MINES24086 Radiation Dosimetry DQ_Final.pdf

Procurement and Contracting 1500 Illinois Street, Room 240

Golden, CO 80401

INVITATION FOR DOCUMENTED QUOTE (DQ) – THIS IS NOT AN ORDER

Bid Number: MINES24086 Radiation Dosimetry DQ

Purchasing Agent: Jennifer Good E-Mail: procurement@mines.edu

BID DUE DATE AND TIME: Thursday, June 20, 2024, 5:00 PM (Mountain Time)

SCHEDULE OF ACTIVITIES DATE TIME (MT)

DQ Publication Friday, May 31, 2024 Written Inquiry Deadline Monday, June 10, 2024 3:00 PM Publication of Responses to Written Inquiries

As soon as available prior to bid due date

DQ Submission Deadline Thursday, June 20, 2024 5:00 PM

SUBMISSION FORMAT:

Submit the following proposal information. Please name each file appropriately per the below.

1. Written responses to REQUIRED INFORMATION FROM BIDDERS.

2. SIGNATURE section, completed and signed

3. Signed W-9, W-8BEN, or W-8BEN-E (whichever applies)

4. Any addenda posted on Bidnet Direct, signed

5. ISO/IEC 17025 Accreditation Certification

6. Dosimeter literature

7. Any other documents or information requested

GENERAL SERVICE DESCRIPTION:

Colorado School of Mines (Mines) is seeking a qualified vendor (Contractor) to supply ionizing radiation dosimeters and provide analysis of dosimeter data.

The purpose of this bid is to obtain pricing for dosimeters and analysis. Totals listed for items are estimated. As it becomes necessary to acquire dosimeters, a Mines representative will place orders either by Purchase Order or Credit Card. There will be no minimum guaranteed order.

This Documented Quote pricing must be valid for a 12-month period with an option to renew for four

(4) additional years.

MANDATORY QUALIFICATIONS:

Below are mandatory qualifications. All Bidders must be able to satisfy these requirements in order for their bid to be considered.

- Must have ISO/IEC 17025 Accreditation.

- Must comply with Nuclear Regulatory Commission (NRC) and any other applicable state or federal regulations.

- Must be able to provide analysis of dosimeter data and NVLAP accredited

- Contractor must obtain and maintain the minimum insurance coverages set forth in Exhibit A, section 11 “INSURANCE” during the duration of the contract.

SCOPE OF WORK:

Contractor(s) must provide the following Goods and Services:

- Radiation dosimeters for approximately 100 users and provide analysis of dosimeter data.

Dosimeter Requirements:

- All components must be contained within the dosimeter housing.

- Must be wearable.

- Must be able to withstand heat, moisture, impact and increased pressure.

Service Requirements:

- Must be able to conduct analysis of collected dosimeter data.

- Ensure timely delivery of new dosimeters before wearing period

- Must provide radiation reports for individual dose exposure:

i. Mines has a certified dosimetry processor on staff to review reports. Review of reports by a Certified Health Physicist (CHP) or another certified processor is not required.

ii. Reports that include review of exposure levels and recommendations at no additional cost are acceptable.

REQUIRED INFORMATION FROM BIDDERS:

In order for your company’s response to be considered responsive by Mines, your bid must respond or provide further information to each of the following questions. Return this section with your responses.

Please list the question as well as your response to each question.

1. Administrative Information:

a. Please list firm name (include any DBAs or parent companies), address, FEIN#, e-mail address and phone number. If you have a Denver Metro office that is different from the firm’s primary location, please provide that information.

b. Provide a company overview and qualifications that pertain to this Documented Quote.

c. Provide evidence of ISO/IEC 17025 accreditation.

d. Has your firm ever operated under a different name? Please list any previous names within the last ten (10) years.

e. Provide a company profile including number of employees, years in business, number of vehicles, size of facility, current inventory, etc. (limit this response to the profile of staffing and facilities located within Colorado that maybe be dispatched to Mines).

f. List whether your firm is registered (on SAM.gov) as a small business or other special business designation (e.g., veteran-owned, woman-owned, minority-owned, HUB-zone, etc.). If any of the designations apply, please be sure your firm’s W-9, W-8BEN, or W- 8BEN-E is noted as such.

g. Awarded Offeror is required to obtain and maintain insurance as outlined in Exhibit A, section 11 “INSURANCE.” Please affirm that your firm can meet these insurance requirements. You may have to check with your insurance carrier to verify that you can meet the requirements. Mines must be listed as additional insurance and subrogation waiver is required. If your company is chosen as an approved vendor, then you must submit proof of insurance with all requirements within 10 days of award.

h. As a note, Mines, as a State of Colorado University of higher education, is exempt from all federal excise taxes and from all state government use taxes. Ensure any pricing excludes taxes. Please confirm acknowledgement.

i. Has your company ever been subject to or filed any litigation, judgements, claims, arbitration proceedings or lawsuits? If yes, provide details and state the current status.

j. Provide contact information (phone number and e-mail address) for at least three (3) references, (preferably higher education) that you authorize Mines to contact. Include description of work completed or product provided, dates of the work, how the reference is relevant to this DQ and Mines.

k. Provide the name, phone number and email address of the person(s) that should be contacted regarding the proposal.

l. Provide the name, phone number and email address for the person(s) who shall be assigned as the direct contact(s) for Mines for the duration of services provided.

m. Provide any Agreement exceptions and/or redlines (a Word version of Exhibit A is available on Bidnet). Please note, not all contract exceptions will be accepted as Mines is a State of Colorado entity. Please confirm acknowledgement.

n. Mines is a pay-to-park campus. All parking information can be found at https://www.mines.edu/parking/. If, as a part of the final Agreement, Offeror must be on campus, Offeror is responsible for all parking costs. Please confirm acknowledgement.

