MINES25016 Diploma Covers 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: MINES25016 Diploma Cover DQ

Purchasing Agent: Tyler Guerra E-Mail: procurement@mines.edu

BID DUE DATE AND TIME: Monday, November 4, 2024, 5:00 PM (Mountain Time)

SCHEDULE OF ACTIVITIES DATE TIME (MT)

DQ Publication Wednesday, October 9, 2024 Written Inquiry Deadline Friday, October 18, 2024 3:00 PM Publication of Responses to Written Inquiries

As soon as available prior to bid due date

DQ Submission Deadline Monday, November 4, 2024 5:00 PM

SUBMISSION FORMAT:

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

1. SIGNATURE section, completed and signed

2. Completed Documented Quote Paperwork/Pricing

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

4. Any addenda posted on Bidnet Direct, signed

5. Product Literature

6. Any other documents or information requested

SUBMISSION REQUIREMENTS:

Below are mandatory Bid requirements. All Bidders must be able to satisfy these requirements in order for their bid to be considered. Failure to meet these requirements will result in Bid rejection. Please note that both a physical sample as well as a full Bid response on Bidnet Direct are required for your Bid to be deemed responsive (see “BID SUBMITTAL AND CONDITIONS” for Bidnet instructions).

1) All Bidders shall provide a physical sample of the Cover with outside and inside graphics and paper insert.

2) Samples should be mailed to:

Colorado School of Mines 1500 Illinois St., Suite 224 Golden, CO 80401 Attn; Procurement – MINES25016

Please ensure that your firm name is noted both on the outside and inside of your sample package.

DESCRIPTION:

Colorado School of Mines (Mines) seeks bids for Diploma Covers (“Covers”) on a “FOB Destination, prepay and add” basis.

SPECIFICATION OF GOODS:

The silver-plated metal diplomas are 5″H by 5.75″W. The diploma Cover holds the 5”H by 5.75”W metal diploma, secured with two (2) white silk ribbons on the bottom corners. The metal plate has adhesive on the back at the top middle position and adheres to the white silk moiré of the cover itself.

The cover must be left bound and open like a book. The left inside Cover must have a black and white depiction of Guggenheim Hall. The outside of the Cover must be navy blue. The front must have the Mines triangle in silver, 2 ½ inches tall.

The Cover must hold a paper certificate when given to the student. The certificate must be 3”H x 5”W full color printed cardstock. Exact artwork will be provided by Mines prior to ordering and a proof of the card must be approved by Mines prior to printing.

Required Diploma Specifications:

1) Description: Turned Edge Certificate Cover

2) Insert Size 3"H x 5"W

3) Insert Material: Print on Cardstock (Full Color)

4) Material: Blue Leatherette

5) Pockets - 2 5/8 white gros grain ribbon

6) Padded cover

7) Front cover - foil stamped

8) Inside cover left side black and white screen print

9) White Morrie lining on both inside panels

Photo examples of the Diploma Cover are available in the attached Exhibit A.

SPECIFICATION OF SERVICES:

Diploma Covers are ordered once per calendar year in March. Additional smaller quantities may be ordered at other times during the year, depending on need.

Diploma Covers must be shipped directly to the ordering department.

Mines hands out approximately 3000 Covers annually.

Shipping costs are to be included in the cost per diploma Cover.

PERFORMANCE REQUIREMENTS:

1) All pricing shall be FOB Destination Pre-Pay and Add.

2) The Contractor shall furnish all labor, materials, and equipment to needed in order to perform services.

3) All Covers must be physically on campus and accepted by the Mines Representative on or before May 1st with no exceptions. The text for the paper insert will be sent and approved according to a mutually agreed upon timeline that won’t interfere with this delivery schedule. If any Covers are identified as damaged and a replacement is necessary, all replacements must be physically on campus and accepted by the Mines Representative on or before on or before May 5th with no exceptions.

a. Acknowledgement of mandatory performance requirement (provide below):

Yes, my firm can meet the mandatory requirement:___________

b. If your firm cannot meet the mandatory delivery and replacement requirement, as noted above, then specify the following:

Product Delivery Date:

Replacement/Turnaround Time for damaged product:

4) All Covers shall be inspected for completeness and/or damages within five (5) business days after receipt. The ordering department will be responsible for the inspection of each Cover.

Inspection will include noting any damage (quality and physical damage) and the completeness of the Cover (graphic inside cover, ribbons in place, printed cardstock inserted). Any and all completeness and/or damage claims will be identified and communicated directly to vendor within five (5) business days after the delivery date. Departments will work with the vendor to clearly identify the problem and develop a solution. Verified claims attributed to production and/or delivery will be repaired at vendor’s expense.

a. Acknowledgement of mandatory performance requirement (provide below):

Yes, my firm can meet the mandatory requirement:___________

PRICING:

Item 1: Diplomas Cover

Quantity: 3000

Item 1: $______________________________Each

Item 1: $______________________________Total

List any other notes related to Item 1:

Item 2: Diplomas Paper Insert

Quantity: 3000

Item 2: $______________________________Each

Item 2: $______________________________Total

List any other notes related to Item 2:

Delivery:

Type of shipping method: __________________

Number of shipments: ____________________

Estimated arrival date(s): __________________

Shipping Cost: _________________

OTHER:

Include details for any other applicable costs:

TOTAL BID PRICE:

We offer the above goods on an “FOB Destination Pre-pay and add” basis, without exception or qualification, for the listed prices of:

Item Cost: $__________________________(USD)

Shipping Cost: $______________________ (USD)

Other Costs: $________________________ (USD)

Total Cost of Items: $_________________________ (USD)

EXPORT CONTROL CLASSIFICATION NUMBER (ECCN):

If the product has an ECCN number, please provide the number:

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 , Friday, October 18, 2024 at 3:00:00 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: Tyler Guerra at procurement@mines.edu.

Tyler Guerra 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.

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.

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

AWARD:

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

1. Pricing.

2. Delivery / service time or schedule.

3. Item specifications.

4. The bid that is most advantageous for Mines.

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

The bid tab 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 B). 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 that Mines is a State of Colorado entity therefore not all exceptions will be accepted.

The Contract Term will be for a period of number (2) years 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.

FUNDING:

The resulting Purchase Order is subject to, and contingent upon, the continuing availability of funds for the purpose thereof. Financial obligations of the Colorado School of Mines, an entity of the State of Colorado, payable after the current fiscal year ending June 30 are contingent upon funds for that purpose being appropriated, budgeted, or otherwise made available. The successful Bidder expressly understands and agrees that all its rights, demands, and claims to compensation arising under the resulting contract are contingent upon receipt of such funds by Mines. In the event that there shall be no funds available, Mines may immediately terminate the Purchase Order without liability, including liability for termination costs.

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 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:

Exhibit A – Photo Examples of Diploma Cover (Note: All files are available as separate attachments on BidNet.)

Left Inside Cover Black and White Depiction of Guggenheim Hall

Outside Cover - Navy blue, with Mines triangle in silver, 2 ½ inches tall.

Paper Certificate

Exhibit B – Sample Master Agreement – available as a separate file on BidNet.