DQ1 201601313 Colorado Pavilion - final.docx

STATE OF COLORADO

COLORADO DEPARTMENT OF AGRICULTURE

Title: Colorado Pavilion Design and Execution

Documented Quote Number: DQ1 2016001313

Trish Bohm Procurement Office 305 Interlocken Parkway Broomfield, CO 80021

Table of Contents

ATTACHMENT A – CDA PURCHASE ORDER TERMS AND CONDITIONS

ATTACHMENT B – SIGNATURE PAGE

attachment C – W-9

SECTION 1. Overview

The Colorado Department of Agriculture (CDA) is soliciting the design and development of a 30 foot by 50 foot Colorado Pavilion for the Produce Marketing Association (PMA) Fresh Summit to be held in October 2016 in Orlando, Florida. The successful offeror will work with CDA to develop the Pavilion concept and graphics, including signage, photo panels, etc., present concepts to CDA and provide revisions as necessary; upon concept approval, source photography if needed and begin graphic design; recommend and source appropriate CDA archived photographs and/or stock photography and place into layouts; present final layout to CDA for approval, and incorporate revisions as necessary; provide final art to event management companies and coordinate through proofing, production, and installation in Orlando, Florida.

SECTION 2. ADMINISTRATIVE INFORMATION

A. Point of Contact The sole point of contact for this solicitation is:

Trish Bohm Purchasing Agent 305 Interlocken Parkway Broomfield, CO 80021 Phone: (303) 869-9281 E-mail: patricia.bohm@state.co.us

B. Communications All communication from CDA will be via postings on the State’s Colorado Vendor Self Service (ColoradoVSS) website located at www.colorado.gov/vss. CDA will post notices that will include, but are not limited to, any modifications to requirements; answers to questions received, and notice of award. It is the responsibility of the vendor to carefully and regularly monitor ColoradoVSS for any such postings.

C. Tax Exemption The State of Colorado, as purchaser, is exempt from all federal excise taxes under Chapter 32 of the Internal Revenue Code (Registration No. 84-730123K) and from all state and local government use taxes (Section 39-26-704, C.R.S.). The State and Local Sales Tax Exemption Number for the State of Colorado is 98-02565.

D. Performance Outside the State of Colorado and/or the United States Following the issuance of a Purchase Order, Contractor shall provide written notice to the State if Contractor intends to perform or subcontract for the performance of Services outside the State of Colorado and/or the United States. Such notice shall specify the type of services to be performed outside the State of Colorado and/or the United States and the reason why it is necessary or advantageous to perform such Services at such location or locations. All notices received by the State shall be posted on the Colorado Department of Personnel & Administration’s website. Knowing failure by Contractor to provide notice to the State under this provision shall constitute a material breach of any purchase order awarded pursuant to this solicitation.

E. Legal Residents

1. By responding to this solicitation, the offeror certifies that it shall comply with the provisions of Section 8-17.5-101, C.R.S. et seq. The successful offeror shall not knowingly engage an illegal alien to perform work under the resulting State Purchase Order (PO), or enter into a contract with a subcontractor that fails to certify to the successful offeror that the subcontractor shall not knowingly engage an illegal alien to perform work under the purchase order. The offeror represents, warrants, and agrees that it (i) will verify that it does not engage any illegal aliens through participation in the federal Basic Pilot Employment Verification Program and (ii) otherwise will comply with the requirements of Section 8-17.5-102(2)(b), C.R.S. The offeror shall comply with all reasonable requests made in the course of an investigation under Section 8-17.5-102, C.R.S. Failure to comply with any requirement of this provision or Section 8-17.5-101 et seq. C.R.S. shall be cause for termination for breach and the offeror shall be liable for actual and consequential damages.

