IFB DOR18006 Kodak Scanner Lease v 2.pdf

Purchasing and Contracts Services

Invitation for Bid # DOR18006/ Kodak Scanner Lease Published Date: September 12, 2017

Revised: September 22, 2017

TABLE OF CONTENTS

I. INTRODUCTION

II. ADMINISTRATIVE INFORMATION

A. SCHEDULE OF ACTIVITIES AND TIMELINE:

B. SOLICITATION PUBLICATION AND COMMUNICATION:

C. INQUIRIES:

D. BID SUBMISSION

E. ACCEPTANCE OF TERMS:

F. PROTESTED SOLICITATIONS AND AWARDS

G. BID PRICES:

H. TERM OF AWARD:

I. EVALUATION:

J. SELECTION OF BID - NOTICE

K. AWARD OF CONTRACT:

L. STANDARD CONTRACT:

M. INCURRING COSTS

III. REQUIREMENTS

A. LEASE INFORMATION:

B. HARDWARE REQUIREMENTS

C. INSTALLATION REQUIREMENTS:

D. TRAINING REQUIREMENTS:

E. DELIVERY/ACCEPTANCE:

F. WARRANTY

G. PREVENTATIVE AND REMEDIAL MAINTENANCE:

H. REMOVAL REQUIREMENTS

I. WORKLOAD CHANGE:

IV. BID RESPONSE

A. ADMINISTRATIVE:

B. PROPOSED PRODUCTS AND PRICING:

I. INTRODUCTION

The State of Colorado, Department of Revenue (“Department”) is seeking bids from qualified bidders to lease three (3) Kodak i5800 or newer Kodak model scanner series.

The Department anticipates those responding to this Invitation for Bid (“IFB”) may be individuals, companies or corporations proposing the services individually or in conjunction with others and/or contractors and/or subcontractors. Therefore, the use of the terms “bidder” and “contractor” may be read in individual or collective terms, refer to a company and/or its principals, and in all cases refer to the entity responding to this IFB.

II. ADMINISTRATIVE INFORMATION

A. SCHEDULE OF ACTIVITIES AND TIMELINE:

ACTIVITY DATE/TIME

IFB published in Vendor Self Service (“VSS”) https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService

September 12, 2017

Inquiries Deadline September 15, 2017 at 10:00 AM, MT Bid Submission Deadline September 2628, 2017 at 1:00 PM, MT

Public Bid Opening September 2628, 2017 at 1:15 PM, MT

Contract Start Date November 1, 2017

B. SOLICITATION PUBLICATION AND COMMUNICATION: Check the VSS for any updates or modifications. In the event that it becomes necessary to revise any part of this IFB, a modification notice will be published on VSS. It is very important that bidders check VSS on a regular basis, as this is the sole method for communicating any changes.

Modifications published on the VSS system take precedence over information in this

IFB.

C. INQUIRIES: Bidder may make written inquiries via email concerning this IFB to obtain clarification of requirements. No inquiries will be accepted after the date and time indicated in the Schedule of Activities and Timeline. Send all inquiries to Purchasing Agent, Elizabeth Hewes, at elizabeth.hewes@state.co.us. The Purchasing Agent is the sole point of contact for this IFB. Bidders will not reach out to Department staff regarding this

IFB.

Inquiries must be clearly marked with “IFB #DOR18006/Kodak Scanner Lease” in the subject line of the email.

Responses to bidders’ inquiries will be published on VSS. Bidders will not rely on any verbal statements that alter any specifications or other term or condition of this IFB.

Such changes are valid only if provided in writing by the Purchasing Agent.

https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService mailto:elizabeth.hewes@state.co.us

D. BID SUBMISSION: Responses must be received on or before the date and time indicated in the Schedule of Activities and Timeline. Late bids will not be accepted. It is the responsibility of the bidder to ensure that the bid is received by the Department on or before the bid submission deadline. Bidders mailing their bids shall allow sufficient mail delivery time to ensure receipt of their bids by the time specified. The sealed bid package must be hand delivered or mailed through overnight delivery service to the following address:

Department of Revenue Attn: Elizabeth Hewes, Purchasing Agent IFB #DOR18006/Kodak Scanner Lease 1375 Sherman Street, RM 336 Denver, CO 80203

Bidders shall submit one (1) original hard copy their bid, one (1) electronic copy of their bid on a thumb drive, and a signed IFB - Confirmation of Offer form (see Attachment A “IFB – Confirmation of Offer”.)

