QQ 24-06.docx

Arapahoe County Finance Department Purchasing Division 5334 South Prince Street, Room 480 Littleton, Colorado 80120

DOCUMENTED QUOTE

REQUIRED SUBMITTAL FORM

SUBMITTAL INSTRUCTIONS:

Complete this one-page form and attach Quote for work proposed.

Return to Arapahoe County Purchasing Agent.

SUBMITTED BY:

Company Name: ___________________________________________________________________________

Contact Names: Sales/Customer Service: ________________________________________________________

Address: __________________________________________________________________________________

Phone: (______) ____________________ Email(s): ________________________________________________

The undersigned hereby affirms that:

· He/she is a duly authorized agent of the vendor;

· He/she has read all Terms and Conditions and technical specifications made available in conjunction with this solicitation and fully accepts and acknowledges this offer is consistent with the specifications and terms and conditions, unless specific variations have been clearly and expressly listed in the offer.

· The Offer is in all respects fair, without outside collusion or otherwise illegal action.

PAYMENT TERMS: If the vendor does not accept a percentage discount, the County standard is net thirty (30) days after the date that the County receives an accurate invoice and has accepted the product or service. Payment is the date of the check mailing or date of the credit card transaction.

Discount: ____% ____ Days, Net: 30____Days, Accept Visa without additional fee? _____________

WORK REFERENCES (optional):

Name: _______________________________________ Contact Person: ________________________ Telephone No: ________________________________ Email: ________________________________ Name: _______________________________________Contact Person: _________________________ Telephone No: _____________________________________ Email: ____________________________________

GENERAL TERMS AND CONDITIONS

1. To ensure prompt payment, mail or email original invoice for each shipment. Invoices not sent as directed may delay payment or become lost. Receipt of goods and inspection must be confirmed before payment.

2. The place of contracting, performance and payment shall be Arapahoe County, Colorado. The laws of the State of Colorado, shall govern in connection with the formation, performance and the legal enforcement of this Purchase Order.

3. None of the terms and conditions stated in this Purchase Order may be added to, modified, superseded or otherwise altered except by written change signed by an authorized representative of the Purchasing Division. Price INCREASES must receive prior written approval.

4. To ensure compliance with the terms, conditions and provisions of this Purchase Order, the following must be accomplished: All reports, notices, and advice of any nature concerning this Order must be furnished solely to the Purchasing Division.

5. Your order acknowledgement must show expected shipping date and method of shipping, and expected delivery date. Advise the Purchasing Division immediately if you cannot assure that complete shipment will arrive on your promised delivery date.

6. Time is of the essence for this Purchase Order. When a date is set for the delivery of merchandise or the performance of work, your merchandise must be delivered, or your work performed, in accordance with the specifications or description herein contained on or before that date, or the order may be cancelled. Purchase Orders not completed within 180 days from date of order will be automatically cancelled unless term of Purchase Order is specified for a longer period.

7. This purchase order is signed with the following express conditions: a. That goods are subject to Arapahoe County Government inspection; and b. That goods rejected due to failure to meet specifications, either when shipped or due to defects or damage in transit, may be returned to you for credit and are not to be replaced except upon receipt of written instructions from the County.

8. Arapahoe County Government, a political subdivision of the State of Colorado, is not required to pay state and local taxes or use tax and such TAXES should not be charged. Federal Identification Number 84-6000740 State of Colorado Tax Exempt Number 98-04527-0000

9. All materials, supplies and equipment furnished or services performed under the terms of this Purchase Order shall be provided in strict compliance with the terms, conditions, and requirements of the contract, solicitation or the specifications stated. All items and/or services provided shall be in accordance with all federal, state and local governmental standards. Manufacturer's safety data sheets must be provided where applicable. Final acceptance is dependent upon completion and satisfaction of all applicable inspection procedures. Should the service rendered or merchandise furnished fail to meet all inspection requirements, in addition to other remedies, the County reserves the right to reject the goods or service, cure the defect at your expense or otherwise terminate the Purchase Order. All disputes concerning grades and quality of goods or work shall be determined by the Purchasing Manager or authorized representative.

10. You agree to protect, defend, and hold the County harmless from and against any demand for payment or other claim based upon or related to the use of any patented material, process, article, or device that may enter into the manufacture, construction, or form a part of the work covered by this Purchase Order.

11. You also agree to indemnify and hold the County harmless from claims, suits or action of every nature and description brought against it for or on account of injuries or damages received or sustained by any party or parties, caused in whole or in part by or from your acts and those of your servants or agents. To this extent you agree, if requested by the County, to furnish adequate proof of General Liability and Property Damage Insurance, the amount of which will be determined by the County whenever such insurance, in the opinion of the County, is deemed necessary.

12. NON-APPROPRIATION: Pursuant to C.R.S. § 29-1-110, as amended, the financial obligations of the County as set forth herein after the current fiscal year are contingent upon funds for the purpose being appropriated, budgeted and otherwise available. This Agreement is automatically terminated on January 1st of the first fiscal year for which funds are not appropriated. The County shall give the Contractor written notice of such non-appropriation.

