IFB1 AADA 20150000159 ver1 Business Card Printing Services Department of Personnel & Administration Contracts and Procurement Unit
INVITATION FOR BID COVER SHEET
Date: January 23, 2015 Department of Personnel & Administration Contracts and Procurement Unit Return all Bids to: 1525 Sherman St., 5th floor Denver, CO 80203 IFB Due Date: February 10, 2015
IFB Number: IFB 1AADA 2015000159 Purchasing Agent: IFB Due Time:
Larry Ryan 3:00 P.M. MST/MDT
BUSINESS CARD PRINTING SERVICES
F.E.I.N.: Delivery Date: Authorized Signature:
Payment Terms: (Minimum of Net 45)
Signature acknowledges acceptance of all terms and conditions of the solicitation.
Typed/Printed Name: Title: Company Name: Address: City: State: Zip: Phone Number: Fax Number: Contact for Clarifications: Title: Phone Number: Fax Number: E-mail Address: IMPORTANT: The following information must be on the outside of the Bid Return Envelope: Bid Number – Opening Date and Time Please be advised that telegraphic or electronic bids (Fax, Western Union, Telex, e-mail, etc.) cannot be accepted directly in the Department of Personnel and Administration (DPA) Contracts and Procurement Unit office as a sealed bid. Bidders are urged to read the solicitation document thoroughly before submitting a bid/proposal. Vendors are required to submit Federal Employer Identification Number (F.E.I.N.) prior to payment from the State of Colorado. 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.) Low tie bids shall be decided in accordance with the provision of CRS §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 CRS §24-103-202.5 shall include with their bid proof that he/she meets the definition of resident bidder as set forth in either CRS §24-103-101(6)(a) or CRS §24-103-101(6)(b). THIS PAGE MUST BE COMPLETED, SIGNED AND RETURN WITH RESPONSE.
IFB1 AADA 2015000080 rev1 Snow Removal and Landscaping Services IMPORTANT: The following information must be on the outside of the Bid Return Envelope: Bid Number -Opening Date and Time Please be advised that telegraphic or electronic bids (Fax, Western Union, Telex, e-mail, etc.) cannot be accepted directly in the Purchasing Office as a sealed bid. Bidders are urged to read the solicitation document thoroughly before submitting a bid. Bidders are required to submit Federal employer Identification Number (F.E.I.N.) prior to payment from the State of Colorado. 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 percent of the total weight consisting of secondary and post-consumer waste, and not less than 10percent total weight consisting of post-consumer waste.) Please Include an electronic copy of your proposal submission as well as the requested hard copies. 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.” Low Tie Bids: Low tie bids shall be decided in accordance with the provision of C.R.S., Section 24-103-202.5, as it currently exists or is hereafter amended, which give 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 24-103202.5 shall include with their bid proof that he/she meets the definition of resident Bidder as set forth in either C.R.S., Section 24-103-101(6)(a) or C.R.S., Section 24-103-101(6)(b). A.1 BACKGROUND: The State of Colorado, Department of Personnel & Administration (DPA), Division of Central Services, Integrated Document Solutions Unit wishes to contract for the provision of business card printing services A.2 SINGLE POINT OF CONTACT: Except as noted below, there will be only one point of contact during the procurement process. This includes the bidding process; requests for brand approval, change, clarification, and protests; the award process; and/or any other questions that may arise. The contact point for this IFB is Larry Ryan, who can be contacted at (303) 866-3752 or email:
[email protected] or by USPS addressed as listed below. Larry Ryan 1525 Sherman St, 5th floor Denver, CO 80203 Ph. 303-866-3752 A.3 PURPOSE The purpose of this Invitation for Bid (IFB) is to solicit vendor responses for the materials and services specified herein. The requirements stated within this IFB represent the mandatory (minimum performance) requirements necessary for response as well as desired elements. All bids must meet the minimum (mandatory) requirements established by this IFB to be eligible for award. This is a single award opportunity. A.4 BID INFORMATION AND BID DISTRIBUTION SYSTEM AND REGISTRATION This solicitation is published using the Colorado Operations Resource Engine (CORE). Vendor registration information, Vendor Self Service (VSS), solicitation documents and information, CORE and other information may be accessed at: https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService . B. INSTRUCTIONS TO BIDDERS 2
