IFB1 2017000053 microchip readers.pdf

STATE OF COLORADO

COLORADO DEPARTMENT OF AGRICULTURE

Title: Microchip Readers

Invitation for Bids Number: IFB1 2017000053

Trish Bohm Procurement Office 305 Interlocken Parkway Broomfield, CO 80021

IFB1: 2017000053

Microchip Readers

Table of Contents

SECTION 1. OVERVIEW

SECTION 2. ADMINISTRATIVE INFORMATION

A. POINT OF CONTACT

B. COMMUNICATIONS

C. TAX EXEMPTION

D. PERFORMANCE OUTSIDE THE STATE OF COLORADO

AND/OR THE UNITED STATES

E. LEGAL RESIDENTS

F. SERVICE DISABLED VETERAN OWNED SMALL BUSINESSES

(SDVOSBS)

G. IFB TIMELINE

H. SELECTION

I. TERM

J. WORK LOCATION

SECTION 3. BID SPECIFICATIONS

SECTION 4. COSTS/COMPENSATION

SECTION 5. EVALUATION

SECTION 6. SUBMISSION REQUIREMENTS

A. QUESTIONS

B. RESPONSES

C. SUBMIT

SECTION 7. AWARD INFORMATION

ATTACHMENT A – CDA PURCHASE ORDER TERMS AND

CONDITIONS

ATTACHMENT B – SIGNATURE PAGE

ATTACHMENT C – W-9

SECTION 1. OVERVIEW

The Colorado Department of Agriculture Brand Inspection Division intends to purchase 60 microchip readers. Specifications for the readers are included in the Bid Specification Section, Section 3 below. The products must be equivalent to or better than the listed specifications.

Delivery is FOB, 305 Interlocken Parkway, Broomfield, Colorado 80021.

SECTION 2. ADMINISTRATIVE INFORMATION

A. Point of Contact

The sole point of contact for this solicitation is:

Trish Bohm Purchasing Agent 305 Interlocken Parkway Broomfield, CO 80021 Phone: (303) 869-9281 E-mail: patricia.bohm@state.co.us

B. Communications

All communication from CDA will be via postings on the State’s Colorado Vendor Self Service (ColoradoVSS) website located at www.colorado.gov/vss. CDA will post notices that will include, but are not limited to, any modifications to requirements; answers to questions received, and notice of award. It is the responsibility of the vendor to carefully and regularly monitor ColoradoVSS for any such postings.

C. Tax Exemption

The State of Colorado, as purchaser, is exempt from all federal excise taxes under Chapter 32 of the Internal Revenue Code (Registration No. 84-730123K) and from all state and local government use taxes (Section 39-26-704, C.R.S.). The State and Local Sales Tax Exemption Number for the State of Colorado is 98-02565.

D. Performance Outside the State of Colorado and/or the United States

Following the issuance of a Purchase Order, Contractor shall provide written notice to the State if Contractor intends to perform or subcontract for the performance of Services outside the State of Colorado and/or the United States. Such notice shall specify the type of services to be performed outside the State of Colorado and/or the United States and the reason why it is necessary or advantageous to perform such Services at such location or locations. All notices received by the State shall be posted on the Colorado Department of Personnel & Administration’s website. Knowing failure by Contractor to provide notice to the State under this provision shall constitute a material breach of any purchase order awarded pursuant to this solicitation.

E. Legal Residents

1. By responding to this solicitation, the offeror certifies that it shall comply with the provisions of Section 8-17.5-101, C.R.S. et seq. The successful offeror shall not knowingly engage an illegal alien to perform work under the resulting State Purchase Order (PO), or enter into a contract with a subcontractor that fails to certify to the successful offeror that the subcontractor shall not knowingly engage an illegal alien to perform work under the purchase order. The offeror represents, warrants, and agrees that it (i) will verify that it does not engage any illegal aliens through participation in the federal Basic Pilot Employment Verification Program and (ii) otherwise will comply with the requirements of Section 8-17.5-102(2)(b), C.R.S. The offeror shall comply with all reasonable requests made in the course of an investigation under Section 8-17.5-102, C.R.S. Failure to comply with any requirement of this provision or Section 8-17.5-101 et seq. C.R.S. shall be cause for termination for breach and the offeror shall be liable for actual and consequential damages.

2. The offeror, if a natural person eighteen (18) years of age or older, hereby swears or affirms under penalty of perjury that he or she (i) is a citizen or otherwise lawfully present in the United States pursuant to federal law, (ii) shall comply with the provisions of Section 24-76.5-101 et seq. C.R.S., and (iii) shall produce one form of identification required by Section 24-76.5-103, C.R.S. prior to the effective date of the resulting PO or contract.

