RFP AADA 2016000080

RFP-AADA 2016000080

State of Colorado

Department of Personnel and Administration (DPA), Executive Office

Department of Central Services

REQUEST FOR PROPOSAL (RFP) SUBMITTAL COVER SHEET

Subject to the specifications, terms and conditions herein stipulated, attached, or linked, proposals will be accepted at the address below prior to the date and time listed. Offers are now being accepted for: RFP AADA 2016000080

1525 Sherman St., 5th floor Denver, CO 80203

303-866-6484

IDENTIFICATION OF OFFEROR(S) (Legibly Complete the Following Information):

OFFEROR(S)/COMPANY NAME:

STREET ADDRESS:

CITY/STATE/ZIP:

PHONE:

FAX:

E-MAIL ADDRESS:

WEBSITE ADDRESS:

AUTHORIZED SIGNATURE: _________________________________________________

(one copy must include an original signature)

PRINTED NAME AND TITLE:

FEIN OR CORE SUBSCRIBER NUMBER AS REGISTERED ON CORE:

CONTACT NAME FOR CLARIFICATIONS:

PHONE:

MODIFICATIONS RECEIVED:

PAYMENT TERMS (Not Less Than NET 30):

F.O.B.: Destination, Prepaid & Allowed LEAD TIME/DELIVERY ARO: See Contract Requirements

In submitting this coversheet, you are verifying receipt of the original CORE notice and attachments. Where modifications are issued, you need to additionally acknowledge receipt of the number of modifications above where indicated. Offeror(s) are responsible for reading the entire RFP document before submitting a proposal.

RETURN THIS PAGE WITH YOUR RESPONSE

Exhibits (attached as separate files)

Exhibit A

Exhibits Related to Contract

State of Colorado Purchase Order Terms and Conditions.

The State respects the environment and desires to do business with vendors who share this concern. Accordingly, the vendor who is awarded this solicitation agrees that, wherever required, all reports, catalogs, correspondence, or other submittals will be made on recycled paper and with copying on both sides of the pages. (Recycled paper meaning not less than 50% of the total weight consisting of secondary and post-consumer waste, and not less than 10% total weight consisting of post-consumer waste.)

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.”

Website & Solicitation Page, Attachments and Terms & Conditions https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService

Section 1.0 Supplemental Solicitation Terms and Schedule of Activities

1.1.1 Colorado Operations Resource Engine (CORE) and Registration

This solicitation is published using the CORE. CORE and its registration information may be linked through the following link at https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService 1.1.2 Structure of this Request for Proposal

CONTENT. This RFP describes the minimum content and general format for responding to our RFP. Your reply shall be submitted on the forms and in the formats requested (or equivalent) with all questions answered in detail. Elaborate format and binders are neither necessary nor desired. Legibility, clarity, and coherence are more important. Your proposal should present information in the order requested in the RFP. It is mandatory that the Bidder use the same numbering format as used in this RFP so that responses correlate to the same paragraph in the RFP requirement. This will make your proposal more "evaluator friendly" to the evaluation team conducting the evaluation of the proposals.

Whenever a question is asked in the RFP subparagraphs or a requirement stated by the use of the phrase "The Bidder Shall", the Bidder is expected to answer these as fully and completely as possible. Failure to do so, may deem your proposal as "Nonresponsive" to that requirement.

Responsiveness will be measured by the Bidder's response to the requirements in each paragraph to this RFP. Merely "parroting" back the RFP requirements statement in the Bidder's proposal may deem the response as nonresponsive. The Bidder's response must demonstrate an understanding of the requirements. This might be done by providing what was asked for, or citing how the Bidder has achieved the requirements in its normal business practices (such as submitting samples of procedures, or award letters).

RFP Cancellation

The State reserves the right to cancel this entire Request for Proposal at any time, without penalty.

1.1.3 RESERVED

1.1.4 Official Means of Communication

During the solicitation process for this RFP, all official communication with Offeror will be via notices on CORE. Notices may include any modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of the apparent winning Offeror. It is incumbent upon Offeror to carefully and regularly monitor CORE for any such notices.

1.1.5 Vendor Registration (Offeror Registration) Offeror registration (Colorado Operation Resource Engine Registration). Offeror registration status is based on the Offeror’s Federal Employer Tax ID Number (FEIN), as provided by the Offeror, on the Request for Proposal (RFP) Submittal Cover Sheet; page 1 of this document. This FEIN shall be the number used to determine if or if not an Offeror is registered.

