DQ - HG Photo Printing FINAL.doc

STATE OF COLORADO

DEPARTMENT OF HUMAN SERVICES

DOCUMENTED QUOTE

ISSUE DATE: 9/4/2014

DATE QUOTE DUE:

North/Central Procurement 7866 West Mansfield Parkway Denver, CO 80235

FAX or ELECTRONICALLY submitted Documented Quotes WILL BE accepted however, CDHS must also receive a sample copy of a photograph as described below.

IMPORTANT: Vendor should read the entire Documented Quote document before submitting a Quote. Documented Quote properly marked as to DOCUMENTED QUOTE NUMBER, DATE, and HOUR of opening, subject to the conditions herein stipulated and in accordance with the specifications set forth and/or attached hereto, will be accepted at the address listed above, prior to the date and time listed for the Quote opening. All Documented Quote shall be quoted F.O.B. destination, unless otherwise specified, to the delivery location or job site listed herein.

Vendors must be registered on Colorado BIDS at time of opening.

TYPED OR PRINTED SIGNATURE

ADDRESS

Terms of less than 30 calendar days will not be considered.

FEIN or SSN

The above Documented Quote is subject to attached Terms and Conditions.

COLORADO DEPARTMENT OF HUMAN SERVICES

SEE THE COMPLETE TERMS AND CONDITIONS THAT APPLY TO THIS SOLICITATION

FOUND ON THE COLORADO DOCUMENTED QUOTE ANNOUNCEMENT PAGE

PROCUREMENT ADMINISTRATION:

General. The State of Colorado, Department of Human Services (DHS), seeks Documented Quotes for quotes in accordance with specifications contained in this Documented Quote.

Quote Submission. Documented Quote will be received until the date and time indicated, and at that time publicly opened. ELECTRONICALLY submitted Documented Quotes WILL BE accepted. It is the responsibility of the vendor to ensure that the North/Central Procurement Office receives the Quote on or before the opening date and time. All interested parties are cordially invited to attend the official opening, if they so desire. Vendors are responsible for ensuring and confirming that Electronically submitted Quotes are received by the submission time and due date. The State is not responsible for Quotes not received due failure of electronic submissions.

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.

Quote Evaluation. The State will be the sole judge in determining the acceptability of an offer and in determining the most beneficial offer(s) for the State. Documented Quote evaluation will consist primarily of comparing unit price quoted for the listed items. Evaluation of Documented Quote 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 Quote, 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.

The State may make such investigations as may be deemed necessary to determine that the Vendor possesses or can acquire: (1) sufficient financial ability; (2) the services of properly qualified personnel; (3) the equipment, facilities and capacity necessary for adequate performance; and (4) has an overall satisfactory record in the performance of prior contracts which the Vendor may have been awarded.

Award. The state intends to issue a single vendor award. Awards will be made on the basis of the Quote most beneficial to the State. Vendor shall extend contract pricing to other Human Services divisions if the vendor has a presence in that area (i.e. Pueblo, Grand Junction).

Term of Award. The period of award made as a result of this Quote is from issue of encumbrance document through 6/30/2015 and may be renewed for up to 4 additional years at the sole discretion of the state, and pending funds availability.

Quote Review. After the award is made, any vendor that wishes to recap the Quote may do so at the Department of Human Services. Please call 303-987-4600 to make an appointment to review the Quote.

Performance/Remedies. Awarded vendors shall comply with the requirements as to brand, quality, quantity, time frames, container size, etc. If the awarded vendor fails to perform, the State reserves the right to take remedial action (upon written notice), including canceling the original award, in whole or in part, for cause, and making an award to the next in line responsive and responsible vendor. Cause is defined as failure to meet requirements of the within specifications and conditions, or failure to correct deficiencies upon receipt of notice. Failure to maintain satisfactory performance after notice will be sufficient cause for immediate cancellation of the award.

Additional Condition that is Applicable to All Purchase Orders and Contracts Issued to Sole Proprietors Effective Aug. 1, 2006.

