PPCC DQ 19-892, ID Card Printers with Flattener Maint Agmt.pdf

DOCUMENTED QUOTE

Date: December 13, 2018

Quote Number: PPCC DQ 19-892

Return all Quotes 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:

Rockie Hurrell 719-502-2007

Quote Due Date: December 20, 2018

Quote Due Time: 10:00am

LATE BIDS WILL NOT BE ACCEPTED

Quotes properly marked with Quote No., Date and Hour of Opening will be accepted in the Purchasing Department, Room B229, via fax or email prior to the opening date and hour.

PIKES PEAK COMMUNITY COLLEGE (PPCC) IS SOLICITING QUOTES

FOR THE PURCHASE OF

ONE (1) MAINTENANCE SERVICE AGREEMENT

FOR THREE (3) FARGO HDP 8500 ID CARD PRINTERS WITH FLATTENER AND MAG ENCODER

FOR IT SUPPORT SERVICES LOCATED AT THE

CENTENNIAL CAMPUS, 5675 S. ACADEMY BLVD., COLORADO SPRINGS, COLORADO 80906

DOWNTOWN STUDIO CAMPUS, 100 W. PIKES PEAK AVE., COLORADO SPRINGS, CO 80903

RAMPART RANGE CAMPUS, 11195 HIGHWAY 83, COLORADO SPRINGS, CO 80921

I. General Information

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

2. Price quote must include all shipping, handling and delivery charges to our Centennial Campus, 5675 S. Academy

Blvd., Colorado Springs, CO 80906 and be FOB Destination. No additional charges for packing, drayage, or any other purpose will be allowed. We cannot accept a truck longer than 28’ and a lift gate is required.

3. Awarded vendor will contact the department prior to delivery to make arrangements for installation.

4. Pricing to remain firm for 90 days.

5. 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.

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

7. This solicitation is published using the Colorado Operations Resource Engine (CORE). ColoradoVSS is the vendor facing side and is where competitive bid opportunities are posted. CORE and its registration information may be linked through the State Purchasing Office link at www.colorado.gov/vss To become a registered supplier on ColoradoVSS: is https://codpa-vss.cloud.cgifederal.com/webapp/PRDVSS2X1/AltSelfService.

http://www.colorado.gov/vss https://colorado.us17.list-manage.com/track/click?u=4473302e12c21b0fc35061617&id=2d28ab732c&e=a61bd3ed4c

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

9. 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.

10. 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.”

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

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

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

14. 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.

15. 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.

16. 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.

17. 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 B.

18. 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.

19. 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 quote should notify the purchasing agent prior to quote’s due date and time.

20. FOB: Pikes Peak Community College, 5675 South Academy Blvd, 5675 South Academy Blvd, Colorado Springs, CO 80906; Downtown Studio Campus, 100 W. Pikes Peak Ave., Colorado Springs, CO 80903 Rampart Range Campus, 11195 Highway 83, Colorado Springs, CO 80921

21. Delivery Date: on or before January 15, 2019

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

SDVOSBs 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.

III. Product/Service Specifications

1. One (1) Year Maintenance Service Agreement for Three (3) Fargo HDP 8500 ID Card Printers with Flattener and Mag Encoder - Serial Numbers: B8120004, B8120005, B8120010

• Two (2) on-site preventive maintenance per year

Fixed pricing, all materials, labor, shipping, travel or any other miscellaneous costs included Maintenance performed in August and December/January (before Fall and Spring semesters begin) Professional Cleaning Calibration On-site repair Unlimited break/fix on-site visits as needed All parts covered to include printheads and main boards Repairs performed Monday through Friday, 8:00am – 5:00 pm Guaranteed next business day service on break/fix Identical replacement/loaner if printer cannot be repaired within 1 business day (shipped via overnight mail) Term: January 2019 – January 2020

2. Option to renew for 1 additional year, January 2020 – January 2021

3. Option to renew for 1 additional year, January 2021 to January 2022

4. Option to renew for 1 additional year, January 2022 to January 2023

5. Option to renew for 1 additional year, January 2023 to January 2024

PIKES PEAK COMMUNITY COLLEGE

QUOTE RESPONSE SHEET

PPCC DQ 19-892, December 20, 2018, 10:00 am MT

Price

1. One (1) Year Maintenance Service Agreement for Three (3)

Fargo HDP 8500 ID Card Printers with Flattener and Mag Encoder - Serial Numbers: B8120004, B8120005, B8120010

2. Option to renew for 1 additional year, January 2020 – January 2021

3. Option to renew for 1 additional year, January 2021 to January 2022

4. Option to renew for 1 additional year, January 2022 to January 2023

5. Option to renew for 1 additional year, January 2023 to January 2024

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_____ ColoradoVss # _________________________

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.

Pr in t o r T yp e

Se e

Sp ec ifi c

In str uc tio ns o n pa ge

Name

Business name, if different from above

Check appropriate box:

Individual/ Sole Proprietor Corporation Partnership Other

Exempt from backup withholding

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 following 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 power 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 equivalent employees.)

□ Yes □ No

Sign Here

Signature of U.S. person ► Date ►

Attachment B