DQ1 2017 0938 Bid Solicitation Document - Version 2.pdf

State of Colorado Documented Quote

DQ1 2017*0938

BIDS DUE: February 27, 2017 at 15:00 MST Version 2

All Bids shall be submitted F.O.B. Destination unless Otherwise Specified Per the attached specifications, terms, and conditions

Bidders are urged to read the bid thoroughly before submitting a bid.

Issuing Office This Request for Documented Quotations (DQ1) is issued by the State of Colorado, Department of Natural Resources, on behalf of the Colorado Division of Parks and Wildlife. All contact regarding this solicitation is to be directed to:

Department of Parks and Wildlife Lisa Hollerbach, CPW Purchasing Office

1313 Sherman St., Room 618, Denver, CO 80203 P-303-866-3203 X 4634 or emailed to:

Email: dnr_cpw_bids@state.co.us

Purpose The purpose of this Request for Documented Quotation is to obtain competitive bids from qualified individuals and firms for Clothing for Resale.

It is the intent of Colorado Parks and Wildlife to make one vendor award from this solicitation.

Vendor must be able to provide all items listed on the attached Excel Spread Sheet.

The determination of the equivalency of proposed substitute(s) of equipment rests solely with Colorado Parks and Wildlife.

file://///dowdenfs01/LegalSvcs/!Purchasing/CPW%20FY15/FY15%20SOLICITATIONS/DQ1%202015_603%20Skid%20Steer%20Loader/dnr_cpw_bids@state.co.us

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Clothing Bid Specifications

Quantity:

Quantity will vary depending on Colorado Parks and Wildlife (CPW) locations. See pages 3-5 for specific locations and potential future locations

ART:

Screenprint – Minimum order 48 pieces per design and 12 pieces per style and color

Screenprint – Pricing discount for 72 pieces per design

Embroidery – Minimum order 12 pieces per design, style and color for garments and 24 pieces per design, style and color for caps

Price must include minimum 5 ink colors for screenprint

Price must include up to 7000 stitches for embroidery

No art, setup or screen charges

Front and back, pocket front, full back

Applique decoration for caps

Digital art must be provided for approval prior to production. Art should be shown on garment style and color being ordered.

CLOTHING SPECS:

Clothing options and minimum quality must include, but not limited to:

Refer to the attached Excel Spreadsheet

Other:

Cap/t-shirt combo must meet specifications for the caps and the t-shirts on the excel spreadsheet.

CUSTOMER SERVICE SPECS/VENDOR NEEDS

Vendor must be located in the Denver Metro area

Free UPS Shipping

To ensure understanding of each CPW location needs, a sales representative must travel to each CPW location to meet with staff to go over the minimums of product selection, art designs, sales orders, etc

The sales representative must be knowledgeable of the area, knowledge of products, future products of company, what is selling/what is not, demand, etc. This knowledge will assist CPW locations to customize their products to their customers.

The need for CPW locations to have products that are unique by location requires the vendor be flexible with quantities, designs, etc

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The vendor must have a design library and be able to offer CPW location specific designs at no additional cost

Vendor turnaround time for reorders - maximum 7 days

Vendor turnaround time for new orders - maximum 4 weeks

Vendor turnaround time for cap/t-shirt - maximum 6 weeks

Flexible Refunds/Returns policy, for example if the clothing received does not meet the art approval, we will be able to negotiate if we get a refund or discount

Must provide pre-priced sales tags with UPC/SKU barcoding with every item

Delivery Clothing must be delivered to the multiple addresses listed below:

Location

Park Location

Park

1 Barr Lake State Park 13401 Picadilly Road Brighton, CO 80603

12 North Sterling State Park

24005 CR 330

Sterling, CO 80751

2 Chatfield State Park 11500 N Roxborough Park Road Littleton, CO 80125

13 Ridgway State Park 28555 Highway 550 Ridgway, CO 81432

3 Cherry Creek State Park 4201 South Parker Road Aurora, CO 80014

14 Rifle Gap and Rifle Falls State Parks 5775 Highway 325 Rifle, CO 81650

4 Cheyenne Mountain State Park 410 JL Ranch Heights Colorado Springs, CO 80926

15 Roxborough State Park 4751 East Roxborough Drive Littleton, CO 80125

5 Highline Lake State Park 1800 11.8 Road Loma, CO 81524

16 Sylvan Lake State Park 10200 Brush Creek Road Eagle, CO 81631

6 Jackson Lake State Park

26363 MCR 3

Orchard, CO 80649

17 Trinidad Lake State Park 32610 Highway 12 Trinidad, CO 81082

7 Lory State Park 708 Lodgepole Drive Bellvue, CO 80512

18 Vega State Park 15247 North 6/10 Road Unit A Collbran, CO 81624

8 Navajo Marina 1526 County Road 982 Arboles, CO 81121

19 Yampa River State Park 6185 W. US Hwy 40 Hayden, CO 81639

9 Fruita 595 Hwy 340 Fruita, CO 81521

20 Lake Pueblo 640 Pueblo Reservoir Road Pueblo, CO 81005

10 Island Acres 361 32 Road PO Box 700 Clifton, CO 81520

21 Southeast Region Office 4255 Sinton Road Colorado Springs, CO 80907

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11 Retail Warehouse 6060 Broadway Denver, CO 80216

The following parks/office locations currently do not have an immediate need to order clothing for re-sale but could be added to the list of parks that the awarded vendor would need to assist if the location chose to use the award.

