Video Conferencing System and Accessories FY16

The Colorado Department of Human Services, Colorado Mental Health Institute at Pueblo (CMHIP), is procuring a video conferencing system and related accessories through a Documented Quote (DQ) solicitation process. The procurement requires two video conference room systems comparable to Polycom RealPresence Group Series 300 with EagleEyeIV-4x cameras, two 50-inch wall-mounted monitors with shelves, 15 feet of HDMI cable per unit, and complete installation services at two locations: Fort Logan (3550 W. Oxford Ave., Denver, CO 80236) and CMHIP (1600 West 24th Street, Pueblo, CO 81003). All equipment must be new with manufacturer warranties and fully installed by June 30, 2016. Vendors must submit separate quotes for video conferencing equipment, monitors, wall mounts, shelves, and installation labor on an FOB Destination basis with the vendor responsible for all shipping costs. Quotes were due May 14, 2016, at 10:00 a.m. Mountain Time, submitted via email to jamie.gott@state.co.us or by fax to 719-546-4896, with the procurement contact being Jamie Gott, Purchasing Manager, at 719-546-4431. Award selection will be based on the quote most advantageous to the State, with price as the primary consideration, supplemented by evaluation of vendor experience, delivery capability, and warranty terms. Payment terms require a minimum of 45 calendar days from receipt of acceptable products and a correct invoice, with interest accruing at the rate specified in Colorado Revised Statutes 24-30-202(24) if payment extends beyond the 46th day.

Service Disabled Veteran Owned Small Businesses (SDVOSBs) registered with the U.S. Department of Veterans Affairs and incorporated or maintaining a place of business in Colorado are eligible to receive a 5 percent price preference on their quotes. The State of Colorado is exempt from federal excise taxes and state and local sales and use taxes, and vendors are prohibited from billing the State for such taxes. All awarded vendors must be registered on ColoradoVSS and comply with Colorado's Cyber Security Policies. Vendors must provide Material Safety Data Sheets for any hazardous materials and maintain appropriate insurance coverage as specified in the solicitation documents. All work must be performed within the United States or Colorado unless otherwise specified. This is a one-time purchase award with no renewal options, and the State reserves the right to increase or decrease quantities based on available funding.