DQ1 PHAA 2019_0339 OGCC Gas Meters.pdf

State of Colorado Documented Quote

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DQ1 PHAA 2019*0339

BIDS DUE: December 10, 2018 at 1pm MST

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

Issuing Office

This Request for Documented Quotations (DQ1) is issued by the State of Colorado, Department of Natural Resources (DNR), on behalf of the Colorado Oil & Gas Conservation Commission

(OGCC). All contact regarding this solicitation must be directed to the Purchasing Agent in charge at:

Department of Natural Resources

Attn: Raven Lopez, DNR Purchasing Office

1313 Sherman St., Room 423, Denver, Co 80203

P: 303-866-3292 X 8625 or emailed to: raven.lopez@state.co.us

Purpose

The purpose of this Request for Documented Quotation is to obtain competitive quotations from qualified individuals and firms for twenty six (26) Portable Clip-On 4-Gas Detectors and two (2)

Calibration/Bump Test units with download capabilities. DNR would also like to obtain competitive quotations for fifty-two (52) Portable Clip-On 4-Gas Detectors and four (4)

Calibration/Bump Test units with download capabilities.

The commodity proposed by bidders must meet all specifications listed or must be substantially equivalent. The determination of the equivalency of proposed substitute(s) for the equipment rests solely with the OGCC.

It is the intent of the OGCC to make one (1) award from this solicitation.

Schedule of Activities

Bid Posted November 21, 2018

Written Inquiry Deadline December 03, 2018 at 1pm MST

Answers to Written Inquiries posted on VSS December 05, 2018

Submission Deadline December 10, 2018 at 1pm MST

Bid Award (Tentative) December 10, 2018 file:///C:/Users/vancleem/Downloads/raven.lopez@state.co.us

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Scope

The OGCC has made this request to (i) replace gas detectors no longer supported by industry providers of maintenance and repair services, and (ii) capture the benefits of a new generation of devices now common in the industry. The selected product replacement includes all necessary equipment to properly calibrate and test the detectors, and this product must be capable of downloading calibrations, alarms, and failure events.

Quotations will need to reflect the following options:

1) A bid submission for the purchase of twenty six (26) Portable Clip-On 4-Gas Detectors and two (2) Calibration/Bump Test units with download capabilities.

2) A bid submission for the purchase of fifty-two (52) Portable Clip-On 4-Gas Detectors and four (4) Calibration/Bump Test units with download capabilities.

All bids will need to include a recommended calibration interval for the detectors and a price schedule with the following items:

a) Current prices for batteries and sensors appropriate for the product once the warranty period has ended.

b) Current price of calibration services if performed by the supplier of detectors and calibration/bump test units.

All bids shall also include complete warranty information for the product’s monitors, batteries, sensors, and calibration/bump test units.

It is the OGCC’s intent with the optional bids to explore volume discounts if the OGCC elects to purchase the larger quantity. If the OGCC opts to purchase either quantity, this purchase will be made no later than June 30, 2019.

Bidders can choose to submit a response for either one or both options, responses for both options is not required.

Minimum 4-Gas Detector Specifications

Alarms Visible and audible

Logs Downloadable alarms and failures

Certifications and Approvals One or more from CSA, ABS, ATEX, or IECEx

Warranty At least one year

Gases At least H2S, CO, LEL, and O2

Sensor Types At least H2S, CO, LEL, and O2

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Delivery

Gas detectors and calibration units will be shipped to the following address:

Colorado Oil & Gas Conservation Commission

1120 Lincoln, Suite 801

Denver, Co 80203

Inquiries

Vendors may make written inquiries concerning the solicitation and its specifications by

December 10, 2018 at 1pm MST. 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:

Raven Lopez

Department of Natural Resources (DNR)

Email Address: raven.lopez@state.co.us

The preferred method for submitting inquiries is via email as a .PDF or Microsoft Word attachment. Faxed inquiries are NOT accepted.

The answers to the written inquiries received by the deadline stated above 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.

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.cloud.cgifederal.com/webapp/PRDVSS2X1/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 the bidder’s response and the Colorado Purchase Order Terms and Conditions, which are attached to this solicitation for reference.

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 and file:///C:/Users/vancleem/Downloads/raven.lopez@state.co.us http://www.colorado.gov/vss https://codpa-vss.cloud.cgifederal.com/webapp/PRDVSS2X1/AltSelfService https://codpa-vss.cloud.cgifederal.com/webapp/PRDVSS2X1/AltSelfService

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(www.vip.vetbiz.gov) may receive a 5% 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.

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 Specification Verification Sheet (Page 5)

2) The Bid Pricing (Page 6 )

3) The Vendor Information Sheet (Page 7)

4) Current Vendor W-9 by one of the following methods (not required if vendor is currently registered on Colorado VSS):

Via email to raven.lopez@state.co.us

Delivery via USPS or other courier services

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

Personal delivery (hand delivered) to the Purchasing Agent in charge of the solicitation, Raven Lopez, identified on Page 1.

Failure by the vendor to submit items #1, #2 and #3 above shall be deemed a non-responsive bid and will not be evaluated. Vendors may submit additional information if it assists with the explanation of the bid submission, but cannot replace or be provided in lieu of items #1, #2 and

#3 above.

PLEASE NOTE: All bids must be received in the Procurement Office, Room 423, 1313

Sherman, Denver, CO 80203 by the bid closing time or the bid will not be accepted – NO

EXCEPTIONS

Attachments

Colorado Purchase Order Terms and Conditions

Blank W-9 (To be completed if not registered with Colorado Vendor Self-Service) file:///C:/Users/vancleem/Downloads/www.vip.vetbiz.gov file:///C:/Users/vancleem/Downloads/raven.lopez@state.co.us

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SUBMITTAL

Specification Verification & Delivery

Description

Vendor Specifications – REQUIRED! Does your bid item meet the published specs?

Yes No If No, Identify your bid item specifications

Alarms

Logs

Certifications and Approvals

Warranty

Gases

Sensor Types

Recommended calibration interval for the detectors attached to the bid response?

Complete warranty information for the detector and associated batteries, sensors, and calibration/bump test units attached to the bid response?

Shipping included in Price?

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Pricing

Option 1

Item No. Description Units Quantity Unit Cost Amount

1 Portable clip-on 4-gas detectors Each 26

2 Calibration /Bump Test Unit Each 2

GRAND TOTAL FOR Option 1 =>

Option 2

Item No. Description Units Quantity Unit Cost Amount

1 Portable clip-on 4-gas detectors Each 52

2 Calibration /Bump Test Unit Each 4

GRAND TOTAL FOR Option 2 =>

A price schedule with the following items is required along with the pricing information:

a) Current prices for batteries and sensors recommended for the product once the warranty period has ended.

b) Current price of calibration services if performed by the supplier of detectors and calibration/bump test units.

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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?

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? If not, please provide your VSS Vendor #

VSS Vendor #:

All costs, including freight, fees and discounts, shall be figured into the final bid price. The State of Colorado does NOT pay Colorado Sales Tax.