IFB 1827, Diploma Processing.pdf

INVITATION FOR BID

Date: April 9, 2018

Bid Number: PPCC IFB 1827

Return all Bids to:

Pikes Peak Community College

Purchasing Office

5675 S. Academy Blvd., Box C2 Colorado Springs, Colorado 80906

Procurement@ppcc.edu

Purchasing Agent:

Rockie Hurrell 719-502-2007

Bid Due Date: April 24, 2018

Bid Due Time: 10:00am

LATE BIDS WILL NOT BE ACCEPTED

Bids properly marked and sealed with Invitation For Bid Number, Date, and Hour of Opening will be accepted in the Purchasing Department, Room B229 prior to the opening date and hour.

FAXED AND EMAILED BIDS NOT ACCEPTED

PIKES PEAK COMMUNITY COLLEGE (PPCC) IS SOLICITING BIDS

FOR DIPLOMA PROCESSING AND VALIDATING SERVICES

FOR THE REGISTRAR’S OFFICE, STUDENT SERVICES DEPARTMENT

LOCATED AT THE

CENTENNIAL CAMPUS, 5675 S. ACADEMY BLVD., COLORADO SPRINGS, COLORADO 80906

I. General Information

1. All questions regarding this bid must be directed to the PPCC Purchasing Agent identified above.

2. Price must include all shipping, handling and delivery charges to our Centennial Campus, 5675 S. Academy Blvd., Colorado Springs, CO 80906 and be FOB Destination. No additional charges for packing, drayage, or any other purpose will be allowed

3. Pricing to remain firm.

4. A Purchase Order OR a contract will be issued to the awarded Contractor(s) dependent upon the dollar amount awarded.

5. Payment will be made in full after all work on mailings has been completed and accepted by Pikes Peak Community

College personnel. NET: 45 days

6. This solicitation is published using the Colorado Operations Resource Engine (CORE). ColoradoVSS is the vendor facing side and will be where most competitive bid opportunities will be posted. Vendors must be registered on CORE to be considered responsive at the time of award of the response. CORE and its registration information may be linked through the State Purchasing Office link at www.colorado.gov/vss To become a registered supplier on ColoradoVSS: https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService

7. Bids must be in accordance with specifications set forth and subject to conditions herein and/or attached. All respondents are responsible for checking ColoradoVSS system for award; no other notification will be provided.

8. PPCC is required to have a W-9 on file for every company it does business with. Complete the W-9 located at Attachment A.

http://www.colorado.gov/vss

9. Reciprocity is mandated by statute. CRS 8-18-101 states, “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.”

10. All bids must be submitted on the bid form provided; no substitute forms will be accepted. Bid form must be signed by an individual with express authority to bind company.

11. Multiple bids will not be accepted. Each vendor is to submit one best offer bid.

12. PPCC reserves the right to award each item/project to separate vendors, or award all of the items/projects to a single vendor.

13. In accordance with Procurement Code, CRS 24-103-207.5 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.

14. 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.

15. Contract performance outside of the United States or Colorado, 24-102-206. Prior to contracting or as a requirement for the solicitation of any contract from the State for services, as appropriate, any prospective vendor shall disclose in a statement of work where services will be performed under the contract, including subcontracts, and whether any services under the contract or subcontracts are anticipated to be performed outside of the United States or the State. If the prospective vendor anticipates services under the contract or any subcontracts will be performed outside the United States or the State, the vendor shall provide in its statement of work a provision setting forth why it is necessary or advantageous to go outside the United States or the State to perform the contract or any subcontracts.

16. ILLEGAL ALIENS–PUBLIC CONTRACTS FOR SERVICES. CRS 8-17.5-101 and 24-76.5-101. 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.

17. PERA. PPCC is a Colorado PERA affiliated employer. Pursuant to Colorado SB06-235 and C.R.S. 24-51-1101(2), PPCC is requiring the vendor to complete the PERA form located at Attachment B.

18. Items offered must be new (not used, remanufactured, refurbished, rebuilt, etc.) and of the manufacturer’s current model and are not to contain components that are not newly manufactured, unless specifically stated otherwise in the bid specifications. Items are to come in original manufacturer’s packaging. Manufacturer’s warranty and any offered rebates, as applicable, must be included.

19. Vendors finding fault in the specifications contained in this bid should notify the purchasing agent prior to bid’s due date and time.

20. Products should contain the lowest amount of volatile organic compounds (VOCs) including low or formaldehyde-free and should not contain polyvinyl chloride if applicable.

