DQ1-AADA-2015000107 Truck Toppers.doc

DQ1-AADA-2015000107

Truck Toppers, Bed Slides and Running Boards

STATE OF COLORADO

DOCUMENTED QUOTE

1525 Sherman 5th Floor Denver, CO 80203 Larry Ryan

Truck Toppers, Bed Slides and Running Boards

Per the attached specifications, terms and conditions

F.E.I.N.:

Payment Terms:

(Minimum of Net 45)

Delivery Date:

Authorized Signature:

Typed/Printed Name:

Title:

Company Name:

Address:

City:

State:

Zip:

Phone Number:

Fax Number:

Contact for Clarifications:

Title:

Phone Number:

Fax Number:

E-mail Address:

The purpose of the coversheet is to fully identify respondents so they may be considered, to quickly identify the costs and billing terms, and other basic information. Submit this coversheet (completed and signed), price page(s), supporting descriptive/technical literature for substitutes where applicable, and other enclosures requested or relevant to this solicitation. In the interest of minimizing processing time and economizing our resources, unrelated or unsolicited material submitted with offers will not be considered or retained on file. Vendors are to complete the presented format.

IMPORTANT: The following information must be on the outside of the Bid Return Envelope or included with the Electronic Bid:

Bid Number -Opening Date and Time

Please be advised that mailed, delivered and electronic bids (e-mail) will be accepted directly in the DPA Contracts and Procurement Office. Faxed documents will not be considered. Bidders are urged to read the solicitation document thoroughly before submitting a bid. Bidders are required to submit Federal employer Identification Number (F.E.I.N.) prior to payment from the State of Colorado.

The State respects the environment and desires to do business with vendors who share this concern. Accordingly, the vendor who is awarded this solicitation agrees that, wherever required, all reports, catalogs, correspondence, or other submittals will be made on recycled paper with copying on both sides of the pages. (Recycled paper meaning not less than 50% of the total weight consisting of secondary and post-consumer waste, and not less than 10% total weight consisting of post-consumer waste.)

In accordance with Procurement Code, CRS 24-103-207.5 titled - Purchasing Preference for Environmentally Preferable Products; bidders responding to this solicitation may seek to qualify for the preference and governmental bodies conducting this solicitation shall award a contract to a bidder who offers environmentally preferable products subject to the conditions in the Code and Procurement Rules.

Bidders are advised that no bid responses shall be submitted on an electronic device with a value of fifty ($50.00) dollars or more. Any bid submitted on an electronic device with a value of fifty ($50.00) dollars or more shall be considered as non-responsive. All non-responsive bids shall be removed from any further award consideration.

Low Tie Bids: Low tie bids shall be decided in accordance with the provision of C.R.S., Section 24-103-202.5, as it currently exists or is hereafter amended, which give 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 he/she meets the definition of resident bidder as set forth in either C.R.S., Section 24-103-101(6)(a) or C.R.S., Section 24-103-101(6)(b).

The Department of Personnel & Administration (DPA) reserves the right to reject any or all proposals, to waive informalities and minor irregularities in proposals received, and to accept any portion of a proposal or all items proposed if deemed in the best interest of the State

This solicitation is published using the Colorado Operations Resource Engine (CORE). Vendor registration information, CORE and other State Purchasing Office information may be accessed at https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService Service-Disabled Veteran Owned Small Business (SDVOSB)

HB14-1224/C.R.S. 24-103-211 sets a Service-Disabled Veteran Owned Small Business 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 who are officially registered and verified as a SDVOSB by the Center of Veteran Enterprise within the US Department of Veterans Affairs (www.vip.vetbiz.gov).

DPA shall give a certified SDVOSB a 5% preference in response to any DQ, IFB, or RFP published. SDVOSBs need to submit documentation of SDVOSB certification issued through the US Department of Veterans Affairs in their response to a solicitation. Certification can be received through the Center for Veteran Enterprise website (see above link)

1. Purpose:

The State of Colorado, Department of Personnel and Administration (DPA), Division of Central Services (DCS), Fleet Management program is seeking the purchase and installation of four (4) each A.R.E. Deluxe Commercial Unit (DCU) truck toppers or approved equal, with bed slides and running boards, one (1) each A.R.E V-Series truck topper or approved equal and five (5) each ATC LED Cab High truck toppers or approved equal for specified pickup trucks.

