School of Business Carpet-LVT Docmtd Quote.docx

STATE OF COLORADO

OFFICE OF THE STATE ARCHITECT

DOCUMENTED QUOTE

DOCUMENTED QUOTE REQUEST

Basic Information and Timeline

All dates and times are subject to change and are in Mountain Time.

Table of Contents

A. Quick Resources

1. For questions about this solicitation, contact the Single Point of Contact identified above.

2. For help with Vendor Self Service (ColoradoVSS), contact the Vendor Self Service Help Desk vsshelp@state.co.us or 303-866-6464.

3. For information about doing business with the state of Colorado generally, go to: https://osc.colorado.gov/spco/accesscolorado.

B. Introduction and Background The project location is Adams State University, School of Business, Alamosa, CO 81101. The School of Business is a two-story academic building consisting of classrooms and staff offices. This project will entail the removal and replacement of existing commercial grade carpet in classrooms and staff offices as well as the installation of LVT in hallway corridors. The approximate square footage of flooring to be addressed in this project is 13,000 sq. ft. Please reference attached floor plan for detailed locations and dimensions of project scope.

C. How to Submit a Quote

1. In General. Email the quote, Signature Page, and any other required documents in one zip file as an attachment to this email address: kcooper@adams.edu Please be aware of email server file size limitations. The maximum file size the State can accept is 15 GB.

2. Only Attachments. Only the zip file goes through. The Agency/Institution cannot see any text or messages sent to the email address identified above. Written questions may be emailed to the Single Point of Contact.

3. File Names. The zip file name should start with the solicitation type, solicitation number, and vendor name (e.g., “DQ 2021000XXX Vendor Name…”). Vendors may include additional information in the zip file name.

4. Timing. The zip file typically uploads within five minutes; however, vendors should submit zip files at least thirty minutes prior to any deadline to ensure the file is received.

5. Confirmation. Vendors will receive an email confirmation from box.com that the zip file was uploaded correctly. If not, please contact the Single Point of Contact.

6. No Encryption. Do not encrypt emails sent to the submission email as it may prevent full submission.

7. Pre-bid Conference. There will be a mandatory pre-bid conference May 1, 2025, 11:00am, School of Business, Adams State University, Alamosa, CO 81101

8. Questions. Vendors may submit questions by email to the Single Point of Contact prior to the Questions Due Date identified in the Basic Information and Timeline above. The Agency/Institution may answer some, all, or none of the questions asked by posting them publicly.

9. Late Quotes may be accepted at the Agency/Institution’s sole discretion.

D. Quote Format

1. Quotes shall be on Vendor letterhead E. Quote Content

1. Quote Substance. Please answer or address the following questions or issues:

i. Preference shall be given to Colorado resident bidders and for Colorado labor, as provided by law.

ii. Per C.R.S. §24-105-201 If the construction value is $50,000 or greater a Bid Bond and Power of Attorney or Proposal Guaranty is required in an amount not less than 5% of the total Bid. Forms can be found on the Office of the State Architect Website: https://osa.colorado.gov/state-buildings/project-management-policies-guidelines/solicitation-forms

2. Cost Requirements. The provided quote must be comprehensive, including all the labor and materials and to perform all the work required for the complete and prompt execution of everything described or shown in or reasonably implied in the solicitation, including the Drawings and Specifications.

F. Administrative Information

1. Communication. All communication regarding this solicitation must be done through the Single Point of Contact identified above. Unauthorized contact with any Agency/Institution personnel other than the Single Point of Contact regarding this solicitation is prohibited and may result in disqualification.

2. Notices/Addenda. The Agency/Institution may modify this solicitation by posting changes via the Colorado VSS website. All communications will be posted on the VSS, www.colorado.gov/vss.

3. Modifications of Quotes. Quotes may be modified or withdrawn by the vendor prior to the established due date and time. Vendors may be asked by the Agency/Institution to modify or clarify their quotes after the due date.