IFB1 AADA 2015000080 rev1 Snow Removal and Landscaping Services B.1 NOT USED IN THIS IFB B.2. METHOD OF BIDDING The State requires all Bidders to complete Exhibit B – Pricing Sheet in conformance with Exhibit A – Specifications and Scope of Work and the requirements as defined in this IFB. The prices are to be used for the award determination. Additional information and backup detail should be attached as appropriate. Prices shall include all of the elements as described in this IFB. All one-time and recurring costs and any underlying assumptions on the part of the Bidder must be clearly, conspicuously and fully disclosed. All pricing and contingencies for the IFB must be addressed. B.2.1. All submitted bids must also include the following documents: (a) Signed cover sheet. (b) Completed Exhibit B - PRICING SHEET. (c) Any and all other information as requested herein. B.2.2. All submitted bids must also include Bidders contract documents and agreements. Bidder must submit any of its standard contract documents and agreements they desire the State to consider as supplemental terms and conditions. C.1 GENERAL DEFINITIONS: C.1.1 "Addendum", "Addenda" or "Revision" means an addition or deletion to, a material change in, or clarification of, the IFB. Addenda shall be labeled as such and shall be made available to all interested Bidders. C.1.2 "Bid" means the Bidder's written offer submitted in response to an IFB, including all necessary attachments. C.1.3 "Bid Closing" means the date and time set in the IFB for Bid submission, after which Bids may not be submitted, modified, or withdrawn by Bidder. C.1.4 "Bid Item" means the individual items listed is section I. C.1.5 "Bid Opening" means the same date and time set for Bid Closing, unless otherwise specified in the IFB. C.1.6 "Bidder" or “Proposer” means the person or other legal entity that submits a Bid in response to an IFB. C.1.7 "Contract" means a State Contract or Purchase Order executed by a purchaser and delivered to Contractor. C.1.8 "Contractor" means the person or other legal entity with whom the State enters into a Contract setting prices for the purchase of Goods and/or Services pursuant to the IFB, and with whom purchasers subsequently contract through execution and delivery of Purchase Orders. C.1.9 "DPA" means the State Department of Personnel and Administration, Contracts and Procurement Unit. C.1.10 "Goods" means incidental items used in conjunction with the services outlined in the Scope of Work and specifications. C.1.11 "Invitation for Bid" or "IFB" means the entire solicitation document, including all parts, sections, exhibits, attachments, and Addenda. C.1.12 "Purchase Order" means the document which is submitted to Contractor by purchasers for the purchase of Goods. 3
IFB1 AADA 2015000080 rev1 Snow Removal and Landscaping Services C.1.13 "Services" means the services to be performed under the Contract. C.1.14 "Specifications" means the specific attributes of the Goods to be purchased or Services to be provided, if any, as set forth in the IFB. C.1.15 "Standard" means everything that the manufacturer of a Good offers to the general public (consumer goods) during the applicable model year as standard equipment on the particular model. C.1.16 "State" means the State of Colorado. C.1.17 "UCC" means the Uniform Commercial Code, as applicable and as amended from time to time. C.2 BID FORMAT: C.2.1 SIGNATURE REQUIRED; BIDDER AFFIRMATIONS: Bids must be signed in ink by an authorized representative of the Bidder. Bidder's signature and submission of a signed Bid in response to the IFB constitutes Bidder's affirmation that: C.2.1(a) Bidder has read and understands all of the provisions of the IFB. C.2.1(b) The Bid submitted is in response to the IFB, and Bidder has made no assumptions based upon either (a) verbal or written statements not contained in the IFB, or (b) any previously-issued IFB, if any. C.2.1(c) The Bid was prepared independently from all other Bidders, and without collusion, fraud, or other dishonesty. C.2.1(d) The State shall not be liable for any claims or be subject to any defenses asserted by Bidder based upon, resulting from, or related to, Bidder's failure to comprehend all requirements of the IFB. C.2.1(e) The State shall not be liable for any expenses incurred by Bidder in preparing and submitting its Bid or in participating in the Bid evaluation/selection process. C.2.1(f) Bidder accepts and agrees to be bound by the terms and conditions of the IFB, associated Exhibits and Contracts entered into there under, and agrees to provide all Goods and/or Services ordered by purchasers. C.2.2 IN WRITING: Bids and pricing information shall be prepared by typewriter, computer or in ink. No oral, telegraphic, telephone, e-mail or facsimile Bids will be accepted. C.2.3 FORMS TO BE USED: Required information shall be submitted on the forms specified in the IFB. Any information Bidder submits that is not required to be included on forms prescribed by DPA shall be formatted in the manner called for in the IFB and submitted on Bidder's letterhead. C.3 BID CONTENTS: C.3.1 INFORMATION TO BE INCLUDED; ATTACHMENTS: All IFB submittal copies shall be complete in all respects, including necessary signatures, certifications, documentation, responses on pricing and specifications pages, and any other required information. All necessary attachments (residency statement, Bid bond, references, descriptive literature, manufacturers' warranties, etc.) must be submitted with the Bid in the required format. C.3.2 PRODUCT IDENTIFICATION: Bidders must clearly identify all products Bid. Brand name, model, and model serial or identification number, where applicable, must be shown. DPA reserves the right to reject any Bid when the product information submitted with the Bid is incomplete.
