PPCC DQ 16-791 change 1 .pdf

DOCUMENTED QUOTE

Date: 12/4/2015

Bid Number: PPCC DQ 16-791 Change 1

Return all Bids to:

Pikes Peak Community College

Purchasing Office 5675 S. Academy Blvd., Box C2

Colorado Springs, Colorado 80906 Fax Number: 719-502-2009

Procurement@ppcc.edu

Purchasing Agent:

Shae Farrar

719-502-2008

Bid Due Date: 12/18/2015

Bid Due Time: 1:00pm

LATE BIDS WILL NOT BE ACCEPTED

Bids properly marked and sealed with Invitation For Bid Number, Date, and Hour of Opening will be accepted in the Purchasing Department, Room B229 prior to the opening date and hour.

PIKES PEAK COMMUNITY COLLEGE (PPCC) IS SOLICITING BIDS FOR THE

PURCHASE OF A

NUANCE EQUITRAC EXPRESS 5 PRINT MANAGEMENT SOFTWARE (OR EQUIVALENT), PRINT JOB RELEASE

HARDWARE, AND INSTALLATION/IMPLEMENTATION SERVICES

FOR OUR PRINTING & PUBLICATION AND INFORMATION TECHNOLOGY DEPARTMENTS

I. General Information

1. All questions regarding this bid must be directed to the PPCC Purchasing Agent identified above.

2. Price bid must include all shipping, handling and delivery charges to the respective campus and be FOB

Destination. No additional charges for packing, drayage, or any other purpose will be allowed.

3. Pricing to remain firm for 90 days from due date.

4. A Purchase Order will be issued to the awarded Contractor as needed. Costs that exceed $100,000 will be procured using a State of Colorado contract.

5. Payment will be made in full after the service has been received and accepted by Pikes Peak Community College personnel. NET: 45 days

6. This solicitation is published using the Colorado Operations Resource Engine (CORE). ColoradoVSS is the vendor facing side and will be where most competitive bid opportunities will be posted. Vendors must be registered on CORE to be considered responsive at the time of award of the response. CORE and its registration information may be linked through the State Purchasing Office link at www.colorado.gov/vss

7. Bids must be in accordance with specifications set forth and subject to conditions herein and/or attached. All respondents are responsible for checking the BIDS system for award; no other notification will be provided.

8. PPCC is required to have a W-9 on file for every company it does business with. Complete the W-9 located at Attachment A.

mailto:Procurement@ppcc.edu http://www.colorado.gov/vss

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

II. General Conditions:

1. All bids must be submitted on the bid form provided; no substitute forms will be accepted. Bid form must be signed by an individual with express authority to bind company.

2. Multiple bids will not be accepted. Each vendor is to submit one best offer bid.

3. PPCC reserves the right to award each item/project to separate vendors, or award all of the items/projects to a single vendor.

4. Each vendor shall furnish the information required; the unit price and a total for each item bid must be entered; in case of error in extension, unit price prevails.

5. It is understood and agreed that the delivery date and/or date of installation after receipt of a purchase order is the seller’s best offer. In its acceptance of any bid, PPCC is relying on the promised delivery date and/or installation as material and basic to its acceptance, unless otherwise indicated. In the event of seller’s failure to deliver as and when promised, PPCC reserves the right to cancel its acceptance order, or any part thereof, and seller agrees that PPCC may return all or part of any shipment so made and may charge seller with any loss or expense sustained as a result of such failure to deliver as promised, not as a penalty but as liquidated damages.

6. 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.

7. All Certificates of Insurance, as stated in the State of Colorado Solicitation Instructions/Terms and Conditions, must be on file in the College's Purchasing Office.

