DOCUMENTED QUOTE – REVISED 7/30/2015 Return all Bids to: Community College of Aurora Purchasing Department 16000 E. Centretech Parkway Ste. A204J Aurora, CO 80011 Phone: 303-360-4764 Fax: 303-360-4761
[email protected]
Solicitation ID: DQ GJCA 2016000127 Colorado Film School Camera Equipment Date: July 29, 2015 Bid Due Date: August 4, 2015 Bid Due Time: 10:00 am MSTC LATE BIDS WILL NOT BE ACCEPTED
Section 1: GENERAL REQUIREMENTS Colorado Operations Resource Engine (CORE) and Vendor Self Service (VSS) Information This solicitation is published using the Colorado Vendor Self-Service (ColoradoVSS System). Vendors must be registered on Colorado VSS to download solicitation documents and information (including any amendments or modifications), and to be able to respond, electronically, to solicitations and to receive email notifications of new solicitations. Bids submitted by vendors not registered at the time of submission of the response will be considered non-responsive. Registration information may be accessed through: https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService .Inquiries All vendor questions shall be submitted to above email no later than July 31, 2015, 10:00 AM MST. All inquiries should state, within the subject line, the Solicitation Number of this Documented Quote. Bidders shall seek clarification from Community College of Aurora (CCA) of any specifications, terms and/or conditions, which they determine to be unclear. The failure of a bidder to seek clarification may be deemed a waiver of any such clarification. Vendor Agreement CCA is seeking bids in accordance with the specifications, terms and conditions of this solicitation. All vendors, by submitting a bid, guarantee to the State that they understand and agree to the terms and conditions of this solicitation and that they will not default from performance by virtue of a mistake or misunderstanding. The preferred vendor will be registered in good standing, with the State of Colorado Secretary of State. All vendors, by submitting a bid, guarantee to the State that they understand and agree to the State of Colorado Purchase Order Terms and Conditions, attached separately, to this solicitation. Minority/Women Based Enterprises It is the State’s goal to achieve maximum participation of minorities and women owned businesses in the procurement process. Accordingly, minority and women owned business enterprises are to be utilized whenever possible. Service Disabled Veteran Owned Small Businesses (SDVOSB) In accordance with House Bill 14-1224, CCA reports on contracts with Service Disabled Veteran Owned Small Businesses (SDVOSB) who are incorporated or organized in Colorado or maintain a place of business or have an office in Colorado. HB 14-1224 also provides for the application of a 5% preference allowance. CCA will apply a 5% preference allowance to the cost proposal for evaluation purposes. Only SDVOSBs that meet minimum specs will be considered for the percentage preference and the preference is considered for evaluation purposes only. Bidders who qualify as SDVOSBs ad provided for HB 14-1224 are required to submit documentation from the US Department of Veterans Affairs with their response.
DQ1 GJCA 2016000127 – Page 1 of 5 Documented Quote Rev. 1
Environmentally Preferred Products In accordance with Procurement Code, CRS 24-103-207.5 titled – Purchasing Preference for Environmentally Preferred 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.
Section 2: VENDOR REQUIREMENTS FEIN Information Each bidder is required to submit a completed W9 form with their response to the bid. See Attachment A.