1.1 Schedule of Activities:

All Times are Mountain Standard Time / Mountain Daylight Time (MST/MDT)

1. DQ Notice Published on BIDS

August 11, 2014

2. Prospective Bidder Written Inquiry Deadline

August 15, 2014 1:00 P.M. MDT

3. Responses to Written Inquiries Published on BIDS

August 18, 2014 (estimated)

4. Bid Submission Deadline

August 22 2014 3:00 P.M. MDT

5. Contract Award

August 25, 2014 (estimated)

All dates above are preliminary and are subject to revision by the State.

1.2 Contact Information

The sole point of contact concerning this Documented Quote is the Contract and Procurement Unit for the Colorado Department of Personnel and Administration. All communication must be done through the DPA Contracts and Procurement Office, Attention: Larry Ryan, Purchasing Agent, 303-866-3752 office, email larry.ryan@state.co.us or mail or deliver to the address stated on the DQ cover sheet.

1.3 Contract

The successful bidder will be awarded and issued a State Purchase Order with DPA. The contract will incorporate parts of this solicitation, published addenda, and the response of the awarded vendor. Except as modified herein, the standard State Purchase Order Terms and Conditions included in this Documented Quote (Exhibit B) shall govern this procurement and are hereby incorporated by reference.

Bidders shall specify any payment terms, delivery terms, order minimums and/or delivery restrictions or conditions. The failure of the bidder to note any special condition or exception shall be deemed a waiver of any such condition or exception. Any service agreements, privacy forms or other documents which the State must agree to prior to doing business with your company must be submitted with the signed bid. Unless otherwise noted, pricing shall include all bidder costs and shall be quoted “F.O.B Destination”.

Bidders are advised that any condition or exception taken to the requirements of this solicitation may be grounds for rejection of their bid as non-responsive.

1.4 Contractual Obligations

Any additional terms and conditions proposed by the vendor must be submitted with their offer in order to be considered. The terms and conditions on any offeror(s) time sheets, invoices, or other forms, including but not limited to indemnification, limitation of liability, or cancellation fees, shall be void and of no effect against the State of Colorado or any of it’s employees. The offeror(s) and State’s rights and obligations shall be solely governed by the terms and conditions of the contract. Any employee’s signature on offeror(s) forms shall be effective only to establish receipt of services.

1.5 Term of Contract

The term of the Purchase Order Contract resulting from this solicitation shall be from the effective date of the Purchase Order through December 31, 2014.

1.6 Definitions

“CNG” means Compressed Natural Gas.

“CORE” means Colorado Operations Resource Engine “Colorado PERA” means Public Employee Retirement Association of Colorado.

“Contract” means State of Colorado Purchase Order Contract.

“DCS” means the Division of Central Services.

“DPA” means the Department of Personnel and Administration.

“DQ” means Documented Quote.

“Fleet Management” means State of Colorado, DPA, DCS, Fleet Management Program.

“F.O.B. Destination” means Free On Board Destination - seller pays for transportation to destination.

“Pricing Sheet” means Exhibit A – Pricing Sheet.

“Purchase Order” means State of Colorado Purchase Order.

“Procurement Code” means CRS Title 24 Government - State, Articles 101 to 112.

“State” means State of Colorado.

1.7 Written Inquiries

Offerors may make email or written inquiries concerning this DQ to obtain clarification of requirements. Inquiries that are submitted by FAX will not be accepted. No inquiries will be accepted after the date and time indicated in the Schedule of Activities. The DPA Contracts and Procurement Unit prefers that all inquiries be sent by electronic mail with the DQ number in the subject to larry.ryan@state.co.us.