2. Scope of Work:

a. What type of dosimeter are you offering? Please include product literature.

b. Respond to the following analysis questions:

1. What do the analysis reports include/what type of reports are provided?

2. What types of radiation are measured?

https://www.mines.edu/parking/

3. How many times per year does your company provide dosimeter analysis?

4. How are the dosimeters collected for analysis?

5. How long does it take to analyze data and provide reports?

c. Describe methods you use to ensure timely delivery of dosimeters and analysis results.

a. Provide any other information that would help us evaluate your company as qualified for this

DQ.

3. Pricing:

a. Provide a detailed cost summary for the dosimeters.

b. Provide a detailed cost summary for the analysis services.

BID SUBMITTAL AND CONDITIONS:

Bids must be submitted before the bid due date and time. Submission is through the Bidnet Direct website: (http://www.bidnetdirect.com/).

Questions must be submitted via the Bidnet Direct website prior to Monday, June 10, 2024 at

3:00 PM MT.

All bids must include this DQ form completed, answers to the required questions and any additional requested information.

All bids submitted must be signed by a duly authorized official of the company.

Fax or hardcopy bids will not be accepted.

Mines reserves the right to reject any or all submittals.

Mines will not accept a quote as a bid.

Mines may allow Bidders an opportunity to cure minor submissions errors.

Colorado School of Mines encourages participation from all types of businesses including, but not limited to: Small, Minority-Owned, Women-Owned, Disabled Veteran-owned, Veteran-Owned, and Large. If your company can provide the goods and/or services as requested, we encourage you to respond to this solicitation.

COMMUNICATIONS:

All communications regarding this solicitation should be sent via e-mail to: Jennifer Good at procurement@mines.edu.

Jennifer Good shall be the sole point of contact for this solicitation. This DQ and any written modifications, as posted on the Bidnet Direct website, represent the entire solicitation. Any information about this solicitation received by Bidders from sources other than from the documents posted on the Bidnet Direct or via an email from the Procurement and Contracting Department shall have no effect on the solicitation.

http://www.bidnetdirect.com/ mailto:procurement@mines.edu

Bidders finding fault in the specifications contained in this bid should notify the Purchasing Agent listed in this solicitation upon receipt of this DQ.

MODIFICATIONS / ADDENDUM:

In the event that it becomes necessary to revise or modify any part of this DQ, an addendum will be posted on Bidnet Direct (http://www.bidnetdirect.com/colorado). It shall be the responsibility of the Bidder to check the Bidnet Direct website periodically to see if any modifications have been issued.

Failure to retrieve such modifications, and include their provisions in your bid response, may result in your bid being disqualified.

AWARD:

The factors to determine the award of this DQ shall be as follows in no order of precedence:

1. Pricing.

2. The bid that is most advantageous for Mines.

3. Bidder's ability to fulfill the scope of work.

Mines may evaluate the bids received to bid responsiveness, bidder responsibility, and, at the Mines opinion, other relevant factors.

Award will be posted on the Bidnet Direct website.

CONTRACT TERM AND CONTRACT TERMS:

Upon award, a Colorado School of Mines Contract will be executed (a sample contract is attached as Exhibit A. All items and terms within the contract and the scope of work will apply to this DQ. It is the responsibility of Bidders to provide any exceptions to the contract. Note: Mines is a State of Colorado entity therefore not all exceptions will be accepted.

The Contract Term will be for a period of one (1) year from the date of award. Mines shall have the option to renew the contract for up to five (5) total years with the same terms and conditions.

PROCUREMENT POLICY:

Procurement Policy is linked below, please review for any questions or concerns https://www.mines.edu/policy-library/wp-content/uploads/sites/87/2020/05/Procurement-Policy-and- Procedures-May-2020.pdf http://www.bidnetdirect.com/colorado https://www.mines.edu/policy-library/wp-content/uploads/sites/87/2020/05/Procurement-Policy-and-Procedures-May-2020.pdf https://www.mines.edu/policy-library/wp-content/uploads/sites/87/2020/05/Procurement-Policy-and-Procedures-May-2020.pdf

SIGNATURE:

Bidder’s Legal Name:

Printed Name of Authorized Representative:

Signature of Authorized Representative:

Title:

Telephone:

Email:

Date of Signature:

Agreement number:

Solicitation number:

Rev. 2-9-2021

Exhibit A

SAMPLE - PERSONAL SERVICES AGREEMENT

This Agreement (“Agreement”) is entered into by and between (company name) located at (address) (“Contractor”), and the Board of Trustees of the Colorado School of Mines, for and on behalf of the Colorado School of Mines, a public institution of higher education located at 1500 Illinois Street, Golden, Colorado 80401 (“Mines”). Contractor and Mines hereby agree to the following terms and conditions.