2. The offeror, if a natural person eighteen (18) years of age or older, hereby swears or affirms under penalty of perjury that he or she (i) is a citizen or otherwise lawfully present in the United States pursuant to federal law, (ii) shall comply with the provisions of Section 24-76.5-101 et seq. C.R.S., and (iii) shall produce one form of identification required by Section 24-76.5-103, C.R.S. prior to the effective date of the resulting PO or contract.

F. Service Disabled Veteran Owned Small Businesses (SDVOSBs)

1. C.R.S. Section 24-103-211 sets a Service-Disabled Veteran Owned Small Business (SDVOSB) goal of at least 3% of all contracts by dollar value be awarded to SDVOSBs who must be incorporated or organized in Colorado or they must maintain a place of business or have an office in Colorado and must be officially registered and verified as a SDVOSB by the Center for Veteran Enterprise within the U.S. Department of Veterans Affairs. See www.vip.vetbiz.gov.

2. By responding to this solicitation, the vendor certifies that it shall comply with the provisions of C.R.S. Section 24-103-211

3. Documented Quotes (DQ) and Invitation for Bids (IFB) may give a 5% preference. CDA intends to give a 5% preference to SDVOSBs. Only SDVOSBs that meet minimum specifications can be considered for the percentage preference.

4. SDVOSBs must submit documentation of SDVOSB certification issued through the U.S. Department of Veterans Affairs in their response to the solicitation.

G. DQ Timeline

1. The deadline for responses to this solicitation is May 10, 2016 at 10:00 AM, Mountain Time.

2. Late responses will not be considered. It is the responsibility of the offeror to ensure that their response is received in the manner prescribed in Section 6.0 Submission Requirements on or before the response due date and time. Responses may be modified or withdrawn prior to the response due date and time.

H. Selection

1. Selection will be made of the responsible vendor whose acceptable response is determined to be the most advantageous to CDA, at CDA’s sole discretion, cost/price being the primary consideration. This solicitation will result in a fixed-price award. CDA reserves the right to make an award without further discussion of responses received. Therefore, it is important that responses be submitted in the most complete terms possible from both the technical and cost/price standpoint.

4. Upon selection of a vendor by CDA, a purchase order will be offered to the vendor. In the event that the vendor’s forms (or parts of forms) are included in the vendor’s response and included as attachments or exhibits to the final purchase order, the vendor agrees that, where there are contradictions or inconsistencies, the terms of the purchase order shall always supersede, manage, and control those of any such attachment or exhibit.

a. CDA’s purchase order terms and conditions are published with this solicitation as a separate document as Attachment A.

5. The contents of the response of the vendor will become obligations of the purchase order. Failure of the selected vendor to accept these obligations in a purchase order may result in cancellation of the selection.

6. Any restrictions on the use or inspection of material contained within the response shall be requested prior to the submission of the response itself. Written requests for confidentiality shall be submitted to the Purchasing Agent by the vendor prior to the bid submission date. The vendor must state specifically what portion(s) of the response it is requesting to be considered confidential/proprietary with an explanation of the reasons that the materials are considered confidential/proprietary. The Purchasing Agent will inform the vendor in writing which portions of the confidentiality/proprietary request will be honored and which will not. Requests shall adhere to the following:

a. Confidential/proprietary information must be readily identified marked and separated/packaged from the rest of the response.

b. Co-mingling of confidential/proprietary and other information is NOT acceptable. Neither a response in its entirety nor the response cost/price information will be considered confidential and/or proprietary.

7. Any information that will be included in any resulting purchase order cannot be considered confidential.

8. Upon vendor selection and purchase order issuance, the responses shall be open to public inspection subject to any continued prohibition on the disclosure of confidential data, C.R.S. Title 24, Article 72, Part 2, as amended.

I. Term The anticipated term of the purchase order resulting from this solicitation is the later of May 23, 2016 or upon final execution of the PO through October 31, 2016.