F. Service Disabled Veteran Owned Small Businesses (SDVOSBs)

1. C.R.S. Section 24-103-211 sets a Service-Disabled Veteran Owned Small Business (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 Veteran Enterprise within the U.S. Department of Veterans Affairs. See www.vip.vetbiz.gov.

2. By responding to this solicitation, the vendor certifies that it shall comply with the provisions of C.R.S. Section 24-103-211

3. Documented Quotes (DQ) and Invitation for Bids (IFB) may give a 5% preference. CDA intends to give a 5% preference to SDVOSBs. Only SDVOSBs that meet minimum specifications can be considered for the percentage preference.

4. SDVOSBs must submit documentation of SDVOSB certification issued through the U.S. Department of Veterans Affairs in their response to the solicitation.

G. IFB Timeline

1. The deadline for responses to this solicitation is September 12, 2016 at 10:00 AM, Mountain Time.

2. Late responses will not be considered. It is the responsibility of the offeror to ensure that their response is received in the manner prescribed in Section 6.0 Submission Requirements on or before the response due date and time. Responses may be modified or withdrawn prior to the response due date and time.

H. Selection

1. Selection will be made of the responsible vendor whose acceptable response is determined to be the most advantageous to CDA, at CDA’s sole discretion, cost/price being the primary consideration. This solicitation will result in a fixed-price award. CDA reserves the right to make an award without further discussion of responses received. Therefore, it is important that responses be submitted in the most complete terms possible from both the technical and cost/price standpoint.

2. Upon selection of a vendor by CDA, a purchase order will be offered to the vendor.

In the event that the vendor’s forms (or parts of forms) are included in the vendor’s response and included as attachments or exhibits to the final purchase order, the vendor agrees that, where there are contradictions or inconsistencies, the terms of the purchase order shall always supersede, manage, and control those of any such attachment or exhibit.

a. CDA’s purchase order terms and conditions are published with this solicitation as a separate document as Attachment A.

3. The contents of the response of the vendor will become obligations of the purchase order. Failure of the selected vendor to accept these obligations in a purchase order may result in cancellation of the selection.

4. Any restrictions on the use or inspection of material contained within the response shall be requested prior to the submission of the response itself. Written requests for confidentiality shall be submitted to the Purchasing Agent by the vendor prior to the bid submission date. The vendor must state specifically what portion(s) of the response it is requesting to be considered confidential/proprietary with an explanation of the reasons that the materials are considered confidential/proprietary. The Purchasing Agent will inform the vendor in writing which portions of the confidentiality/proprietary request will be honored and which will not. Requests shall adhere to the following:

a. Confidential/proprietary information must be readily identified marked and separated/packaged from the rest of the response.

b. Co-mingling of confidential/proprietary and other information is NOT acceptable. Neither a response in its entirety nor the response cost/price information will be considered confidential and/or proprietary.

5. Any information that will be included in any resulting purchase order cannot be considered confidential.

6. Upon vendor selection and purchase order issuance, the responses shall be open to public inspection subject to any continued prohibition on the disclosure of confidential data, C.R.S. Title 24, Article 72, Part 2, as amended.

I. Term

The anticipated term of the purchase order resulting from this solicitation is the later of September 19, 2016 or upon final execution of the PO through October 31, 2016.

J. Work Location

Delivery is FOB 305 Interlocken Parkway, Broomfield, Colorado 80021.

SECTION 3. BID SPECIFICATIONS

The Colorado Department of Agriculture Brand Inspection Division intends to purchase 60 microchip readers. The products must be equivalent to or better than the listed specifications.

Delivery is FOB, 305 Interlocken Parkway, Broomfield, Colorado 80021.

Required Equipment Specifications and Features equal to or better than those listed below:

CONSTRUCTION Acrylonitrile-Butadiene-Styrene (ABS)

Plastic

DIMENSION 11 1/4” L x 3 ¼” W x 11/3” H (28.5 cm x 8.0 cm x 3.2 cm)

WEIGHT 8.7 oz (44S g)

INTERFACE RS232 Serial output

APPROVALS FCC part S class C/IC RSS 210

FREQUENCY ISO 134.2 kHz

READ RANGE Up to 4” (10.2 cm) at optimal orientation. User environment may affect read range

OPERATING TEMPERATURE RANGE 32° to 122° F

POWER 4 AA 1.SV batteries or 6V AC power adapter

MEMORY Store up to 2,048 tag IDS

LANGUAGES English

Antenna and reader built into one hand-held unit

Read all ISO-compliant microchip/tag technology

Display exhibits the encrypted microchip number when successfully scanned

Scanned tag information can be transmitted to a computer via RS232 port

Communication port for custom applications, and external serial device can be attached for data logging

