DQ Video.doc

COLORADO DEPARTMENT OF HUMAN SERVICES

COLORADO MENTAL HEALTH INSTITUTE AT PUEBLO

Video Conferencing System and Accessories 2016001617

STATE OF COLORADO

DEPARTMENT OF HUMAN SERVICES

QUOTE SUBMISSION VIA EMAIL

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

Email: jamie.gott@state.co.us

Fax: 719-546-4896

Southern District Procurement

1600 West 24th Street, Pueblo, Colorado 81003

PROCUREMENT CONTACT

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

Jamie Gott

Purchasing Manager

SECTION I - ADMINISTRATIVE INFORMATION

Quote Submission - Quotes will be received until the date and time indicated. Late Quotes may be accepted at the discretion of the Procurement Contact.

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 a onetime purchase.

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.

All equipment, products and parts must contain manufacturer warranties.

All equipment and parts quoted by vendor must be new, unless otherwise specified.

Vendor must be registered on ColoradoVSS if Awarded

All products must be received by June 30, 2016

PRODUCT DESCRIPTION

Quanity (2) two- Video Conference room systems comparable to Polycom RealPresence Group Series 300 with EagleEyeIV-4x camera: support for one monitor and one microphone.

(Video conferencing systems must be compatible with Polycom RMX 2000, and legacy endpoints such as Tandberg and Polycom VSX) Quanity (2) two- 50inch Monitor, wall mount, and shelf

In the bid include enough cable (15’HDMI) to each unit.

All items will need to be installed at two different locations:

Fort Logan-3550 W. Oxford Ave. Denver, CO 80236 and CMHIP-1600 West 24th Str. Pueblo, CO 81003

Shipping will be paid by the vendor Video Conferencing Equipment qty(2) Bid $______________________________ 50in Monitor qty(2) $__________________________________________________

Wall Mount qty(2) $___________________________________________________

Shelf qty(2) $_________________________________________________________

Installation $_________________________________________________________

All product must be received and installed by June 30, 2016

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.

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