E. ACCEPTANCE OF TERMS: A bid submitted in response to this IFB shall constitute a binding offer. The autographic signature of the bidder shall indicate acknowledgment of this condition. Signature shall be that of a person legally authorized to execute contractual obligations. A submission in response to this IFB acknowledges acceptance by the bidder of all terms and conditions including compensation, as set forth herein.

F. PROTESTED SOLICITATIONS AND AWARDS: Any actual or prospective bidder may file a protest on any phase of the IFB or award, including but not limited to specifications, award, or disclosure of information marked confidential in the response.

The protest shall be submitted to the Purchasing and Contracts Services Director, in writing, within ten (10) business days after such aggrieved person knows, or should have known, of the facts giving rise thereto. Protests that are sustained where it is determined that the protesting bidder should have been awarded the IFB are entitled to the bid costs incurred in connection with the IFB. No other costs will be permitted, and reasonable costs will not include attorney fees. C.R.S. 24-109 et.

G. BID PRICES: Estimated prices are not acceptable. Prices will be considered your best and final offer. The price will be considered in determining the successful bidder.

H. TERM OF AWARD: The resulting award will be from November 1, 2017 through October 31, 2020 with the option to renew for two (2) additional 36 months periods at the sole discretion of the Department. The Department is not responsible for any goods delivered or services performed by the bidder without a Department issued contract. The Department reserves the right to add additional goods/services that would be a natural extension of this procurement.

I. EVALUATION: The Department intends to make an award to a single bidder for services identified in this IFB. However the Department reserves the right to make multiple awards from this IFB if it is in the best interest of the Department. Award(s) will be made to the responsive and responsible bidder with the lowest bid(s).

J. SELECTION OF BID - NOTICE: The Department will post a "Notice of Intent to Make an Award" on VSS which will announce the successful bidder.

K. AWARD OF CONTRACT: A contract must be completed and signed by all parties concerned. In the event the parties are unable to agree on the contract, the Department may elect to cancel the "Notice of Intent to Make an Award" letter and make the award to the next most responsive and responsible bidder.

L. STANDARD CONTRACT: The contract to be executed to the awarded bidder is included as an attachment to this IFB (see Attachment B, “Draft Contract”).

By submitting a bid, bidder agrees to all terms and conditions of the contract (Attachment B, “Draft Contract”) and, if awarded, agrees to sign the contract as is, with no modifications. If bidder submits any contractual modifications the Department may deem this as non-acceptance of the contract and may disqualify bidder from consideration. The Department, at its sole discretion, may propose contract modifications.

M. INCURRING COSTS: The Department is not liable for any cost incurred by bidders prior to issuance of a legally executed contract, purchase order, or other authorized acquisition document. No property interest, of any nature, shall occur until a contract is awarded and signed by all concerned parties and executed by the State Controller.

III. REQUIREMENTS

A. LEASE INFORMATION: The lease should meet the Department's definition of an operating lease in that ( 1) the lease does not transfer ownership of the scanner to the Department, (2) the lease does not contain a bargain purchase option, (3) the lease term is less than 75% of the estimated economic life of the scanner, and (4) the present value of the minimum lease payments at the inception of the least, excluding executor costs, is less than 90% of the fair value of the leased property. A proposed lease that does not meet the Department's definition of an operating lease with respect to items (3) and (4) above may be considered for evaluation and award. Title to the equipment shall be and remain vested at all times with the bidder and nothing in the resulting contract shall give or convey to the Department any right, title or interest therein. The Department shall not have an option to purchase the equipment.

B. HARDWARE REQUIREMENTS: The scanner shall be a Kodak i5800 or newer

Kodak model. The hardware shall be new. No substitutes will be considered. At the end of the lease period, the Department will have the option of replacing the leased scanner(s) with a newer Kodak model.

