Colorado Department of Public Safety, Colorado State Patrol

Colorado Department of Public Safety, Colorado State Patrol
COLORADO DEPARTMENT OF PUBLIC SAFETY
Division of Homeland Security and Emergency Management
9195 E. Mineral Avenue – Suite 200
Centennial, CO 80112
SIGNATURE PAGE
Documented Quote: DQ1-DHSEM2017-000395AudioVisual
TITLE: Audio Visual Equipment, System Components & Installation
DATE DUE: October 14, 2016 ….…11:00a.m. MT
LATE BIDS WILL NOT BE CONSIDERED
ISSUING OFFICE: This Documented Quote (DQ) is issued for the State of Colorado by the Colorado Department of
Public Safety (CDPS), Colorado Division of Homeland Security and Emergency Management (DHSEM). The
CDPS/DHSEM Purchasing Agent is the SOLE point of contact for this DQ.
Purchasing Agent: Debbie Goerlitz Office Phone: 720-852-6648
e-mail address: debbie.goerlitz@state.co.us
MAILED, HAND-DELIVERED OR EMAIL QUOTES WILL BE ACCEPTED
FEIN________________________________________________ DATE___________________________________
Enter your FEIN or SSN as registered on ColoradoVSS
NAME OF COMPANY___________________________________________________________________________
ADDRESS____________________________________________________________________________________
CITY____________________________________________ STATE_______________ ZIP CODE______________
PHONE _________________________________________ FAX _______________________________________
EMAIL ADDRESS _____________________________________________________________________________
My company is registered on Colorado VSS.
Yes______ No______
Confirm #_____ of Amendments received.
Confirm #_____ of Addenda received.
Confirm that you are aware that the award notice will be published on Colorado VSS. Yes _____
Is your Company one of the Following types of small business?:
 Service-Disabled Veteran-Owned
 Minority-Owned
 Woman-Owned
PRINT NAME OF COMPANY REPRESENTATIVE___________________________________________________
TITLE: ______________________________________________________________________________________
SIGNATURE OF COMPANY REPRESENTATIVE ___________________________________________________
(Handwritten signature by an authorized officer or agent of the vendor)
COMPLETE & RETURN THIS PAGE
DQ1-DHSEM2017-000395AudioVisual
Page 1
Submission Requirements
In the Bid Proposal, the cost for DQ1-DHSEM2017-000395AudioVisual shall include a breakdown of all services
provided to include:
• The award will be made based on the overall bid price and timeline to equip and install. Vendor must be able to
provide 24/7 maintenance and support to all equipment being installed. Vendor must have experience working with
a State agency. Vendor must have documented recent experience within the past 1 year of highly technical and
complex A/V systems in State Emergency Operations Centers. Vendor must have documented knowledge and
experience in troubleshooting, programming, repairing and managing highly technical and complex A/V systems in
State EOC’s. Vendor must be able to be on-site at the above stated facilities within 1 hour of notification for
repairs. Vendor must also supply a Certificate of Insurance after Award has been given (requirements are included in
VSS attachment). All upgrades and new equipment must be able to tie into existing system already established. The
State Emergency Operations Center is located in this building, it is extremely important that all equipment is working
properly at all times. Please complete pages 7-8 and submit by deadline.
Offeror shall include the qualifications of all associates and employees of the Offeror who will be involved in any portion
of the project. CDPS reserves the right to check references of services performed for other public agencies to assess the
quality of work and company qualifications.
On a separate sheet on company letterhead, please provide three (3) recent references of similar work performed.
Of each reference, provide the following:
• Department Name,
• Department representative who Offeror worked with
• Phone number and email address of said department representative
• Synopsis of scope of work by Offeror for department
• Timeframe for Offeror to complete scope of work for department
Mandatory requirement: Selected Offeror’s personnel with direct access to any sensitive and non-public record CDPS
database must meet CDPS minimum qualifications including successful completion of a background investigation.