AGREEMENT

1. EFFECTIVE DATE AND NOTICE OF NONLIABILITY

This Agreement shall not be enforceable until it is approved and signed by both parties and is effective upon the date of final signature (the “Effective Date”). Mines shall not be liable to pay or reimburse Contractor for any performance hereunder including, but not limited to, costs or expenses incurred, or be bound by any provision hereof prior to the Effective Date.

2. RECITALS

A. Authority, Appropriation, and Approval

Authority to enter into this Agreement exists in the law and funds have been budgeted, appropriated and otherwise made available and a sufficient encumbered balance thereof remains available for payment.

B. Consideration The parties acknowledge that the mutual promises and covenants contained herein and other good and valuable consideration are sufficient and adequate to support this Agreement.

C. Purpose Briefly describe the Agreement's purpose

3. TERM

A. Initial Term

The parties’ respective performances under this Agreement shall commence on the later of either the Effective Date. This Agreement shall terminate on (end date) unless sooner terminated or further extended as specified elsewhere herein.

B. Two Month Extension [Delete if not applicable] If the parties are negotiating a replacement Agreement (and not merely seeking a term extension) at or near the end of any individual term or renewal term, Mines, at its sole discretion may unilaterally extend the term of this Agreement for a period not to exceed two months. Such extension shall become effective upon written notice, to Contractor at least 5 days prior to the termination date, addressed and in form as provided in§14.The provisions of this Agreement shall remain in effect during the two month extension beginning on the date when such notice is given, including, but not limited to prices, rates, and delivery requirements. The two-month extension shall immediately terminate when and if a replacement Agreement is approved and signed by Mines.

C. Mines’ Option to Extend [Delete if not applicable] Mines may require continued performance at the same rates and same terms specified in the Agreement. If Mines exercises this option, it shall provide written notice to Contractor at least 30 days prior to the end of the current Agreement term in a form substantially equivalent to Exhibit ___ (the “Option Letter”). If exercised, the provisions of the Option Letter shall become part of and be incorporated into this Agreement. The total duration of this Agreement, including the exercise of any options under this clause, shall not exceed (enter number of years).

D. Early Termination in the Public Interest Mines is entering into this Agreement for the purpose of carrying out the mission of Mines. If this Agreement ceases to further the mission of Mines, Mines, in its sole discretion, may terminate this Agreement in whole or in part. Exercise by Mines of this right shall not constitute a breach of Mines’ obligations hereunder. This subsection shall not apply to a termination of this Agreement by Mines for cause or breach by Contractor, which shall be governed by §12(A) or as otherwise specifically provided for herein.

i. Method and Content Mines shall notify Contractor of such termination in accordance with §14. The notice shall specify the effective date of the termination and whether it affects all or a portion of this Agreement.

ii. Obligations and Rights Upon receipt of a termination notice, Contractor shall be subject to and comply with the same obligations and rights set forth in §13(A)(i).

iii. Payments If this Agreement is terminated by Mines pursuant to this §3(D), Contractor shall be paid an amount which bears the same ratio to the total reimbursement under this Agreement as Contractor’s obligations that were satisfactorily performed bear to the total obligations set forth in this Agreement, less payments previously made. Additionally, if this Agreement is less than 60% completed, Mines may reimburse Contractor for a portion of actual out-of-pocket expenses (not otherwise reimbursed under this Agreement) incurred by Contractor which are directly attributable to the uncompleted portion of Contractor’s obligations hereunder; provided that the sum of any and all reimbursement shall not exceed the maximum amount payable to Contractor hereunder.

E. Termination for Convenience Mines shall have a right to terminate this Agreement by giving Contractor at least thirty (30) days notice by certified or registered mail, return receipt requested, or by any method of actual notice, pursuant to the notice provisions of this Agreement. If notice is so given, this Agreement shall terminate on the later of the expiration of the thirty (30) days or the stated date of termination, and the liability of the parties hereunder for further performance of the terms of this Agreement shall thereupon cease, but the parties shall not be released from the duty to perform their respective obligations under this Agreement up to the date of termination.

4. STATEMENT OF WORK

A. Completion

Contractor shall complete the requirements defined in the Statement of Work and its other obligations as described herein and in Exhibit ____ on or before (end date). Mines shall not be liable to compensate Contractor for any work performed prior to the Effective Date or after the termination of this Agreement.

B. Goods and Services Contractor shall procure goods and services necessary to complete the requirements of this Agreement. Such procurement shall be accomplished using the Agreement funds and shall not increase the maximum amount payable hereunder by Mines.

C. Employees All persons employed by Contractor or subcontractors to perform work under this Agreement shall be Contractor’s or subcontractors’ employee(s) for all purposes hereunder and shall not be employees of Mines for any purpose as a result of this Agreement.

