Mobile Fleet Printers CSPDQ1707.pdf

DOCUMENTED QUOTE: CSPDQ1707 Mobile Printers TITLE: Mobile Printers for Fleet

DATE DUE: Friday, July 15, 2016, at 2:00pm MT

LATE BIDS WILL NOT BE CONSIDERED

ISSUING OFFICE

This Documented Quote is issued for the State of Colorado by the Colorado Department of Public Safety (CDPS), Colorado State Patrol (CSP), CDPS Procurement Office for the benefit of the CSP Support Services Section. The CDPS Procurement Office is the SOLE point of contact concerning this solicitation. Direct inquiries and submit quotes to:

Purchasing Agent: Tammy Lichvar Telephone Number: 303.239.4502

Email: tammy.lichvar@state.co.us Address: 700 Kipling Street, Denver, CO 80215

RETURN QUOTES VIA EMAIL TO tammy.lichvar@state.co.us.

ONLY QUOTES SUBMITTED VIA EMAIL BE ACCEPTED.

Pricing shall be binding for the length of the award.

FEIN

DATE

^Enter your FEIN or SSN as registered on Colorado’s Vendor Self Service System (VSS).

NAME OF COMPANY

ADDRESS

CITY

STATE ZIP CODE

PHONE

EMAIL

COLORAD VSS / CORE NUMBER:

PRINT NAME OF COMPANY REPRESENTATIVE

TITLE

SIGNATURE OF COMPANY REPRESENTATIVE

Handwritten signature by an authorized officer or agent of the vendor.

SIGN AND RETURN THIS PAGE WITH BID SUBMISSION

DATE DUE: Friday, July 15, 2016, at 2:00pm MT

LATE BIDS WILL NOT BE CONSIDERED

Quote Itemization Sheet

All equipment shall be new.

All responses shall be quoted FOB Destination to Golden, Colorado.

Pricing shall be binding and valid for the length of the award.

No guarantees are made as a result of the solicitation and award. The items will be ordered on an “as needed” basis.

DESCRIPTION:

The Colorado State Patrol (CSP) is seeking bids for up to 175 Brother PocketJet 7 printers and accessories, on an “FOB Delivered” basis. The deciding factor in the award of this solicitation shall be the total price. In the event there is a discrepancy between the unit price and the total price, the unit price shall prevail. Delivery time will be considered in the event of tie bids.

Quantity Brother

Part Number Description Unit Price Total Price

175 PJ723 PocketJet 7 (300 dpi Thermal Printer) 175 LB3692 Car Adapter - Wired - 14 Foot Length 175 LB3602 USB Cable – 6 feet

Grand Total

How many days after receipt of order will you guarantee delivery? (Delivery time may be considered in determining the final award of this quote.) _______days ARO. CSP may be interested in phased delivery to support internal production and inventory goals.

Currently, Brother PocketJet 6’s are installed in the CSP vehicles and work with the mobile data terminals in those vehicles.

All information requested (and submitted) will be considered in determining the final award of this quote. The bidder who is the more responsive, responsible, and submits a quote most advantageous to the State of Colorado, Colorado State Patrol – all factors considered – will receive the award.

RETURN THIS PAGE

DATE DUE: Friday, July 15, 2016, at 2:00pm MT

LATE BIDS WILL NOT BE CONSIDERED

1.0 General

1.1 Purpose

The purpose of this solicitation is to obtain 175 Brother PocketJet 7’s and accessories to be used in Colorado State Patrol Trooper vehicles. Currently PocketJet 6’s are being used.

1.2 Contact Information

The CDPS Procurement Office is the sole point of contact concerning this Documented Quote. All communication must be done through the Purchasing Agent, Tammy Lichvar, (tammy.lichvar@state.co.us). All questions will be answered through a modification of Documented Quote CSPDQ1707 Mobile Printers on Colorado VSS. It is the responsibility of the bidder to keep apprised of such modifications.

1.3 Vendor Self Service System (VSS) and Registration

This solicitation is published using the Colorado Vendor Self Service System (VSS). Vendors should be registered on Colorado VSS in order to get all of the bid documents to be able to submit a complete bid response. Colorado VSS and its registration information may be linked through the State Purchasing Office link at www.colorado.gov/vss.

1.4 Pricing

Prices shall be binding and valid for the length of the award. All prices must include FOB Destination shipping and handling.

1.5 Award Period

The award period for this Documented Quote is the effective date of the purchase order through June 30, 2017, contingent upon funds being appropriated, budgeted and otherwise made available and all bid requirements being satisfied.

1.6 Ordering and Shipping

No guarantees are made as a result of the solicitation and award and will be ordered on an “as needed” basis. Vendor shall ship the printers and accessories to Golden, Colorado. Upon award, vendor will be notified of exact shipping address. The shipments must be delivered between Monday – Friday 8:00 AM – 5:00 PM (Mountain Time), excluding holidays.

1.7 Billing

The Vendor shall invoice CSP for goods delivered and accepted pursuant to the terms of this Documented Quote and any contract resulting from an award. Invoices shall be due ten (10) business days after receipt of order. Invoices shall be sent to:

Colorado State Patrol Support Services Branch Attn: Karen Griggs 15203 W. 12th Ave.

Golden, CO 80401 karen.griggs@state.co.us

DATE DUE: Friday, July 15, 2016, at 2:00pm MT

LATE BIDS WILL NOT BE CONSIDERED

Please include form W-9 with your bid submission.

1.8 Type of Contract

State Purchase Order: The successful bidder may be issued a State Purchase Order with CSP. The State Purchase Order may incorporate this Documented Quote, published addenda and the response of the successful bidder.