Address Written Inquiries to:

Larry Ryan

DPA Contracts and Procurement Unit

1525 Sherman Street 5th Floor

Denver, Colorado 80203

It is incumbent upon the offeror to monitor CORE for response(s) to offerors’ inquiries (if required). Responses will be available for bidder review in a timely manner prior to the bid closing to allow prospective bidders time to complete and submit their bids. Offerors should not rely on any other statements, either written or oral, that alter any specification or other term or condition of the DQ during the open solicitation period. Offerors should not contact any other State office or individual regarding this DQ or this project.

1.8 Approved Equal Process

Bidders proposing equal equipment must submit the manufacturer’s product description sheets with specifications for the proposed equipment for review and approval by the deadline for written inquiries (see Section 1.7 Written Inquiries). To be considered as an approved equal, the bidder must document that each specification published in this DQ and the manufacturer’s product specifications for the equipment requested in this DQ are met or exceeded by the proposed equipment including available warranties.

1.9 Doing Business in Colorado

A vendor wanting to do business in Colorado must register with the Colorado Secretary of State in accordance with Colorado Revised Statute (CRS) 7-90-801. The link for the Colorado Secretary of State’s web site is: http://www.sos.state.co.us/ .(Recommend going to the Alphabetical Index to access Colorado Business Express for services for new and existing businesses and FAQ for frequently asked questions. A copy of the business entity’s Articles of Incorporation and/or Bylaws may be requested by the State.

1.10 Federal E-Verify and Colorado Department of Labor and Employment Program Effective May 13, 2008, Contractors who enter into a public contract for services with Colorado State agencies must participate in either the federal E-Verify program, or the newly created Colorado Department of Labor and Employment Program (Department Program). The option to enroll in the new Department Program instead of E-Verify was created by Colorado State Senate Bill 08-193, which amended the Public Contracts for Services and Illegal Alien Laws, 8-17.5-101 and CRS, C.R.S. A copy of the Guide to Contractor Participation and copies of the Notice of Participation and Contractor Affirmation forms are included with this DQ as Attachments 1, 2 and 3. The awarded vendor shall submit these documents to the State prior to award.

1.11 Vendor Disclosure Statement

In compliance with CRS 24-102-206, Contractor Performance outside the United States or Colorado, the awarded vendor will be required to disclose information on where services will be performed under the contract by completing and submitting the Disclosure Statement, (Attachment 4), to DPA. The awarded vendor will be required to submit these documents to the State prior to award.

1.12 Federal Employer Identification Number (F.E.I.N.)

Bidders are required to submit their F.E.I.N. prior to contract, or purchase order issuance, or payment from the State of Colorado. A W-9, Taxpayer Identification form provided by the State may be required (Attachment 5). The awarded vendor will be required to submit these documents to the State prior to award.

1.13 Independent Contractor

The contractor shall perform its duties arising out of this solicitation as an Independent Contractor, and not as an employee. Neither the contractor nor any agent or employee of the contractor shall be or shall be deemed to be an employee of the State. The contractor acknowledges that the contractor and its employees are not entitled to unemployment insurance benefits unless the contractor or a third party provides such coverage, and that the State does not pay for or otherwise provide such coverage. The contractor shall have no authority to bind the State to any agreements, liability or understanding except as may be expressly set forth in the Purchase Order. The contractor shall provide and keep in force, workers’ compensation and unemployment compensation insurance coverage in the amount required by law, and shall be solely responsible for the acts of the contractor, its employees and agents.

1.14 PERA

The State of Colorado DPA / DCS / Integrated Document Solutions program is a Colorado PERA affiliated employer. Vendor shall comply with Colorado Senate Bill 06-235 and CRS §24-51-1101(2) and with PERA rules regarding contributions for PERA retirees. DPA is requiring the vendor to notify DPA's Accounting Office at 303.866.2108 within fifteen (15) calendar days from the date of this contract if the services provided are being or are to be performed by a PERA retiree.