5. PAYMENTS TO CONTRACTOR

The terms of payment for this Agreement are set as [choose applicable:] Fixed Price / Lump Sum / Cost Reimbursement / Time and Materials / Hourly. Payment Schedule is included and incorporated herein as Exhibit ____. Mines shall, in accordance with the provisions of this section, pay Contractor in the amounts and using the methods set forth below:

A. Maximum Amount

The maximum amount payable under this Agreement to Contractor by Mines is $(enter amount) as determined by Mines from available funds. Payments to Contractor are limited to the unpaid obligated balance of the Agreement set forth in Exhibit ____ Insert letter of applicable Exhibit (A, B, C, etc). The maximum amount payable by Mines to Contractor during each Mines fiscal year (fiscal years run from July 1st through June 30th of the succeeding year, and fiscal year dates are marked for the year on which the June 30th date falls) of this Agreement shall be:

$ in FY

$ in FY $ in FY

B. Payment

i. Advance, Interim and Final Payments Any advance payment allowed under this Agreement or in Exhibit ___Insert letter of applicable Exhibit (A, B, C, etc) shall comply with Colorado School of Mines Financial Policies and be made in accordance with the provisions of this Agreement or such Exhibit.

Contractor shall initiate any payment requests by submitting invoices to Mines in the form and manner set forth and approved by Mines.

ii. Interest Mines shall fully pay each invoice within 45 days of receipt thereof if the amount invoiced represents performance by Contractor previously accepted by Mines. Uncontested amounts not paid by Mines within 45 days shall bear interest on the unpaid balance beginning on the 46th day at a rate not to exceed one (1%) percent per month until paid in full; provided, however, that interest shall not accrue on unpaid amounts that are subject to a good faith dispute. Contractor shall invoice Mines separately for accrued interest on delinquent amounts. The billing shall reference the delinquent payment, the number of day’s interest to be paid and the interest rate.

iii. Payment Disputes If Contractor disputes any calculation, determination or amount of any payment, Contractor shall notify Mines in writing of its dispute within 30 days following the earlier to occur: 1) Contractor’s receipt of the payment; or, 2) notification of the determination or calculation of the payment by Mines. Mines will review the information presented by Contractor and may make changes to its determination based on this review. The calculation, determination or payment amount that results from Mines’ review shall not be subject to additional dispute under this subsection. No payment subject to a dispute under this subsection shall be due until after Mines has concluded its review, and Mines shall not pay any interest on any amount during the period it is subject to dispute under this subsection.

iv. Available Funds-Contingency-Termination Financial obligations of Mines payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. If federal funds are used to fund this Agreement, in whole or in part, Mines’ performance hereunder is contingent upon the continuing availability of such funds. Payments pursuant to this Agreement shall be made only from available funds encumbered for this Agreement and Mines’ liability for such payments shall be limited to the amount remaining of such encumbered funds. If Mines funds are not appropriated, or otherwise become unavailable to fund this Agreement, Mines may terminate this Agreement immediately, in whole or in part, without further liability in accordance with the provisions hereof.

v. Erroneous Payments At Mines’ sole discretion, payments made to Contractor in error for any reason, including, but not limited to overpayments or improper payments, and unexpended or excess funds received by Contractor, may be recovered from Contractor by deduction from subsequent payments under this Agreement or other contracts, grants or agreements between Mines and Contractor or by other appropriate methods and collected as a debt due to Mines.

Such funds shall not be paid to any person or entity other than Mines.

vi. Use of Funds Agreement funds shall be used only for eligible costs identified herein and/or in the budget.

6. REPORTING - NOTIFICATION

Reports, Evaluations, and Reviews required under this Agreement section shall be in accordance with the procedures of and in such form as prescribed by Mines and in accordance with the Statement of Work. If Federal Funds are used for any portion of this Agreement, Federal Fund Reporting requirements shall be further detailed in Addendum One to this Agreement and incorporated herein by reference. If no Federal Funds are used, there shall be no Addenda to this Agreement, other than those Exhibits referred to and incorporated herein.

A. Litigation Reporting

Within 10 days after being served with any pleading in a legal action filed with a court or administrative agency, related to this Agreement or which may affect Contractor’s ability to perform its obligations hereunder, Contractor shall notify Mines of such action and deliver copies of such pleadings to Mines’ Legal Department.

B. Subcontracts Copies of any and all subcontracts entered into by Contractor to perform its obligations hereunder shall be submitted to Mines or its principal representative upon request by Mines.

Any and all subcontracts entered into by Contractor related to its performance hereunder shall comply with all applicable federal and state laws and shall provide that such subcontracts be governed by the laws of the State of Colorado.

7. CONTRACTOR RECORDS

A. Maintenance

Contractor shall make, keep, maintain, and allow inspection and monitoring by Mines of a complete file of all records, documents, communications, notes and other written materials, electronic media files, and communications, pertaining in any manner to the Work or the delivery of Services or Goods hereunder. Contractor shall maintain such records until the last to occur of: (i) a period of three years after the date this Agreement expires or is sooner terminated, or (ii) final payment is made hereunder, or (iii) the resolution of any pending Agreement matters, or (iv) if an audit is occurring, or Contractor has received notice that an audit is pending, until such audit has been completed and its findings have been resolved (collectively, the “Record Retention Period”).

