Mattress Bid Specifications.pdf

State of Colorado

Department of Military and Veterans Affairs Purchasing and Contracts 6848 S. Revere Parkway

Centennial, CO 80112

DOCUMENTED QUOTE (DQ)

ISSUE DATE: September 14, 2016 DQ NUMBER: DQ1,OAAA,2017000301,1

DQ BID SUBMISSION DEADLINE DATE / TIME: 9/21/2016 11:00 am, MT

FAXED BIDS ARE ACCEPTED.

Purchasing Agent: Emiliano Barela Email: emiliano.barela@dmva.state.co.us Telephone #: (720) 250-1540 Fax #: (720) 250-1579

ALL questions regarding this solicitation must be directed to the Purchasing Agent above.

Bidders are urged to read the DQ Solicitation Document thoroughly and comply with all instructions before submitting a bid.

Documented Quote Title/Description:

Queen and Twin sized mattresses

Modifications:

a. Any modifications or changes to this solicitation will be published on the CO Vendor Self Service

Portal (CO VSS). It is solely the responsibility of the Bidder to monitor the CO VSS for any changes.

b. Deviation from these specifications during the bid process, or changes to the purchase order resulting from this solicitation, will not be allowed unless previously authorized, in writing only, by a modification to the solicitation or purchase order issued from the DMVA Purchasing and Contracts Office.

2. DQ Bid Submission:

a. Complete Solicitation Instructions/Term and Conditions that apply to this solicitation and subsequent award can be found on the CO Vendor Self Service Portal Documented Quote Announcement page, just above the Specifications Section.

b. Responses to this solicitation MUST be received no later than the stated DQ Bid Submission Deadline Date and Time.

c. Submission by mail, email or fax will be accepted.

d. Late bids will not be accepted.

e. All responses require the return of the entire completed DQ Form including pricing pages, signature page, W9, response to all Attachments. The DQ Pricing and Submission Form must reflect all Modifications to this DQ.

f. DQ Pricing and Submission Form must be signed by an individual with express authority to bind the bidding company.

g. The State respects the environment and desires to do business with Bidders who share this concern. The Bidder who is awarded this solicitation agrees that, wherever required, all reports, catalogs, correspondence, or other submittals will be made on recycled paper and with copying on both sides of the pages. (Recycled paper meaning not less than 50% of the total weight consisting of secondary and post-consumer waste, and not less than 10% total weight consisting of post-consumer waste.)

3. Bid Opening:

a. There is no formal opening for this DQ.

b. Results will not be given by phone or fax. For bid results, consult the award section the CO

Vendor Self Service Portal. Allow five days after bid submission date for posting of award notice.

6. Award:

a. DMVA will award this solicitation and enter into an agreement with the winning Bidder through an executed DMVA Purchase Order. DMVA intends to award entirely to one bidder.

b. This solicitation will be awarded to Lowest Responsive Responsible Bid of Total Cost.

c. Award and subsequent Purchase Order will be contingent upon funds being appropriated, budgeted, and otherwise made available.

7. Alternates: See Specifications

8. Bid Evaluation:

a. DMVA will be the sole judge in determining the acceptability of an offer and reserves the right to award the bid in the best interest of the State.

b. Award shall be made to the Bidder who is determined to be the lowest responsible and responsive

Bidder whose bid meets the requirements and criteria set forth in this solicitation. Award shall be subject to specification verification.

c. Low Tie 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 give a preference to resident Bidders. Any Bidder who wishes to be considered a "Resident Bidder" for purposes of the tie bid procedure provided in C.R.S., Section 24-103-202.5 shall include with their bid proof that he/she meets the definition of Resident Bidder as set forth in either C.R.S., Section 24-103-101(6)(a) or C.R.S., Section 24-103-101(6)(b).

d. 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.

9. Non-Responsive:

a. Failure to complete and submit all attachments and forms reflecting any and all Modifications or to follow any instructions in this solicitation will cause the bid to be considered non-responsive.

b. Exceptions taken by any Bidder may cause their bid to be considered non-responsive. The State will be sole judge of what constitutes an allowable exception, and then only if the basic requirements of the specification are essentially unaltered.

c. Any requests to change the State’s Terms and Conditions will cause the bid to be considered non-responsive.

d. By submitting a bid, Bidder agrees that DMVA reserves the right to accept or reject any alternate bids if allowed for in the solicitation.

e. Illegible responses will be rejected as non-responsive, except as provided for by the State of Colorado Fiscal Rule 4.10.