2.0 Additional Terms and Conditions

2.1 Binding Proposal

By providing a response to this Documented Quote, bidders are bound to providing the proposed goods at the costs and rates quoted in their Documented Quote response for the award period.

2.2 Submission

By submission of a bid, bidder agrees as follows:

• Except as replaced, modified, or supplemented by the CSP for this solicitation, all items in the State of

Colorado Solicitation Instructions/Terms and Conditions (available at https://bidscolorado.com/purchasi.nsf/0/546C6A7C473DD34087256E9700605672?openDocument) are considered part of, and are incorporated by reference into this document. In the event of a conflict of terms between this solicitation and the State of Colorado Solicitation Instructions/Terms and Conditions, the terms listed in this solicitation shall govern.

• The bidder guarantees to the State that they understand and agree to the terms and conditions of this solicitation and that they will not default from performance by virtue of a mistake or misunderstanding.

Bidders shall seek clarification from the CSP of any specifications, terms and/or conditions that they determine to be unclear. The failure of a bidder to seek clarification may be deemed a waiver of any such clarification.

• Bidders shall accept the terms and requirements of this Documented Quote without exception, deletion or qualification and without making its offer contingent.

• Pursuant to CRS 24-30-202.4 (as amended), the State controller may withhold debts owed to State agencies under the vendor offset intercept system for: (a) unpaid child support debt or child support arrearages; (b) unpaid balance of tax, accrued interest, or other charges specified in Article 22, Title 39, CRS; (c) unpaid loans due to the student loan division of the department of higher education; (d) owed amounts required to be paid to the unemployment compensation fund; and (e) other unpaid debts owing to the State or any agency thereof, the amount of which is found to be owing as a result of final agency determination or reduced to judgment as certified by the controller.

• CSP reserves the right to reject any and all bids or parts thereof, and to waive minor informalities or irregularities.

• Reciprocity is mandated by statute. CRS 8-18-101 states, “When a contract for commodities or services is to be

DATE DUE: Friday, July 15, 2016, at 2:00pm MT

LATE BIDS WILL NOT BE CONSIDERED

awarded to a bidder, a resident bidder shall be allowed a preference against a nonresident bidder equal to the preference given or required by the state in which the nonresident bidder is a resident.” CSP will apply this statute to the extent necessary for all solicitations posted on Colorado VSS.

• If for any reason it becomes necessary to modify this solicitation, the modification will be published on the Colorado.gov/VSS website, and the modification will supersede any discrepant terms, specification and other information in this document. If the bid submission deadline is extended, the new bid submission deadline will be published on the Colorado.gov/VSS website and will supersede the above date and time. All questions will be answered through a modification of Documented Quote CSPDQ1707 Mobile Printers on VSS. It is the responsibility of the bidder to keep apprised of such modifications.

• CDPS is tax exempt.

• CDPS encourages free and open competition among bidders. Whenever possible, specifications, bid invitations and conditions are designed to accomplish this objective consistent with the necessity to satisfy the CDPS’ needs. The bidder’s signature on this bid guarantees that the prices quoted have been established without collusion with other eligible bidders and without effort to preclude the CDPS from obtaining the lowest possible competitive price. If an award is made, it will be to the responsible bidder whose bid is determined to be the most advantageous to the CDPS.

• 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 environmental preferable products subject to the conditions in the Code and Procurement Rules.

• Low tie bids will be awarded in accordance with CRS 24-103-202.5 LOW TIE BIDS – AWARD PROCEDURE AND

DETERMINATION – BID PREFERENCE.

2.3 Discussion with Bidders

Discussions may be conducted with apparent responsive bidder for the purpose of clarification to assure full understanding of the requirements of the solicitation. All solicitations, in the CSP’s sole judgment, needing clarification, shall be accorded such an opportunity.

2.4 Amendments and Modifications

All amendments to, interpretations of, and modifications of this solicitation shall be in writing from CSP and posted to Colorado VSS. Any amendment, interpretation, or modification that is not in writing shall not legally bind CSP. Vendors are responsible for checking VSS prior to the opening date and time for solicitation modifications.

3.0 Bid Proposal

3.1 Response Format

Bidders must comply with and or submit the following item(s) in order and clearly labeled:

DATE DUE: Friday, July 15, 2016, at 2:00pm MT

LATE BIDS WILL NOT BE CONSIDERED

a. Completed and signed cover sheet.

b. Completed quote itemization page.

c. The total cost of the requirements of this solicitation and supporting documentation as required in this solicitation.

3.2 How to Submit Your Bid Proposal:

Email your bid proposal to tammy.lichvar@state.co.us. This will be considered the official response for this solicitation.

Bids must be emailed to be considered responsive and eligible for award.

No hard copy or faxed proposals will be accepted.

3.3 Evaluation and Award

This solicitation shall be awarded to one vendor. The following criteria will be considered when reviewing bids:

• Unit price per item

• Delivery time ARO

Bids should focus on providing the lowest unit cost including average or potential shipping rates.

3.4 Service-Disabled Veteran Owned Small Business (SDVOSB)

HB14-1224/C.R.S. 24-103-211 sets a Service-Disabled Veteran Owned Small Business 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 who are officially registered and verified as a SDVOSB by the Center of Veteran Enterprise within the US Department of Veterans Affairs (www.vip.vetbiz.gov).

CSP shall give a certified SDVOSB a 5% preference in response to this Documented Quote. SDVOSBs need to submit documentation of SDVOSB certification issued through the US Department of Veterans Affairs in their response to a solicitation. Certification can be received through the Center for Veteran Enterprise website (see above link).

mailto:tammy.lichvar@state.co.us