Solicitation no FEDA20150003_High Density Shelving System_Specifications.pdf.docx

Documented Quote, (DQ), no: FEDA20150003 Requirements and Specifications

The Air Pollution Control Division (APCD) of the Colorado Department of Public Health (CDPHE) is requesting documented quotes, (DQ), from vendors to install one, (1) , brand new, high density mobile storage system, model Wheelhouse High-Density Mobile Storage System, or equal, carriage system for storage of files in two and three inch binders. Work will take place in a first floor file room at CDPHE’s main campus, located at 4300 Cherry Creek Drive South, Denver, C) 80246-1530

Item Description:

Purchase and Install one, (1), High Density Mobile Storage System, model Wheelhouse High-Density Mobile Storage System, or equal.

Any brand name and/or model number used are for the purpose of describing the standard of quality, performance and characteristics desired, not to limit competition.

CDPHE will be the sole judge in the determination and evaluation of any equal bid product

Documented Quote, (DQ), Submission Requirements:

1) Vendor must submit DQ on authorized company letterhead.

2) Vendor must complete and return the attached vendor information / confirmation of offer form, (Ex. A)

3) All vendor pricing must be submitted on a company price sheet in itemized format , with a grand total price.

4) DQ must be submitted in an envelope or package with the solicitation number and submission deadline clearly marked on the outside. Late submittals will be rejected.

Emailed or faxed submittals will be rejected.

5) Vendors must submit one, (1) original, plus one, (1), copy of DQ.

6) Vendors must submit one, (1), set of factory specifications, with part / model numbers and warranty information of all equipment bid, also indicate any annual service agreements cost, (if available).

7) Delivery date and installation may be a consideration in the award of this solicitation; vendor must indicate an accurate delivery date.

8) Warranty may be a consideration in the award of this solicitation, vendor must indicate warranty covering materials, (including structural frames, shelving, moving components, controls, guides, parts, etc.) and labor in your quote CDPHE reserves the option to request additional demonstrations, samples or site visits of any bid product, at no additional cost to the CDPHE.

All vendors must indicate any deviation from the specifications, as indicated.

The award of this solicitation will be based on the lowest, responsive DQ which meets, or exceeds the minimum specifications of this solicitation.

Cost will be the primary factor in the award of this solicitation.

Vendor shall include three, (3), references for projects of similar scope and size. Provide contact name and telephone number for each reference. CDPHE reserves the right to contact references.

Attention Prospective Vendors: There will be a mandatory pre-bid meeting and walk through for prospective vendors. Vendor must attend the pre-bid meeting to submit a DQ. (See timeline in attached Solicitation Activity Document for schedule).

Address: CO Dept. of Public Health & Environment, 4300 Cherry Creek Drive, South, Denver, CO 80246 All prospective vendors who plan on attending the mandatory pre-bid scheduled on: 04/14/15 at 10:00 am mt must RSVP via email to: timothy.massangale@state.co.us no later than: 04/13/15, by COB. Vendors must arrive no earlier than 9:40 am mt, and report to the CDPHE main lobby to sign-in at the security desk, and to receive a visitor badge. Vendors who arrive late may be denied from attending the pre-bid meeting. A CDPHE representative will escort vendors to the work site. No more than two, (2) vendors per company may attend the pre-bid meeting. Vendors must attend the mandatory pre-bid meeting to submit a DQ. Vendors who submit a DQ without attending the pre-bid meeting will be rejected.

CDPHE’s responsibilities:

1. Clear the project area.

2. Provide carpeting to be installed by Vendor in project area.

3. Provide physical access and parking vendor during construction.

4. Provide primary points of contact after award is made.

Vendor responsibilities:

1. Prospective bidders are responsible for verifying all measurements.

2. Vendor shall be responsible for any and all damages resulting from its operation and upon occurrence report, verbally and written, to the CDPHE Building Ops Manager. The CDPHE Building Ops Manager will provide guidance of any rules related to repairs that the Vendor must comply with (i.e. lease or State building requirements). Damages shall be repaired to match existing within seven (7) calendar days upon notification and shall be at no expense to CDPHE. The repairs shall be equal to, or better than, the original conditions and will be approved or rejected by the CDPHE Building Ops Manager within three (3) calendar days. Should any repairs be rejected, the Vendor shall redo the repairs within seven (7) calendar days.