4. Presentations or Site Visits. At the Agency/Institution’s sole discretion, the Agency/Institution may request presentations or site visits. Vendors should not, however, prepare the quote with the assumption that an opportunity for oral presentations or revisions will be offered.

5. Bid Security: A bid security of not less than 5% of the bid price is required when the price is estimated to be $50,000 or more. The security shall be a bond by a surety company, the equivalent in cash, or otherwise supplied in a form satisfactory for the State. Noncompliance requires the bid to be rejected as nonresponsive.

6. Or Equal: The words “OR EQUAL” are applicable to all specifications and drawings relating to materials or equipment specified. Any material or equipment that will fully perform the duties specified, will be considered “equal”, provided the bid submits proof that such material or equipment is of equivalent substance and function and is approved, in writing. Requests for the approval of “or equal” shall be made in writing at least five (5) business days prior to bid opening. During the bidding period, all approvals shall be issued by the Architect/Engineer in the form of addenda at least two (2) business days prior to the bid opening date.

7. Acceptance of solicitation terms. A quote submitted in response to this solicitation shall constitute a binding offer and acknowledgment that all terms and conditions of this solicitation are accepted. Vendors must identify any variations between its quote and the solicitation. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance.

8. Inconsistencies and Omissions: Bidders may request clarification of any seeming inconsistencies, or matters seeming to require explanation, in the bidding documents at least three (3) business days prior to the time set for the opening of Bids. Decisions of major importance on such matters will be issued in the form of addendum.

9. Contract. Vendors must agree to the State’s contract terms, as attached as an exhibit to this solicitation. Please note that any referenced or attached model contract lists the State’s standard required legal provisions but may not include the specific scope of work and other specific terms or requirements for this solicitation. Vendors must review any attached contract terms and note any exceptions. If no exceptions are noted, Vendor is indicating an intent to accept the terms as-is. Modifications to the State’s contract terms constitute increased risk and costs to the State. Therefore, Vendor’s noted exceptions may be considered in any evaluation.

10. Award. The Agency/Institution will notify all vendors who submitted a quote when it issues a Notice of Intent to Award or actual Award. The awarded vendor(s) must act in good faith to execute an agreement on or before the Anticipated Contract Start Date identified above. If this date is not met, through no fault of the State, the State, at its sole discretion, may cancel the Notice of Intent to Award.

11. CORE Registration. Unless otherwise noted, before the Agency/Institution can award to any vendor, that vendor must be registered in CORE, which can be completed through Vendor Self Service at www.colorado.gov/vss.

12. EFT. Awarded vendors are encouraged to sign up for EFT transfers.

13. Secretary of State Registration. Before Contract execution, the awarded vendor must be registered to do business in the State of Colorado. If a vendor is a foreign corporation (formed under a statute or common law in a jurisdiction other than Colorado) or other foreign entity transacting business in the State of Colorado, it shall warrant that it currently has obtained and shall maintain any applicable certificate of authority to transact business in the State of Colorado and has designated a registered agent in Colorado to accept service of process.

14. Pricing. Estimated prices are not acceptable. Pricing shall be FOB Destination and include any minimums, special charges, restrictions, or any other conditions. The failure of the vendor to note any special conditions or exceptions shall be deemed a waiver of any such condition or exception. Pricing shall be firm for the term of the award, including option years, unless otherwise specified.

15. Cancellation. A solicitation may be cancelled only when there are cogent and compelling reasons to believe that the cancellation of the solicitation is in the state's best interest. An award of a contract under a solicitation may be cancelled, in whole or in part, when the procurement official determines in writing that such action is in the state's best interest.

16. Costs. The Agency/Institution is not liable for any cost incurred by vendors prior to any formal contract, purchase order, or other agreement. No property interest, of any nature shall occur until a contract is awarded and signed by all concerned parties.