8. A Contractor that operates as a sole proprietor hereby swears or affirms under penalty of perjury that the Contractor (i) is a citizen of the United States or otherwise lawfully present in the United States pursuant to federal law, (ii) shall comply with the provisions of CRS 24-76.5-101 et seq, and (iii) shall produce one of the forms of identification required by CRS 24-76.5-103 prior to the effective date of this Contract. Except where exempted by federal law and except as provided in CRS 24-76.5-103(3), a Contractor that receives federal or state funds under this contract must confirm that any individual natural person eighteen years of age or older is lawfully present in the United States pursuant to CRS 24-76.5-103(4) if such individual applies for public benefits provided under this contract. Attachment B

9. Contract performance outside of the United States or Colorado, 24-102-206. Prior to contracting or as a requirement for the solicitation of any contract from the State for services, as appropriate, any prospective vendor shall disclose in a statement of work where services will be performed under the contract, including subcontracts, and whether any services under the contract or subcontracts are anticipated to be performed outside of the United States or the State. If the prospective vendor anticipates services under the contract or any subcontracts will be performed outside the United States or the State, the vendor shall provide in its statement of work a provision setting forth why it is necessary or advantageous to go outside the United States or the State to perform the contract or any subcontracts.

10. ILLEGAL ALIENS–PUBLIC CONTRACTS FOR SERVICES. CRS 8-17.5-101 and 24-76.5-101. The Contractor certifies that the Contractor shall comply with the provisions of CRS 8-17.5-101 et seq. The Contractor shall not knowingly employ or contract with an illegal alien to perform work under this contract or enter into a contract with a subcontractor that fails to certify to the Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this contract. The Contractor represents, warrants, and agrees that it

(i) has verified that it does not employ any illegal aliens, through participation in the Basic Pilot Employment Verification Program administered by the Social Security Administration and Department of Homeland Security, and (ii) otherwise will comply with the requirements of CRS 8-17.5-102(2)(b). The Contractor shall comply with all reasonable requests made in the course of an investigation under CRS 8-17.5-102 by the Colorado Department of Labor and Employment. If the Contractor fails to comply with any requirement of this provision or CRS 8-17.5-

101 et seq., the State may terminate this contract for breach and the Contractor shall be liable for actual and consequential damages to the State. Attachment C

11. PERA. PPCC is a Colorado PERA affiliated employer. Pursuant to Colorado SB06-235 and C.R.S. 24-51-1101(2), PPCC is requiring the vendor to complete the PERA form located at Attachment D.

12. The awarded contractor will comply the requirements of the Erosion and Stormwater Quality Control Plan and acknowledge the responsibility to determine whether the construction activities on these plans require Colorado Discharge Permit System (CDPS) permitting for stormwater discharges associated with construction activity and to comply with the City of Colorado Springs WQM (DCM, Volume 2)

13. Must comply with the accessibility requirements of Section 508 of the Rehabilitation Act of 1973, as amended, and it’s implementing regulations.

III. General Product Specification Information:

1. Items offered must be new (not used, remanufactured, refurbished, rebuilt, etc.) and of the manufacturer’s current model and are not to contain components that are not newly manufactured, unless specifically stated otherwise in the bid specifications. Items are to come in original manufacturer’s packaging. Manufacturer’s warranty and any offered rebates, as applicable, must be included.

2. The specifications and part numbers listed are based on the latest information available to the agency. Vendors finding fault in the specifications contained in this bid should notify the purchasing agent prior to bid’s due date and time.

3. If bidding an equivalent product, specifications must be attached or bid will be considered non-responsive.

4. FOB Destination: Centennial Campus, 5675 S. Academy Blvd., Colorado Springs, CO 80906

IV. Service-Disabled Veteran Owned Small Business (SDVOSB). An SDVOSB preference will be given, if applicable.

SDVOBs must be incorporated or organized in Colorado or they must maintain a place of business or have an office in Colorado. In order to be given preference, the bidder must submit documentation of SDVOSB certification issued through the U.S. Department of Veterans Affairs with their response to the solicitation. Preference shall be applied in the form of a 5% deduction of the total bid, once the deduction has been applied if the SDVOSB is the low bidder they will receive the award. College will pay the total bid without the deduction.

