DQ1 AADA 2019 - 0387.doc

DQ1 AADA 2019 - 0387

Portrait and Frame Restoration Services

STATE OF COLORADO

DOCUMENTED QUOTE

1525 Sherman 5th Floor Denver, CO 80203

Portrait and Frame Restoration Services 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. Offerors 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 or delivered bids will be accepted directly in the Department of Personnel & Administration (DPA) Contracts and Procurement Office (See bid cover page for address). Submit electronic bids (e-mail) to DPA_Contracts@State.co.us. Offerors are advised to utilize delivery verification for e-mail bids. Faxed documents will not be considered. Offerors are urged to read the solicitation document thoroughly before submitting a bid. Offerors 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 Offerors who share this concern. Accordingly, the Offeror 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.)

Offerors 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.

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). Solicitation documents and information are posted on VSS. VSS, vendor registration information, CORE and other information may be accessed at https://codpa-vss.cloud.cgifederal.com/webapp/PRDVSS2X1/AltSelfService. As an alternative to the link provided, Offerors may search on Colorado.gov/VSS.

Offerors must be registered in VSS in order to be eligible for award. Offerors are strongly encouraged to complete the VSS registration process prior to submitting their bid response and to provide a copy of their W9 with their bid response to prevent delays in the award.

Service-Disabled Veteran Owned Small Business (SDVOSB)

HB14-1224/C.R.S. 24-103-903(2) 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 purpose of this Request for a Documented Quote (DQ) is to solicit Proposals to establish a State Contract with an entity to provide restoration services for twenty (20) paintings and frames of varying sizes (See Exhibit C for details).

1.1 Schedule of Activities:

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

(1) DQ Notice Published on VSS

December 11, 2018

(2) Mandatory Pre-Bid Meeting & Walkthrough

December 18, 2018, 3:00 P.M. MST/MDT

(3) Prospective Offeror Written Inquiry Deadline

December 24, 2018, 3:00 P.M. MST/MDT

(4) Responses to Written Inquiries Published on VSS

December 28, 2018, 5:00 P.M. MST/MDT (est)

(5) Bid Submission Deadline

January 7, 2019, 3:00 P.M. MST/MDT

(6) Contract Award

January 23, 2019 (estimated) All dates above are preliminary and are subject to revision by the State.

1.2 Mandatory Pre-Bid Meeting and Walkthrough Site Visits

(a) The purpose of the walkthrough is to aid the Offeror to determine the condition of the portraits and frames, see where they are located, and determine whether this project is within Offeror’s skillset. Attendance at the Offeror pre-bid meeting and walkthrough is mandatory. Bid responses from Offerors who have not attended the pre-bid meeting and attended the site visit will not be considered.

(b) Meeting Location: 1525 Sherman Street Room 513, Denver CO 80203

Date: December 18, 2018 Time: 3:00 P.M. MST/MDT

State Contact: Larry Ryan (303) 866-3752

(c) All prospective Offerors at the pre-bid meeting and will be escorted to the location of the artwork. Offerors may ask questions and handle the artwork. Offerors must provide their own transportation to the meeting site. Public parking at this location is limited so Offerors should plan accordingly to ensure they arrive on time and are able to be present for the walkthrough.

It is important that attendees arrive on time to participate in the walkthrough site visit. DPA Contracts and Procurement Unit will be the sole judge as to what constitutes “lateness.” Offerors will not be allowed to revisit the site after the scheduled walkthrough site visit.

In the case of inclement weather on the day of the walkthrough site visit, Offerors are required to contact the purchasing agent listed on page one, from 7:30 a.m. to 8:30 a.m. on the day of the site visit, to verify the schedule. An emergency number will be provided for use only on the day(s) of the walkthrough site visits and only for the purpose of checking on any severe weather delays or for getting directions to the meeting or site visit locations.

(d) The temporary emergency number is 303-866-3752.

(e) During the walkthrough Offerors may ask questions. But for the response to be formally binding Offerors must submit their question in writing and the State must publicly respond in writing. Offerors must submit questions before the date and time indicated in the Schedule of Activities (See 1.1 Schedule of Activities).

1.3 Contact Information

The sole point of contact concerning this DQ 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 electronically, DPA_Contracts@state.co.us or call 303-866-3752.

1.4 Contract

The successful Offeror will be awarded and issued a State Contract with DPA. The contract will incorporate parts of this solicitation, published addenda, and the response of the awarded Offeror. Except as modified herein, the State Model Contract terms and conditions included in this DQ (Exhibit B) shall govern this procurement and are hereby incorporated by reference.