J. Work Location

The Pavilion build must be performed at the vendor’s location. The Colorado Pavilion must be delivered to the Orange County Convention Center in Orlando, Florida and completely assembled including all rigging, lighting and electric, before 5 p.m. on Friday, October 14, 2016.

K. Additional Requirements

1. At CDA’s option, offerors submitting a proposal may be required, during the period of this solicitation, to make a formal presentation to and/or attend a meeting to discuss their proposal/work experience with CDA.

2. It will be the responsibility of the successful offeror to meet the scope of the project by providing appropriate information as well as adequate resources to ensure the successful implementation of this project.

SECTION 3. STATEMENT OF WORK

The Colorado Department of Agriculture (CDA) is purchasing the design and development of a 30 foot by 50 foot Colorado Pavilion for the Produce Marketing Association (PMA) Fresh Summit to be held in October 2016 in Orlando, Florida. The successful offeror will work with CDA to develop the Pavilion concept and graphics, including signage, photo panels, etc., present concepts to CDA and provide revisions as necessary; upon concept approval, source photography if needed and begin graphic design; recommend and source appropriate CDA archived photographs and/or stock photography and place into layouts; present final layout to CDA for approval, and incorporate revisions as necessary; provide final art to event management companies and coordinate through proofing, production, and installation.

The contractor will work with event service provider to coordinate drayage, rigging, lighting and electric labor. Such labor will be billed to contractor and invoiced to CDA.

Services/products include:

A. Rental

1. One 30’ x 50’ custom rental exhibit done in green and white laminate panels, wood laminate accents and countertops, and decorative metal accents with silver maxima metal extrusions including the following:

· One 2m x 2m x 14’ high central tower with storage area, shelving units and locking door

· Fourteen individual participant areas with 2m x 8’ high backwall and decorative metal dividers

· Fourteen 1m x .5m x 1m counters with open shelf, wood laminate countertop and locking storage below

· Two double-sided state name panels (16” x 165”) with 3-d letters that spell out Colorado

· Two designated common seating areas

· One 2m x .5m x 1m high counter with open shelf and locking storage in the common area for refreshments or brochures

· Twenty-eight led arm lights to illuminate each participant backwall

2. Furniture & floor covering

a. Standard furniture

· Twenty eight black counter stools

· Eight black conference chairs

· Two round black 36” tables

· Sixteen waste paper baskets

b. Floor covering

· 30’ x 50’ vinyl wood flooring

· 30’ x 50’ padding under floor

· Fourteen electrical multi-strips for small appliances and charging phones

· Four electrical power in both common areas, storage room and cabinet in common area

· All electricity for lights

C. Purchase

· Four – Approximately 12’ x 1’ custom 3-d Colorado signs applied to decorative metal frame

· Four 3-d Colorado logos – one on each side of the tower

· Fourteen 2m x 8’ high custom digital graphics – one per participant

· Fourteen custom digital logo graphics on participant counters

· One 40’ x 5’ high, dye sublimated tension fabric serpentine hanging sign

D. Transportation of exhibit to Orlando Convention Center, Drayage fees to Exhibition Services

E. Labor

· Labor - Design custom Colorado 30 X 50 pavilion

· Labor - rigging of hanging sign

· Labor - exhibit to be turned over clean and ready to use

· Labor - Labor to install and dismantle rental booth equipment is included. Labor schedule subject to change as may be dictated by actual on site conditions.

· Labor- Labor to install and dismantle electric.

SECTION 4. OFFEROR Qualifications

Failure of offeror to meet the following qualifications may result in elimination of offeror’s response / bid from consideration.

A. Previous experience designing large scale trade show pavilions for state departments of agriculture.

SECTION 5. COSTS/COMPENSATION

A. Submit a firm, fixed-price for the deliverables described in Section 3.0 Statement of Work of this solicitation. Include detailed costs for design and materials. Include cost to subcontract an electrician, if necessary. Quotes which exceed $77,500 will not be considered for award.