B. Inspection Contractor shall permit Mines, the federal government and any other duly authorized agent of a governmental agency to audit, inspect, examine, excerpt, copy and/or transcribe Contractor's records related to this Agreement during the Record Retention Period for a period of three years following termination of this Agreement or final payment hereunder, whichever is later, to assure compliance with the terms hereof or to evaluate performance hereunder. Mines reserves the right to inspect the Work at all reasonable times and places during the term of this Agreement, including any extensions or renewals. If the Work fails to conform to the requirements of this Agreement, Mines may require Contractor promptly to bring the Work into conformity with Agreement requirements, at Contractor’s sole expense.

If the Work cannot be brought into conformance by re-performance or other corrective measures, Mines may require Contractor to take necessary action to ensure that future performance conforms to Agreement requirements and exercise the remedies available under this Agreement, at law or in equity, in lieu of or in conjunction with such corrective measures.

C. Monitoring Contractor shall permit Mines, the federal government, and governmental agencies having jurisdiction, in their sole discretion, to monitor all activities conducted by Contractor pursuant to the terms of this Agreement using any reasonable procedure, including, but not limited to:

internal evaluation procedures, examination of program data, special analyses, on-site checking, formal audit examinations, or any other procedures. All monitoring controlled by Mines shall be performed in a manner that shall not unduly interfere with Contractor’s performance hereunder.

D. Final Audit Report If an audit is performed on Contractor’s records for any fiscal year covering a portion of the term of this Agreement, Contractor shall submit a copy of the final audit report to Mines or its principal representative at the address specified herein.

8. RIGHTS IN DATA, DOCUMENTS, AND COMPUTER SOFTWARE

Any, software, research, reports, studies, data, photographs, negatives or other documents, drawings, models, materials, or Work Product, including copyrights to Work Product, of any type, including drafts, prepared by Contractor in the performance of its obligations under this Agreement shall be the exclusive property of Mines and, all Work Product shall be delivered to Mines by Contractor upon completion or termination hereof. Mines’ exclusive rights in such Work Product shall include, but not be limited to, the right to copy, publish, display, transfer, and prepare derivative works without obligation of royalty or future payment for such works unless otherwise defined herein. Contractor shall not use, willingly allow, cause or permit such Work Product to be used for any purpose other than the performance of Contractor’s obligations hereunder without the prior written consent of Mines.

Any user information or any other data Mines sends to the vendor or enters into an application/system is owned by Mines (“Mines Data”) in conjunction with §18(J), Special Provisions. Mines Data includes, but is not limited to all personal identifiable information, student data, metadata, user content, intellectual property, and reasonably assumed information belonging solely to Mines, its employees or students. All rights, title and interest in the Mines Data remains with Mines. Mines agrees to grant Contractor a non-transferable, non-exclusive right and license (with limited right to sub-license to its related entities and subcontractors) to use the Mines Data, solely for the purposes of performing the scope contemplated by this Agreement. The Contractor will not share or sell any email or contract information, nor use such information for marketing.

Contractor may have limited use of personally identifiable information for Mines product development, research, or other purposes within the scope of this Agreement. When such personally identifiable information has been de-identified (“De-identified Data”). De-identified Data is data that has all direct and indirect personal identifiers removed by Mines. This includes, but is not limited to, name, ID number, date of birth, demographic information, location information, and school ID. Furthermore, Contractor agrees to not attempt to re-identify De-identified Data and not to transfer De-identified Data without Mines authorization.

9. CONFIDENTIAL INFORMATION-MINES RECORDS

Contractor shall comply with the provisions of this section if it becomes privy to confidential information in connection with its performance hereunder. Confidential information includes, but is not necessarily limited to, any Mines records, personnel records, and information concerning individuals. Such information shall not include information required to be disclosed pursuant to the Colorado Open Records Act, CRS §24-72-101, et seq.

A. Confidentiality

Contractor, and Contractors employees and subcontractors shall keep all Mines records and information confidential at all times and comply with all laws and regulations concerning confidentiality of information. Any request or demand by a third party for Mines records and information in the possession of Contractor shall be immediately forwarded to Mines’ principal representative.

B. Notification Contractor shall notify its agent, employees, subcontractors and assigns who may come into contact with Mines records and confidential information that each is subject to the confidentiality requirements set forth herein, and shall provide each with a written explanation of such requirements before permitting them to access such records and information.

C. Use, Security, and Retention Confidential information of any kind shall not be distributed or sold to any third party or used, published, or copied by Contractor or its agents in any way, except as authorized by this Agreement or approved in writing by Mines. Contractor shall provide and maintain a secure environment that ensures confidentiality of all Mines records and other confidential information wherever located. Confidential information shall not be retained in any files or otherwise by Contractor or its agents, except as permitted in this Agreement or approved in writing by Mines. Further requirements of Data Protection are described in Section 17(J), Special Provisions.