17. Method of Award - Lowest Responsible Bidder: If the bidding documents for this project require alternate prices, additive and/or deductible alternates shall be listed on the alternates bid form provided by the Principal Representative. Bidders should note the Method of Award is applicable to this Bid as stated below.

i. Deductible Alternates: The lowest responsible Bid, taking into account the Colorado resident bidder preference provision of Colorado law, will be determined by and the contract will be awarded on the base bid combined with deductible alternates, deducted in numerical order in which they are listed in the alternates bid form provided by the Principal Representative. The subtraction of alternates shall result in a sum total within available funds. If this bid exceeds such amount, the right is reserved to reject all bids. An equal number of alternates shall be subtracted from the base bid of each bidder within funds available for purposes of determining the lowest responsible bidder.

ii. Additive Alternates: The lowest responsible Bid, taking into account the Colorado resident bidder preference provision of Colorado law, will be determined by and the contract will be awarded on the base bid plus all additive alternates added in the numerical order in which they are listed in the alternates bid form provided by the Principal Representative. The addition of alternates shall result in a sum total within available funds. If this bid exceeds such amount, the right is reserved to reject all bids. An equal number of alternates shall be added to the base bid of each bidder within funds available for purposes of determining the lowest responsible bidder.

iii. Deductible and Additive Alternates: Additive alternates will not be used if deductible alternates are used and deductible alternates will not be used if additive alternates are used.

18. Quote Rejection. The Agency/Institution may reject a quote, waive informalities, and minor irregularities, or accept any portion.

19. Tax ID. Any tax identification number provided must be that of the vendor responding to the solicitation. The vendor must be a legal entity with the legal right to contract.

20. News Releases. Vendors may not issue any news releases pertaining to this solicitation without prior written approval by the State.

21. Taxes. The Agency/Institution is exempt from all federal excise taxes under Chapter 32 of the Internal Revenue Code (Registration No. 84-730123K) and from all state and local government use taxes C.R.S. 39-26-114 Vendor is hereby notified that when materials are purchased in certain political sub-divisions (for example - City of Denver), the vendor may be required to pay sales tax even though the ultimate product or service is provided to the State of Colorado. This sales tax will not be reimbursed by the Agency/Institution.

22. E-Verify. Vendors must participate in the federal E-Verify program or the Colorado Agency/Institution of Labor and Employment Program as required by C.R.S. 8-17.5-101.

23. Services Outside of Colorado. Vendors must disclose services performed outside of Colorado as required by C.R.S. 24-102-206.

24. Notice to Non-Resident Bidders. If a nonresident bidder is from a state that provides a bidding preference to bidders from that state, then a comparable percentage disadvantage will be applied to the bid of that nonresident bidder pursuant to C.R.S. 24-103-908. The bidder may obtain additional information from the Agency/Institution of personnel's website.

G. Exhibits Exhibit A: Purchase Order-OSA (SBP-3.1) or Design/Bid/Build Agreement SC-6.21 and The General Conditions of the Contractor’s Design/Bid/Build (D/B/B) Agreement (STATE FORM SC-6.23)

Exhibit B: Scope of Work: Carpet removal and replacement (see required carpet product specifications) in 1st floor classrooms as noted in the attached Floor Plan. Installation of LVT in 1st floor and 2nd floor corridors as noted in the attached Floor Plan (see required LVT product specifications). The removal and disposal of existing carpet is to be included in the vendor/contractor scope of work as well as the removal/disposal and replacement of cove base in classrooms and corridors.

The removal of furniture/equipment prior to the start of the project will be the owner’s responsibility.

[The rest of this page intentionally left blank] H. Signature Page

The Vendor must complete and submit the Signature Page along with the quote.

Vendor Name

Vendor Address

Vendor Contact Name

Vendor Contact Email

Vendor Contact Phone

Does the Vendor have any perceived, potential, or apparent conflicts of interest? If so, please disclose them.

Is the Vendor a Service Disabled Veteran Owned Small Business pursuant to C.R.S. §24-103-905?

Is the Vendor currently on any debarred list?

Name of person authorized to submit this quote

Signature from an authorized individual. Signatures may be physical or electronic as defined by the Uniform Electronic Transactions Act. Some examples of acceptable signatures are: DocuSign, Adobe, or scanned physical copies.

SBP-DQ

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