All information requested (and submitted) will be considered in determining the final award of this quote. The
bidder who is the more responsive, responsible, and submits a quote most advantageous to the State of Colorado,
Department of Public Safety – all factors considered – will receive the award.
Inquiries:
Offerors may make email inquiries concerning this DQ to obtain clarification of requirements. No inquiries will be
accepted after 11:00a.m. MT, Friday, October 14, 2016. The Division of Homeland Security and Emergency
Management (DHSEM) Procurement Office prefers that all inquiries be sent by electronic mail with the DQ number
DQ1-DHSEM2017-000395AudioVisual- in the subject line to: debbie.goerlitz@state.co.us
Response to Offeror’s inquiries (if required) will be published as a modification on the Colorado VSS System
(www.colorado.gov/vss) in a timely manner. Responses to inquiries will be published in Colorado VSS after all inquiries
have been received by DHSEM. Offerors should not rely on any other statements, either written or oral, that alter any
specification or other term or condition of the DQ during the open solicitation period. Offerors should not contact any
other state office or individual regarding this DQ or this project. Offerors are responsible for monitoring CORE for
publication of modifications to this solicitation.
DQ1-DHSEM2017-000395AudioVisual
Page 2
1.0 General
1.1 Purpose and Specifications
The Colorado Department of Public Safety (CDPS), Division of Homeland Security and Emergency Management
(DHSEM), is seeking a vendor to equip, install and maintain Audio Visual monitors and conferencing receivers. Offeror
shall include the qualifications of all associates and employees of the Offeror who will be involved in any portion of the
project. CDPS reserves the right to check references of services performed for other public agencies to assess the quality
of work and company qualifications.
1.2 Description of Goods and/or Services
Please complete the itemized sheets (page 7-8) and return completed in full.
1.3 Contact Information
The CDPS Procurement Office is the sole point of contact concerning this Documented Quote. All communication must
be done through the Purchasing Agent – Debbie Goerlitz, debbie.goerlitz@state.co.us. All questions will be answered
through a modification of Documented Quote DQ1-DHSEM2017-000395AudioVisual on Colorado VSS. It is the
responsibility of the bidder to keep apprised of such modifications.
1.4 Vender Self Service System (VSS) and Registration
This solicitation is published using the Colorado Vendor Self Service System (VSS). Vendors should be registered on the
Colorado VSS in order to get all of the bid documents to be able to submit a complete bid response. Colorado VSS and its
registration information may be linked through the State Purchasing Office link at www.colorado.gov/vss.
Vendor must be registered at www.colorado.gov/vss by bid submission deadline, to be awarded this quote.
1.5 Pricing
Prices shall be binding and valid for the length of the award and extension of the award. All prices must include shipping,
handling and freight.
1.6 Award Period
The award period for this Documented Quote is the effective date of the purchase order through June 30, 2017, with the
possibility of going through June 30, 2022, contingent upon funds being appropriated, budgeted and otherwise made
available and all bid requirements being satisfied. CDPS may exercise the option to extend the award period for up to
5 years.
1.7 Ordering and Shipping
No guarantees are made as a result of the solicitation and award. Awards are contingent upon funds availability. The
audio visual equipment will be ordered on an “as needed” basis. For goods ordered through this Documented Quote,
vendor shall ship audio visual equipment and miscellaneous parts to Centennial, CO. Upon award, vendor will be notified
of exact shipping address. The shipments must be delivered between Monday – Friday 8:00AM – 5:00PM MST,
excluding holidays.
1.8 Billing
Colorado Department of Public Safety
Division of Homeland Security and Emergency Management
9195 E. Mineral Avenue – Suite 200
Centennial, CO 80112
Attn: Chi Robertson
Or via email:
Chi.robertson@state.co.us
1.9 Type of Contract
State Purchase Order: The successful bidder may be issued a State Purchase Order with CDPS. The State Purchase Order
will incorporate this Documented Quote, published addenda and the response of the successful bidder.