V. Licenses and Permits: The contractor and any sub-contractors performing work on this project must be licensed to perform such work in the City of Colorado Springs and El Paso County Colorado. The contractor shall provide all required permits. Copies of all permits with approval signatures shall be submitted to Pikes Peak Community College Purchasing Office, Centennial Campus, 5675 S. Academy Blvd., Colorado Springs, Colorado 80911, Room B229, prior to start date.

VI. Insurance and Bonds: Awarded contractor must execute the required agreement and furnish a Certificate of Insurance on Accord form that meets the state requirements. It must include Cyber Liability Insurance with limits of not less than $1,000,000 for each occurrence and an annual aggregate of $1,000,000 covering claims involving privacy violations, information theft, damage to or destruction of electronic information, intentional and/or unintentional release of private identifying or medical information, alteration of electronic information, extortion and network security. Bids that exceed $50,000 must be accompanied by a Bid Bond AT OPENING. If total bid exceeds $100,000 contractor will be required to provide a Performance Bond (SC-6.22) AND a Labor and Material Payment Bond (SC- 6.221) with limits of each equal to 100% of the accepted bid with power of attorney.

VII. Project Schedule: A start and completion date will be mutually agreed upon by both parties with an approximate start date of January 11, 2016 and a no later than completion date of December 15, 2016. The implementation schedule MUST be coordinated and approved with the Director of Printing and Publication or her designee prior to commencement.

VIII. Sub-Contractors: Contractor must provide the Director of Printing and Publication and the Purchasing Office with a list of sub-contractors, if applicable, prior to commencing work.

IX. General Considerations

1. Contractor will comply with all current building codes.

2. Disposal of waste is the responsibility of the Contractor. Contractor is responsible for providing their own dumpsters and sanitary facilities.

3. Contractor shall perform daily clean up and removal of construction debris and will perform a final cleaning of all surfaces prior to acceptance of work.

4. Contractor shall tape/fence off work area and provide proper signage as needed to direct foot traffic to maximize the safety of College employees and students.

5. Do not include overtime costs in your quote. Work shall be conducted during normal business hours: Centennial

Campus Monday through Friday 6:00am – 11:00pm and Saturday & Sunday 8:00am – 8:00pm.

6. Products should contain the lowest amount of volatile organic compounds (VOCs) including low or formaldehyde-free and should not contain polyvinyl chloride if applicable.

7. Recycled content packaging that does not use PVC film should be used if feasible.

X. Questions: All questions must be addressed to the Purchasing Office and hand delivered, sent via fax to 719-502-2009, or e-mailed to Procurement@ppcc.edu by December 10th, 2015 5:00pm. Questions will not be accepted after this date. All questions and answers will be posted on the CORE website on Monday 14th, 2015.

XI. Product/Service Specifications

One (1) Equitrac Express 5 software (or equivalent) Platform:

On premise software compatible with Windows 2012R2 server operating system in a Vmware Vsphere virtual environment

Compatible with modern browsers (Firefox, Chrome, IE)

Compatible with PC and Mac operating systems

Compatible with iOS and Android

I-Queue for single queue printing and central repository of drivers

Web Management Console over SSL

Operation:

Ability to set a fixed starting balance every semester for students (decreasing with each job)

Ability to replenish accounts by the purchase of top-up cards or similar

Rules & Routing : Selective redirection of print jobs (optional or automated) to more efficient devices (using Service Location protocols or equivalent technology)

Ability to charge to billing codes (personal, departmental, etc..)

Follow-You Printing (prints to a single queue and hold jobs until release at printer of choice)

Card swipe or PIN entry to release job

Card registration at the device (if not recognized/associated)

Ability to refund jobs to customers

Mobile Print Options for Bring Your Own Devices:

o Mobile Apps (iOS and Android) o Web page submission o Email

Reporting:

Ability to export reports to PDF, CSV/XLS, email attachment.