4
IFB1 AADA 2015000080 rev1 Snow Removal and Landscaping Services C.3.2(a) "OR EQUAL": Any product brand name listed in the Specifications as "or equal" or "or equivalent" shall establish the minimum requirements for quality, utility, durability, function, purpose, etc. When the brand name is followed by "or equal" or "or equivalent" other product brands may be offered that are equal to or better than the minimum requirements established by product brand named. Offeror may show cost differences, alternates and options in the space provided in the IFB. C.3.2(b) DPA DETERMINES, IN ITS SOLE DISCRETION, WHETHER A PRODUCT OFFERED IS "EQUAL." When a product brand is followed by "or equal" or "or equivalent" DPA will decide after Closing whether the product brands offered are equal or equivalent to the product brand name specified in the IFB. When the product brand name is followed by "or approved equal" or "or approved equivalent" DPA will consider timely requests for approval and make its decision concerning alternative brands prior to Closing. C.3.3 JOINT VENTURES/PARTNERSHIPS: Partnerships and joint ventures shall supply, with Bid submission, the name of the contact person for the partnership or joint venture. Prior to award, joint ventures and partnerships submitting Bids must provide a copy of the joint venture agreement or partnership agreement evidencing authority to Bid and to enter into the resulting Contract that may be awarded, together with corporate resolutions (if applicable) evidencing corporate authority to participate as a joint venturer or partner. A contact person must also be designated for purposes of receiving all notices and communications under the Contract. C.3.4 SUBSTANTIAL COMPIANCE REQUIRED: Incomplete Bids (not in substantial compliance with IFB requirements) cannot be considered, and cannot be supplemented by submissions delivered after Bid Closing. However, DPA may waive minor informalities and irregularities, and may seek clarification of any response that, in its sole discretion, it deems necessary or advisable. C.4 METHODS OF SEEKING MODIFICATIONS TO IFB PROVISIONS: Offerors may make email or written inquiries concerning this IFB to obtain clarification of requirements. Inquiries submitted by FAX will not be considered. No inquiries will be accepted after the date and time indicated in the Schedule of Activities. The DPA Contracts and Procurement Unit prefers that all inquiries be sent by electronic mail with the IFB number in the subject to
[email protected] . Address Written Inquiries to: Larry Ryan DPA Contracts and Procurement Unit 1525 Sherman Street 5th Floor Denver, Colorado 80203 Response to offerors’ inquiries (if required) will be published as a modification on VSS for bidder review in a timely manner prior to the bid closing to allow prospective bidders time to complete and submit their bids. Offerors should not rely on any other statements, either written or oral, that alter any specification or other term or condition of the IFB during the open solicitation period. Offerors should not contact any other State office or individual regarding this IFB or this project. Offerors are responsible for monitoring VSS for publication of modifications to this solicitation. C.4.1 SCHEDULE OF ACTIVITIES All Times are Mountain Standard Time / Mountain Daylight Time (MST/MDT) 1.
IFB Notice Published on VSS
January 23, 2015
2.
Prospective Bidder Written Inquiry Deadline
January 30, 2015 (1:00 P.M.)
3.
Responses to Written Inquiries Published on VSS
February 2, 2015 (estimated)
4.
Bid Submission Deadline
February 10, 2015 (3:00 P.M.)
5.