NORTHEAST

BOYD LAKE (NE) --- 3720 N Co Rd 11-C --- Loveland --- 80538

CASTLEWOOD CANYON (NE) --- 2989 S State Hwy 83 --- Franktown 80116

ELDORADO CANYON (NE) --- #9 Kneale RD, PO BOX B --- Eldorado Spgs --- 80025

ELEVEN MILE/SPINNEY (NE) --- 4229 CO Rd 92 --- Lake George --- 80827

GOLDEN GATE CANYON (NE) --- 92 Crawford Gulch Rd --- Golden 80403

SPINNEY (NE) --- 4229 County Road 92 --- Lake George --- 80827

ST VRAIN (NE) --- 3525 State Hwy 119 ---Firestone --- 80504

STAUNTON (NE) --- 11559 Upper Ranch Rd --- Pine --- 80470

SOUTHEAST

ARKANSAS HEADWATERS (SE) --- 307 W Sackett Ave --- Salida --- 81201

JOHN MARTIN (SE) --- 30703 CTY RD 24 --- Hasty --- 81044

LATHROP (SE)/SAN LUIS (SW) --- 70 Cty Rd 502 ---Walsenburg ---81089

MUELLER (SE) --- 21045 HWY 67 South, PO Box 39 --- Divide --- 80814

NORTHWEST

HARVEY GAP (NW) --- 5775 Highway 325 --- Rifle ---81650

JAMES M ROBB-COLORADO RIVER (NW):

Corn Lake Section --- 361 32 Road, PO Box 700 --- Clifton --- 81520

PEARL LAKE (NW) --- PO Box 750 --- Clark --- 80428

STAGECOACH (NW) --- 25500 R Co Rd 14 --- Oak Creek ---80467

STATE FOREST (NW) --- 56750 Hwy 14 --- Walden --- 80480

STEAMBOAT LAKE/PEARL (NW) --- 61105 RCR 129 --- Clark --- 80428

SOUTHWEST

CRAWFORD/PAONIA (SW) --- 40468 HWY 92 --- Crawford --- 81415

LONE MESA/MANCOS (SW) ---1321 Railroad Ave --- Dolores --- 81323

MANCOS (SW) --- 42545 County Rd N , PO Box 1047--- Dolores --- 81323

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PAONIA (SW) --- 40468 Hwy 92 --- Crawford --- 81415

SWEITZER LAKE (SW) --- 40468 HWY 92 --- Crawford--- 81415

SAN LUIS (SW) --- 16393 Lane 6 North --- Mosca --- 81146

Pricing See attached Excel Sheet – Please complete the cost per each item and identify the colors available. The Excel Sheet must be completed and returned along with the Vendor Information Sheet to be considered responsive. Vendor may attach additional sheets if necessary to list colors, etc.

Term The prices must remain firm for the first 12 months, 3/1/2017 through 2/28/2018. At the State’s option, the State may choose to renew this award for an additional 12-month period, not to exceed a total of 2 years, expiring on 2/28/2019. If the state chooses to renew this bid for the additional term – the State must notify the vendor in writing no less than 60 days prior to the expiration of the current 12-month term of its intent to renew the agreement the second year.

If the State chooses to renew for the additional 12-month period the vendor may request a rate adjustment in writing with supporting documenation for the rate increase at least 30 days prior to the start of the next 12-month term . The requested rate adjustment may not exceed the average of the 12 months of Consumer Price Index (CPI) rates for West Urban Region that are published prior to 45 days before the rate is to go into effect or a five percent (5%) adjustment, whichever is less. Only one such increase will be allowed in any 12-month period of this Contract.

Delivery Delivery orders will be created on an as needed basis per park.

