Final V2 Self Service Kiosk.doc

COLORADO DEPARTMENT OF HUMAN SERVICES

Self Service Kiosk

DQ # IHEA 2016000429

STATE OF COLORADO

DEPARTMENT OF HUMAN SERVICES

QUOTE SUBMISSION VIA EMAIL

Submissions via email are preferable. Quotes submitted via fax are also acceptable.

Email: vera.kennedy@state.co.us Fax: 303-866-5808

North/Central Procurement 1575 Sherman Street

6th Floor

Denver, CO 80203

PROCUREMENT CONTACT

The procurement contact is the primary contact for this DQ. Direct all inquiries to the procurement contact.

Vera Kennedy

SECTION I - ADMINISTRATIVE INFORMATION

Quote Submission - Quotes will be received until the date and time indicated. Late Quotes may be accepted at the discretion of the Procurement Contact.

Pricing - All pricing shall be FOB Destination. Vendors shall specify any minimums, special charges, restrictions, or conditions. The failure of the vendor to note any special conditions or exceptions shall be deemed a waiver of any such condition or exception.

Price Increases – Pricing shall remain firm for the term of the award, including option years, unless otherwise specified.

Quote Acceptability - The State will be the sole judge in determining the acceptability of a quote and in determining the most beneficial quote for the State. Evaluation of quotes will also take into account administrative costs, payment terms, delivery conditions (any restrictions, minimum order quantity or dollar amount), and any exceptions taken to any requirement of the DQ, volumes at individual user sites, and proximity of user sites. Administrative costs include, but are not limited to, time and costs associated with ordering, receiving, stocking and paying invoices.

Evaluation - The choice of vendor for goods and services must be based on which acceptable response is most advantageous to the state, price/cost being the primary consideration. Other factors to be considered include experience, delivery, and warranties (if applicable). The basis for the selection must be documented and will be final and conclusive unless determined to be arbitrary, capricious, or contrary to law.

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. (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.

Award - Awards will be made on the basis of the quote most beneficial to the State. Vendor shall extend pricing to other Human Services divisions (i.e. Pueblo, Grand Junction).

Term of Award - The initial period of award made as a result of this DQ will expire 06/30/2016, and may be renewed for 3 additional 1 year periods.

Bid Results - After the award is made, bid tabulations or a summary can be made available.

Purchase Order or State Contract – As a result of the award, a Purchase Order or State Contract will be required. The awarded vendor may not perform or deliver goods or services until such time the Purchase Order or Contract is executed.

Terms and Conditions - The State Purchase Order Terms and Conditions and Solicitation Instructions apply to this DQ. If not attached, they can be made available upon request.

Quantity of Goods/Services – At the time of award and/or during the term of the resulting award, the State reserves the right to increase or decrease the quantity of goods/services based on available funding using the rates established in the Purchase Order or State Contract.

Vendor performance outside Colorado and/or USA - Vendor disclosure of services identifies if the vendor or subcontractor will perform the services outside the state of Colorado or United States. If this is the case, provide a brief statement explaining why the vendor believes it is necessary or advantageous to perform the services outside the state of Colorado or United States.

Please read the entire DQ before submitting a Quote.

SECTION II – SPECIFICATIONS/STATEMENT OF WORK

· Vendor must be registered with Colorado’s Vendor Self Service (VSS) System prior to this solicitation’s deadline, to be considered award of this quote.

· No guarantees of estimated quantities are made as a result of the solicitation and award.

· Prices shall be binding and valid for the length of the award.

· All equipment, products and parts must contain manufacturer warranties.

· All equipment and parts quoted by vendor must be new, unless otherwise specified.

Overview:

The purpose of the Colorado Division of Vocational Rehabilitation is to assist eligible individuals with disabilities in becoming productive members of the Colorado workforce and to live independently.

Per the 34 CFR 395, the Randolph-Sheppard Act, and 12 CCR 2513, The Business Enterprise Program (BEP) exists to be the State Licensing Agency for legally blind foodservice and vending professionals in Colorado. Our mission is to facilitate the achievement of a profitable and rewarding profession, encompassing ongoing business opportunities and empowerment; with a greater effort toward true self-sufficiency and a commitment to mutual cooperation, excellence, and professionalism; and to provide high quality products and customer service, cultivating a positive public image.

BEP purchases the new and replacement equipment in hundreds of locations like vending machines on vending routes, and kitchen equipment for at least 10 snack bars and convenience stores, 15 cafeterias, 2 military dining halls, and numerous other ventures. Micro-markets are now trending nationally and BEP is interested in growing accordingly. There are currently 4 self-service kiosks in place, and BEP is interested in an initial purchase of 2 more with a potential for further purchases over the course of this fiscal year and beyond.

Purpose:

The purpose of this Documented Quote is to obtain quotes from qualified vendors to provide self-service kiosk, self-checkout cashier equipment and related service. The resulting kiosks will ultimately be operated by our awarded blind operator(s).

This is a solicitation for self-service check-out equipment, related software, and related maintenance, customer service and support to individual business owners and State representatives managing said kiosks. The BEP operated kiosks already have all shelving and furniture in place. As such this is not a solicitation for a full micro-market package with or without ongoing third party/contracted management services.

The State may award to one or more vendors and reserves the right not to make a purchase of any of the equipment that may be awarded to a vendor or vendors.

Equipment purchased from awarded vendors shall be delivered to BEP locations throughout the State. Equipment will be purchased on an “as-needed” basis by State appointed personnel only.

Specifications:

Please see attached spreadsheet.

Delivery:

Initial purchase of 2 micro markets equipment should be delivered and installed no later than October 30th 2015. Ideal date of delivery and installation: October 27 2015.

SECTION III – INFORMATION REQUIRED ON QUOTE

HOW TO RESPOND TO THIS SOLICITATION:

· Submit an electronic version via VSS and/or email to the purchasing agent listed in this DQ, by the submission due date and time.

· Return the filled out spreadsheet and signature page.

· Indicate if your company can and will deliver prior to October 30 2015. Indicate the closest alternative delivery/installation date if necessary.

· Include summary of experience, authorized reseller information (if applicable), warranty and extended warranty information on equipment and labor.

· Manufacturer Information and Warranty information must be attached to your bid. Failure to submit these warranties may disqualify your bid to be considered for award.

Submit your response on the attached spreadsheet

* if more space for details is necessary, please insert additional page(s).

SIGNATURE PAGE

VENDOR INFORMATION

COMPANY NAME

FEIN

ADDRESS

Name & title of authorized officer & agent:

NAME:

TITLE:

Name & number of contact person for inquiries on your Quote response:

NAME:

NUMBER/EMAIL:

Name & number of contact person for orders if an award to your company is subsequently made:

NAME:

NUMBER/EMAIL:

IMPORTANT:

Quotes shall be properly marked with DQ number.

All Quotes shall be F.O.B. destination, unless otherwise specified.

PHONE #

Authorized Signature By Officer or Agent of Vendor

FAX #

Date Signed

REMIT ADDRESS:

E-MAIL:

PAYMENT TERMS:

Terms of less than 45 calendar days will not be considered.

SIGNATURE PAGE REQUIRED – RETURN THIS PAGE