C. INSTALLATION REQUIREMENTS: The Department, at its expense, shall make all necessary site preparations for installation of any equipment, including, without limitation, the provision of power supply, adequate foundations, proper climatic and environment and other requirements as identified by the bidder and agreed to by the Department upon award.

Installation of the equipment shall be at the bidder's expense and be included in the cost of the lease.

D. TRAINING REQUIREMENTS: The bidder shall provide written documentation for the use of the scanner and shall provide on-site operating instructions as needed.

E. DELIVERY/ACCEPTANCE: The scanner shall be delivered, installed, and fully operational no later than November 1, 2017, unless otherwise approved in writing by the Department. Upon delivery and acceptance, the Department will begin monthly payments in accordance with the terms of the resulting contract.

F. WARRANTY: The bidder warrants that leased equipment when installed will be new and in good working order for the duration of the lease at no additional cost to the Department.

G. PREVENTATIVE AND REMEDIAL MAINTENANCE: The bidder shall provide preventative and remedial maintenance for the duration of the lease. The cost for preventative and remedial maintenance shall be included in the cost of the lease.

Preventative maintenance shall be performed in accordance with the manufacturer's suggested routine maintenance plan to prevent equipment failure.

The bidder is solely responsible for the remedial maintenance of the equipment. All repairs including labor and repair parts shall be provided to the Department at no additional cost. All parts shall be new. Refurbished and/or used parts are not acceptable. The bidder shall have available, at all times, adequate supplies and personnel to support the scanner. The bidder shall maintain, in sufficient quantity, a service inventory of new parts and equipment.

The bidder shall provide 24 hours/day, 7 days/week ("24x7") toll-free, telephone support. Call dispatching and availability of management and technical support shall also be available 24x7 (excluding the following 10 State holidays; New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, and Christmas Day). Bidder shall ensure that personnel responding to all three shifts are factory trained and certified to provide maintenance on the equipment. The bidder shall provide a toll free, single point of contact for all maintenance calls. The bidder shall contact the Department’s Driver Control Record Retrieval staff within thirty (30) minutes of the Department's initial repair call for the purpose of problem clarification, verification and/or parts ordering.

For problems that cannot be quickly resolved by telephone, the contractor shall provide on-site support within four (4) hours of the Department’s notification of the problem. On-site response shall occur during normal business hours. Normal business hours are 8:00am to 5:00pm Mountain Time, Monday through Friday.

If the scanner is under repair for more than 36 consecutive hours, the scanner will be considered as performing below standard and the bidder shall begin the replacement process as set forth below.

If the leased equipment fails to perform according to the standards set forth in the resulting contract, then the bidder shall replace the leased equipment described herein at no additional cost to the Department. Such replacement equipment shall, at a minimum, provide the same services and capability of the existing equipment and shall be compatible with Fairfax Imaging Software. The bidder shall replace the equipment within a reasonable period of time not to exceed five (5) calendar days from beginning of notification of equipment failure acknowledgement from contractor.

The bidder shall ensure that the downtime for the scanner does not accumulate to exceed 48 hours in a calendar year. In the event a situation is not rectified by the contractor and downtime does exceed 48 hours, the Department has the right to exercise the remedies set forth in the resulting contract.

The bidder shall provide, at no additional cost to the Department, upgrades of various components and parts of the equipment in order to maintain up-to-date functionality of the scanner.

Upon termination of the lease, the bidder shall submit to the Department, upon the Department's request, a copy of the bidder's complete service records for the leased equipment. The original service records remain the property of the bidder.

The bidder shall have the right, upon reasonable prior notice to the Department, and during the Department's regular business hours, to inspect the equipment at the premises of the Department or wherever located.

H. REMOVAL REQUIREMENTS: Bidder, at its own cost, shall remove equipment within ten (10) days of expiration of the lease.

I. WORKLOAD CHANGE: If for any reason the workload changes and the Department deems one (1) or more scanners is no longer needed, the Department will contact the bidder to have scanner(s) removed within thirty (30) days. During this thirty (30) day periods, if the Department’s workload changes, the Department may retain the scanner(s) with no penalty.