10. Failure to Render Service/Cancellation: In the event the awarded Vendor fails to deliver goods or render service as stated, the State of Colorado reserves the right to cancel this Documented Quote and any award thereof, by written notification. In the case of cancellation, the State reserves the right at its sole discretion to award to another Bidder, to re-bid the items, or to implement other solutions to assure a continued delivery of goods and/or services.

11. Doing Business in Colorado: Vendors wanting to do business in Colorado must register with the Colorado Secretary of State in accordance with Colorado Revised Statute (CRS) 7-90-801. This is the link for the Colorado Secretary of State’s website at http://www.sos.state.co.us . (Recommend going to the “Business Center” section, then opening the “Business Home” page, under the “General Information” section, review the FAQs.)

12. Insurance: The successful bidder shall procure and maintain for the duration of the project the insurance coverage’s identified below.

A. Standard Worker’s Compensation and Employer Liability.

1) As required by State Statute including occupational disease, covering all employees at the work site.

B. General Liability (PL & PD) (Minimum)

1) Combined single limit of $1,000,000, if written on an occurrence basis

2) Any aggregate limit will not be less than $2,000,000.

3) Personal & Advertising Injury not less than $1,000,000

4) Products & Completed Operations Aggregate not less than $2,000,000

C. Automobile Liability (Minimum)

1) Combined Single Limit of $1,000,000

2) Bodily Injury per Person $1,000,000

3) Bodily Injury each Accident $1,000,000

4) Property Damage Liability $1,000,000

D. Fire Damage

1) Fire Damage pays for property damage by a fire caused by the insured. The minimum amount normally provided by a CGL policy is $50,000 for any one fire.

E. The State of Colorado MUST be named as additional insured on all liability policies.

F. Insurance shall include provisions preventing cancellation without 45 days prior notice by certified mail to the State.

13. Beginning Performance: The Vendor is not authorized to begin performance without receipt of a fully executed Purchase Order. If performance begins prior to the receipt of said documents, the State of Colorado will not be obligated to pay for services provided.

14. Remedies: Per Article 109 of the Colorado State Procurement Rules.

15. Specifications:

a. Delivery required no later than: December 15, 2016

b. Goods to be delivered to:

Fort Carson Army Base 8721 Frank Baldwin Rd Fort Carson, CO 80913

c. Purchase Orders to be delivered as whole orders unless otherwise specified.

d. Freight terms to be FOB Destination with all freight charges included.

e. Goods Specification:

Mattresses; fifty three (53) Queen sized and one hundred thirty seven (137) Twin sized. All mattresses are to be Denver Mattress Van Buren Deluxe with Full Encasement or comparable.

If proposing an alternate make / model than what is specified bidders will be required to submit descriptive literature showing make, model etc. of mattresses with their proposal. The State will be sole judge of what constitutes an allowable alternate.

16. Firm Pricing:

a. Pricing must be valid for the term of the award.

b. Pricing to be submitted in the specified Unit of Measure

c. All pricing submitted for bid evaluation must be rounded up or down to the nearest whole cent.

Prices shall not exceed two decimal places (example $5.32). All pricing on the invoice must be in line with the bid price and may not exceed two decimal places.

d. Pricing must be all-inclusive (freight charges included). No extra charges will be allowed.

e. Pricing must be submitted in U. S. Dollars.

17. Bidder Pricing Schedule:

ITEM DESCRIPTION

QTY UNIT OF

MEASURE

UNIT PRICE PRICE EXTENTION

Mattresses; Queen sized

Each

Mattresses; Twin sized

Each

Total:

19. Vendor Information and Signature: All information must be supplied.

The Department of Military and Veterans Affairs has issued this solicitation to establish a price agreement and rates for the good or services listed between the Contractor and the State of Colorado, on behalf of State Agencies, Institutions of Higher Education, Political Subdivisions, eligible Non-

Profits and other entities (including cooperatives), pursuant to the terms of this solicitation and the resulting price agreement.

By your signature, you are verifying that you have read and accepted this solicitation in its entirety, that you are expressly authorized to sign, and that you agree to provide the goods and/or services as outlined in this solicitation in accordance with the State of Colorado Terms and Conditions and any special provisions as published on CO Vendor Self Service Portal.

Vendor Name: By (Print Name):

Business Address: Title:

City, State, Zip: Signature:

Mail POs To Address: Date:

City, State, Zip: FEIN or SS#:

Remittance Address:

City, State, Zip: E-mail: _______________________________________________

Fax: _________________________________________________ Telephone: