FY17 IFB Specifications.doc

STATE OF COLORADO

DEPARTMENT OF HUMAN SERVICES

Invitation for Bid

Southern District Procurement

CMHIP, Bldg. 125, Room C-007

1600 West 24th Street

Pueblo, CO 81003

FAX BIDS WILL NOT BE ACCEPTED.

IMPORTANT: Vendor should read the entire Invitation for Bid document before submitting a Bid. Invitation for Bid properly marked as to INVITATION FOR BID NUMBER, DATE, and HOUR of opening, subject to the conditions herein stipulated and in accordance with the specifications set forth and/or attached hereto, will be accepted at the address listed above, prior to the due date and time listed for the Bid opening. All Bids shall be quoted F.O.B. destination, unless otherwise specified, to the delivery location or job site listed herein.

Vendors must be registered on ColoradoVSS at time of opening.

TYPED OR PRINTED SIGNATURE

ADDRESS

Terms of less than 30 calendar days will not be considered.

FEIN or SSN

The above Invitation for Bid is subject to attached Terms and Conditions.

RETURN THIS PAGE

COLORADO DEPARTMENT OF HUMAN SERVICES

SEE THE COMPLETE TERMS AND CONDITIONS THAT APPLY TO THIS SOLICITATION

FOUND ON THE COLORADO INVITATION FOR BID ANNOUNCEMENT PAGE.

PROCUREMENT ADMINISTRATION:

General. The State of Colorado, Department of Human Services (DHS), Division of Facilities Management, seeks Bids for Free Burning Bituminous Coal in accordance with specifications contained in this Invitation for Bid.

Bid Submission. Bids will be received in a sealed envelope, clearly marked with the bid title, number and due date on the outside of the bid envelope, until the date and time indicated, and at that time publicly opened. FAX BIDS WILL NOT BE ACCEPTED.

Invitation for Bids It is the responsibility of the vendor to ensure that the Southern District Procurement Office receives the Bid on or before the due date and time. All interested parties are cordially invited to attend the official opening, if they so desire. Vendors mailing their Bid shall allow sufficient mail delivery time to ensure receipt of their response by the time specified.

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. See additional pricing conditions on page four (4) of this solicitation.

Bid Evaluation. The State will be the sole judge in determining the acceptability of an offer and in determining the most beneficial offer(s) for the State. Bids will be evaluated primarily on the best price for overall economic value of coal, which includes recognizing costs associated with damage and repairs to Physical Plant equipment through mining, shipping, receiving, handling, burning, and disposal. Evaluation of Bids may 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 Bid, 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.

The State may make such investigations as may be deemed necessary to determine that the Vendor possesses or can acquire: (1) sufficient financial ability; (2) the services of properly qualified personnel; (3) the equipment, facilities and capacity necessary for adequate performance; and (4) has an overall satisfactory record in the performance of prior contracts which the Vendor may have been awarded.

Low Tie Invitation for Bids. Low tie Invitation for 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 gives a preference to resident vendors.

Award. The state intends to issue a single vendor award. Awards will be made on the basis of the Bid most beneficial to the State. Vendor shall extend contract pricing to other Human Services divisions if the vendor has a presence in that area (i.e. Pueblo, Grand Junction).

Term of Award. The period of award made as a result of this Bid is 12 months, with four (4) one-year options to renew the award.

Bid Review. After the award is made, any vendor that wishes to recap the Bid may do so at the Department of Human Services. Please call 719-546-4431 to make an appointment to review the Bid.

Performance/Remedies. Awarded vendor(s) shall comply with the requirements as to brand, quality, quantity, time frames, container size, etc. If the awarded vendor fails to perform, the State reserves the right to take remedial action (upon written notice), including canceling the original award, in whole or in part, for cause, and awarding to the next lowest priced/responsible vendor. Cause is defined as failure to meet requirements of the within specifications and conditions, or failure to correct deficiencies upon receipt of notice. Failure to maintain satisfactory performance after notice will be sufficient cause for immediate cancellation of the award.

Additional Condition that is Applicable to All Purchase Orders and Contracts Issued to Sole Proprietors Effective Aug. 1, 2006.

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 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.

Additional Condition that is Applicable to All Purchase Orders and Contracts for Services Effective Aug. 9, 2006.

The Contractor certifies that the Contractor shall comply with the provisions of CRS 8-17.5-101 et seq. The Contractor shall not knowingly employ or contract with an illegal alien to perform work under this contract or enter into a contract with a subcontractor that fails to certify to the Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this contract. The Contractor represents, warrants, and agrees that it (i) has verified that it does not employ any illegal aliens, through participation in the Basic Pilot Employment Verification Program administered by the Social Security Administration and Department of Homeland Security, and (ii) otherwise will comply with the requirements of CRS 8-17.5-102(2)(b). The Contractor shall comply with all reasonable requests made in the course of an investigation under CRS 8-17.5-102 by the Colorado Department of Labor and Employment. If the Contractor fails to comply with any requirement of this provision or CRS 8-17.5-101 et seq., the State may terminate this contract for breach and the Contractor shall be liable for actual and consequential damages to the State.