Offerors shall specify any terms, restrictions, or conditions that they would like the State to consider. The State is under no obligation to accept or approve Offeror consideration requests. The failure of the Offeror to note any special condition is 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 to Larry Ryan, the Central Point of Contact by the Prospective Offeror Written Inquiry Deadline for review by the State. See Section 1.1 Schedule of Activities subsection (2). The State will provide written response to any consideration requests received from Offerors and will provide the State’s written response to any agreement documents submitted by Offerors for State review by the date stated for Responses to Written Inquiries Published on VSS. See Section 1.1 Schedule of Activities subsection (3). Pricing shall include all Offeror costs and shall be quoted “F.O.B Destination”.

Offerors 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.

1.5 Contractual Obligations

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 its 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.

If the Offeror is not willing to accept all terms and conditions of Appendix A - Model Contract, the Offeror must provide a redlined version the document specifying any proposed changes. Please send a modified draft of the Contract using the Track Changes function in Microsoft Word. Offeror must also provide the State with an explanation and a listing of all exceptions the Offeror requires. Requests for changes, additions or exceptions to the standard terms and conditions must be submitted as Additional Attachments. The request must include a listing of all changes, additions or exceptions desired; an explanation of why Offeror is requesting each change, addition or exception; and the specific affect it will have on the Offeror’s ability to perform the requirements of this solicitation

1.6 Term of Contract

The term of the Contract awarded shall be effective upon approval by the State Controller. The Contract shall be executed as soon as practicable after award, and all work must be completed before April 15, 2020. All invoices must be submitted before June 15, 2020. These timelines are very important because funding for this project is limited and will not be available after June 30, 2020. All work and final approval must be complete by that time.

1.7 Definitions

· “Capital Assets Program” means Division of Central Services, Capital Assets Program.

· “Capital Assets” has the same meaning as Capitol Complex.

· “Colorado PERA” means Public Employee Retirement Association of Colorado

· “Contract” means State of Colorado Contract

· “DCS” means State of Colorado, Division of Central Services

· “DPA” means the State of Colorado, Department of Personnel & Administration

· “DQ” means Documented Quote

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

· “Pricing Sheet” means Exhibit A – Pricing Sheet

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

· “State” means State of Colorado

1.8 Written Inquiries

Offerors may submit inquiries about this DQ via email to DPA_Contracts@state.co.us. Please use the solicitation number DQ1 AADA 2019 - 0387 as the subject line of any email. The State does not accept or review faxed inquiries or inquiries submitted on VSS. The State does not accept inquiries after deadline on the Schedule of Activities. The DPA Contracts and Procurement Unit prefers that all inquiries be sent by email to DPA_Contracts@state.co.us.

It is the Offeror’s responsibility to monitor VSS at the link provided for response(s) to Offerors’ inquiries or other modifications. Responses will be available for Offeror review in a timely manner prior to the bid closing to allow prospective Offerors 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.

1.9 Approved Equal Process – Not Applicable to this Solicitation

1.10 Doing Business in Colorado

An Offeror 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/. We rrecommend 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.

Offerors do not need to register to bid but will need to register if awarded a Contract.

1.11 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, and CRS 8-17.5-101.

1.12 Offeror Disclosure Statement

In compliance with CRS 24-102-206, Contractor Performance outside the United States or Colorado, the awarded Offeror will be required to disclose information on where services will be performed under the contract.

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

Offerors are required to submit their F.E.I.N. prior to Contract issuance, or payment from the State of Colorado. A W-9, Taxpayer Identification form, and EFT Form (see Appendix B) provided by the State may be required. Offerors are strongly encouraged to provide a copy of their W-9 with their bid response (see Appendix B for W9 Form).

1.14 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 Contract. 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.

1.15 PERA

The State of Colorado DPA / Capital Assets program is a Colorado PERA affiliated employer. Offeror 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 Contractor to notify DPA's Accounting Office at 303.866.3904 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.

1.16 Insurance

The awarded Contractor must submit a certificate(s) showing insurance coverage appropriate for the specified equipment and services. The required coverage shall be as described in the State Contract, Appendix A

1.17 Demonstrated Performance Ability, Reference Requirements

Offerors must be able to demonstrate the ability to provide the requested services or commodities. Offerors shall have a minimum of five (5) years experience in providing the services required for this solicitation. Offerors shall submit two references for provision of jobs of similar size, scope, and complexity of work. Do not use the Colorado Department of Personnel and Administration as a reference. Offerors shall have experience providing the services 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:

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:

1.18 Offeror’s Prior Services to DPA: One of the elements of this solicitation’s evaluation criteria will be the Offeror’s past performance for DPA (if any). This includes services and/or delivery of goods. If the Offeror has not previously provided services and/or goods to DPA specifically, then Offeror is to write “none” in the blocks below.