1.15 Insurance

The awarded vendor will be required to submit a certificate(s) showing insurance coverage appropriate for the installation of truck toppers on State vehicles. The required coverage shall be Commercial General Liability, Garage Keepers, Automobile Liability and Workers Compensation as outlined in Standard Insurance Certificate Requirements for Contractors Providing Services to the State of Colorado (Attachment 6).

1.16 Demonstrated Performance Ability, Reference Requirements Bidders must be able to demonstrate the ability to provide the requested commodities. Bidders shall submit three references for provision of commercial services of similar size, scope and complexity of work. Do not use the Colorado Department of Personnel and Administration as a reference. Bidders shall have experience providing commodities as described in the specifications and requirements of this DQ. The State may require additional information of the apparent successful offerors to determine their ability to perform. This information may include, but is not limited to previous experience of company; years in business; quality and condition of equipment and financial condition.

Current Reference

Legal Name of the Business:

Legal Business Address:

Contact Name and Title:

Contact Phone Number:

Period of Service: mm/yy to mm/yy:

Current Reference

Legal Name of the Business:

Legal Business Address:

Contact Name and Title:

Contact Phone Number:

Period of Service: mm/yy to mm/yy:

Previous Reference

Legal Name of the Business:

Legal Business Address:

Contact Name and Title:

Contact Phone Number:

Period of Service: mm/yy to mm/yy:

1.17 Vendor’s Prior Services to DPA: One of the elements of this solicitation’s evaluation criteria will be the vendor’s past performance for DPA. This includes services and/or delivery of goods as well as any warranty work or replacements. The State reserves the right to consider vendor for this project. If the vendor has not previously provided services and/or goods to DPA specifically, then bidder is to write “none” in the blocks below.

Last Occurrences of Vendor’s Services Provided to DPA

1) Period of Service: mm/yy to mm/yy:

Service Provided:

Contracted Amount

2) Period of Service: mm/yy to mm/yy:

Service Provided

Contracted Amount

1.18 Electronic Copy and Document Format

Proprietary/confidential information must be submitted on a separate disk and be clearly marked as such. Documents should be single sided on recycled paper, and easy to copy/scan (no bound material, minimize use of tabs and clips, etc). Paper should be white or extremely light paper and no dark backgrounds. Enhance images for pages with a poor image quality. The original hard copy in all cases is the official record.

1.19 Modifications

All modifications shall be in writing and posted to CORE. Vendors are responsible for checking CORE prior to the opening date and time for solicitation modifications.

1.20 Public Opening of Bids

Only the names of offerors submitting bids will be read at the bid opening.

1.21 Bidder Response Format

Submit one copy of the bid properly marked.

Bidders must comply with and submit the following item(s) in order and clearly labeled:

a) Signed cover sheet.

b) Completed bid response form - Exhibit A – Pricing Sheet

1.22 Performance Outside the State of Colorado and/or the United States

[Not applicable if Contract Funds include any federal funds] Following the issuance of a Purchase Order or State Contract, Contractor shall provide written notice to the Department of Personnel & Administration Contracts and Procurement Office, within 20 days of the earlier to occur of Contractor’s decision to perform, or its execution of an agreement with a Subcontractor to perform, 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 pursuant to this section shall be posted on the Colorado Department of Personnel & Administration’s website. Knowing failure by Contractor to provide notice to the State under this section shall constitute a material breach of this Contract.

1.23 General Product Specification Information

Items offered must be new (not used, remanufactured, refurbished, rebuilt, etc.) and are not to contain components that are not newly manufactured, unless specifically stated otherwise in the bid specifications. Items are to come in original, unopened manufacturer's packaging. The manufacturer's warranty and any offered rebates, as applicable, shall be included.

2. Specifications and Scope of Work

2.1 General

(a) Vendor prices shall include any / all costs associated with the purchase and installation of specified toppers, running boards and bed slides and shall include weather stripping around all doors and bases of the toppers, the pickup and return of vehicles and the specified warranties. Vendor shall be responsible for all warranty work.

(b) Vendor shall pick up vehicles from specified State locations in metro Denver and return to the locations after completion of installation.