Ability to report on environmental impact (energy, CO2, etc…)

User management:

Synchronization with on-premise Active Directory (2 separate domains/forests)

Ability to define groups and permissions for management

Compatibility:

Printer and copier hardware agnostic

Support/Training:

Administrator training on-site or online for up to 12 personnel totaling a minimum of 4 hours.

8-by-5 implementation phone support

Turnkey installation/implementation

23 Hardware ID Controllers o Control of both USB and Ethernet printers o Display of job to release o Print release hardware and software configuration for printers and copiers o Pricing to remain firm for 6 months from due date, with option to purchase additional controllers

Software ID Controllers (MFP client) o 15 for Xerox o 10 for Konica/Minolta o 37 for Ricoh

Installation/Implementation/Project Management:

o Turnkey Equitrac software installation and configuration o Print release hardware and software configuration for printers and copiers o Full project lifecycle management provided by vendor

PIKES PEAK COMMUNITY COLLEGE

QUOTE RESPONSE SHEET

PPCC DQ 16-791 Change 1 , December 18th, 2015 1:00pm MT

Cost Each Total

1. Product/Service: Furnish all labor, materials, equipment, implements, parts, supplies, cables, mounting hardware, power supplies and other accessories necessary for a turnkey solution to provide the functionality and capabilities for a turnkey – fully functional – web-to-print digital storefront solution (or equivalent)

YEAR ONE

Option to renew for 4 additional years, one year at a time

Year 2 Year 3 Year 4 Year 5

Grand Total

THE FOLLOWING MUST BE COMPLETED:

Vendor

Assured Delivery Date

Terms

Address

Phone

Fax

E-mail Address

Signature/Date

Printed Name Of Signature

Using the Federal Government definition, does your firm qualify as:

a small business YES _____ NO_____ a minority business YES _____ NO_____ If YES, state ethnicity:

a woman owned business YES _____ NO_____

A service disabled veteran owned business

YES _____ NO_____ (provide appropriate documentation as spelled out in the bid)

A member of the State of ColoradoVss system

YES _____ NO_____

Federal Identification #

Attachment A

Form W-9

Substitute Form

State of Colorado 8-2007

Request for Taxpayer Identification Number and Certification

Give form to the requester. Do not send to the IRS.

P ri n t o r

T y p e

S ee

S p ec if ic I n st ru ct io n s o n p ag e

Name

Business name, if different from above

Check appropriate box:

Address (number, street, and apt. or suite no.) Requester:

City, state, and ZIP code.

List Account number(s) here (optional)

Phone Number:

Part I Taxpayer Identification Number (TIN)

Enter your TIN in the appropriate box. For individuals, this is your social security number (SSN) However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3.

Social Security number

Note: If the account is in more than one name, see the chart on page 3 for guidelines on whose number to enter.

Employer identification number

Part II Certification

Minority and Women-owned Businesses (M/WBEs) Self Certification (Please check all boxes that apply)

In an effort to track levels of participation by women and minorities doing business with the State of Colorado, the followin g information is requested. Please indicate the appropriate category of ownership for your company. “Owned” in this context means a business that is at least 51 percent owned by an individual(s) who also control(s) and operate(s) it. “Control” in this context means exercising the po wer to make policy decisions. “Operate” means actively involved in the day-to-day management. If you business is jointly owned by both men and women or is a large publicly held corporation, please check the box labeled “Not Applicable.”

Gender Information:

□ Female-Owned □ Male-Owned □ Not Applicable

Owner Ethnicity Information

□ African American □ Asian/Pacific American □ White (non-Hispanic) □ Not Applicable

□ Hispanic American □ Native American □ Other: _____________________________

Small Business Information

Small Business (a business that is organized for profit, is independently owned and operated, and has 25 or fewer full time equival ent employees.)