2.0 Additional Terms and Conditions
DQ1-DHSEM2017-000395AudioVisual
Page 3
2.1 Binding Proposal
By providing a response to this Documented Quote, bidders are bound to providing the proposed goods and/or services at
the costs and rates quoted in their Documented Quote response for the award period.
2.2 Submission
By submission of a bid, bidder agrees as follows:
•
Except as replaced, modified, or supplemented by the CDPS for this solicitation, all items in the State of
Colorado Solicitation Instructions/Terms and Conditions (available here) are considered part of, and are
incorporated by reference into this document. In the event of a conflict of terms between this solicitation and the
State of Colorado Solicitation Instructions/Terms and Conditions, the terms listed in this solicitation shall
govern.
•
The bidder guarantees 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. Bidders shall seek
clarification from the CDPS of any specifications, terms and/or conditions that they determine to be unclear.
The failure of a bidder to seek clarification may be deemed a waiver of any such clarification.
•
Bidders shall accept the terms and requirements of this Documented Quote without exception, deletion or
qualification and without making its offer contingent.
•
Pursuant to CRS 24-30-202.4 (as amended), the State controller may withhold debts owed to State agencies
under the vendor offset intercept system for: (a) unpaid child support debt or child support arrearages; (b)
unpaid balance of tax, accrued interest, or other charges specified in Article 22, Title 39, CRS; (c) unpaid
loans due to the student loan division of the department of higher education; (d) owed amounts required to be
paid to the unemployment compensation fund; and (e) other unpaid debts owing to the State or any agency
thereof, the amount of which is found to be owing as a result of final agency determination or reduced to
judgment as certified by the controller.
•
CDPS reserves the right to reject any and all bids or parts thereof, and to waive minor informalities or
irregularities.
•
If for any reason it becomes necessary to modify this solicitation, the modification will be published on the
Colorado.gov/VSS website, and the modification will supersede any discrepant terms, specification and other
information in this document. If the bid submission deadline is extended, the new bid submission deadline will
be published on the Colorado.gov/VSS website and will supersede the above date and time. All questions will
be answered through a modification of Documented Quote DQ1-DHSEM2017-000395AudioVisual on VSS. It
is the responsibility of the bidder to keep apprised of such modifications.
•
The contractor agrees, to the extent authorized by law, to indemnify, save and hold harmless the State, its
employees and agents, against any and all claims, damages, liability and court awards including costs, expenses
and attorney fees incurred as a result of any act or omission by the contractor or its employees, agents,
subcontractors or assignees, arising out of or in connection with performance of any services provided as a
result of this solicitation.
•
CDPS is tax exempt.
•
CDPS encourages free and open competition among bidders. Whenever possible, specifications, bid invitations
and conditions are designed to accomplish this objective consistent with the necessity to satisfy the CDPS’
needs. The bidder’s signature on this bid guarantees that the prices quoted have been established without
collusion with other eligible bidders and without effort to preclude the CDPS from obtaining the lowest possible
competitive price.
DQ1-DHSEM2017-000395AudioVisual
Page 4
•
If an award is made, it will be to the responsible bidder whose bid is determined to be the most advantageous to
the CDPS (R-24-103-204-03 Documented Quotes).
•
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.
•
Colorado law mandates that resident bidders be given a preference over non-resident bidders equal to the
preference given by the state in which the non-resident bidder is a resident. Low tie bids will be awarded in
accordance with CRS 24-103-202.5.
•
This solicitation including documents linked and attached, the vendor's offer and all documents, modifications,
and agreement terms and conditions will form the contract between the parties. Any additional terms and
conditions proposed by the vendor must be submitted with their offer in order to be considered. All material
developed under this contract are the sole intellectual property of the State of Colorado.
2.3 Discussion with Bidders
Discussions may be conducted with apparent responsive bidder for the purpose of clarification to assure full
understanding of the requirements of the solicitation. All solicitations, in the CDPS’s sole judgment, needing
clarification, shall be accorded such an opportunity.