(c) The State Fleet Management contact shall be Terry Sisneros, 303-866-5482.

(d) The pickup and delivery schedule including the truck locations shall be coordinated with the awarded vendor by the State Fleet Management contact.

(e) Installations shall be completed no later than October 31, 2014.

(f) Prices are to remain firm through December 31, 2014.

2.2 Specifications for A.R.E. Deluxe Commercial Unit (DCU) series Truck Caps / Toppers or Approved Equal

(a) Toppers shall be installed on four (4) each 2015 Ford F350 Extended Cab Long Bed (8 foot) pickups and shall include bed slides and running boards.

(b) Exterior Skin shall be minimum .035 inch aluminum.

(c) Structural tubing shall be minimum .050 inch thick T6 aluminum.

(d) Base rails shall be minimum .080 inch thick T6 aluminum.

(e) Wedge design shall be at least twenty-nine (29) inches forward height and thirty-six (36) inches rear height with an allowable variance of one (1) inch.

(f) No windows.

(g) Side doors: left and right sides, shall be minimum ninety-on (91) inches length x twenty (20) inches width.

(h) Hatchback rear door shall be a half (½ ) door and lock to the tailgate.

(i) All doors shall be flip up design with gas props to assist with lifting and closing.

(j) Door keys: the same key shall fit both the side doors and the rear hatchback, vendor to supply two (2) keys minimum.

(k) Topper color shall match to Ford Ingot Silver Metallic.

(l) Headliner color shall be A.R.E. DCU HL- Charcoal or equivalent.

(m) Clamps shall be minimum .035 inch aluminum.

(n) Trim shall be A.R.E. black trim package or equivalent.

(o) Lights shall be A.R.E. #12 dome light package – six (6) dome lights, two (2) each side and one (1) front and rear or equivalent. L.E.D. brake light.

(p) Tool Box shall be minimum ninety-one (91) inches long x ten and one half (10.5) inches deep x thirty-five (35) inches height (after wedge), located on passenger side.

(q) Shelf shall be permanently mounted, full length of passenger side. No fold down shelf.

(r) Reinforced roof to accommodate an emergency command light mounted on the rear of the topper.

2.3 Bed Slides

(a) Bed slides shall be BEDSLIDE 1500 Pro CG or approved equal.

(b) Bed slide capacity to be minimum 1,500 lbs.

(c) The mounting shall be tied into the frame by a minimum of four (4) heavy-duty tie down cleats and shall be reinforced with steel cross members.

(d) Slide guides shall be laser cut formed steel.

2.4 Running Boards and Bed steps

(a) Running boards and bed steps shall be Luverne Grip Step black powder coated running boards and seven (7) inch bed steps or approved equal.

(b) Steps to be mounted on the trucks wheel to wheel.

(c) Warranty shall be manufacturer’s warranty minimum one (1) year parts and labor.

2.5 Specifications for A.R.E. V-Series Truck Topper or Approved Equal

(a) Topper shall be installed on one (1) 2015 Ford F250 Crew Cab, 42 inch Cab to Axle (CA) pickup.

(b) Topper color, from available standard colors, shall match truck color. Color will be identified following award.

(c) All windows shall be tempered glass.

(d) Front picture window shall be solid, non-tinted.

(e) Left window shall be one half (½) slider window.

(f) Right Window shall be one half (½) slider window.

(g) Windows shall be tinted, thirty (30) to forty (40) percent tint.

(h) Headliner: A.R.E. None.

(i) To include double locking rear door, vendor shall provide a minimum of two (2) keys per lock.

(j) LED brake light to be provided.

2.6 Warranties for A.R.E Equipment

(a) Structure and paint warranty shall be minimum three years parts and labor.

(b) Lock cylinder warranty shall be minimum three (3) years parts and labor.

(c) Gas props warranty shall be minimum five (5) years parts and labor.

(d) Brake light warranty shall be minimum three (3) years parts and labor.

(e) Bed slide warranty shall be minimum five (5) years factory warranty.

(f) Warranty period to begin upon written acceptance of the installation by the State.

