DQ1 2019000072 Solicitation Document.pdf

DQ1 2019000072 Documented Quote

DOCUMENTED QUOTE

Return all Bids to: Solicitation ID: DQ1 2019000072 Community College of Aurora Classroom Whiteboard Screens Purchasing Department Date: July 24, 2018 16000 E. CentreTech Parkway Bid Due Date: July 30, 2018 Aurora, CO 80011 Bid Due Time: 10:00 am MT Phone: 303-360-4764 Fax: 303-360-4761 LATE BIDS WILL NOT BE ACCEPTED Kathy.Bodemann@ccaurora.edu

Section 1: GENERAL REQUIREMENTS

Colorado Operations Resource Engine (CORE) and Vendor Self Service (VSS) Information This solicitation is published using the Colorado Vendor Self-Service (ColoradoVSS System). Vendors must be registered on Colorado VSS to download solicitation documents and to receive any modifications). Bids submitted by vendors not registered at the time of submission of the response will be considered non-responsive. Registration information may be accessed through: https://codpa-vss.cloud.cgifederal.com/webapp/PRDVSS2X1/AltSelfService

Inquiries All vendor questions shall be submitted to above email no later than July 26, 2018, 10:00 AM MT. All inquiries should state, within the subject line, the Solicitation Number of this Documented Quote.

Bidders shall seek clarification from Community College of Aurora (CCA) of any specifications, terms and/or conditions, which they determine to be unclear. The failure of a bidder to seek clarification may be deemed a waiver of any such clarification.

Vendor Agreement CCA is seeking bids in accordance with the specifications, terms and conditions of this solicitation. All vendors, by submitting a bid, guarantee to the State that they understand and agree to the terms and conditions of this solicitation and that they will not default from performance by virtue of a mistake or misunderstanding.

The preferred vendor will be registered in good standing, with the State of Colorado Secretary of State.

All vendors, by submitting a bid, guarantee to the State that they understand and agree to the State of Colorado Purchase Order Terms and Conditions, attached separately, to this solicitation.

Minority/Women Based Enterprises It is the State’s goal to achieve maximum participation of minorities and women owned businesses in the procurement process. Accordingly, minority and women owned business enterprises are to be utilized whenever possible.

Service Disabled Veteran Owned Small Businesses (SDVOSB) In accordance with House Bill 14-1224, CCA reports on contracts with Service Disabled Veteran Owned Small Businesses (SDVOSB) who are incorporated or organized in Colorado or maintain a place of business or have an office in Colorado. HB 14-1224 also provides for the application of a 5% preference allowance. CCA will apply a 5% preference allowance to the cost proposal for evaluation purposes. Only SDVOSBs that meet minimum specs will be considered for the percentage preference and the preference is considered for evaluation purposes only. Bidders who qualify as SDVOSBs ad provided for HB 14-1224 are required to submit documentation from the US Department of Veterans Affairs with their response https://codpa-vss.cloud.cgifederal.com/webapp/PRDVSS2X1/AltSelfService

Section 2: VENDOR REQUIREMENTS

FEIN Information Each bidder is required to submit a completed W9 form with their solicitation response.

Public Contracts with Natural Persons 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.

Section 3: BID SUBMISSION

Bid submission deadline is July 30, 2018, at 10:00 AM MT. Bids will be accepted via, fax, e-mail, or in person to above-mentioned address. Bidders will not be able to respond to the solicitation on-line through VSS.

Bidders are urged to read the document thoroughly before submitting a response. Quotes must be in accordance with specifications and terms and conditions herein set forth and/or attached and remain valid for sixty (60) days from Bid award date.

The following documents must be completed, and submitted with the solicitation response:

1) Solicitation Response Sheet. No substitute form will be accepted. The signature on the Solicitation Response Sheet shall be that of a person legally authorized to execute contractual obligations. A submission in response to this Documented Quote acknowledges acceptance by the bidder of all terms and conditions including compensation, as set forth herein.

2) Individual Quote matching solicitation response must be included with submission.

Estimated bid prices are not acceptable. Prices quoted must be all-inclusive including freight. No fees, other than those quoted in bid response will be allowed.

CCA reserves the right to adjust quantities stated in this solicitation. Available funding versus prices bid may affect actual quantities ordered. CCA may choose to increase or decrease quantities stated in the documents depending on the circumstance. CCA is not obligated to place any order for a given amount subsequent to the award of this solicitation. CCA may use any stated estimated quantities in the award evaluation process. In no event shall CCA be liable for payments in excess of the amount due for quantities of goods or services actually ordered.