1.1.6 Issuing Office & Sealed Responses

This Request for Proposal (RFP) is issued for the Department of Personnel & Administration, Department of Information Technology by the Department of Personnel & Administration, Executive Office. The agency and contact listed in section 1.1.7 is the sole point of contact concerning this RFP.

All Proposals must be submitted, "sealed"; i.e. package, envelope, box, etc.

1.1.7 Inquiries

Offeror may make email or written inquiries concerning this RFP to obtain clarification of requirements. No inquiries will be accepted after the date and time indicated in the Schedule of Activities. The State prefers that all inquiries be sent by electronic mail (with the RFP# AADA 2016000080. in the subject line) to:

Address written fax inquiries to:

Department of Personnel & Administration, Executive Office

1525 Sherman St., 5th floor Denver, Colorado 80203 Attn: John Weber RFP No. RFP-AADA 2016000080 If an email inquiry is submitted, submit the inquiry to:

John.weber@state.co.us Response to Offerors' inquiries (if required) will be published as a modification on the CORE system in a timely manner. Offeror should not rely on any other statements, either written or oral, that alter any specification or other term or condition of the RFP. Offerors are responsible for monitoring CORE for publication of modifications to this solicitation.

1.1.8 News Releases

News releases or contact with media representatives pertaining to this RFP or concerning any Offeror’s proposal shall NOT be made prior to execution of the contract without prior written approval by the State.

1.1.9 Proprietary/Confidential Information

Any restrictions on the use or inspection of material contained within the proposal shall be clearly stated in the proposal itself; written requests for confidentiality shall be submitted by the Offeror with their proposal. The Offeror must state specifically what elements of the proposal are to be considered confidential/proprietary.

Confidential/Proprietary information must be readily identified, marked and separated/packaged from the rest of the proposal. Co-mingling of confidential/proprietary and other information is not acceptable. Neither a proposal, in its entirety, nor proposal price and/or rate information will be considered confidential and proprietary. Any information that will be included in any resulting contract cannot be considered confidential. The Department of Personnel & Administration, Purchasing Director and\or delegate will make a written determination as to the apparent validity of any written request for confidentiality. In the event the Department of Personnel & Administration does not concur with the Offerors’ request for confidentiality, the written determination will be sent to the Offeror. Ref. Section 24-72-201 et. seq., C.R.S., as amended, Public (open) Records Act.

1.1.10 RFP Response Material Ownership

The State of Colorado has the right to retain the original proposal and other RFP response materials for our files. As such, the State of Colorado may retain or dispose of all copies as is lawfully deemed appropriate.

Proposal materials may be reviewed by any person after the "Notice of Intent to Make an Award" letter(s) has/have been issued, subject to the terms of Section 24-72-201 et seq., C.R.S., as amended, Public (open) Records. The State of Colorado has the right to use any or all information/material presented in reply to the RFP, subject to limitations outlined in the clause, Proprietary/Confidential Information.

Offeror expressly agrees that the State may use the materials for all lawful State purposes, including the right to reproduce copies of the material submitted for purposes of evaluation, and to make the information available to the public in accordance with the provisions of the Public Records Act.

1.1.11 Contractual Obligations of RFP Documents

The contents of the proposal and the terms of this request for proposals will become contractual obligations of the successful Offeror(s). This RFP solicitation consists of all documents listed under the Table of Contents and are hereby referenced and incorporated herein. The final contract shall provide the order of precedence of all related documents, in the following order: Colorado Special Provisions, contract, RFP, Offeror’s response and, applicable Exhibits. In responding to this RFP, Offerors agreeing to abide by the requirements of the RFP are also agreeing to abide by all terms and conditions contained herein, so Offerors should identify or seek to clarify any problems with contract language or any other document contained within this RFP packet through their written inquiries about the RFP or within their proposal. It may be possible to negotiate some of the wording in the final contract, but there are many provisions, such as all of those contained in the Special Provisions pages, that cannot be changed. To avoid the possibility of their proposal being rejected or of any delay in the finalization of the resulting contract, it is highly recommended that Offerors NOT take any exception to any of the State’s terms and conditions. Failure of the successful Offeror(s) to accept these obligations may result in cancellation of the award.

1.1.12 Parent Company

If an Offeror is owned or controlled by a parent company, the name, main office address and parent company’s tax identification number shall be provided in the proposal.