Contract Award
TBD 5
IFB1 AADA 2015000080 rev1 Snow Removal and Landscaping Services
C.5 BID MODIFICATION: Modifications (alterations, deletions/erasures, and additions) made before Bid submission must each be individually initialed in ink by the person signing the Bid. Bids, once submitted, may be modified in writing before Bid Closing. Modifications made after Bid submission shall be prepared on Bidder's letterhead, be signed by an authorized representative, and state that the modification(s) supersede or modify the identified portions of the prior Bid. Failure to comply with the requirements of this paragraph of Section C.7 shall result in Bid rejection. C.5.1. Modifications must be submitted in a sealed envelope marked as follows: Bid Modification IFB Number; Bid Closing Date; Bid Closing Time C.5.2 Bidders may not modify Bids after Bid Closing. C.6 BID SUBMISSION: C.6.1 NUMBER OF COPIES; SIGNATURE REQUIRED: Bidders shall submit a total of three (3) copies of the Bid. AT LEAST ONE BID SUBMITTED BY BIDDER MUST BEAR AN ORIGINAL SIGNATURE. FAILURE TO SUBMIT A BID BEARING AN ORIGINAL SIGNATURE WILL RESULT IN REJECTION OF THE BID. C.6.2 COMPLETE AND SIGNED EXHIBIT B – PRICING SHEET C.6.3 SEALED ENVELOPE; ADDRESS AND COVER INFORMATION: Bids shall be submitted in sealed packages or envelopes. To ensure proper identification and handling, all packages and envelopes should be clearly marked as follows: IFB Number; Bid Closing Date; Bid Closing Time Colorado Department of Personnel and Administration Attn: Larry Ryan 1525 Sherman St. 5th floor Denver, CO 80203 DPA shall not be responsible for the proper handling of any Bid not properly identified, marked and submitted in a timely manner. Only the names of the Bidders shall be read at the bid opening. C.7 BID WITHDRAWALS: C.7.1 IN WRITING. Bids may be withdrawn in writing when submitted on Bidder's letterhead, signed by an authorized representative, and received by DPA prior to Bid Closing. Bid withdrawals submitted in writing must be labeled as such and contain the IFB number. C.7.2. IN PERSON. Bids may also be withdrawn in person before Bid Closing upon presentation of appropriate identification and evidence of authorization to act for Bidder. Signature confirmation of withdrawal may also be required. C.8 REJECTION OF BIDS: C.8.1 REJECTION OF ALL BIDS: DPA may reject all Bids for good cause upon its finding that it is in the public interest to do so. C.8.2 REJECTION OF PARTICULAR BIDS: DPA may reject a particular Bid for any of the reasons listed under Procurement Code R-24-103-202a-7 through R-24-103-202a-10.
6
IFB1 AADA 2015000080 rev1 Snow Removal and Landscaping Services C.9 BID EVALUATION CRITERIA: Bids will be evaluated to identify the lowest responsive Bid submitted by a responsible Bidder and not otherwise disqualified.. C.9.1 RESPONSIVENESS: To be considered responsive, the Bid must substantially comply with all requirements of the IFB and all prescribed public solicitation procedures. In making such evaluation, DPA may waive minor informalities and irregularities. C.9.2 RESPONSIBILITY: Prior to award of a contract, DPA may evaluate whether the apparent successful Bidder meets the applicable standards of responsibility identified in Procurement Code R-24-103-101-01. In doing so, DPA may investigate Bidder and request information in addition to that already required in the IFB, when DPA, at its sole discretion, considers it necessary or advisable. C.9.3 DISCOUNTS: Cash and/or term discounts may be offered by Bidder in its Bid, and will be binding upon Bidder in the event Bidder is awarded a contract. However, such discounts will not be considered for award purposes unless otherwise specified in the IFB. C.9.4 RECIPROCAL PREFERENCE: For Bid evaluation purposes only, DPA will add a percent increase to each out-ofstate Bidder's Bid price which is equal to the percent preference, if any, given to resident Bidders of the Bidder's state. For example, if the Bidder is from a state that grants a 10 percent preference to local Bidders, DPA will add 10 percent to that Bidder's Bid price. C.10 PROCESSING OF BIDS: Neither the release of a Bid bond, the return of a Bid, nor acknowledgment that the selection process is complete (whether by posting of a Bid tabulation sheet, issuance of notice of intent to award, or otherwise), shall operate as a representation by DPA that any Bid submitted was complete, sufficient, lawful in any respect, or otherwise in substantial compliance with the IFB requirements. C.11 WITHDRAWAL BY DPA OF BID ITEMS PRIOR TO AWARD: DPA reserves the right to delete Bid items. The deletion of one or more Bid items will not affect the method of award. C.12 INTENT-TO-AWARD ANNOUNCEMENT: DPA reserves the right to announce its intent to award prior to formal contract award by posting the tabulation sheet of Bid results on VSS or by letter or fax ("Intent-to-Award Announcement"). The Intent-to-Award Announcement shall serve as notice to all Bidders that DPA intends to make an award. C.13 Not used this IFB C.14 Not used this IFB. C.15 Not used this IFB C.16 METHOD OF AWARD: This is a single award opportunity. DPA intends to award to the responsive and responsible Bidder that meets all of the requirements and specifications as listed in the IFB submitting the lowest cost. C.17. TYPE OF CONTRACT. Contract: The successful Bidder will be issued a State Contract with DPA. The contract will incorporate this BID, published addenda, and the accepted sections of the response of the successful Bidder. A sample Contract is attached to this bid as Exhibit C. a. Except as modified herein, the standard State Contract Terms and Conditions and the Contract included in this Invitation for Bid shall govern this procurement and are hereby incorporated by reference. Please note, the Model Contract lists the State’s required legal provisions but does not include the specific scope of work and requirements for this Invitation for Bids.