If Contractor becomes aware of any improper or unauthorized use or disclosure of Mines records or confidential information, it shall immediately notify Mines, and cooperate with Mines regarding the recovery and remediation efforts, including the involvement of law enforcement, as determined by Mines. Identification or discovery of a known security risk or unauthorized access or disclosure of Mines Confidential Information of any nature shall require immediate notice to the following Mines email contacts:

security@mines.edu; and, privacy@mines.edu

D. Disclosure-Liability Disclosure of Mines records or other confidential information by Contractor for any reason may be cause for legal action by third parties against Contractor, Mines or their respective agents. Contractor shall indemnify, save, and hold harmless Mines, its employees and agents, against any and all claims, damages, liability and court awards including costs, expenses, and attorney fees and related costs, incurred as a result of any act or omission by Contractor, or its employees, agents, Subcontractors, or assignees pursuant to this §9.

E. Family Education Rights and Privacy Act The Family Education Rights and Privacy Act (FERPA) and the obligations to Contractor are described in §18(K), Special Provisions. Educational Records under FERPA shall be treated as Confidential information.

10. REPRESENTATIONS AND WARRANTIES

Contractor makes the following specific representations and warranties, each of which was relied on by Mines in entering into this Agreement.

A. Standard and Manner of Performance

Contractor shall perform its obligations hereunder in accordance with the highest standards of care, skill and diligence in Contractor’s industry, trade, or profession and in the sequence and manner set forth in this Agreement.

B. Legal Authority – Contractor Signatory Contractor warrants that it possesses the legal authority to enter into this Agreement and that it has taken all actions required by its procedures, and by-laws, and/or applicable laws to exercise that authority, and to lawfully authorize its undersigned signatory to execute this Agreement, or any part thereof, and to bind Contractor to its terms. If requested by Mines, Contractor shall provide Mines with proof of Contractor’s authority to enter into this Agreement within 15 days of receiving such request.

C. Licenses, Permits, Etc.

Contractor represents and warrants that as of the Effective Date it has, and that at all times during the term hereof it shall have and maintain, at its sole expense, all licenses, certifications, approvals, insurance, permits, and other authorizations required by law to perform its obligations hereunder. Contractor warrants that it shall maintain all necessary licenses, certifications, approvals, insurance, permits, and other authorizations required to properly perform this Agreement, without reimbursement by Mines or other adjustment in Agreement funds. Additionally, all employees, agents, and subcontractors of Contractor performing services under this Agreement shall hold all required licenses or certifications, if any, to perform their responsibilities. If Contractor is a foreign corporation, limited liability company, partnership or other foreign entity transacting business in the State of Colorado, Contractor further warrants that it currently has obtained and shall maintain any applicable mailto:security@mines.edu mailto:privacy@mines.edu certificate of authority to transact business in the State of Colorado and has designated a registered agent in Colorado to accept service of process. Such certificate of authority and designation of a registered agent for a foreign entity shall be disclosed immediately to Mines upon request. Any revocation, withdrawal or non-renewal of licenses, certifications, approvals, insurance, permits or any such similar requirements necessary for Contractor to properly perform the terms of this Agreement is a material breach by Contractor and constitutes grounds for termination of this Agreement.

11. INSURANCE

Contractor shall obtain and maintain, and ensure that each Subcontractor shall obtain and maintain, insurance as specified in this section at all times during the term of this Agreement.

All insurance policies required by this Agreement shall be issued by insurance companies as approved by the State.

A. Workers’ Compensation Workers’ compensation insurance as required by state statute, and employers’ liability insurance covering all Contractor or Subcontractor employees acting within the course and scope of their employment.

B. General Liability Commercial general liability insurance covering premises operations, fire damage, independent contractors, products and completed operations, blanket contractual liability, personal injury, and advertising liability with minimum limits as follows:

i. $1,000,000 each occurrence;

ii. $1,000,000 general aggregate;

iii. $1,000,000 products and completed operations aggregate; and

iv. $50,000 any one fire.

C. Automobile Liability

Automobile liability insurance covering any auto (including owned, hired and non-owned autos) with a minimum limit of $1,000,000 each accident combined single limit.

D. Protected Information Liability insurance covering all loss of Mines Confidential Information, such as PII, PHI, PCI, Tax Information, and CJI, and claims based on alleged violations of privacy rights through improper use or disclosure of protected information with minimum limits as follows:

i. $1,000,000 each occurrence; and

ii. $2,000,000 general aggregate.

E. Professional Liability Insurance

Professional liability insurance covering any damages caused by an error, omission or any negligent act with minimum limits as follows:

ii. $1,000,000 general aggregate.

F. Crime Insurance

Crime insurance including employee dishonesty coverage with minimum limits as follows:

ii. $1,000,000 general aggregate.

G. Additional Insured

The Board of Trustees of the Colorado School of Mines for and on behalf of the Colorado School Mines shall be named as additional insured on all commercial general liability policies (leases and construction contracts require additional insured coverage for completed operations) required of Contractor and Subcontractors.

H. Primacy of Coverage Coverage required of Contractor and each Subcontractor shall be primary over any insurance or self-insurance program carried by Contractor or Mines.

I. Cancellation The above insurance policies shall include provisions preventing cancellation or non-renewal, except for cancellation based on non-payment of premiums, without at least 30 days prior notice to Contractor and Contractor shall forward such notice to Mines in accordance with §14 within seven days of Contractor’s receipt of such notice.