21. Use recycled content packaging that does not contain PVC film, if feasible.

22. FOB: Pikes Peak Community College, 5675 South Academy Blvd, Colorado Springs, CO 80906

23. Term: One (1) year with option to renew for Four (4) additional years, one year at a time.

II. Service-Disabled Veteran Owned Small Business (SDVOSB). An SDVOSB preference will be given, if applicable.

SDVOBs must be incorporated or organized in Colorado or they must maintain a place of business or have an office in Colorado. In order to be given preference, the bidder must submit documentation of SDVOSB certification issued through the U.S. Department of Veterans Affairs with their response to the solicitation. Preference shall be applied in the form of a 5% deduction of the total bid, once the deduction has been applied if the SDVOSB is the low bidder they will receive the award. College will pay the total bid without the deduction.

III. Cooperative Purchasing In accordance with section 24-110-201, CRS, the award under this solicitation will be a cooperative purchasing agreement (“Agreement”) available for use by the contracting state institution of higher education and other state institutions of higher education on the terms, conditions and rates set forth in the Agreement. Each agency or entity ordering goods or services under the Agreement will be responsible for all costs and expenses incurred in connection with its orders; shall establish its own contract, place its own orders, issue its own purchase orders, be invoiced there from, make its own payments, and issue its own exemption certificates as required by the successful bidder(s). The award does not preclude any state institution of higher education from pursuing a purchase or purchases through their own contracting methods with another vendor.

IV. Product/Service Specifications Furnish all labor, materials, equipment, implements, parts and supplies necessary to maintain a secure website for the purpose of accepting diploma orders; addressing customer service issues; printing and mailing personalized diplomas;

and providing Certified Electronic Diplomas to Pikes Peak Community College and/or individual graduates.

Minimum Requirements o Provide proof of ten years’ experience mailing diplomas and two (2) years providing Certified Electronic

Diplomas o Assign a customer service representative to the college, provide name and direct phone number

Diploma Material o Paper Stock: 80#, cream cover o Color: 1-color, black thermography o Finish: Gold foil stamped logo, burnished o Size: 8 ½ “ x 11” o Personalization: Name, degree, date o Punctuation: Standard provided by college

Diploma Layout o Approval at production stages o Edits and authorization to data required in writing o Signatures on file

Diploma Direct Mailing o Label: Imprinted with students address o Cardboard mailer

Contains pre-printed school address in black ink on shipping label “DO NOT FOLD” stamp in RED ink

Security glue strip Must be strong enough to ensure diploma will not be damaged when mailed o Apply postage o Standard service: Mail within 10 days or less o Option for Priority services: Mail within 5 days or less o Option for upgraded emergency service: Mail within 24 hours or less

Certified Electronic Diplomas o Ability for students to request an official, secure, Certified Electronic copy of their diploma o Must be exact digital version of their paper diploma o Must provide real-time verification by the issuing institution o Can be revoked, rescinded or reactivated by issuing institution o Must be recognized by governments and credentialing agencies as an official proof of education o Can be shared unlimited times o Verification must be performed on the issuing institution’s website. No external website.

o Student authentication to the Certified Diploma service must be done via Single-Sign-On from inside the institution’s secure portal page.

Defective/Rejected Orders o Replace within 24 hours or less (regardless of where mistake lies) o Error rate of 5% or below

Administrative Website o College staff uses to order paper diplomas o Technical Requirements

Hosted by vendor

Encrypted link between browser and web server

Web based

Cross browsers o On-line order system for diplomas

Non-proprietary

Requires no special programming

Orders submitted through website

Ability to accept an excel spreadsheet with up to 3000 names

Ability to check order status 24/7

Orders can be searched by student information

Shows all information pertaining to the order, as a minimum:

Date ordered

Date shipped

Address it was shipped to

Tracking information

Degree information

Generates email notification to college and students when diploma is mailed

Auto notifications when orders are received and shipped

Additional Information o Specify your error rate and describe procedures in place to ensure accuracy of documents o Describe the policies and procedures in place to ensure quality and accuracy of your Direct Mailing Service o Specify any additional service that may be of benefit to the student/college o Provide a description of your background and organizational structure including years in business, location of offices, form of business (corporation, partnership, etc., including State of Incorporation or names of partners), a description of the offering organization’s size, longevity, and supporting services available at various levels and locations. In addition, address the following:

Describe all your alliances and partnerships.

