. Columbus Day

4. Veteran’s Day

5. Thanksgiving Day

6. Christmas Day

7. New Year’s Day

8. Martin Luther King, Jr. Day

9. President’s Day

10. Memorial Day

M. Normal wear and tear items shall be included in the annual maintenance contract.

III. LOCATION FOR SERVICES:

Co lorado Department of Public Health and Environment – Laboratory Services Division 8100 East Lowry Blvd Denver, CO 80230

IV. MINIMUM QUALIFICATIONS:

A. Must be registered and in good standing with the Colorado Secretary of State's Office.

B. Must be registered on Colorado VSS (see I.A above).

C. The Contractor and all employees shall pass annual Colorado Bureau of Investigation (CBI) background checks and comply with CDPHE LSD security requirements (attached) while on the premises. It is the vendor’s sole responsibility for the processing and all costs associated with the back ground checks. Once completed by CBI, the results shall be submitted to the Lab Security Officer for approval.

D. Vendor must have at least five (5) years of experience in Deionized Water System Maintenance and Repair in a laboratory setting.

E. Must provide 3 references for similar Water System Maintenance performed. Provide the reference’s contact information and position in company as well as a brief description of the work performed and the type of water system serviced.

V. DESIRED QUALIFICATIONS:

Proposals from vendors meeting the minimum qualifications will be rated on the basis of compliance with the desired qualifications and other requested submission items, as outlined herein.

A. Adequate knowledge & techniques required by the specifications addressed herein.

B. The Contractor shall provide trained qualified personnel to perform the work in accordance with the Contract.

VI. SUBMISSION OF DOCUMENTED QUOTES:

Interested vendors should submit a response including the following information.

A. Provide a description of individual or organization qualifications. Include three (3) examples of experience relevant to this type of work.

B. Provide training certificates and qualifications indicating at least five (5) years of ongoing experience in

Deionized Water System Maintenance and Repair in a laboratory setting, for individuals who will be maintaining and repairing the system.

C. Proof of registration with the Colorado Secretary of State's Office.

D. Complete and Submit Vendor Information Form (Exhibit C).

E. Pricing Vendor shall submit pricing on attached pricing sheet. (Exhibit B) CDPHE will only accept one price sheet per vendor. Include on the pricing sheet, regular hourly rate, emergency hourly rate, and estimated emergency response time. CDPHE would prefer an emergency response time within 2 hours.

VII. Pricing:

Vendor’s quote shall propose the total annual cost for the preventive maintenance required to maintain the Laboratory Deionized Water System. Additional repairs beyond what has been agreed upon in the scope of work, or repairs requested by CDPHE after normal business hours shall be billed on a time and materials basis. The hourly rate for emergency after hour’s situations, shall not exceed more than one and half times the normal hourly rate. Vendor shall provide an hourly rate schedule along with the annual maintenance amount in their quote.

Pricing must remain firm for the first year. For years two (2) through five (5), requests for price adjustments, if any, must be in writing and received by CDPHE’s Procurement and Contracting Unit no later than ninety (90) calendar days prior to the end of the then current contract year. No more than one price increase may be submitted per contract year. The request must include an analysis and justification for the proposed price adjustment. CDPHE reserves the right to accept, reject or negotiate the adjustment. The price adjustments must not exceed the Denver Customer Price Index CPI for the previous calendar year.

VIII. EVALUATION CRITERIA:

The award will be made to one vendor, the bidder whose proposal conforms to the Documented Quote and is determined to be most responsive, responsible and advantageous to the State of Colorado. Price is the determinant factor for award. However, additional factors will be considered such as prior experience, resumes, client references, or staffing patterns to assure that the bidder is able to perform.

IX. CONTRACT TERM:

CDPHE intends to enter into an agreement with a vendor for an initial period of one (1) year with the option to renew for four (4) additional one (1) year periods for a potential maximum agreement term of five (5) years.

Exercising the option to renew will be at the sole discretion of CDPHE.

X. INSURANCE REQUIRMENTS

The contractor shall obtain, and maintain at all times during the term of this contract, insurance in the following kinds and amounts:

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

2) Commercial General Liability Insurance written on ISO occurrence form 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 contractor shall immediately obtain additional insurance to restore the 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 as follows: $1,000,000 each accident combined single limit.

5) The State of Colorado shall be named as additional insured on the Commercial General Liability and Automobile

Liability Insurance policies (leases and construction contracts will require the additional insured coverage for completed operations on endorsements CG 2010 11/85, CG 2037, or equivalent). Coverage required of the contract will be primary over any insurance or self-insurance program carried by the State of Colorado.

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

7) The contractor will require all insurance policies in any way related to the contract and secured and maintained by the contractor to include clauses stating that each carrier will waive all rights of recovery, under subrogation or otherwise, against the State of Colorado, its agencies, institutions, organizations, officers, agents, employees and volunteers.

8) All policies evidencing the insurance coverages required hereunder shall be issued by insurance companies satisfactory to the State.

XI. Attachments Exhibit A DQ Administrative Information Exhibit B Scope of Work and cost estimate Exhibit C Vendor Information Form Exhibit D CDPHE LDS Security requirements

Should any interested offeror, sales representative, or manufacturer find any part of the listed specifications, terms and conditions to be discrepant, incomplete, or otherwise questionable in any respect, it shall be the responsibility of the concerned party to notify the Purchasing Agent of such matters immediately upon discovery.