□ Yes □ No

Sign Here

Signature of U.S. person ► Date ►

Individual/ Sole Proprietor Corporation Partnership Other

Exempt from backup withholding

Attachment B

HOUSE BILL 1023 IDENTIFICATION REQUIREMENT

As required by C.R.S. 24-76.5-103

FOR SOLE PROPRIETOR’S ONLY (see paragraph II, 7)

Signature of Document Holder Date

Printed Name of Document Holder Social Security Number

Place Notary Stamp or Seal above

Signature of Authorized Notary Date

Printed Name of Authorized Notary (Faxed copies must be notarized in order to be considered acceptable)

PLEASE PLACE AN ENLARGED COPY OF ONE OF THE FOLLOWING IN THIS SPACE:

A valid state issued Driver’s License that is considered to be an official form of identification by the issuing state; or

A United States military card or a military dependents identification card; or

A United States Coast Guard Merchant Mariner Card; or

A Native American Tribal Document

Attachment C

STATE OF COLORADO

CERTIFICATION AND AFFIDAVIT

REGARDING ILLEGAL ALIENS

(Ref paragraph II, 9)

The Vendor, whose name and signature appear below, certifies and agrees as follows:

1. The Vendor shall comply with the provisions of CRS 8-17.5-101 et seq. The Vendor shall not knowingly employ or contract with an illegal alien to perform work for the State or enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien.

2. The Vendor represents, warrants, and agrees that it (i) has verified that it does not employ any illegal aliens, through participation in the Basic Pilot Employment Verification Program administered by the Social Security Administration and Department of Homeland Security, and (ii) otherwise shall comply with the requirements of CRS 8-17.5-102(2)(b).

3. The Vendor shall comply with all reasonable requests made in the course of an investigation under CRS 8- 17.5-102 by the Colorado Department of Labor and Employment. If the Vendor fails to comply with any requirement of this provision or CRS 8-17.5-101 et seq., the State may terminate work for breach and the Vendor shall be liable for actual and consequential damages to the State.

4. If the Vendor is a sole proprietor, the undersigned hereby swears or affirms under penalty of perjury under the laws of the State of Colorado that (check one):

___ I am a United States citizen, or

___ I am a Permanent Resident of the United States, or

___ I am lawfully present in the United States pursuant to Federal law.

I understand that this sworn statement is required by law because I am a sole proprietor entering into a contract to perform work for the State of Colorado. I understand that state law requires me to provide proof that I am lawfully present in the United States prior to starting work for the State. I further acknowledge that I will comply with the requirements of CRS 24-76.5-101 et seq. and will produce the required form of identification prior to starting work. I acknowledge that making a false, fictitious, or fraudulent statement or representation in this sworn affidavit is punishable under the criminal laws of Colorado as perjury in the second degree under CRS 18-8- 503 and it shall constitute a separate criminal offense each time a public benefit is fraudulently received.

CERTIFIED and AGREED to this ______ day of _________________, 20___.

VENDOR:

(Vendor Full Legal Name) FEIN or Social Security Number

Address:

BY: _______________________________________ __________________________

Signature of Authorized Representative Title

Attachment D

PERA RETIREE QUESTIONNAIRE FOR PERSONAL SERVICES CONTRACT

Pikes Peak Community College (PPCC) is required to pay an employer contribution to the Colorado Public Employees’ Retirement Association (PERA) based on the amount paid to any PERA retiree. Therefore, please assist PPCC in identifying any PERA retirees associated with this contract by completing the following:

Is this business entity owned or operated by a PERA retiree or an affiliated party of the

PERA retiree? _____YES _____NO

Are any individuals working with this contract PERA retirees?

_____YES _____NO

If you answered yes to either question above, please list the name, address, telephone number, and social security number of the PERA retiree and explain in what capacity the PERA retiree is involved with this contract.

Name: ________________________________________________________________

Address: ______________________________________________________________

Telephone # ___________________________________________________________

In what capacity is the PERA retiree involved with this contract?

Print Vendor Name: ___________________________________________________________________

Vendor Signature: _____________________________________________ Date: _____________