PUBLIC CONTRACTS FOR SERVICES. CRS 8-17.5-101 (EXCLUDED; SECURITIES, INVESTMENT ADVISORY SERVICES OR FUND MANAGEMENT, SPONSORED PROJECTS, INTERGOVERNMENTAL AGREEMENTS, OR INFORMATION TECHNOLOGY SERVICES OR PRODUCTS AND SERVICES).

Effective May 13, 2008, contractors who enter into or renew a public contract for services with Colorado state agencies or political subdivisions must participate in either the Federal E-Verify program, or the Colorado Department of Labor and Employment Program. For more information see:

E-Verify Program: www.uscis.gov/files/nativedocuments/E4_english.pdf

Colorado Department of Labor and Employment Program and notice forms: Division of Labor http://www.colorado.gov/cs/Satellite/CDLE-LaborLaws/CDLE/1248095356380

FOR GOODS ONLY: In accordance with Procurement Code, CRS24-103-207.5 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.

COLORADO DEPARTMENT OF HUMAN SERVICES

Stoker Bituminous Coal

SOUTHERN DISTRICT PROCUREMENT

Invitation for Bid Number

REQUIREMENTS & SPECIFICATIONS

· Vendor must be registered with Colorado VSS to be awarded this bid.

· All bid responses must be quoted FOB Destination and Installation.

COAL SUPPLY

Requirements:

All prices quoted are to be per ton of two thousand (2,000) pounds net weight. Each load, delivered by end dump truck/trailer, will be weighed over a 50-ton truck scale located on the Colorado Mental Health Institute at Pueblo grounds near the Central Plant, Building 35. Payment will be made in accordance with delivered weight as shown on the scale ticket. A scale ticket will be issued in duplicate for each load of coal delivered. Each scale ticket will show the name of the company delivering coal; gross, tare, and net weights; as well as the name of the person weighing the load, who will be an employee of the Colorado Department of Human Services. One copy of the scale ticket will be issued to the truck driver. An itemized invoice in duplicate is to be rendered for each month’s deliveries.

Deliveries shall be made during daylight hours, or at other times mutually agreed upon. Deliveries will be scheduled by Southern District Division of Facilities Management (DFM) personnel to maintain adequate inventory on hand. Trucks will be dumped into the coal hopper or storage bunker as directed by DFM personnel, with not less than one hour between successive loads.

Each bid shall be accompanied by a complete analysis of the coal you intend to supply. This analysis shall be a representative sample of recent date, and will be used in evaluating the bids. Each bid shall also be accompanied by the name and location of the mine from which the coal is to be mined, and any substitution is subject to prior approval by Department of Human Services, Southern District Division of Facilities Management.

Successful vendor must adhere to DFM Security Instructions for Contractors, State of Colorado Insurance Guidelines and Submission to Background Investigation.

It is understood that the accepted quality as shown by submitted analysis with bid documents shall be maintained throughout the continuance of the award, with right of termination in the event coal furnished fails to meet the analysis submitted with bid documents.

Note: If legislative or regulatory action causes a change in emission permit requirements, then the coal quality is subject to be adjusted accordingly. Individual loads that exceed the reject limits or are contaminated with foreign material, may be rejected or reloaded and weighed for credit at the quoted price. Determination that the coal fails to meet the analysis submitted with the bid is reserved to DFM Personnel, but it will be the responsibility of the coal supplier to maintain quality control. The Coal fugitive particulate dust must, upon delivery to Central Plant, be controlled via water-soluble chemical treatment to mitigate coal dust reaching the atmosphere.

The supplier shall provide mine run proximate analysis to DFM monthly, within two weeks of the sample date.

DFM Personnel shall be furnished a local contact in the event coal deliveries are not arriving, or the need to adjust delivery schedule should arise.

COLORADO DEPARTMENT OF HUMAN SERVICES

Stoker Bituminous Coal

SOUTHERN DISTRICT PROCUREMENT

Invitation for Bid Number This solicitation is for a one year period beginning July 1, 2016 through June 30, 2017 with four (4) one year options to renew. Renewals on option years will be at the sole discretion of the State of Colorado. Vendor MUST provide documentation supporting availability of coal. Vendor MAY provide documentation supporting availability of coal for entire five-year bid period. All bid prices will remain firm for the first fiscal year of the award. Price increases will be accepted a minimum of sixty (60) days prior to the award anniversary date. Approved pricing increases will go into effect only on the anniversary date, and all requested increases will be limited to the percent increase value of the consumer price index (CPI) for the previous twelve (12) month period, or five (5) percent, whichever is less. It is understood the pricing of this commodity can be erratic. In the event a five percent increase is unreasonable and would threaten the survival of the vendor’s business for a future period, it is the vendor’s responsibility to provide specific documentation to support increases in excess of the five percent allowable. An example would be initial cost-plus documentation from mine source or supplier at inception of agreement, when increases would be in excess of that allowable, new cost-plus documentation would be provided with request for increase.