2.4 Amendments and Modifications
All amendments to, interpretations of, and modifications of this solicitation shall be in writing from CDPS Procurement
and posted to Colorado VSS. Any amendment, interpretation, or modification that is not in writing shall not legally bind
CDPS. Vendors are responsible for checking VSS prior to the opening date and time for solicitation modifications.
3.0 Bid Proposal
3.1 Response Format
Bidders must comply with and or submit the following item(s) in order and clearly labeled:
a. Completed and signed cover sheet.
b. Completed Quote Itemization pages.
c. The total cost of the requirements of this solicitation and supporting documentation as required in this solicitation.
3.2 How to Submit Your Bid Proposal:
Email your bid proposal to the Purchasing Agent listed within this solicitation. You may also add your bid proposal as
attachment in Colorado VSS Registration with VSS can occur at this link: www.colorado.gov/VSS. You should be
registered and in good standing prior to bid submission.
All bid proposals must state the following: DQ1-DHSEM2017-000395AudioVisual.
No hard copy or faxed proposals will be accepted.
3.3 Evaluation and Award
This solicitation shall be awarded to one vendor. Bids should focus on providing the lowest cost including average or
potential miscellaneous fees and shipping rates.
DQ1-DHSEM2017-000395AudioVisual
Page 5
3.4 Service-Disabled Veteran Owned Small Business (SDVOSB)
HB14-1224/C.R.S. 24-103-211 sets a Service-Disabled Veteran Owned Small Business goal of at least 3% of all contracts
by dollar value be awarded to SDVOSBs who must be incorporated or organized in Colorado or they must maintain a
place of business or have an office in Colorado and who are officially registered and verified as a SDVOSB by the Center
of Veteran Enterprise within the US Department of Veterans Affairs (www.vip.vetbiz.gov).
CDPS shall give a certified SDVOSB a 5% preference in response to this Documented Quote. SDVOSBs need to submit
documentation of SDVOSB certification issued through the US Department of Veterans Affairs in their response to a
solicitation. Certification can be received through the Center for Veteran Enterprise website (see above link).
DQ1-DHSEM2017-000395AudioVisual
Page 6
Quote Itemization Sheet




All equipment shall be new
All responses shall include shipping and handling, and shall be quoted FOB Destination
Pricing shall be binding and valid for the length of the award and extension of the award
No guarantees are made as a result of the solicitation and award
SCOPE OF WORK-Media Room: Trim and retreminate cables for 6 Rack Panels. Each panel has 4 audio XLR, 2
Video BNC and 1 data. Create custom wall interface for 6 Rack Panels, Custom Rack Panel for 6 1RU panels. We
will reuse OFE Wall Plates.
Quantity Part Number
Description
Unit Price
Total Price
1
DM-TX-201-S
DM Transmitter
Crestron DM-TX-201-S DigitalMedia 8G™ Fiber
Transmitter 201
SCOPE OF WORK: State Emergency Operations Center – Monitor Upgrade, 4 front side ceiling mounted
monitors and 2 rear monitors mounted on articulating mounts
2
V423 (PSP)
Rear Wall Displays: NEC V423 – 42” High
Performance LED Backlit commercial grade
display w/integrated speakers
4
V552 (PSP)
Front Displays (2 units may need to be moved):
NEC V552: 55” LCD Public Display Monitor
1920x1080 Native Resolution, 120Hz refresh, full
AV function, built in speakers, 3 year warranty
4
CMA270
Extension Pipes needed to lower mounts for
ceiling clearance. Chief CMA270 1-1/2” NPT
Coupler
4
CMS003
Chief CMS003W Fixed 3” extension pipe
SCOPE OF WORK: Logistics Section Chief Office – Will reuse OFE Articulating Mount
1
V552 (PSP)
1
DM-RMC-SCALER-C
NEC V552: 55” LCD Public Display Monitor
1920x1080 Native Resolution, 120Hz refresh, full
AV function, built in speakers, 3 year warranty
Creston DM-RMC-SCALER-C Receiver & Room
Controller
Barco CSE-200 ClickShare for meeting rooms.