Last Occurrences of Offeror’s Services Provided to DPA

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

Service Provided:

Contracted Amount

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

Service Provided

Contracted Amount

1.19 Electronic Copy and Document Format

Offerors wishing to submit an electronic copy of their response including necessary brochures, catalogs, attachments, and other items via email will submit responses in a universally accepted format such as Adobe or Microsoft Office to DPA_Contracts@state.co.us. The State must receive all Proposals no later than specified in Section 1.1 Schedule of Activities. Electronic submissions can be in addition to or in place of a hard copy response. Hard copies are not required. However, if an Offeror submits both formats the hard copy will control in the event of any discrepancies.

Proprietary/confidential information must be submitted in a separate folder or file and be clearly marked as such.

Proposals received after the Submission Deadline may not be considered.

1.20 Modifications

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

1.21 Public Opening of Bids

The State will open bids at the time referenced but will not provide the names of Offerors who submitted bids until the State issues an award letter.

1.22 Offeror Response Format

For hard copy responses, submit three (3) copies inside a single envelope clearly labeled with Bid Number, Opening Date and Time. For electronic responses, please attach your documents to an email or submit them via Google Drive; the State uses Google Drive and will not access other online storage such as Dropbox, etc. Label your email or Google Drive folder with the bid number and your company name. For example, DQ1 AABA 2020 – 01313 Acme Corp.

The Offeror may request any restrictions on the use or inspection of material contained within the Offeror’s Proposal package.

The Offeror will provide a separate folder with all confidential/proprietary information REDACTED. All other non-financial files should contain all information including confidential/proprietary information. Requests for confidentiality must include a letter specifically indicating what portion of the Colorado Open Records Act, C.R.S. Title 24, Article 72, Part 2, as amended applies to the suggested confidential/proprietary information.

The State will inform the Offeror via of its decision regarding confidentiality as soon as practicable. The Offeror may protest the decision under Article 109 of the Procurement Code. Comingling of confidential/proprietary information with other Proposal documents will nullify the confidential/proprietary status and will remove any restrictions on the use or inspection of the material.

Neither a Proposal in its entirety nor the Proposal cost/price information will be granted confidential/proprietary status. Any information that will be included in any Contract resulting from this solicitation cannot be considered confidential.

After award, the Proposals will be open to public inspection pursuant to the Colorado Open Records Act, subject to any continued prohibition on the disclosure of confidential data.

1.23 Offerors 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

(c) Completed Exhibit B – Mandatory Minimums and Questions for Offerors

(d) Additional Attachments – redlines to the Model Contract (if any)

(e) Additional Attachments - Confidential & Proprietary information (if any)

(f) F.E.I.N.

(g) W-9

(h) EFT Form (if applicable)

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

[Not applicable if Contract Funds include any federal funds]

24-102-206: Following the effective date of a Contract, Contractor shall provide written notice to the State, in accordance with §16 (Notices and Representatives), 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 §8.C shall be posted on the Colorado Department of Personnel & Administration’s website. Knowing failure by Contractor to provide notice to the State under this §8.C shall constitute a material breach of the Contract.

2. Scope of Work - Specifications and Requirements

a. The State has twenty (20) portraits and frames that require differing amounts of repair. Some paintings have rips that are as long as ten inches.

b. See Exhibit C for a list of the portraits with dimensions.

c. All portraits and frames need to be restored to a professional standard and ready for display to the public.

d. All work must be completed by June 15, 2020.

e. The maximum budget for this project is $125,000.

f. The frames are made from different materials including plaster, gold leaf, wood, and gold leaf on wood.

g. Most paintings are oil paint but some are acrylic.

h. The State will award a Contract to the Offeror who is most advantageous to the State, price, experience, and caliber of work being the primary considerations.

2.1 Introduction:

(a) The Division of Central Services, Capitol Assets Program operates State buildings in Metro Denver and provides services and support for those buildings.

2.2 Objective

(a) The State of Colorado, Department of Personnel and Administration, Division of Central Services, Capitol Assets Program is seeking art restoration services for historical portraits and repair to the frames as well. The purpose of this solicitation is to contract with one qualified Contractor to perform all work necessary to restore these portraits and frames. The State reserves the right to contract with multiple Offerors but intends to award only one Contract.