1.1.13 Certification of Independent Price Determination

1.1.13.1 By submission of this proposal each Offeror certifies, and in the case of a joint proposal each party, thereto, certifies as to its own organization, that in connection with this procurement:

a) The prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other Offeror or with any competitor;

b) Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the Offerors and will not knowingly be disclosed by the Offerors prior to opening, directly or indirectly to any other Offerors or to any competitor; and

c) No attempt has been made or will be made by the Offerors to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

1.1.13.2 Each person signing the Invitation for Bid/Request for Proposal Cover Sheet of this proposal certifies that:

a) He/She is the person in the Offeror’s organization responsible within that organization for the decision as to the prices being offered herein and that he/she has not participated, and will not participate, in any action contrary to (1.1.13.1)(a) through (1.1.13.1)(c) above; or

b) He/She is not the person in the Offeror’s organization responsible within that organization for the decision as to the prices being offered herein but that he/she has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to (1.1.13.1)(a) through (1.1.13.1)(c) above, and as their agent does hereby so certify; and he/she has not participated, and will not participate, in any action contrary to (1.1.13.1)(a) through (1.1.13.1)(c) above.

1.1.13.3 A proposal will not be considered for award where (1.1.13.1)(a), (1.1.13.1)(b), (1.1.13.1)(c),or (1.1.13.2) above have been deleted or modified. The proposal will not be considered for award unless the Offeror furnishes with the proposal a signed statement which sets forth in detail the circumstances of the disclosure and the head of the agency, or his/her designee, determines that such disclosure was not made for the purpose of restricting competition.

1.1.14 Standard Contract Except as modified herein, the standard State Contract Terms and Conditions and the Model Contract (see attached) included in this RFP shall govern this procurement and are hereby incorporated by reference.

1.1.14.1 Legislative Changes The State of Colorado reserves the right to amend the contract in response to legislative changes which may affect this project.

1.1.14.2 Order of Precedence In the event of any conflict or inconsistency between terms of this request for proposal and the offer, such conflict or inconsistency shall be resolved, first, by giving effect to the terms and conditions of the contract, second, to the request for proposal, and third, to the proposal.

1.1.14.3 Venue The parties agree that venue for any action related to performance of this contract shall be in the City and County of Denver, Colorado.

1.1.15 Offeror Proposed Terms and Conditions

Except as specified in the Offeror’s proposal, the submission of the Offeror’s proposal will indicate its acceptance of these terms and conditions. Offerors must disclose in their proposals terms and conditions or required clarifications of terms and conditions consistent with these instructions. The State reserves the right to clarify terms and conditions not having an appreciable affect on quality, price/cost risk or delivery schedule during post-award formalization of the contract.

1.1.16 Number of Awards The State intends to award one award/Purchase Order as a result of this RFP.

1.1.17 Estimated Quantities Estimated quantities where provided are estimates only, no volumes can be guaranteed. The estimated value of this project is not known at this time.

1.1.18 Late Proposals Late proposals will not be accepted. It is the sole responsibility of the Offeror to ensure that the Proposal arrives in the designated office prior to the date and time specified in the Schedule of Activities.

1.1.19 Not used this RFP 1.1.20 Contract Execution An Awarded Offeror may have no longer than fifteen (15) calendar days to enter into agreement after being notified by the State. If this date is not met, the State may elect to cancel the award and award the selection to the next most successful Offeror(s) if the delay is not the fault of the State.

1.1.21 Proposal Pricing Estimated proposal prices are not acceptable. Offers submitted must include all related costs (e.g. surcharges, travel, etc.). Any costs not included as part of the offer will be disallowed. Pricing must be in U.S. funds. Prices proposed or rates charged or commission fees proposed are expected to be held firm for the entire contract period.

1.1.22 Rejection of Proposals The State of Colorado reserves the right to reject any or all offers and to waive informalities and minor irregularities in offers received and to accept any portion of an offer or all items offered if deemed in the best interest of the State of Colorado to do so.

1.1.23 State Ownership of Contract Products All products produced in response to the contract or agreement resulting from this RFP will be the sole property of the State of Colorado. Any exceptions must be outlined in detail. Exceptions may serve as cause for rejection of proposal.

1.1.24 Pre Performance Meeting Upon execution of the contract, the Contract Administrator may conduct a review of the contract requirements with key personnel of the State and Awarded Offeror(s). If the State decides to hold a Pre Performance Meeting the Vendor must send a representative to attend the meeting in person, at the Vendor’s expense. The purpose of the meeting would be for all working parties to gain a better knowledge of the contract requirements, have questions answered, and conduct a needs assessment so that transition to performance will commence timely and smoothly.

1.1.25 Contract Term The Purchase Order issued will be for the remainder of fiscal year 2016 (6/30/16).

1.1.26. Federal E-Verify and Colorado Department of Labor and Employment Program.

Effective May 13, 2008, contractors who enter into a public contract for services with Colorado state agencies or political subdivisions must participate in either the federal E-Verify program, or the newly created Colorado Department of Labor and Employment Program (Department Program). The option to enroll in the new Department Program instead of E-Verify was created by Colorado State Senate Bill 08-193, which amended the Public Contracts for Services and Illegal Alien Laws, 8-17.5-101 and CRS, C.R.S. A copy of the Guide to contractor participation and a copy of the Notice of Participation and Contractor Affirmation forms is attached to this RFP as Exhibits B, C and D.

1.1.27 Schedule of Activities (Estimates only dates may change as required)

(All times are in local Colorado/Mountain time)

1.1.28 Performance Outside the State of Colorado and/or the United States

[Not applicable if Contract Funds include any federal funds] Following the issuance of a Purchase Order or State Contract, Contractor shall provide written notice to the Department of Personnel & Administration Contracts and Procurement Office, within 20 days of the earlier to occur of Contractor’s decision to perform, or its execution of an agreement with a Subcontractor to perform, Services outside the State of Colorado and/or the United States. Such notice shall specify the type of Services to be performed outside the State of Colorado and/or the United States and the reason why it is necessary or advantageous to perform such Services at such location or locations. All notices received by the State pursuant to this section shall be posted on the Colorado Department of Personnel & Administration’s website. Knowing failure by Contractor to provide notice to the State under this section shall constitute a material breach of this Contract.

1.1.29 Cyber Security

If applicable, the awarded Offeror is required by Office of Information Technology (OIT) to comply with the State of Colorado Cyber Security Policies: http://www.oit.state.co.us/ois/policies

1.1.30 Administrative Review Factors – Pass/Fail

Offerors must demonstrate in writing their ability and willingness to comply with the Mandatory Requirements found in Section 3.0 of this RFP, as applicable, to be considered responsive to this RFP.

These items are judged on a pass or fail basis and must be satisfied in their entirety in order for the Offeror’s response to be considered for further review by the Evaluation Committee. All Proposers meeting all Mandatory Requirements in Section 3.0 will then be evaluated and scored based on their responses to the remainder to the RFP.

1.1.31 PERA

The State of Colorado Department of Personnel & Administration is a Colorado PERA affiliated employer. Vendor shall comply with Colorado Senate Bill 06-235 and CRS §24-51-1101(2) and with PERA rules regarding contributions for PERA retirees.

DPA is requiring the vendor to notify DPA's Accounting Office at 303.866.2147 within fifteen (15) calendar days from the date of this contract if the services provided are being or are to be performed by a PERA retiree.

1.1.32 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).

DPA shall give a certified SDVOSB a 5% preference in response to any DQ, IFB, or RFP published. 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)

Section 2 Background and Scope of Work

2.1 Purpose

The purpose of this Request for Proposal (RFP) is to contract with a qualified Vendor to provide to DPA the twenty-one (21) recycling stations and associated plastic interior bins described above.

Contractual Requirements

This RFP contains the instructions governing the proposals to be submitted and the material to be included; mandatory requirements must be met to be eligible for consideration; and other requirements to be met by each proposal. All offerors must meet the minimum requirements established by this RFP to be eligible for award.

Section 3 Statement of Work/Proposal Requirements

The State of Colorado is seeking proposals for a vendor to provide high quality recycle containers made with a high content of recycled materials for the State Capitol Building.

The Statement of Work and Proposal Requirements are divided into the following three sections:

Section 3.1: Technical Component. Design, Materials and Quality of product

Section 3.2: Cost Proposal Component. Prices are to be firm, fixed price per Unit.

Section 3.3: Vendor Experience, Warranty of Product and Delivery Schedule.

Within each section there are questions that must be completed and returned with the proposal.

3.1 Technical Component Offerors’ Response

The State requires recycle containers that are esthetically pleasing, that fit within the décor of the State Capitol Building and that meet the design criteria. The stations must be discrete and in keeping with the Capitol’s architectural motif:

· Corinthian inspiration on main floor

· Neoclassical

· Regal, democratic, restrained

The State of Colorado, Department of Personnel and Administration (DPA), Division of Central Services, Capitol Complex is seeking to purchase, from one vendor, twenty-one (21) recycling stations. Each of these stations will have one (1) “Recycling” stream and one (1) “Landfill” stream. The State’s preferred sizing for these stations is as follows, deviation from the below requests will negatively impact Vendor’s score:

Medium Recycling Stations

· Five (5) “Medium” recycling stations big enough to house two (2), thirty-eight (38)-gallon plastic bins. These stations will be:

· 45.5” (+/- 0.5”) long at the top, including countertop overhang

· 45” (+/- 0.5”) long at the bottom, not including countertop overhang

· 23.5” (+/- 0.5”) wide at the top, including countertop overhang

· 23”(+/- 0.5”) wide at the bottom, not including countertop overhang

· 31” (+/- 0.5”) tall from top to bottom, not including any additional height the wheels add

45.5” (+/- 0.5”) tall from the bottom of the back of the station, not including wheels, to the top of the educational backboard

· Supported by six (6) non-marking, non-scuffing non-marring, non-metal wheels in 360° rotating casters, strong enough to support the weight of a fully loaded recycling station while allowing for transportation/manipulation of the station by one person

· Four (4) of these will be non-locking casters, recessed from the back corners and middle (front and back) of the station

· Two (2) of these will be locking casters recessed from the front corners of the stations

· These wheels and casters will not add more than 1” (+/-0.5”) to the overall height of the recycling station Proposer shall provide actual recycling container detailed dimensions for the “Medium” product being provided. Also include manufacturer, model of Unit. Vendor should also provide detailed illustration of proposed recycling station and separate illustrations with dimensions at time of bid submission Small Recycling Stations

· Sixteen (16) “Small” recycling stations big enough to house two (2) twenty-six (26)-gallon plastic bins. These stations will be:

· 39” (+/- 0.5”) long at the top, including countertop overhang

· 38.5” (+/- 0.5”) long at the bottom, not including countertop overhang

· 20.5” (+/- 0.5”) wide at the top, including countertop overhang

· 20” (+/- 0.5”) wide at the bottom, not including countertop overhang

· 31” (+/- 0.5”) tall from bottom to counter top surface, not including height added by casters.

· 45.5” (+/- 0.5”) tall from the bottom of the back of the station, not including wheels, to the top of the educational backboard

· Supported by six (6) non-marking, non-scuffing non-marring, non-metal wheels in 360° rotating casters, strong enough to support the weight of a fully loaded recycling station while allowing for transportation/manipulation of the station by one person

· Four (4) of these will be non-locking casters, recessed from the back corners and middle (front and back) of the station

· Two (2) of these will be locking casters recessed from the front corners of the stations

· These wheels and casters will not add more than 1” (+/-0.5”) to the overall height of the recycling station Proposer shall provide actual recycling container detailed dimensions for the “Small” product being provided. Also include manufacturer, model of Unit. Vendor should also provide detailed illustration of proposed recycling station and separate illustrations with dimensions at time of bid submission Additional product requirements for all Recycling Stations:

1) Vendor will also provide internal plastic bins that will fit easily in the stations’ front-facing-waste-removal doors, based on the recycling station dimensions provided in the bidder’s proposal:

· Ten (10), plastic bins big enough to accommodate forty (40)-gallon refuse bags.

· Thirty-two (32), plastic bins big enough to accommodate thirty (30)-gallon refuse bags.

NOTE* Refuse bags for the plastic bins shall be of standard dimensions and shall not be proprietary to any manufacturer or supplier.

2) As mentioned above, these stations must have backboards that can be affixed by Capitol Complex personnel after delivery.

· These backboards must have a clear, 8½”x11”, horizontally oriented, top & back accessible, photo-frame-like-closures/openings to plexi-glass window, centered above each disposal opening to accommodate removable 8½ x 11”, educational campaign documents

3) At a minimum, proposed product must have a minimum warranty of three (3) years covering stations, backboards, wheels, and casters. Vendors with warranties less than three (3) years will not be considered. All warranty claims shall be resolved by the awarded bidder. The State shall not be required to pay any delivery or fright cost for warranty repairs.

· The State would prefer that all Stations, backboards, wheels, and casters carry a full four year warranty. Proposer shall provide the warranty of the product bid.

Provide documentation that outlines the warranty provided by the proposed product and any conditions of the warranty

4) The State would prefer that all Recycle Stations have the maximum possible recycle plastic content while meeting all of the requirements of this bid. However at a minimum all primary station plastic shall be composed of at least 90% recycled plastic. Vendor must submit with the proposal proof of the station’s recycled content by November 20, 2015.

· This Recycle Stations plastic must be smudge-resistant

· The Recycle Stations plastic will be a minimum of 0.25” thick and a maximum of 0.75” thick 5) Top of station disposal (not side nor front), with flat, non-sloped, countertop.

· The openings for the recycling streams will be of “Saturn” shape

· The openings for the landfill streams will be square.

6) Front opening doors that will allow for the easy removal of internal bins 7) The State prefers that the stations’ primary color be brown (Pantone 4625 C). Deviations from this color are permitted but are subject to approval and could negatively impact Vendor’s score.

· Vendor must submit a color sample to DPA by November 20, 2015 for approval 8) The State request that the stations have Ipe wood, or approved equal wood trim in brown (Pantone 469 C). Approved equal wood trim stain color must also be approved by the State

· Vendor must submit sample of trim ipe wood, or approved equal wood, stained to the appropriate color, to DPA by November 20, 2015 for approval

The image below illustrates a recycling station similar to that being requested by the State 9) The State requests that Proposer has been in business for three (3) years or more. Vendor shall provide proof of such at time of application submission. Proposer shall provide references for at least four (4) projects including names, email address, and telephone numbers. The State will contact three (3) of these four (4) references asking each respondent the below questions:

· Did vendor deliver on time?

· Was the quality as expected?

· Was the price as expected?

10) Vendor shall disclose/submit the following with proposal:

1. Estimated length of time for delivery from acceptance of Vendor’s purchase order

· The State prefers delivery of all stations by January 19, 2016.

· Delivery date of final product shall be no later than February 9, 2016

2. Illustration of proposed recycling station with additional specification sheets detailing dimensions

3.

Cut sheet or blueprints of wheels and casters for both locking and non-locking units. Include photo and/or illustration

3. Proof of Vendor operation for more than three (3) years

4. At least four (4) references for previous projects including names, email address, and telephone numbers

11) All proposers must submit the following samples to DPA by November 20, 2015:

· 2”x6” or larger, sample of station plastic in Pantone 4625 C, or similar, with manufacturers’ color name

· Proof of plastic’s recycled content

· 2”x4” or larger sample of Ipe wood trim, or other wood trim, stained to Pantone 469 C, or similar, with manufacturers’ stain name and wood species Samples shall be sent to:

John P. Weber

Contracts and Procurement Director

1525 Sherman St, 5th floor

Denver, CO 80203

The awarded Vendor shall deliver a sample “Small” recycling station to DPA by January 4, 2016 for approval. If the sample recycling station does not meet the specifications, it will be rejected and the vendor will be required to arrange for its return to the vendor. DPA reserves the right to request a second sample to be delivered within two weeks of rejection of the first sample.

Upon product approval, the awarded Vendor will then deliver all remaining Units at one time, during normal State business hours which are Monday through Friday; 8:00 a.m. to 5 p.m.; except for State holidays or other State closures.

When delivering the units to 200 East Colfax Avenue, Denver, CO 80203, the delivery person will meet a designated DPA contact (303-866-4357) to be named five (5) business days before delivery, at the South side (14th & Sherman) of State of Colorado Capitol Complex and help unload the recycling stations. At the time of delivery the Vendor is to provide manufacturer warranties.

The State’s budgeted amount for all Units cannot exceed $36,715.

The State reserves the right to order additional Units during the remainder of the fiscal year (through 6/30/15). Please state your willingness to provide additional Units at the Unit price bid in your proposal. If price would be different then in the pricing bid, please state the price difference (per Unit) in your bid.

3.2 Cost Proposal Component Requirements A. Proposers shall provide and each price for the Medium and Small All prices bid shall be per Unit. The cost per Unit shall include shipping, freight, handling and all other associated costs. The cost per Unit shall not change in the event that the State chooses to order smaller or larger quantities.

3.3 Vendor Experience, Warranty of Product and Delivery Schedule

3.2.1 Provide the following identification information:

a. Company’s legal name.

b. Primary address.

c. How long your firm has been in business.

d. Is your company authorized to do business in the state of Colorado?

e. Provide at least four (4) references (with complete contact information) for similar product purchases

f. Provide warranty provided for product and any warranty disclaimers or certificated Section 4.0 Offeror Response Format and Instructions

4.1 Proposal Submission General Requirements

4.1.1 Timely Submittal It is the responsibility of the Offeror to ensure that the Colorado Department of Personnel and Administration receives the proposal on or before the date and time specified in the CORE Notice regardless of the delivery method used. Offerors mailing their proposals must allow sufficient mail delivery time to ensure receipt of their proposals by the time specified.

The State of Colorado Request for Proposal Cover Sheet MUST be signed in ink by the Offeror or an officer of the Offeror legally authorized to bind the Offeror to the proposal. Proposals which are determined to be at variance with this requirement may not be accepted.

4.1.2 Required Copies Offerors are required to submit one (1) original plus three (3) copies in a sealed in a package identifying the following information on the outside of the package:

Offeror's Name, RFP # (See Submittal Coversheet), Proposal Due Date and Time (Refer to Section 1. Schedule of Activities).