How long has your company been in the business of developing and marketing your products?

o Provide information and references for a minimum of five (5) contracts of similar organizational type, size, and scope held by the bidder during the past three years. Contact and contact information must be current, ensure they have sufficient experience to speak knowledgeably concerning such issues as the implementation process, functionality, quality, and customer service. Include, as a minimum:

Name of organization or institution A current contact name, phone number, mailing address, and email address Size of the organization Date of implementation Length of service and reason for any termination of agreements o Who owns the database content? Or is information kept?

o If the college discontinues use of the solution or the solution ceases to be operational, how is the data transferred back to the institution?

Samples o Provide a sample of paper stock o Provide a sample of mailing envelope and shipping label (include any inserts you use)

PIKES PEAK COMMUNITY COLLEGE

BID RESPONSE SHEET

PPCC IFB 1827, April 24, 2018 10:00am MT

Please be sure you include all information requested with your response.

(Provide a cost each and then additional information showing if costs decrease based on quantities)

1. Cost to process diplomas and mail

Cost Each

Provide information on quantity discounts below:

2. Cost to process diplomas and provide electronic service

Cost Each

Provide information on quantity discounts below:

THE FOLLOWING MUST BE COMPLETED:

Vendor Assured Delivery Date

Terms Address

Phone

Fax

E-mail Address

Signature/Date

Printed Name Of Signature

Using the Federal Government definition, does your firm qualify as:

a small business YES _____ NO_____ a minority business YES _____ NO_____ If YES, state ethnicity:

a woman owned business YES _____ NO_____ A service disabled veteran owned business

YES _____ NO_____ (provide appropriate documentation as spelled out in the bid)

A member of the State of ColoradoVss system

YES _____ NO_____

Federal Identification #

Attachment A

Form W-9

Substitute Form

State of Colorado 8-2007

Request for Taxpayer

Identification Number and Certification

Give form to the requester. Do not send to the IRS.

P ri n t o r

T y p e

S ee

S p ec if ic

I n st ru ct io n s o n p ag e

Name

Business name, if different from above

Check appropriate box:

Individual/ Sole Proprietor Corporation Partnership Other

Exempt from backup withholding

Address (number, street, and apt. or suite no.) Requester:

City, state, and ZIP code.

List Account number(s) here (optional)

Phone Number:

Part I Taxpayer Identification Number (TIN)

Enter your TIN in the appropriate box. For individuals, this is your social security number (SSN)

Howev er, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is your employer identifi cation number (EIN). If you do not have a number, see How to get a TIN on page 3.

Social Security number

Note: If the account is in more than one name, see the chart on page 3 for guidelines on whose number to enter.

Employer identification number

Part II Certification

Minority and Women-owned Businesses (M/WBEs) Self Certification (Please check all boxes that apply)

In an effort to track levels of participation by women and minorities doing business with the State of Colorado , the following information is requested. Please indicate the appropriate category of ownership for your company. “Owned” in this context means a business t hat is at least 51 percent owned by an individual(s) who also control(s) and operate(s) it. “Control ” in this context means exercising the power to make policy decisions. “Operate” means actively involved in the day-to-day management. If you business is jointly owned by both men and women or is a large publicly held corporation, please check the box labe led “Not Applicable.”

Gender Information:

□ Female-Owned □ Male-Owned □ Not Applicable

Owner Ethnicity Information

□ African American □ Asian/Pacific American □ White (non-Hispanic) □ Not Applicable

□ Hispanic American □ Native American □ Other: _____________________________

Small Business Information

Small Business (a business that is organized for profit, is independently owned and operated, and has 25 or fewer full time equivalent employees.)

□ Yes □ No

Sign

Here

Signature of

U.S. person ► Date ►

Attachment B

PERA RETIREE QUESTIONNAIRE FOR PERSONAL SERVICES CONTRACT

Pikes Peak Community College (PPCC) is required to pay an employer contribution to the Colorado Public Employees’ Retirement Association (PERA) based on the amount paid to any PERA retiree. Therefore, please assist PPCC in identifying any PERA retirees associated with this contract by completing the following:

Is this business entity owned or operated by a PERA retiree or an affiliated party of the

PERA retiree? _____YES _____NO

Are any individuals working with this contract PERA retirees?

_____YES _____NO

If you answered yes to either question above, please list the name, address, telephone number, and social security number of the PERA retiree and explain in what capacity the PERA retiree is involved with this contract.

Name: ________________________________________________________________

Address: ______________________________________________________________

Telephone # ___________________________________________________________

In what capacity is the PERA retiree involved with this contract?

Print Vendor Name: ___________________________________________________________________

Vendor Signature: _____________________________________________ Date: _____________