IV. BID RESPONSE

A. ADMINISTRATIVE:

1. Submit an IFB - Confirmation of Offer form (Attachment A “IFB - Confirmation of

Offer”) signed in ink by authorized/qualified individual to bind the bidder to the bid.

2. Service Disabled Veteran Owned Small Businesses (“SDVOSB”) must submit documentation of SDVOSB certification issued through the U.S. Department of veterans affairs in their response. §24-103-905 CRS sets a SDVOSB goal of at least 3% of all contracts by dollar value be awarded to SDVOSBs who must be incorporated or organized in Colorado or they must maintain a place of business or have an office in Colorado and must be officially registered and verified as a SDVOSB by the Center for Verification and Evaluation within the United States department of veterans affairs. See www.vip.vetbiz.gov.

3. Indicate your understanding and acceptance of the contract requirements as set forth in the Attachment B “Draft Contract” and as identified in Section II.J of this IFB.

4. Upon award, the successful bidder may be required to provide an audited financial statement for the three most recently completed fiscal years, and quarterly financial statements for the current fiscal year. Or, in lieu of an audited statement, a financial statement that has been complied and reviewed by an independent accounting firm may be substituted for a privately held business. This information may be used to determine the successful bidder’s responsibility to the bid. The Department will make this determination.

B. PROPOSED PRODUCTS AND PRICING: All costs must be inclusive of administrative support, supplies, office supplies, pagers, cell phones, parking fees, meals, lodging, rents, mileage, travel expenses, insurance, overhead, profit, and costs for all other items consumed/utilized/required by successful bidder’s staff. Total costs proposed will be used in the evaluation of the bidder’s response. Items or costs not identified in the successful bidder’s pricing bid will be the sole responsibility of the successful bidder.

All pricing will be quoted F.O.B Destination.

In addition to the documentation required, bidder must provide to the following items with bid submission:

1. Provide the cost for the proposed services on the pricing table (Attachment C “Pricing

Sheet”).

2. Indicate that you are proposing 3 each Kodak i5800 or new model scanners as required in this IFB.

3. Provide the retail cost of the proposed hardware.

4. Provide a copy of your warranty.

5. Provide a copy of your training documents.

6. Indicate you understand the lease terms of the IFB.

7. Indicate your delivery schedule.

8. Provide your maintenance contact information and maintenance plan.

9. Indicate if any services under the resulting contract, including subcontracts, are anticipated to be performed outside the United States or Colorado. If so, identify http://www.vip.vetbiz.gov/ where the services will be performed and explain why these services will be performed outside of the United States or Colorado.

Attachment A IFB – Confirmation of Offer

STATE OF COLORADO

DEPARTMENT OF REVENUE

1375 Sherman Street, RM 336 Denver, CO 80233

Email: elizabeth.hewes@state.co.us

IFB # DOR18006/Kodak Scanner Lease must appear on front of the envelope/package.

The below named bidder is voluntarily submitting this offer and acknowledges that it is consistent and in compliance with the Department’s included specifications and Contract in this IFB.

COMPANY NAME:

ADDRESS: __________________________________________________________

CITY: _____________________________ STATE: ________ ZIP+4: ___________

F.E.I.N : ___________________________________________________________

DELIVERY DATE: _____________________________________________________

PAYMENT TERMS: ____________________________________________________

SIGNATURE: _________________________________________________________

Signer must be authorized / qualified to bind bidder.

TYPED/PRINTED NAME: ______________________________________________

TITLE: ___________________________________________________________

PHONE: (_______)_________________ FAX: (_______)__________________

EMAIL ADDRESS: _____________________________

Point of Contact for any clarifications related to the bid

TYPED/PRINTED NAME: ______________________________________________

TITLE: ___________________________________________________________

PHONE: (_______)_________________

EMAIL ADDRESS: _____________________________

Attachment B Draft Contract

Physical Attachment B is posted on VSS in a separate document.

Attachment C Pricing Sheet

STATE OF COLORADO

DEPARTMENT OF REVENUE

1375 Sherman Street, RM 336

Denver, CO 80233 Email: elizabeth.hewes@state.co.us

IFB # DOR18006/Kodak Scanner Lease

Item Description Cost

1 Monthly lease per machine