3. The successful bidder will be required to submit a Certificate of Insurance prior to installing the shelving. Following are the State’s standard insurance requirements:

A. The contractor shall obtain, and maintain at all times during the term of this contract, insurance in the following kinds and amounts:

1) Worker’s Compensation Insurance as required by state statute, and Employers Liability Insurance covering all contractor’s employees acting within the course and scope of their employment.

2) Commercial General Liability Insurance written on ISO occurrence form CG 00 01 10/93 or equivalent, covering premises operations, fire damage, independent contractors, products and completed operations, blanket contractual liability, personal injury and advertising liability with minimum limits as follows:

c. $1,000,000 products and completed operations aggregate;

d. $50,000 any one fire.

If any aggregate limit is reduced below $1,000,000 because of claims made or paid, the contractor shall immediately obtain additional insurance to restore the full aggregate limit and furnish to the State a certificate or other document satisfactory to the State showing compliance with this provision.

Notwithstanding this subsection A, if the contractor is a “public entity” within the meaning of the Colorado Governmental Immunity Act CRS 24-10-101, et seq., as amended (“Act”), The contractor shall at all times during the term of this contract maintain such liability insurance, by commercial policy or self-insurance, as is necessary to meet its liabilities under the Act. Upon request by the State, the contractor shall show proof of such insurance satisfactory to the State.

B. The State of Colorado and CDPHE shall be named as additional insured on the commercial General Liability and Automobile Liability Insurance.

Minimum Specifications:

1. The file room is 17’1” wide and 33’7” deep. This project will reconfigure approximately half of the room. The dimensions of the area to be reconfigured are 17’1” wide by 16’10 1/2” deep.

2. The new storage system shall result in a minimum of 8448 linear inches of binder storage and consist of stationary shelving in the following dimensions:

· 4 units = 48”Wx12”Dx88 1/4”H

3. Additionally, there will be an interlocking frame that will bolt to the shelving, mobile, modular, mechanical assist carriage units on a rail system. Mobile units shall be manually operated using a hand crank. Shelving and carriage weight capacities must support a minimum media weight of 2.75 lbs./inch. The system must include a ramp for access and deck. Mobile carriages will consist of 3 each 4-unit carriages and 3 each 2-unit carriages, for a total for 18 units (36”Wx26”Dx87 3/4”H).

4. The entire deck and track assembly shall be installed and leveled to within 1/16” of level of the entire length of each track.

5. The deck, frame, and track assembly must be of a modular design and have the flexibility to be reconfigured into a larger or smaller system or combined to an existing system without replacing the carriages; giving the ability to add or remove carriages if needed, at a later time frame.

6. All storage shelving, stationary and on the mechanical assist carriage, shall have 6 openings of at least 12 ¾”H, a top panel and closed uprights.

7. Shelving and carriage color to be selected by CDPHE from the manufacturer’s range of standard colors. 7. Manufacturing, delivery, freight and installation costs for all components of the system must be included in the total bid price.

8. With your response, please include references for a minimum of three projects of similar scope and size. Provide contact name and telephone number for each reference. CDPHE reserves the right to request references.

9. Work must be completed to CDPHE’s satisfaction no later than June 26, 2015.

10. Manufacturing, delivery and installation costs for rails, floor, carriages, shelving and all other components of the system must be included in the total bid price.

11. All components used must be brand new. No used or reconditioned components can be used as a part of this solicitation.

12. When installing the carpet, no glue or odor causing substance shall be used. Carpet squares must be adhered to the flooring in another, pre-approved by CDPHE, manner. Vendor shall supply the materials to attach carpet tiles to the platform/file floor in the bid.

13. The first portion of the install, attaching the platform and rail system to the floor, can produce a large amount of noise. This portion of the install needs to be accomplished after business hours. Vendor shall account for this in the DQ.

The documented quote on company letterhead shall contain the following cost information in itemized and grand total format

1. Stationary shelving

2. Mechanical, modular assist carriage with shelving

3. Sub –floor/deck, rails and ramp

4. Installation labor, to include after-hours labor

5. Freight

6. Cost of ongoing maintenance, if offered

Thursday, 04/02/15

Prospective vendors must RSVP via email to timothy.massangale@state.co.us no later 04/13/15. Vendors must report to security desk no earlier than 9:40 am mt to on Tues. 04/14/15 to sign-in

Monday 04/20/15

CDPHE reserves the right to reject any, or all documented quotes received for this solicitation.

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