Battery operated - operate for up to 8 hours or capture up to 10,000 scans per set of batteries

If the memory function of the reader is enabled the reader is able to store up to 2,048 tag IDs

Dust-proof construction

Perform reliably in harsh conditions, including the temperature range of 32° to 122° F (0° to 50° C)

SECTION 4. COSTS/COMPENSATION

A. Submit a firm, fixed-price for the deliverables described in Section 3, Bid Specifications of this solicitation. Quotes which exceed $18,900 will not be considered for award.

B. The cost/price quotation(s) shall include all costs incurred by the vendor and its personnel in the performance of the work. NO ADDITIONAL COSTS WILL BE

REIMBURSED.

SECTION 5. EVALUATION

A. The evaluation committee will be the members of the Colorado Department of Agriculture.

The committee will use criteria to determine the bid(s) that will be most advantageous to the state for the tasks, and/or deliverables described in the Bid Specifications, Section 3 and Submission Requirement Section 6.

B. Bids from offerors that qualify as SDVOSBs will be given additional consideration by the evaluation committee.

SECTION 6. SUBMISSION REQUIREMENTS

A. Questions

1. Questions regarding this IFB will be accepted only in writing via email until August 29, 2016, 12:00 PM, Mountain Time, no questions will be accepted after this date and time.

2. Send questions to patricia.bohm@state.co.us. Include the IFB number in the subject line of the e-mail.

B. Responses

1. Responses will be accepted via e-mail only. Send one (1) electronic version to patricia.bohm@state.co.us. In the body of the e-mail, include:

a. The solicitation number.

b. The solicitation title.

c. The solicitation due date and time.

2. Please limit your response to this IFB to five (5) pages.

C. Submit

1. A complete quote that is consistent with the Bid Specifications in Section 3 of this solicitation.

2. Drawings, if appropriate.

3. A primary offeror point of contact for the project, including name, position description, phone number, and e-mail address.

4. Complete, sign and submit the “Signature Page”, which is Attachment B of this solicitation.

5. Complete, sign and submit page 2 “W-9 form”, which is Attachment C of this solicitation.

6. Cost Proposal based on requirements in section 3 and the budget allocated in section 4.

7. Offeror shall provide a statement that acknowledges Offeror’s willingness to comply with all requirements described in this IFB solicitation, general concept requirements, Purchase Order Terms and Conditions (see Attachment A). NOTE:

If Offeror is not willing to accept all terms and conditions, Offeror should provide a statement of explanation and a listing of all exceptions the Offeror requires. No changes to the legal provisions of the purchase order will be considered unless the Offeror proposes specific, alternative language to that included in the purchase order attached as Attachment A. The request must include a listing of all additions or exceptions, an explanation of why the addition or exception is being sought and what specific effect it will have on the Offeror’s ability to perform the requirements of the solicitation. The Department will not accept any responses that are conditional on acceptance.

SECTION 7. AWARD INFORMATION

A. This is a fixed price solicitation. Pricing must remain firm for the entire term of the purchase order. Any unique changes or modifications to the purchase order will be negotiated on a case-by-case basis ONLY, with final determination made by CDA.

B. CDA reserves the right to reject all quotes and re-solicit at any time prior to the purchase order start date. CDA reserves the right to cancel this solicitation in its entirety at any time without penalty. Illegible quotes or writing shall be deemed non-responsive and will not be evaluated. A quote with missing or inconsistent information may be considered non-responsive and may not be evaluated. CDA will be the sole judge in determining the acceptability of an offer. CDA also reserves the right to reject any or all quotes in part or in whole and to waive technicalities as allowed in the Procurement Rules.

C. Because of the limited competition expected from registered vendors on the State’s Colorado Vendor Self Service (ColoradoVSS) website located at www.colorado.gov/vss for this solicitation, CDA intends to use both ColoradoVSS and additional methods of vendor notification and may make the specifications available to non-registered vendors through additional means. However, quotes submitted by non-registered vendors will not be opened or considered (except as necessary to determine ColoradoVSS registration status) unless, after examination of quotes submitted by ColoradoVSS registered vendors, it is determined that there is not adequate competition among ColoradoVSS registered vendors. If adequate competition exists among registered vendors, quotes from non-registered vendors will not be considered. A vendor is considered registered if its registration is received in the ColoradoVSS system prior to the bid opening time or the due date for receipt of quotes.