2.3 Project Overview

(a) Restoration and repair shall include all necessary materials, labor, and transportation to restore the paintings and frames to a condition ready for public display. Offerors must remove the paintings and frames from their current location at the Capitol and, upon completion, return them to the Capitol.

(b) Contractor shall develop and provide a proposed schedule, including completion dates for each piece.

(c) Contractor shall not remove more than five paintings from State property at a time.

2.4 Offeror Experience - Mandatory Minimum Requirement:

(a) Any individual performing work on these paintings and frames must have at least five (5) years’ experience in similar work.

(b) Provide the names and resumes of every person who will perform work pursuant to this solicitation.

2.5 Additional requirements: Mandatory

(a) The Offeror is required to return the paintings framed and ready to be displayed.

2.6 Invoicing and Payment

(a) Upon completion of the work and after receiving the State’s acceptance, the Contractor shall submit invoices in accordance with Exhbibt A,

3. Evaluation and Award

(a) The bid will be evaluated and awarded based on the acceptable response that is most advantageous to the State. Should the State determine that the apparent successful Offeror is unable to meet the specifications and requirements outlined in this Solicitation, award may be considered to the next most advantageous Offeror.

(b) To be considered for award, Offerors must provide all requested pricing without modification or exception.

(c) Offerors 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 Offeror who is determined to be the lowest responsible and responsive Offeror whose bid meets the requirements and criteria set forth in this solicitation.

EXHIBIT A – PRICING SHEET

1. Offerors shall complete this EXHIBIT A – PRICING SHEET and return with bid documents.

2. Provide a flat fee for this entire project. This is the maximum amount that Offerors may be paid for everything required to restore all artwork and frames. The flat fee must include shipping, supplies, work hours, insurance, storage, and any other expense necessary to complete the project.

2.1. Flat fee: $______________

3. The Contractor may restore the paintings and frames in any order. The fee will be paid as follows:

3.1. 10% paid after the Contractor delivers the first five framed paintings to the State and the State accepts the work. This first delivery will allow the State and the Contractor to review the work and discuss the State’s expectations in greater detail.

3.2. 20% paid after the Contractor delivers the next five framed paintings and the State accepts the work.

3.3. 20% paid after the Contractor delivers the next five framed paintings and the State accepts the work.

3.4. 50% paid after the Contractor delivers the final five framed paintings and the State accepts the work.

4. Acceptance criteria: the State will review the work performed on the frames and portraits. The State may require the Contractor to make corrections to the State’s requirements.

5. Confirm that you agree to these terms

5.1. I agree to these terms: ____________

Date of Bid: ___________

Offeror’s Authorized Signatory

Name and Title EXHIBIT B – Offeror Questions and Mandatory Minimum Requirements

Mandatory Minimum Requirements:

1. Any individual performing work on these paintings and frames must have at least five (5) years’ experience in similar work.

2. Provide the names and resumes of every person who will perform work pursuant to this solicitation.

3. Attend pre-bid meeting.

4. Complete all work on or before June 15, 2020.

I confirm that I meet all of the Mandatory Minimum Requirements.

Offeror’s Authorized Signatory

Name and Title

Questions on following page.

EXHIBIT B – Offeror Questions and Mandatory Minimum Requirements Offeror Questions:

1. Provide a letter of interest that is no more than one page in length, which explains your interest in the project and demonstrates your understanding of the scope of work. Include your name, address, phone number(s) and web site, if available.

2. Artist’s Statement: no more than one page in length, describing your prior work. Please focus on work that is substantially similar to the work requested in this Solicitation.

3. Current Resume: submit your resume. If submitting as a team, an individual resume must be submitted for each team member. Resume(s) should reflect artist/s’ experience in restoration of pieces that are similar to the subject of this solicitation, specifically similar design, using similar materials restoring and repairing paintings and frames.

4. Provide any relevant education, certification, and accreditation.

5. References: please fill out sections 1.17 and 1.18.

6. Images of work: no more than ten images (per artist) of relevant work samples must be included in the pdf document (no separate jpeg images). Artists applying as a team must submit work samples from each individual artist’s work.

7. The artist may include up to three selections of supportive materials such as reviews, news articles, and other related information.

8. Describe your warranty/guarantee of quality of your work.

9. Provide a proposed timeline demonstrating that you will complete the work before the deadline.

EXHIBIT C – List of Portraits with description of condition.

See attached PDF.

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