CCA reserves the right to purchase additional equipment at quoted or current market prices, whichever amount is lesser, for the period of sixty (60) days following date of purchase order.

It is the responsibility of all respondents to check the VSS System for the awarding of the solicitation. No other notifications will be given.

Bid Modifications Should CCA issue any modifications to this bid, they will be posted on the State of Colorado’s VSS web site https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService. It shall be the responsibility of VSS registered bidders to check the web site periodically to see if any modifications have been issued. Any bid submitted as a modification to a previous bid response must be noted as such and submitted prior to bid submission deadline.

Evaluation and Award Community College of Aurora, reserves the right to reject any or all bids or portions thereof, to waive any informalities or irregularities in the proposals received, and to approve bid awards in total or in part. CCA will be the sole judge in determining the acceptability of an offer and in determining compliance with bid specifications, and may compare the relative value of competing responses, not solely the price. Choice of vendor will be based on which acceptable response is most https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService advantageous to the interests of Community College of Aurora and the State of Colorado, price/cost being the primary consideration. CCA reserves the right to cancel this bid in its entirety at any time without penalty.

A bid with missing or inconsistent information may be considered non-responsive and may not be evaluated.

Award shall be made, in entirety, with reasonable promptness.

Bid Preferences Low tie bids shall be decided in accordance with the provision in C.R.S. section 24-103-202.5, as it currently exists or is hereafter amended, which gives a preference to resident bidders. Any bidder who wishes to be considered a “resident bidder” for purposes of the tie bid procedure provided in C.R.S. section 24-103-202.5 shall include with their bid proof that they meet the definition of resident bidder as set forth in either C.R.S. 24-103-101(6A) or C.R.S. section 24-103-101(6B):

(6) “Resident bidder” means:

(a) A person or business that is authorized to transact business in Colorado and that maintains its principal place of business in Colorado; or

(b) A person or business that is authorized to transact business in Colorado, that maintains a place of business in Colorado, and that has filed Colorado unemployment compensation reports in at least seventy-five percent of the eight quarters immediately before bidding on a contract.

Section 4: SPECIFICATIONS

The Community College of Aurora (CCA) is accepting bids for the purchase of whiteboard screens for classroom use. No substitutions for equipment listed in specifications will be accepted.

Equipment is to include:

17 ea. Mfg. Part #27970T – Da-Lite IDEA Panoramic 53” x 192” VA 2 ea. Mfg. Part #25940T -- Da-Lite IDEA Screen Wide Format – protection screen – 100” 2 ea. Mfg. Part #27972T – Da-Lite IDEA Panoramic 53” x 144” VA

All equipment shall be completely prepared for customer prior to delivery. Each unit shall include all inspection coupons, certicards or warranty identification cards, to the trade in general, in accordance with standard warranty policy.

Awarded vendor will send invoices to the attention of Accounts Payable, Community College of Aurora. Accounts Payable contact: Nick.Lozano@ccaurora.edu; phone: 303-360-4758. CCA payment terms are net 45 days.

Section 5: SCHEDULE

Solicitation Published: .....................................................................................July 24, 2018 Questions Due: …………………………………………………………………… July 26, 2018; 10:00 AM Solicitation Response Due: ……………………………………………………… July 30, 2018; 10:00 AM

Section 6: PURCHASE ORDER

The State is not liable for any cost incurred by bidders prior to issuance of a legally executed Purchase Order or other authorized acquisition document. Any changes to scope of work resulting in addition costs during the project must be covered by a Change Order to that Purchase Order, prior to additional costs being incurred.

Community College of Aurora reserves the right to cancel the resulting purchase order at any time per State of Colorado Purchase Order Terms and Conditions

SECTION 7: PAYMENT

The State will authorize payment to the awarded Vendor after receiving satisfactory delivery of services and receipt of the Vendor’s invoice(s). Awarded vendor shall send invoices to the attention of Accounts Payable, Community College of Aurora. Payment terms are net 45 days. Contact: Nick.Lozano@ccaurora.edu; phone: 303-360-4758.

mailto:Nick.Lozano@ccaurora.edu mailto:Nick.Lozano@ccaurora.edu

The Community College of Aurora is tax exempt. A Tax Exempt Certificate is available upon request.

Section 8: DELIVERY

Equipment shall be delivered by August 10, 2018 and shipped F.O.B. Destination, to:

Attn: Kathleen Potter Community College of Aurora 16000 E. CentreTech Parkway Aurora, CO 80011 Phone: 303-360-4991