13. Implied Warranty: Merchantability. The goods are warranted by the vendor to be merchantable as defined in the Uniform Commercial Code as adopted in Colorado, as amended, including being fit for the particular purposes for which such goods are used.

14. When this Purchase Order is for the provision of services, vendor must comply with the requirements of C.R.S. Sections 8-17.5-101 et seq

Scope Of Work:

Overview Arapahoe County Public Health (ACPH), with funding from the Colorado State Tobacco Education and Prevention Partnership (STEPP), is seeking partnership opportunities with community organizations, schools, and other entities interested in decreasing youth access to and utilization of tobacco and nicotine products.

While education is a necessary component of any intervention, the goal of this partnership opportunity is to contribute to that reduce the availability, appeal, and social acceptability of tobacco and nicotine products among youth.

Youth-serving organizations that are interested in civic engagement, health equity, public health, and social justice issues are encouraged to apply. Knowledge of tobacco prevention and control and experience working with policymakers is a plus but is not required.

Eligibility To be eligible for this partnership opportunity, vendors must:

· Be a community-based organization, school, or other entity that serves youth in Arapahoe County that does not accept funding from the tobacco industry.

· Company based in Colorado.

· Have a demonstrated commitment to addressing tobacco and nicotine issues among youth and their communities.

· Have the capacity to implement activities within the grant period.

· Have the willingness to collaborate with Arapahoe County Public Health and other partners on tobacco control policy initiatives.

Funding and Duration Arapahoe County Public Health will award a contract of up to $5,000 for FY24 to the selected vendors. The contract amount and duration will depend on the scope and quality of the proposed services. Arapahoe County Public Health reserves the right to negotiate the contract terms and deliverables with the vendor.

The contract period will start on March 4, 2024, and end on June 30, 2024. Arapahoe County Public Health will require quarterly progress reports and a final report from the vendor.

Project Requirements Arapahoe County Public Health will fund projects that have the potential to improve community-wide health outcomes that eventually reduce health inequities and disparities. Vendors will implement activities that help build community capacity and foster community readiness and support for tobacco control policies within their communities. Examples of policies that can be addressed through this funding opportunity include:

· Expanding smokefree ordinances.

· Local tobacco retailer licensing.

· Flavor bans on all tobacco and nicotine products.

· Removing policy language that penalizes youth for possessing, purchasing, or using tobacco and nicotine products.

· Implementing alternatives to suspension.

· Improving tobacco free school policy.

Potential project outcomes can be:

· Meetings with decision or policy makers to advocate for expanding smokefree ordinances in public places, such as parks, playgrounds, and outdoor dining areas.

· Letters to the editor or news coverage to raise awareness and support for local tobacco retailer licensing that limits the number and location of tobacco outlets near schools and youth-serving organizations.

· Coalition building with other community partners to promote flavor bans on all tobacco and nicotine products, especially those that target youth, such as menthol, candy, and fruit flavors.

· Presentation to decision or policy makers to

· Demonstrate the benefits of removing policy language that penalizes youth for possessing, purchasing, or using tobacco and nicotine products.

· Share research gathered through observation, surveys, focus groups, and one-on-one conversations.

Vendors will also participate in regular meetings and trainings with Arapahoe County Public Health and other partners to share best practices, challenges, and lessons learned.

Application Process - Requirements

· A cover letter that summarizes the applicant’s organization, mission, vision, and interest in tobacco control policy partnership

· A project proposal that includes the following sections:

· Description: a clear and concise description of the proposed policy change project, including the problem statement, the target population, the expected outcomes.

· Experience: a summary of the organization’s relevant expertise and experience with supporting policy initiatives or tobacco prevention work.

· Qualifications: a list of the vendor’s staff members who will be involved in the project, including their roles, responsibilities, and qualifications.

· Timeline: a realistic and detailed timeline of the project activities, milestones, and deliverables

· Budget: a detailed and itemized budget of the project expenses, including personnel, travel, materials, and other costs

· Sustainability: a description of how the project will sustain its impact beyond the grant period, including potential sources of funding, partnerships, and advocacy

· A letter of commitment from the applicant’s executive director or board chair that confirms the applicant’s organizational support and capacity for the project.

· A copy of your current W-9 and valid UEI (Unique Entity Identifier) number from www.SAM.gov.

Selection Criteria - Evaluations Arapahoe County Public Health will review and score the applications based on the following criteria:

· Alignment with the partnership opportunity’s goal and objectives – 20%

· Clarity and feasibility of the approach and methods - 20%

· Relevance and quality of the experience and qualifications – 20%

· Reasonableness and adequacy of the budget and timeline – 20%

· Potential for partnership impact and sustainability – 20%

Arapahoe County Public Health will notify the vendors of the contract decision by February 23, 2024.

QQ 24-06

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