J. Subrogation Waiver All insurance policies secured or maintained by Contractor or its Subcontractors in relation to this Agreement shall include clauses stating that each carrier shall waive all rights of recovery under subrogation or otherwise against Contractor or Mines, its agencies, institutions, organizations, officers, agents, employees, and volunteers.

K. Public Entities If Contractor is a "public entity" within the meaning of the Colorado Governmental Immunity Act, §24-10-101, et seq., C.R.S. (the “GIA”), Contractor shall maintain, in lieu of the liability insurance requirements stated above, at all times during the term of this Agreement such liability insurance, by commercial policy or self-insurance, as is necessary to meet its liabilities under the GIA. If a Subcontractor is a public entity within the meaning of the GIA, Contractor shall ensure that the Subcontractor maintain at all times during the terms of this Agreement, in lieu of the liability insurance requirements stated above, such liability insurance, by commercial policy or self-insurance, as is necessary to meet the Subcontractor’s obligations under the GIA.

L. Certificates Contractor shall provide to Mines certificates evidencing Contractor’s insurance coverage required in this Agreement within seven Business Days following the Effective Date.

Contractor shall provide to Mines certificates evidencing Subcontractor insurance coverage required under this Agreement within seven Business Days following the Effective Date, except that, if Contractor’s subcontract is not in effect as of the Effective Date, Contractor shall provide to Mines certificates showing Subcontractor insurance coverage required under this Agreement within seven Business Days following Contractor’s execution of the subcontract. No later than 15 days before the expiration date of Contractor’s or any Subcontractor’s coverage, Contractor shall deliver to Mines certificates of insurance evidencing renewals of coverage. At any other time during the term of this Agreement, upon request by Mines, Contractor shall, within seven Business Days following the request by Mines, supply to Mines evidence satisfactory to Mines of compliance with the provisions of this section.

12. BREACH

A. Defined

In addition to any breaches specified in other sections of this Agreement, the failure of either Party to perform any of its material obligations hereunder, in whole or in part or in a timely or satisfactory manner, constitutes a breach. The institution of proceedings under any bankruptcy, insolvency, reorganization or similar law, by or against Contractor, or the appointment of a receiver or similar officer for Contractor or any of its property, which is not vacated or fully stayed within 20 days after the institution or occurrence thereof, shall also constitute a breach.

B. Notice of Creditor Bankruptcy or Receiver Contractor shall notify Mines within 5 days after Contractor becomes aware of any proceeding in bankruptcy or of an action where a receiver of Contractor’s business or assets has been requested. Contractor shall promptly notify Mines of any pending legal action against Contractor which may impede Contractor’s ability to satisfy this Agreement.

C. Notice and Cure Period In the event of a breach, notice of such shall be given in writing by the aggrieved Party to the other Party in the manner provided in §14. If such breach is not cured within 30 days of receipt of written notice, or if a cure cannot be completed within 30 days, or if cure of the breach has not begun within 30 days and pursued with due diligence, Mines may exercise any of the remedies set forth in §13. Notwithstanding anything to the contrary herein, Mines, in its sole discretion, need not provide advance notice or a cure period and may immediately terminate this Agreement in whole or in part if reasonably necessary to preserve public safety or to prevent immediate public crisis.

13. REMEDIES

If Contractor is in breach under any provision of this Agreement, Mines shall have all of the remedies listed in this §13 in addition to all other remedies set forth by law and in other sections of this Agreement following the notice and cure period set forth in §12(C). Mines may exercise any or all of the remedies available to it, in its sole discretion, concurrently or consecutively.

A. Termination for Cause and/or Breach

Mines may terminate this entire Agreement or any part of this Agreement. Exercise by Mines of this right shall not be a breach of its obligations hereunder. Contractor shall continue performance of this Agreement to the extent not terminated, if any.

i. Obligations and Rights To the extent specified in any termination notice, Contractor shall not incur further obligations or render further performance hereunder past the effective date of such notice, and shall terminate outstanding orders and subcontracts with third parties. However, Contractor shall complete and deliver to Mines all Work, Services and Goods, not cancelled by the termination notice and may incur obligations as are necessary to do so within this Agreement’s terms. At the sole discretion of Mines, Contractor shall assign to Mines all of Contractor’s right, title, and interest under such terminated orders or subcontracts. Upon termination, Contractor shall take timely, reasonable and necessary action to protect and preserve property in the possession of Contractor in which Mines has an interest. All materials owned by Mines in the possession of Contractor shall be immediately returned to Mines. All Work Product, at the option of Mines, shall be delivered by Contractor to Mines and shall become Mines’ property. Work Product means the tangible and intangible results of the Work, whether finished or unfinished, including drafts.