A Contractor that operates as a sole proprietor hereby swears or affirms under penalty of perjury that the Contractor (i) is a citizen of the United States or otherwise lawfully present in the United States pursuant to federal law, (ii) shall comply with the provisions of CRS 24-76.5-101 et seq, and (iii) shall produce one of the forms of identification required by CRS 24-76.5-103 prior to the effective date of this Contract. Except where exempted by federal law and except as provided in CRS 24-76.5-103(3), a Contractor that receives federal or state funds under this contract must confirm that any individual natural person eighteen years of age or older is lawfully present in the United States pursuant to CRS 24-76.5-103(4) if such individual applies for public benefits provided under this contract.

Additional Condition that is Applicable to All Purchase Orders and Contracts for Services Effective Aug. 9, 2006.

The Contractor certifies that the Contractor shall comply with the provisions of CRS 8-17.5-101 et seq. The Contractor shall not knowingly employ or contract with an illegal alien to perform work under this contract or enter into a contract with a subcontractor that fails to certify to the Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this contract. The Contractor represents, warrants, and agrees that it (i) has verified that it does not employ any illegal aliens, through participation in the Basic Pilot Employment Verification Program administered by the Social Security Administration and Department of Homeland Security, and (ii) otherwise will comply with the requirements of CRS 8-17.5-102(2)(b). The Contractor shall comply with all reasonable requests made in the course of an investigation under CRS 8-17.5-102 by the Colorado Department of Labor and Employment. If the Contractor fails to comply with any requirement of this provision or CRS 8-17.5-101 et seq., the State may terminate this contract for breach and the Contractor shall be liable for actual and consequential damages to the State.

Quantity of Goods/Services. The State may increase or decrease the quantity of goods/services based on the rates established in the Purchase Order or associated Statement of Work or Service Agreement when mandated in the sole discretion of the State by changes in mission or programmatic level of goods/services requirements.

PUBLIC CONTRACTS FOR SERVICES. CRS 8-17.5-101 (EXCLUDED; SECURITIES, INVESTMENT ADVISORY SERVICES OR FUND MANAGEMENT, SPONSORED PROJECTS, INTERGOVERNMENTAL AGREEMENTS, OR INFORMATION TECHNOLOGY SERVICES OR PRODUCTS AND SERVICES).

Effective May 13, 2008, contractors who enter into or renew a public contract for services with Colorado state agencies or political subdivisions must participate in either the Federal E-Verify program, or the Colorado Department of Labor and Employment Program. For more information see:

E-Verify Program: www.uscis.gov/files/nativedocuments/E4_english.pdf

Colorado Department of Labor and Employment Program and notice forms: Division of Labor http://www.colorado.gov/cs/Satellite/CDLE-LaborLaws/CDLE/1248095356380

COLORADO DEPARTMENT OF HUMAN SERVICES

Photo Printing Services for the Colorado Heart Gallery Documented Quote 2015000217

SPECIFICATIONS

Vendors must be registered with Colorado BIDS to be awarded this bid. All documented quote responses must be quoted FOB Destination.

Summary: This DQ is meant to solicit photo printing services in the Denver metro area for printing of photos of children and youth in foster care and foster and adoptive families which will be displayed in the Colorado Heart Gallery to recruit new foster and adoptive families.

1. STATEMENT OF NEED

Printed photos for the Colorado Heart Gallery

· The exact number is currently unknown, but is projected to be approximately:

· 30 -- 20”x15” photos

· 30 -- 18”x18” photos

· 20 -- 15” x 12” photos

· 20 -- 12” x 12” photos

· 15 -- 8” x 10” photos

· 15 -- 9” x 9” photos

2. VENDOR’S PERFORMANCE

Requirements

· The vendor will provide printed photos for the Colorado Heart Gallery. The exact number is currently unknown but the approximate total is listed above. The estimated number of printed photos due by October 27, 2014 is approximately 10 of each of the following sizes:

· 20”x15” photos

· 18”x18” photos

· 15” x 12” photos

· 12” x 12” photos

· 8” x 10” photos

· 9” x 9” photos

· The remainder of the printed photos would be requested as multiple or single photos throughout the fiscal year based on need.

· The vendor will be required to match current printed photos exactly. An example of a current printed photo can be provided to the vendor.