CSE-200
Wireless presentation system. Includes base unit
1
and two ClickShare buttons. Airplay capability,
upgraded security and enhanced video
1
MC-HD-03M
Covid MC-HD-03M 3’ HDMI Cable
1
TSW-1050-B-S
Crestron TSW-1050-B-S 10.1” touch screen, black,
smooth
SCOPE OF WORK: B.W. Conference Room – Will reuse OFE Crestron MPC-M20 controller
1
V552 (PSP)
NEC V552: 55” LCD Public Display Monitor
1920x1080 Native Resolution, 120Hz refresh, full
AV function, built in speakers, 3 year warranty
1
LTM1U
Chief LTM1U FUSION Micro-Adjustable Tilt Wall
Mount
1
DM-RMC-SCALER-C Creston DM-RMC-SCALER-C Receiver & Room
Controller
1
QT-0084353
Covid one-gang while powdercoat wall plate with
1 HDMI pigtail
1
P-HD 24-16-M
Covid YD-HDMIMMP8 16’ Plenum HDMI Cable
DQ1-DHSEM2017-000395AudioVisual
Page 7
Quantity Part Number
Description
1
MC-HD-10M
Covid MC-HD-10M 10’ HDMI Cable
SCOPE OF WORK: Director’s Office
1
QT-0084353
Covid one-gang white powdercoat wall plate with
1 HDMI pigtail
1
P-HD 24-16M
Covid YD-HDMIMMP8 16’ Plenum HDMI Cable
1
MC-HD-10M
Covid MC-HD-10M 10’ HDMI Cable
SCOPE OF WORK: Chief of Staff Office
1
QT-0084353
Covid one-gang white powdercoat wall plate with
1 HDMI pigtail
1
P-HD-24-25M
Covid P-HD 24-25M 25’ Plenum HDMI Cable
1
MC-HD-10M
Covid MC-HD-10M 10’ HDMI Cable
SCOPE OF WORK: Conference Room #242
1
V552 (PSP)
NEC V552: 55” LCD Public Display Monitor
1920x1080 Native Resolution, 120Hz refresh, full
AV function, built in speakers, 3 year warranty
1
LTM1U
Chief LTM1U FUSION Micro-Adjustable Tilt Wall
Mount
1
DM-RMC-SCALER-C Crestron DM-RMC-SCALER-C Receiver & Room
Controller
1
QT-0084353
Covid one-gang white powdercoat wall plate with
1 HDMI pigtail
1
P-HD 24-16-M
Covid YD-HDMIMMP8 16’ Plenum HDMI Cable
1
MC-HD-10M
Covid MC-HD-10M 10’ HDMI Cable
1
MPC-M20-W
Crestron MPC-M20-W: Media Presentation
Controller™ M20 15 buttons, nave pad & volume
control. 1 RS-232, 1IR, 4 input, 2 relay; white;
includes PW-2407RU
DM Cable for 4 Cable Runs to the Equipment Closet
1
DM-CBL-8G-P-SP1
Crestron DigitalMedia 8G Cable Plenum
Unit Price
Total Price
-0-
0.00
Installation/Labor
Misc. Hardware/Cable
Control System Programming
Shipping & Handling
Tax Exempt
GRAND TOTAL
How many days after receipt of order (ARO) will you guarantee delivery? (Delivery time will be considered in
determining the final award of this quote.) _______days ARO
All information requested (and submitted) will be considered in determining the final award of this quote.
The bidder who is the more responsive, responsible, and submits a quote most advantageous to the State of
Colorado, Department of Public Safety – all factors considered – will receive the award.
DQ1-DHSEM2017-000395AudioVisual
Page 8
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