2.7 Specifications for ATC LED Cab High Truck Toppers or Approved Equal

(a) Toppers shall be ATC Cab High truck toppers or approved equal.

(b) Toppers shall be installed on the following five vehicles.

(1) Two (2) each 2014 Ford F150 Extended Cab Short Bed (6 foot 5inch) pickups.

(2) One (1) each 2014 Ford F150 Regular Cab Long Bed (8 foot) pickup.

(3) One (1) 2015 Ford F250 Extended Cab Long Bed (8 foot) pickup.

(4) One (1) each 2014 Dodge 2500 Crew Cab Long Bed CNG (8’) pickup.

(c) All window glass shall be tempered glass.

(d) Front window shall be solid, full width, non-tinted.

(e) Side windows shall be solid, tinted, glass, approximately sixty (60) inches to seventy (70) inches long by fourteen (14) inches high.

(f) Side windows shall be centered from front to back of topper, equipped with locks, flip up and remain up and close with one hand operation.

(g) Rear door shall be locking, flip up, full width and full height, tinted, glass door. Door must open, remain up and close with one hand operation.

(h) Keys: the same key must fit side and rear flip up windows, minimum two (2) keys to be supplied by vendor.

(i) Topper shall include brake light.

(j) Topper color, from available standard colors, shall match truck color. Color will be identified following award.

2.8 Warranties for ATC Equipment

(a) Structure and paint warranty shall be minimum three years parts and labor.

(b) Lock cylinder warranty shall be minimum three (3) years parts and labor.

(c) Gas props warranty shall be minimum five (5) years parts and labor.

(d) Brake light warranty shall be minimum three (3) years parts and labor.

(e) Warranty period to begin upon written acceptance of the installation by the State.

3. Evaluation and Award

The bid will be evaluated and awarded based on acceptable response that is most advantageous to the State, price/cost being the primary consideration. Finalization of award process will depend on results of any sample evaluation and test-runs. Should the State determine that the apparent successful bidder is unable to meet the specifications and requirements outlined in this bid, award may be considered to the next most advantageous bidder. Bidders must be capable of providing all items requested; partial or incomplete bids will not be accepted. The State will be the sole judge in determining the acceptability of an offer and in determining the most beneficial offer to the State. Award shall be made with reasonable promptness to the bidder who is determined to be the lowest responsible and responsive bidder whose bid meets the requirements and criteria set forth in this solicitation.

Exhibit A - Pricing Sheet

A. Bidders shall include price for one (1) each of the listed truck toppers on lines 1, 3, 4, 6, 7 and 8.

B. The State shall complete the extended price (lines 2 and 5 in bold) for the listed topper by multiplying the price per one (1) truck topper by the specified number of truck toppers.

For award purposes, the State will use the sum of Lines 2, 3, 5, 6, 7 and 8 (in bold) as the Total Price for Award.

1. One (1) each A.R.E. Deluxe Commercial Unit (DCU) Truck Topper or equal

(Per sections 2.2, 2.3, 2.4 and 2.6).

2. Extended price for four (4) Truck Toppers (Line 1 x 4)

3. One (1) each A.R.E. V-Series Truck Topper or equal

(Per sections 2.5 and 2.6)

4. One (1) each ATC Cab High Truck Topper or equal

(Ford F150 Extended Cab Short Bed, per sections 2.7 and 2.8)

5. Extended price for two (2) Truck Toppers (Line 4 x2)

6. One (1) each ATC Cab High Truck Topper or equal

(Ford F150 Regular Cab Long Bed, per sections 2.7 and 2.8)

7. One (1) each ATC Cab High Truck Topper or equal

(Ford F250 Extended Cab Long Bed, per sections 2.7 and 2.8)

8. One (1) each ATC Cab High Truck Topper or equal

(Dodge 2500 Crew Cab Extended Cab Long Bed, per sections 2.7 and 2.8)

9. Total Price for Award (Sum of Lines 2, 3, 5, 6, 7 and 8) Bidder to complete Exhibit A and return with bid documents

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