· The vendor will communicate and work collaboratively with the Foster Care & Adoption Recruitment & Retention Specialists in the Division of Child Welfare.

Specifications

Image editing

· Tonal and/or color correction

· Portrait retouching as necessary

Print layout

· Image sizing for 15” x 20” gator boards

· Image sizing for 18” x 18” gator boards

· Image sizing for 15” x 12” gator boards

· Image sizing for 12” x 12” gator boards

· Image sizing for 8” x 10” gator boards

· Image sizing for 9” x 9” gator boards

· Addition of a text line with the child’s or family’s name below each image

· Addition of a text line with the photographer’s credit below child/family name

· Addition of one or more text lines with a child description or family quote to the right or left of the photo or below the photographer’s credit, depending on the orientation of the photo

Printing

· 15”x20” color/B&W glossy prints

· 18”x18” color/B&W glossy prints

· 15” x 12” color/B&W glossy prints

· 12” x 12” color/B&W glossy prints

· 8” x 10” color/B&W glossy prints

· 9” x 9” color/B&W glossy prints Mounting

· Mount to 15”x20”x1/4” white Gatorboard

· Mount to 18”x18”x1/4” white Gatorboard

· Mount to 15”x12”x1/4” white Gatorboard

· Mount to 12”x12”x1/4” white Gatorboard

· Mount to 8”x10”x1/4” white Gatorboard

· Mount to 9”x9”x1/4” white Gatorboard Laminating

· 15”x20” 3 mil gloss laminate

· 18”x18” 3 mil gloss laminate

· 15” x 12” 3 mil gloss laminate

· 12” x 12” 3 mil gloss laminate

· 8” x 10” 3 mil gloss laminate

· 9” x 9” 3 mil gloss laminate Finishing

· Affix 4 Velcro tape strips (hook side) to the back corners of each photo

Package / Delivery

· Package photos for protection during transport

· Prep photos for pick-up if within 15 mile radius of 1575 Sherman Street address

· Delivery of photos to 1575 Sherman Street address if beyond pick-up radius

Shipping

· Will be paid by the Division of Child Welfare using the Division of Child Welfare FedEx shipping account. Division of Child Welfare will pay shipping costs (if any).

· All items for the initial awarded period must be delivered to the following address no later than October 27, 2014.

Shipping Address:

Colorado Department of Human Services

Point of contact to be disclosed following award 1575 Sherman Street

Denver, CO 80203

3. PAYMENT METHODOLOGY

Payment will be made after delivery of final printed photographs.

4. RESPONDING TO THIS DOCUMENTED QUOTE

The Offeror should address each of the following items in the prepared quote:

· Submit one example printed photo (size should be 15" x 12") according to the required specifications listed above at the time of bid submittal. Photo may be printed horizontal or vertical, whichever the printer determines to be the best layout. Text and photo to be printed will be provided upon request; contact jeff.wylde@state.co.us. Cropping and editing photo is optional if printer believes either would improve the photo quality.

· Provide pricing structure which includes cost of individual printed photos in each of the following sizes, including individual as well as any volume pricing and/or discounts.

· 20”x15” photos

· 18”x18” photos

· 15” x 12” photos

· 12” x 12” photos

· 8” x 10” photos

· 9” x 9” photos

· Submit two professional references.

· Any Standard Discount that may be applied to photos of a size not listed here.

5. EVALUATION

Evaluation of Proposals/Quotes will be based on cost and the Offeror’s response to the requirements listed in Documented Quote. Additionally, the Division of Child Welfare will consider the vendor’s capacity to meet the specification of this documented quote.

This Documented Quote is in accordance with Colorado Procurement Rule R24-103-204-03, which states : “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.”

Colorado Department of Human Services

Documented Quote 2015000217

VENDOR INFORMATION

1. Vendor name:

2. Name and numbers of contact person for inquiries on your Bid response:

Name:

Telephone number:(______)____________ Toll free/collect number:(______)_____

FAX number:(______)____________

E-Mail address_

3. Name and numbers of contact person for orders if an award to your company is subsequently made:

Name:

Telephone number:(______)____________ Toll free/collect number:(______)_____

FAX number:(______)____________ E-Mail address_

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