Offerors are requested to provide an additional electronic copy of their response including necessary brochures, catalogs, attachments, and other items on a CD or flash drive in a universally accepted format such as Adobe .pdf or Microsoft Office in addition to the required hard copy to facilitate evaluation and processing.

Proprietary/confidential information must be submitted on a separate disk and be clearly marked as such. The original hard copy in all cases is the official record and shall be used to resolve any differences.

4.1.3 Proposal Organization If Offeror’s submits a proposal in a binder, a binder (3 ring binder(s) is preferred) with all material clearly labeled or, such other organization that will facilitate the committee members’ evaluation. Offerors must respond to every item listed within this section and label his/her proposal with the corresponding number for each question or request for information.

4.1.4 Content Quality Do not include a copy of the State’s Request for Proposal, extensive artwork, unusual printing or binding, or other materials, which do not enhance the utility or clarity of the Offeror’s proposal. Documents should be double sided on recycled paper, and easy to copy/scan (no bound material, clips, etc). Paper should be white or extremely light paper and no dark backgrounds. Enhance electronic images for pages with a poor image quality.

4.1.5 Conflicts with Terms, Conditions, or Requirements Offeror must review the attached Purchase Order Terms and Conditions and list any exceptions or confirm that no exceptions are taken to the State’s Purchase Order. Conflicts with stated requirements must be noted in the corresponding paragraphs within the Offeror’s response format. Additional terms or conditions proposed by Offeror for consideration must be referenced within the corresponding paragraph or referenced here. References may direct reviewers to appendices within Offeror’s response.

4.1.6 Addressing Statement of Work/Program Requirements (Offeror Response) The following information within this section shall outline specific information required in your response and assist in determining how well your agency will be able to meet the requirements set forth within Section 3, Statement of Work/Proposal Requirements.

Offeror must address responses for each section of any proposal submitted.

All Offerors must respond to ALL portions of the following information and or related sections:

· Signed Proposal Submittal Cover Sheet

· Section

3.0 Statement of Work/Proposal Requirements

All Offerors must meet the mandatory requirements of the RFP or be disqualified, including:

· Section 3.1 Mandatory Minimum Requirements

· Transmittal Letter

Submit a Transmittal Letter that positively states your willingness to comply with all work requirements and other terms and conditions as specified in this RFP. Any deviations or changes from specifications outlined in this RFP are to be explained clearly and alternatives offered. Furthermore, the Transmittal Letter must:

i Be printed on your official business letterhead.

ii Identify all material and attachments that comprise your proposal.

iii Be signed by an individual authorized to commit you to the proposed work.

iv Discloses the intended use of any subcontractors and their credentials/references.

Section 5.0 Proposal Evaluations and Award

Bid Evaluation: An evaluation team selected by the State will evaluate the merit of proposals received in accordance with the evaluation factors defined in the solicitation. This evaluation committee will review and score submitted proposals to determine which response most accurately and clearly:

This section supplements paragraph 3.8, “Evaluation and Award,” in the Colorado Solicitation Instructions/Terms and Conditions that are available through the link on the CORE solicitation page.

· meets the equipment requirements

· meets the service requirements

· requires only limited clarification using terms standard to the industry defining those items that are manufacturer specific

· provides rates that are fair, competitive, and meets the State’s budget The recommendation of the Evaluation Team is forwarded to the DPA Contracts and Procurement Office for review and approval. Evaluation Criteria and scoring points are noted below in Section 5.2.

Price constitutes only one of the several evaluation criteria; therefore, the lowest dollar price MAY or MAY NOT indicate the successful awarded vendor. The proposal with the highest total score will be recommended for the award.

5.1.1 Evaluation Process The State plans an intensive, thorough, complete and fair evaluation process. All Offerors shall be afforded fair and equal treatment throughout the evaluation process.

5.1.2 Evaluation Committee An evaluation committee will independently evaluate the merits of proposals received in accordance with the evaluation factors stated within this RFP followed by committee group discussion. The sole objective of the evaluation committee will be to recommend for award the proposal(s) determined most advantageous to the State’s needs.

5.1.3 Evaluation Based on Initial Proposals The State may make an award based on receipt of initial proposals, so Offerors are encouraged to submit their most favorable proposal at the time established for receipt of proposals.

