DQ1 2019000236– Page 1 of 7 Solicitation Document

DOCUMENTED QUOTE

Return all Bids to: Solicitation ID: DQ12019000236 Community College of Aurora Facilities Linen and Walk-Off Mat Services Purchasing Department Date: September 19, 2018 16000 E. Centretech Parkway Ste. A204J Bid Due Date: September 28, 2018 Aurora, CO 80011 Bid Due Time: 10:00 am MT Phone: 303-360-4764 LATE BIDS WILL NOT BE ACCEPTED Fax: 303-360-4761 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 September 24, 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 understanding 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.

Section 2: VENDOR REQUIREMENTS

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

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 mailto:Kathy.Bodemann@ccaurora.edu https://codpa-vss.cloud.cgifederal.com/webapp/PRDVSS2X1/AltSelfService

DQ1 2019000236– Page 2 of 7 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.

PERA Retiree Questionnaire for Personal Services Contract

The Colorado Community College System (CCCS) is required to pay an employer contribution to the Colorado Public Employee Retirement Association (PERA) based on the amount paid to any PERA retiree performing services for this college. In addition, pursuant to 24-51-1101(2), (SB10-001), effective January 1, 2011, all retirees working after retirement, including independent contractors working individually or through an affiliated party, must make contributions at the same rate as all members working for that employer. The awarded vendor will be required to complete the PERA Retiree Questionnaire attached to this solicitation.

Performance or subcontracting service outside the State of Colorado or the United States §24-102-206, C.R.S.

To the extent not previously disclosed in accordance with §24-102-206, C.R.S., Contractor shall provide written notice to the State within 20 days following the earlier to occur of Contractor’s decision to perform Services, or its execution of an agreement with a Subcontractor to perform services outside the State of Colorado or the United States. The notice is a requirement of the bid or proposal submittal and must include the types of services that will be performed, the location, and the reason why it is necessary or advantageous to do so. Such notice shall become a public record. Knowing failure by Contractor to provide notice to the State under this section shall constitute a breach of Contract. This shall not apply if the Contract Funds include any federal funds

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 as provided in HB 14-1224 are required to submit documentation from the US Department of Veterans Affairs with their response.

Insurance Requirements The awarded vendor will be required to submit a Certificate of Liability Insurance on an Accord form to the Purchasing Department before contract signing. Contractor and its Subcontractors shall obtain and maintain at all times during the term of the Contract or Purchase Order, insurance in accordance with State of Colorado requirements. State of Colorado insurance requirements and a sample accord form are attached to this solicitation.

Section 3: BID SUBMISSION Bid submission deadline is September 28, 2018, at 10:00 am MT. Bids will be accepted via, fax, e-mail, or in person at 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 document 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. Bid must be inclusive of all costs. All prices quoted must include shipping and handling charges. No additional fees, charges and/or administrative fees will be considered.

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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.

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. Bidders will not be automatically notified of the existence of a modification. It shall be the responsibility of VSS registered bidders to check the web site periodically to see if any modifications have been issued. Failure to retrieve such modifications, and include their provisions in your solicitation response, may result in the bid being disqualified. Any bid submitted as a modification to a previous bid response must be noted as such, or may be deemed as a receipt of an alternate bid, therefore being disqualified.

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 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.

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 CCA Facilities Department is seeking bids for linen and walk-off mat services for the CCA CentreTech Campus through June 30, 2019 Bidder shall have the ability to submit samples of the white, black and red tablecloth materials upon request.

Services:

1) Deliver clean linens to the CCA receiving area on a weekly basis, as needed.

2) Remove used linens from the CCA receiving area, on a weekly basis, as needed.

3) Deliver and place clean walk-off mats in four (4) buildings on a weekly basis.

4) Remove used walk-off mats from four (4) buildings on a weekly basis.

Products required – table cloth and walk-off mat samples must be submitted with the solicitation response:

1) 6 ea. – laundry bag https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService

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2) 10 ea. – 52” x 69” table cloth, white, red or black, as needs require

a. Provide separate pricing for each color

3) 10 ea. – 71” x 71” table cloth, white

4) 6 ea. – 4 x 6 walk-off mat with Community College of Aurora logo

5) 2 ea. – 3 x 5 Super Tread walk-off mat with Community College of Aurora logo

6) 1 ea. – 4 x 6 Super Tread mat with Community College of Aurora logo

Section 5: PRE-BID MEETING

No pre-bid meeting will be required.

Section 6: SCHEDULE

Solicitation Published: .................................................................................. September 19, 2018 Questions Due: …………………………………………………………………....September 24, 2018; 10:00 AM Solicitation Response Due ……………………………………………………… September 28, 2018; 10:00 AM

Section 7: PURCHASE ORDER

The State is not liable for any cost incurred by bidders prior to issuance of a legally executed Purchase Order. 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 8: 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.

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

Section 9: TERM OF SERVICES

Services to begin upon awarded vendor’s receipt of purchase order and will continue, based on satisfactory performance, on a year-to-year basis from date of purchase order through June 30, 2024. CCA reserves the right to cancel services, if deemed in the best interest of the State of Colorado and Community College of Aurora.

mailto:Nick.Lozano@ccaurora.edu

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