Section 3: BID SUBMISSION Bid submission deadline is August 4, 2015, at 10:00 am. Bids will be accepted via electronic submission through ColoradoVSS, fax, e-mail, or in person to above-mentioned address. Bidders are urged to read the document thoroughly before submitting a response. Quotes must be in accordance with specifications and terms and conditions herein set forth and/or attached and remain valid for sixty (60) days from Bid award date. Completion of the Solicitation Response Sheet is required and must be attached to the solicitation response. No substitute form will be accepted. The signature on the Solicitation Response Sheet shall be that of a person legally authorized to execute contractual obligations. A submission in response to this Documented Quote acknowledges acceptance by the bidder of all terms and conditions including compensation, as set forth herein. Estimated bid prices are not acceptable. Bid prices will be considered your best and final offer. Bid must be inclusive of all costs. All prices quoted must include shipping and handling charges. No additional fees, charges and/or administrative fees will be considered CCA reserves the right to adjust quantities stated in this solicitation. Available funding versus prices bid may affect actual quantities ordered. CCA may choose to increase or decrease quantities stated in the documents depending on the circumstance. CCA is not obligated to place any order for a given amount subsequent to the award of this solicitation. CCA may use any stated estimated quantities in the award evaluation process. In no event shall CCA be liable for payments in excess of the amount due for quantities of goods or services actually ordered. CCA reserves the right to purchase additional equipment at quoted or current market prices, whichever amount is lesser, for the period of sixty (60) days following date of purchase order. All respondents will be responsible to check the bids system for awarding of solicitation. No other notifications will be given . Environmentally Preferable Products In accordance with Procurement Code, CRS 24-103-207-5 titled - Purchasing Preferences for Environmentally Preferable Products; bidders responding to this solicitation may seek to qualify for the preferences 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. Bid Modifications Should CCA issue any modifications to this bid, they will be posted on the State of Colorado’s VSS web site https://codpavss.hostams.com/webapp/PRDVSS1X1/AltSelfService. Bidders will not be automatically notified of the existence of a modification. It shall be the responsibility of VSS registered bidders to check the web site periodically to see if any modifications have been issued. Failure to retrieve such modifications, and include their provisions in your solicitation response, may result in your bid being disqualified. Any bid submitted as a modification to a previous bid response must be noted as such, or may be deemed as a receipt of an alternate bid, therefore being disqualified. Evaluation and Award Community College of Aurora, reserves the right to reject any or all bids or portions thereof, to waive any informalities or irregularities in the proposals received, and to approve bid awards in total or in part, whichever, in its judgment best serves the interests of Community College of Aurora and the State of Colorado. CCA will be the sole judge in determining the acceptability of an offer and in determining compliance with bid specifications. CCA reserves the right to cancel this bid in its entirety at any time without penalty. DQ1 GJCA 2016000127 – Page 2 of 5 Documented Quote Rev. 1
A bid with missing or inconsistent information may be considered non-responsive and may not be evaluated. Award shall be made with reasonable promptness, to the low responsive and responsible vendor whose bid meets the requirements and criteria set for in the Solicitation. Bid Preferences Low tie bids shall be decided in accordance with the provision in C.R.S. section 24-103-202.5, as it currently exists or is hereafter amended, which gives a preference to resident bidders. Any bidder who wishes to be considered a “resident bidder” for purposes of the tie bid procedure provided in C.R.S. section 24-103-202.5 shall include with their bid proof that they meet the definition of resident bidder as set forth in either C.R.S. 24-103-101(6A) or C.R.S. section 24-103-101(6B): (6) “Resident bidder” means: (a) A person or business that is authorized to transact business in Colorado and that maintains its principal place of business in Colorado; or (b) A person or business that is authorized to transact business in Colorado, that maintains a place of business in Colorado, and that has filed Colorado unemployment compensation reports in at least seventy-five percent of the eight quarters immediately before bidding on a contract.
Section 4: SPECIFICATIONS The Community College of Aurora (CCA) is accepting bids for the purchase of Cameras and Accessories, to be used for instructional purposes in the Colorado Film School. No substitutions for equipment listed in specifications will be accepted.
SPECIFICATIONS 2
Each PXW-FS7
Sony XDCAM Super 35 Camera System package Includes: Sony FE PZ 28-135mm f/4 G OSS Lens
4
Each QD-G128A
Sony 128GB G Series XQD Format Version 2 Memory Card
2
Each MRWE 80/BC1
Sony XQD Memory Card Reader
4
Each S-8U63
SWIT S-BU63 Li-Ion Rechargeable Battery
2
Each 1833
Miller 1833 Compass 15 2-Stage Carbon-Fiber System
2
Each
3-YR New Camera Drops and Spills Warranty/Protection $10000-14999
All equipment shall be new (unused) current standard production models and shall be completely prepared for customer prior to delivery. Each unit shall include all inspection coupons, certicards or warranty identification cards, to the trade in general, in accordance with standard warranty policy. Awarded vendor will send invoices to the attention of Accounts Payable, Community College of Aurora. CCA payment terms are net 45 days.
Section 5: PURCHASE ORDER The State is not liable for any cost incurred by bidders prior to issuance of a legally executed purchase order or other authorized acquisition document. .
DQ1 GJCA 2016000127 – Page 3 of 5 Documented Quote Rev. 1
Section 6: DELIVERY Equipment shall be delivered, no later than August 13, 2015, F.O.B. Destination, to: Attn:
Christopher Hunt Community College of Aurora CentreTech Campus 16000 E. CentreTech Parkway Aurora, CO 80011 Phone: 303-360-4739
DQ1 GJCA 2016000127 – Page 4 of 5 Documented Quote Rev. 1
DQ1 GJCA 2016000127 – Page 5 of 5 Documented Quote Rev. 1