Inquiries Vendors may make written inquiries concerning the solicitation and its specifications. No inquiries will be accepted after the date and time specified in the Schedule of Activities, Inquiry Deadline. Questions must be submitted in writing on the proposer’s letterhead to:

Lisa Hollerbach Department of Natural Resources

Division of Parks and Wildlife Email Address: dnr_cpw_bids@state.co.us

Inquiries sent by fax will not be accepted. The preferred method for submitting inquiries is via email as an attachment that can be opened by Microsoft Word 2003 or 2007. The answers to the written inquiries received by the deadline stated will be answered and these answers will be posted in a new document that will be posted on VSS by the deadline stated in the Solicitation Schedule.

mailto:dnr_cpw_bids@state.co.us

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Questions about the Documented Quote All questions about the specific item(s) being solicited for must be posted on the VSS site or emailed to the CPW Purchasing Agent in charge of the Documented Quote at dnr_cpw_bids@state.co.us

If you have questions about the process to submit a bid response, please call the CPW Purchasing Agent in charge of the solicitation, identified on Page 1.

Solicitation Schedule

Bid Posted February 14, 2017

Written Inquiry Deadline February 20, 2017 by 3pm MST

Answers to Written Solicitation Questions to be posted on VSS

February 21, 2017 by 3pm MST

Bid Closes February 27, 2017 at 3pm MST

Bid Award Expected by close of business day – February

28, 2017.

ColoradoVSS Website This solicitation is published using the ColoradoVSS.; www.colorado.gov/vss. Solicitation documents and information (including any amendments or modifications) will be updated with revisions on this site.

Vendor Recommendations

It is preferred that all vendors be registered on Vendor Self-Service (VSS)

VSS and its registration information can be found at: https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService

NOTE: Vendors that were registered in the state BIDS system prior to the implementation of the VSS system on July 1, 2014, and are having trouble registering in VSS, please contact the purchasing agent in charge of the solicitation and we will assist you.

Colorado Purchase Order A Purchase Order will be issued to the awarded bidder. The Purchase Order will include all documents associated with the bid including this Request for Documented Quotation, the bidder’s response and the Colorado Purchase Order Terms and Conditions, which are attached to this solicitation.

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% mailto:dnr_cpw_bids@state.co.us http://www.colorado.gov/vss https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService

Page 7 of 9 DQ1 2017 0938 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.

Residence Bidder Preference When a contract for commodities or services is to be awarded to a bidder, a resident bidder shall be allowed a preference against a nonresident bidder equal to the preference given or required by the state in which the nonresident bidder is a resident.

If the bid or contract price exceeds $500,000 for State Funded projects, the following apply:

a) Colorado statute (§8-19-104 C.R.S.) requires that a comparable percentage disadvantage be applied to a bid from a contractor based in a state that provides a percentage bidding preference. More information is available at www.colorado.gov/spo.

b) A good faith effort must be made by the Contractor to report the use of foreign goods on any public works project. Upon completion of the project, the contractor must report to the Project Manager the total cost and country of origin for each of the five most costly goods used in the project, (§24-103-210 C.R.S.).

How to Submit a Bid Response All vendors wishing to submit a bid response for this Documented Quotation must submit their proposal that includes:

1) The Excel Spread Sheet (separate attachment)

2) The Vendor Information Sheet (Page 9)

3) Insurance Certificates and

Current Vendor W-9, if applicable, by one of the following methodsVia email to DNR_CPW_Bids@state.co.us;

Delivery via USPS or other courier services

Via VSS (Vendor Self-Service - see registration information above)

Personal delivery (hand delivered) to Colorado Parks and Wildlife, Procurement Office Attn:

DQ1 2017-0833, 1313 Sherman Street Room 618, Denver, CO 80203.

Failure by the vendor to submit items #1 and #2 above shall be deemed a non-responsive bid and will not be evaluated. Vendors may submit additional information if it assists in explaining their bid, but cannot replace or be provided in lieu of items #1 and #2 above.

PLEASE NOTE: All bids must be received in the Procurement Unit at 1313 Sherman, Denver, CO 80203 by the bid closing time or the bid will not be accepted – NO EXCEPTIONS http://www.colorado.gov/spo mailto:DNR_CPW_Bids@state.co.us

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Attachments:

Colorado Purchase Order Terms and Conditions

Excel Spreadsheet for pricing and colors

Blank W-9

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Vendor Information

Company Name

Address

City/State/Zip

Phone/Fax

Email Address

Signature

Typed/Printed Name

Title

Date

Have all requirements for this solicitation, as stated above, been met? Yes No

Do you accept Colorado PO Terms and conditions without modifications? Yes No The State of Colorado reserves the right to reject the incorporation of vendor terms and conditions including potentially determining that a bid with vendor terms and conditions is non-responsive.

Have you included your vendor W-9? Yes No If no __________________________________

Have you included copies of the Workers’ Compensation Insurance, Commercial General Liability $1M (with the State of Colorado named as additional insured and Colorado Parks and Wildlife as cert holder) and Automobile Liability Insurance $1M? Yes No If no ___________________________

All costs, including delivery, trade-in value and discounts, shall be figured into the final bid price. State of Colorado will NOT pay for shipping and/or freight.