Work Product includes, but is not limited to, documents, text, software (including score code), research reports, proposals, specifications, plans, notes, studies, data, images, photographs, negatives, pictures, drawings, designs, models, surveys, maps, materials, ideas, concepts, know-how, and any other results of Work. Work Product does not include any material that was developed prior to the Effective Date that is used, without modification, in that performance of the Work.

ii. Payments Mines shall reimburse Contractor only for accepted performance up to the date of termination. If, after termination by Mines, it is determined that Contractor was not in breach or that Contractor's action or inaction was excusable, such termination shall be treated as a termination in the public interest and the rights and obligations of the parties shall be the same as if this Agreement had been terminated in the public interest, as described herein.

iii. Damages and Withholding Notwithstanding any other remedial action by Mines, Contractor shall remain liable to Mines for any damages sustained by Mines by virtue of any breach under this Agreement by Contractor or by Contractors’ acts of negligence, and Mines may withhold any payment to Contractor for the purpose of mitigating Mines’ damages, until such time as the exact amount of damages due to Mines from Contractor is determined. Mines may withhold any amount that may be due Contractor as Mines deems necessary to protect Mines against loss, including loss as a result of Contractors’ negligence, outstanding liens, claims of former lien holders, or for the excess costs incurred in procuring similar goods or services. Contractor shall be liable for excess costs incurred by Mines in procuring from third parties replacement Work, Services or substitute Goods as cover.

B. Remedies Not Involving Termination Mines, in its sole discretion, may exercise one or more of the following remedies in addition to other remedies available to it:

i. Suspend Performance Suspend Contractor’s performance with respect to all or any portion of this Agreement pending necessary corrective action as specified by Mines without entitling Contractor to an adjustment in price/cost or performance schedule. Contractor shall promptly cease performance and incurring costs in accordance with Mines’ directive and Mines shall not be liable for costs incurred by Contractor after the suspension of performance under this provision.

ii. Withhold Payment Withhold payment to Contractor until corrections in Contractor’s performance are satisfactorily made and completed.

iii. Deny Payment Deny payment for those obligations not performed, that due to Contractor’s actions or inactions, cannot be performed or, if performed, would be of no value to Mines; provided, that any denial of payment shall be reasonably related to the value to Mines of the obligations not performed.

iv. Removal Notwithstanding any other provision herein, Mines may demand immediate removal of any of Contractor’s employees, agents, or Subcontractors whom Mines deems incompetent, careless, insubordinate, unsuitable, or otherwise unacceptable, or whose continued relation to this Agreement is deemed to be contrary to the public interest or Mines’ best interest.

v. Intellectual Property If Contractor infringes on a patent, copyright, trademark, trade secret or other intellectual property right while performing its obligations under this Agreement, Contractor shall, at Mines’ option (a) obtain for Mines or Contractor the right to use such products and services; (b) replace any Goods, Services, or other product involved with non-infringing products or modify them so that they become non-infringing; or, (c) if neither of the foregoing alternatives are reasonably available, remove any infringing Goods, Services, or products and refund the price paid therefore to Mines.

14. NOTICES and REPRESENTATIVES A. Notices

Each individual identified below is the principal representative of the designating Party for contractual notices. All notices required to be given hereunder shall be hand delivered with receipt required, sent by certified or registered mail to such Party’s principal representative at the address set forth below. In addition to, but not in lieu of a hard-copy notice, notice also may be sent by e-mail to the e-mail addresses, if any, set forth below. Either Party may from time to time designate by written notice substitute addresses or persons to whom such notices shall be sent. Unless otherwise provided herein, all notices shall be effective upon receipt.

Mines:

Colorado School of Mines Purchasing Department 1500 Illinois Street Golden, CO 80401 Email: procurement@mines.edu

Contractor:

Company Name Department Name Address City, State Zip Email:

B. Representative For the purpose of this Agreement, the individuals identified below are hereby designated representatives of the respective parties. With respect to the representative of Mines, such individual shall have the authority to inspect and reject services, approve invoices for payment, and act otherwise for Mines, except with respect to the execution of formal Agreement amendments to or termination of this Agreement. Either party may from time to time designate in writing new or substitute representatives.

Mines:

Mines representative Colorado School of Mines 1500 Illinois Street Golden, CO 80401

Phone:

Contractor:

Company Name Department Name Address City, State Zip

15. CONFLICTS OF INTEREST

Contractor shall not engage in any business or personal activities or practices or maintain any relationships that conflict in any way with the full performance of Contractor’s obligations hereunder. Such a conflict of interest would arise when a Contractor or Subcontractor’s employee, officer or agent were to offer or provide any tangible personal benefit to an employee of the State, or any member of his or her immediate family or his or her partner, related to the award of, entry into or management or oversight of this Agreement. Contractor acknowledges that with respect to this Agreement, even the appearance of a conflict of interest is harmful to Mines’ interests.

Absent Mines’ prior written approval, Contractor shall refrain from any practices, activities or relationships that reasonably appear to be in conflict with the full performance of Contractor’s obligations to Mines hereunder. If a conflict or appearance exists, or if Contractor is uncertain whether a conflict or the appearance of a conflict of interest exists, Contractor shall submit to Mines a disclosure statement setting forth the relevant details for Mines’ consideration. Failure to promptly submit a disclosure statement or to follow Mines’ direction in regard to the apparent conflict constitutes a breach of this Agreement. This §15 shall be read in conjunction with §18(I), Special Provisions.

16. GOVERNMENTAL IMMUNITY

Liability for claims for injuries to persons or property arising from the negligence of the State of Colorado, its departments, institutions, agencies, boards, officials, and employees is controlled and limited by the provisions of the Governmental Immunity Act CRS §§24-10-101, et seq.