As the deliverable is required to maintain the safety and health of clients entrusting their welfare to the State of Colorado, failure to meet deliverable requirements, for cause, other than acts of God, will constitute breach of agreement. Vendor will be responsible for obtaining alternate supply and costs associated in excess of agreement. In the event awarded vendor is unable to supply coal and DFM must use an alternate vendor, awarded vendor may be responsible for any difference in costs.

Specifications:

The current estimated annual requirement is not to exceed 20000 tons, more or less, based upon current emissions permit regulations. Daily consumption varies from 0 - 20 tons in summer to 0 - 60 tons in winter based upon alternate fuel (Natural Gas) availability and cost.

¾” Stoker bituminous coal not exceeding 12% Ash, .74% Sulfur, 14% moisture, 11,300 BTU/lb. minimum, as received. The ash fusion temperature will be 2500 degrees, or greater. For minimum softening (H=W) in a reducing atmosphere. The Coal fugitive particulate dust must, upon delivery to Central Plant, be controlled via a water-soluble chemical treatment to mitigate coal dust reaching the atmosphere.

Estimated daily consumption through June 2021 : 0 to 60 tons, based upon alternate fuel (Natural Gas) availability and cost, variations season to season, weather conditions and proposed future expansion or decline of campus use.

COLORADO DEPARTMENT OF HUMAN SERVICES

Stoker Bituminous Coal

SOUTHERN DISTRICT PROCUREMENT

Invitation for Bid Number

¾” Stoker

11,300 Minimum

12,150 Minimum

Name of Mine:

Location of Mine:

Method of Transportation from Mine to DFM:

To be considered, bid must be accompanied by a recent proximate coal analysis report. Ash fusion data is required.

COLORADO DEPARTMENT OF HUMAN SERVICES

Stoker Bituminous Coal

SOUTHERN DISTRICT PROCUREMENT

Invitation for Bid Number Pricing: Vendor to provide actual unit cost to CDHS for initial one-year period of award

Quantity Discount Structure for daily bulk deliveries up to and including 20,000 ton:

ton

751–1,200 ton

1,201–5,000 ton

5,001–8,000 ton

8,001–15,000 ton

15,001–20,000 ton

Successful vendor will be notified of starting date for deliveries.

COLORADO DEPARTMENT OF HUMAN SERVICES

Stoker Bituminous Coal

SOUTHERN DISTRICT PROCUREMENT

Invitation for Bid Number

INSURANCE REQUIREMENTS

INSURANCE: The successful must submit certificate(s) showing the following minimum coverage’s:

A. Standard Workers’ Compensation and Employer Liability as required by state statute, including occupational disease; covering all employees on or of the work site, acting within the course and scope of their employment.

B.

General Personal Injury, Automobile Liability, and, when required by the State, Professional Liability, including bodily injury, personal injury and property damage, with the following minimum coverage:

1. Occurrence based policy: combined single limit of $1,000,000 or Claims-Made policy: combined single limit of $1,000,000 plus an endorsement that extends coverage two years beyond the policy expiration date

2. Annual Aggregate limit policy: Not less than $1,000,000 plus agreement that vendor will purchase additional insurance to replenish the limit to $1,000,000 if claims reduce the annual aggregate below $600,000

C.

The State of Colorado shall be named as an additional insured on general liability/injury policies.

D. The insurance shall include provisions preventing cancellation without 30 calendar days prior written notice to the State by certified mail. In the event of cancellation of such coverage, vendor shall immediately notify the State of cancellation.

E. Vendor shall provide certificates of adequate insurance coverage to the State within seven (7) working days of receipt of award and PRIOR to beginning work, unless otherwise provided.

F.

Vendor shall provide such other insurance as may be required by law, or in a specific solicitation

SUBMIT A BID ONLY IF YOU ARE PREPARED TO COMPLETE THIS REQUIREMENT

COLORADO DEPARTMENT OF HUMAN SERVICES

Stoker Bituminous Coal

SOUTHERN DISTRICT PROCUREMENT

Invitation for Bid Number

VENDOR INFORMATION

1. Vendor name:

2. Name and numbers of contact person for inquiries on this Bid response:

Name:

Telephone number:(______)____________ Toll free/collect number:(______)_____

FAX number:(______)____________

E-Mail address_

3. Name and numbers of contact person for orders if an award to your company is subsequently made:

Name:

Telephone number:(______)____________ Toll free/collect number:(______)_____

FAX number:(______)____________ E-Mail address_