Proposals not meeting the mandatory or other requirements required for further consideration as specified in the RFP, may be classified as unacceptable and ineligible for further consideration. The technical aspects of the proposals will be assessed based on the soundness of the Offeror’s approach and the Offeror’s understanding of the requirement. The past experience/qualifications will be assessed by considering the extent to which the qualifications, experience, and past performance are likely to foster successful, on-time performance. Technical and past experience assessments may include a judgment concerning the potential risk of unsuccessful or untimely performance, and the anticipated amount of State involvement necessary to insure timely, successful performance.

5.1.4 Not used this RFP

5.1.5 Clarifications/Discussions

The State may conduct discussions with Offerors for the purpose of promoting understanding of the State’s requirements and the Offeror’s proposal, to clarify requirements, and to make adjustments in services to be performed and in prices and or rates. Those Offerors may be sent a list of questions to which they will then be given a specified number of days in which to formulate and submit written responses to the questions and to provide any related revisions to their initial proposal. The nature of the questions will be, generally, clarifying in nature and will permit related revisions to proposals. Such revisions will be at the option of the Offerors but will be limited to the guidelines defined by the State’s requested clarifications. No major changes will be permitted nor will the State accept any additional written materials not relevant to the questions/clarifications requested. Clarifications/Discussions may be limited to Offerors within the Competitive Range as defined in section 5.1.4.

5.1.6 Not used this RFP

5.1.7 Not used this RFP 5.1.8 Not used this RFP 5.1.9 Award Recommendation An evaluation committee will independently evaluate the merits of proposals received in accordance with the evaluation factors stated within this RFP. The sole objective of the evaluation committee will be to recommend for award the proposal(s) determined most advantageous to the State’s needs. Upon completion of the evaluation process, the committee will formulate a recommendation derived from evaluation findings on which proposal(s) is/are determined to be most advantageous, while within available resources, to the State. A formal recommendation of the committee will be forwarded to the Department of Personnel & Administration (DPA) Purchasing Director for review.

5.1.10 Notice of Intent to Award

Upon review and approval of the recommendation for award, the DPA Contracts and Procurement Unit will issue “Notice of Intent to Make an Award” letter(s) to all Offerors. In addition, an intent to award posting may be published on CORE. Upon issuance of the notice, all non-proprietary/confidential documents become public record and will be available for inspection. The time period for consideration of any protest of the award decision will commence at this time. Awarded Offeror(s) will be contacted by the State to complete post award requirements.

5.2 General Evaluation Criteria

5.2.1 Basis for Award

The purpose of this RFP is to solicit proposals for the goods/services specified herein. The requirements stated within this RFP represent the minimum performance requirements necessary for response as well as desired elements. All proposals must meet the minimum (mandatory) requirements established by this RFP to be eligible for award. Evaluation and award will be based on the following factors in decreasing order of importance: Mininum Requirements, Desirable Features, Pricing, References. In addition, Offerors must be licensed to do business in the State of Colorado.

Evaluation Criteria: The Evaluation Committee will judge the merit of proposals received in accordance with the criteria described in Statement of Work and mandatory requirments with the following maximum possible scores:

There are 100 total points possible for this RFP. The weight factor is as follows.

50% Technical Component

30% Cost Component

20% Vendor Experience, Warranty of Product and Delivery Schedule 5.2.2 Adequacy and Completeness of Response

In general, all aspects of the RFP will be evaluated based on the Offeror’s adequacy and completeness of the proposal with regard to the information specified in the RFP; i.e., compliance with terms, conditions and other provisions contained in the RFP, as well as Offeror’s ability to read and follow instructions. Failure of the Offerors to provide the information required in this RFP may result in disqualification of the proposal. This responsibility belongs to the Offerors.

5.2.3 Mandatory Administrative Review Factors

Offerors must comply with the following mandatory requirement in order to be considered responsive to this RFP and to be eligible to be awarded a contract. These items are reviewed as a pass or fail during evaluation of proposals:

Signed Proposal Submittal Cover Sheet. The State of Colorado’s Request for Proposal Submittal Cover Page MUST be signed by the Offeror or an officer of the Offeror legally authorized to bind the Offeror to the proposal.

Licensed. Licensed to do business in the State of Colorado.

5.2.4 Not used this RFP 5.2.5 Contract Review. Offerors must review the attached model contract and list any exceptions or confirm that no exceptions are taken to the State’s contract. The State will review the proposal to ensure the Offeror has not taken any exceptions to the State’s contract provisions which may be deemed unacceptable, particularly the State of Colorado Special Provisions, attached to the draft contract or exceptions to stated requirements which may be deemed unacceptable in meeting the needs of the State. Any exceptions taken could result in elimination of the Offeror’s proposal from further consideration, or result in delay or failure to execute a contract, whereby the State could terminate the award and commence negotiations with another vendor.