B. The cost/price quotation(s) shall include all costs incurred by the vendor and its personnel in the performance of the work. NO ADDITIONAL COSTS WILL BE REIMBURSED.

SECTION 6. EVALUATION

A. The evaluation committee will be the members of the Colorado Department of Agriculture. The committee will use criteria to determine the proposal(s) that will be most advantageous to the state for the tasks, and/or deliverables described in the Statement of Work, Section 3 and Submission Requirement, Section 7.

B. Bids from offerors that qualify as SDVOSBs will be given additional consideration by the evaluation committee.

SECTION 7. SUBMISSION REQUIREMENTS

A. Questions

1. Questions regarding this DQ will be accepted only in writing via email until May 2, 2016, 10:00 PM, Mountain Time, no questions will be accepted after this date and time.

2. Send questions to patricia.bohm@state.co.us. Include the DQ number in the subject line of the e-mail.

B. Responses

1. Responses will be accepted via e-mail only. Send one (1) electronic version to patricia.bohm@state.co.us. In the body of the e-mail, include:

a. The solicitation number.

b. The solicitation title.

c. The solicitation due date and time.

2. Please limit your response to this DQ to twenty (20) pages.

C. Submit

1. A complete quote that is consistent with the Statement of Work in Section 3.0 of this solicitation.

2. Draft drawing of Pavilion and layout.

3. A primary offeror point of contact for the project, including name, position description, phone number, and e-mail address.

4. Complete, sign and submit the “Signature Page”, which is Attachment B of this solicitation.

5. Complete, sign and submit page 2 “W-9 form”, which is Attachment C of this solicitation.

6. Cost Proposal based on requirements in section 3 and the budget allocated in section 5.

7. Offeror shall provide a statement that acknowledges Offeror’s willingness to comply with all requirements described in this DQ solicitation, general concept requirements, Purchase Order Terms and Conditions (see Attachment A). NOTE: If Offeror is not willing to accept all terms and conditions, Offeror should provide a statement of explanation and a listing of all exceptions the Offeror requires. No changes to the legal provisions of the purchase order will be considered unless the Offeror proposes specific, alternative language to that included in the purchase order attached as Attachment A. The request must include a listing of all additions or exceptions, an explanation of why the addition or exception is being sought and what specific effect it will have on the Offeror’s ability to perform the requirements of the solicitation. The Department will not accept any responses that are conditional on acceptance.

SECTION 7. AWARD INFORMATION

A. This is a fixed price solicitation. Pricing must remain firm for the entire term of the purchase order. Any unique changes or modifications to the purchase order will be negotiated on a case-by-case basis ONLY, with final determination made by CDA.

B. CDA reserves the right to reject all quotes and re-solicit at any time prior to the purchase order start date. CDA reserves the right to cancel this solicitation in its entirety at any time without penalty. Illegible quotes or writing shall be deemed non-responsive and will not be evaluated. A quote with missing or inconsistent information may be considered non-responsive and may not be evaluated. CDA will be the sole judge in determining the acceptability of an offer. CDA also reserves the right to reject any or all quotes in part or in whole and to waive technicalities as allowed in the Procurement Rules.

C. Because of the limited competition expected from registered vendors on the State’s Colorado Vendor Self Service (ColoradoVSS) website located at www.colorado.gov/vss for this solicitation, CDA intends to use both ColoradoVSS and additional methods of vendor notification and may make the specifications available to non-registered vendors through additional means. However, quotes submitted by non-registered vendors will not be opened or considered (except as necessary to determine ColoradoVSS registration status) unless, after examination of quotes submitted by ColoradoVSS registered vendors, it is determined that there is not adequate competition among ColoradoVSS registered vendors. If adequate competition exists among registered vendors, quotes from non-registered vendors will not be considered. A vendor is considered registered if its registration is received in the ColoradoVSS system prior to the bid opening time or the due date for receipt of quotes.

DQ1: 2016001313

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