7
IFB1 AADA 2015000080 rev1 Snow Removal and Landscaping Services b. The Bidder is expected to review the Contract and note exceptions. The Bidder, by agreeing to the requirements of the Invitation for Bids, is also agreeing to abide by the terms of the Contract. Unless the Bidder notes exceptions in its proposal, the conditions of the Contract will govern. It may be possible to negotiate some of the wording in the final contract; however, there are many provisions, such as those contained in the Special Provisions that may constitute increased risk to the State and increased costs. Bidders shall specify any payment terms, delivery terms, order minimums and/or delivery restrictions or conditions. The failure of the Bidder to note any special condition or exception shall be deemed a waiver of any such condition or exception. Therefore, the scope of the requested exceptions is taken into consideration as part of the evaluation. C.18. TERM OF CONTRACT. The term of the contract awarded will be upon approval of the State Controller through June 30, 2016 with options for three (3) one-year annual renewals. C. 19. INSURANCE The awarded Vendor will be required to submit a certificate(s) showing insurance coverage as required in the Contract prior to the award of a contract or the commencement of any work. C.20. VENDOR DISCLOSURE STATEMENT. In compliance with CRS 24-102-206, Contractor Performance Outside the United States or Colorado, the awarded Vendor will be required to disclose information on where services will be performed under the contract by completing and submitting a Disclosure Statement to DPA. C.21. DOING BUSINESS IN COLORADO. A Vendor wanting to do business in Colorado must register with the Colorado Secretary of State in accordance with Colorado Revised Statute (CRS) 7-90-801. This is the link for the Colorado Secretary of State’s website: http://www.sos.state.co.us/. (Recommend going to the “Business Center” section, then opening the “Business Home” page, under the “General Information” section review the FAQs.) a. 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 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. The awarded Vendor will be required to submit these documents to the State upon request. b. Federal Employer Identification Number (F.E.I.N.): Bidders are required to submit their F.E.I.N. prior to contract, or purchase order issuance, or payment from the State of Colorado. The awarded Vendor will be required to submit these documents to the State upon request. D.1 GENERAL PROVISIONS: (These General Provisions apply to all Bid Items and Categories) D.1.1 SILENCE OF SPECIFICATIONS: The apparent silence of the specifications as to any detail, or the apparent omission of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail, and that only materials and workmanship of first quality are to be used. However, if any omitted specification results in ambiguity as to material characteristics of the Bid item or Category, and inclusion is necessary to enable a reasonable Bidder in the particular industry to properly identify such characteristics, Bidder shall submit a formal request for change. Failure to make such a request is at Bidder's risk, and the Bidder awarded a Contract or Purchase Order shall be required to provide Goods meeting the purchaser's needs with regard to any omitted specification for which change should reasonably have been sought. D.1.2 ADHERENCE TO THE SPECIFICATIONS: Deviations from any of the Specifications requirements in the IFB may result in Bid rejection. Deviations discovered after purchase shall be corrected at no cost to the State. D.1.3 NECESSARY COMPONENTS: The Bidder awarded a Contract or Purchase Order shall provide all components, products and services required to fulfill the requirements, specifications and scope of work, even though certain items may not be specifically described in the IFB specifications. 8
IFB1 AADA 2015000080 rev1 Snow Removal and Landscaping Services D.1.4 NEW OR REFURBISHED AS NEW AND UNUSED: All Goods shall be new or refurbished as new, unused, produced from current Standard production components, and shall be delivered ready for use. The use of re-manufactured components in equipment is acceptable. However, all remanufactured components shall carry the same warranty as a new component. Bidders shall list all equipment that includes re-manufacturer components and include a list of the components by name and part number. E. NOT USED THIS IFB F. NOT USED IN THIS IFB
9
