INVITATION FOR BID (IFB)

Transcription

1 State of Colorado Department of Transportation (CDOT) INVITATION FOR BID (IFB) ISSUE DATE: December 10, 2013 IFB NUMBER: HAA IFB PO BID SUBMISSION DEADLINE DATE: January 8, 2014 TIME: 2:00 P.M. RETURN ALL SUBMISSIONS TO: Colo. Dept. of Transportation PURCHASING AGENT: Patricia O Neal Center for Procurement Office Tel: Fax: E Arkansas Ave., Room patricia.o neal@state.co.us Denver, CO Questions regarding this solicitation must be directed to the Purchasing Agent above. Bidders are urged to read the IFB Solicitation Document thoroughly before submitting a bid. 1. Invitation to Bid Title/Description: Whelen Strobe Lights, Lens, Etc. 2. Colorado Bid Information and Distribution System (BIDS) and Registration: This solicitation is published using BIDS. Bidders must be registered on BIDS in order to download solicitation documents and information (including any amendments or modifications) and to be considered responsive at the time of submission of the response. BIDS and its registration information may be accessed through the State Purchasing Office link at 3. Modifications: a. Any modifications or changes to this solicitation will be published on the State BIDS system. It is solely the responsibility of the Bidder to monitor the BIDS system for any changes. b. Deviation from these specifications during the bid process, or changes to the price agreement resulting from this solicitation, will not be allowed unless previously authorized, in writing only, by a modification to the solicitation or price agreement issued from the CDOT Center for Procurement Office. Acknowledgment of any modifications to this bid: MODIFICATION DATE MODIFICATION NUMBER INITIALS 4. IFB Bid Submission: a. Complete Solicitation Instructions/Term and Conditions that apply to this solicitation and subsequent award can be found on the Colorado BIDS IFB Announcement page, just above the Specifications Section. b. Responses to this solicitation MUST be received no later than the stated IFB Bid Submission Deadline Date and Time. c. Submissions will be accepted at the CDOT Center for Procurement Office. Vendors delivering bids in person must sign in at the CDOT Purchasing Office front desk prior Page 1 of 8

2 to submitting bids to the Purchasing Office. Vendors, please arrive at least ten (10) minutes before the bid-opening deadline to allow time for the sign-in process. Invitation for Bid (IFB) - Response must be submitted on this form in a sealed envelope, and signed by an individual with express authority to bind company. d. Late bids will not be accepted. e. All responses require the return of the completed IFB Pricing and Submission Form. The IFB Pricing and Submission Form must reflect all Modifications to this IFB. f. IFB Pricing and Submission Form must be signed by an individual with express authority to bind the bidding company. g. The State respects the environment and desires to do business with Bidders who share this concern. The Bidder 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.) 5. Bid Opening: a. There is a formal opening for this IFB. b. Results will not be given by phone or fax. For bid results, consult the award section on BIDS. Allow two days after bid submission date for posting of award notice. 6. Award: a. CDOT will award this solicitation and enter into an agreement with the winning Bidder through an executed CDOT Price Agreement. b. The initial term of the award shall be 1 year. Initial term of the Price Agreement shall be from date of execution through the initial term of the award. At its sole discretion, the State, upon written notice to the Vendor, may unilaterally renew the term of the Price Agreement for two additional terms of 1 year, including, but not limited to prices, rates and goods delivery requirements. The State shall exercise the renewal by written notice to the Contractor within 30 to 60 days prior to the end of the current contract term. The total duration of the Price Agreement, including the exercise of any renewals, shall not exceed three (3) years. Bidder agrees to deliver under this solicitation for the full initial term and any renewals. c. Unless the Price Agreement is designated Mandatory or specifies minimum orders that the State is required to execute, either party may terminate the Price Agreement upon 60 days prior written notice. This termination shall not affect orders placed before the date of the written notice. Unless approved by the Colorado Department of Transportation, after the date of written notice, the Vendor shall not accept any new written orders having performance periods extending beyond the effective date of termination. d. Vendor s cost/price shall be firm through the initial term of the contract. Requests for proposed price increases must be submitted a minimum of 60 days prior to the proposed effective date, with detailed supporting documentation/justification, to the Department of Transportation, Center for Procurement Office. Only one price increase will be considered during any contract term following the initial contract term. The State, in its sole discretion, may deem the cost/price increase request appropriate and amend the cost/price detailed in the Price Agreement. e. This solicitation will be awarded to one bidder. f. This award shall be available for use by CDOT, other State Agencies and Institutions, Local Governments and Political sub-divisions in the state of Colorado. 7. Alternates: will not be accepted 8. Bid Evaluation: Page 2 of 8

3 a. CDOT will be the sole judge in determining the acceptability of an offer and reserves the right to award the bid in the best interest of the State. b. Award shall be made to the Bidder who is determined to be the lowest responsible and responsive Bidder whose bid meets the requirements and criteria set forth in this solicitation. Award shall be subject to specification verification. c. Low Tie Bids shall be decided in accordance with the provision of C.R.S., Section , 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 shall include with their bid proof that he/she meets the definition of Resident Bidder as set forth in either C.R.S., Section (6)(a) or C.R.S., Section (6)(b). d. In accordance with Procurement Code, CRS 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. 9. Non-Responsive: a. Failure to complete and submit all forms reflecting any and all Modifications or to follow any instructions in this solicitation will cause the bid to be considered non-responsive, except as provided for by the State of Colorado Fiscal Rule b. Exceptions taken by any Bidder may cause their bid to be considered non-responsive. The State will be sole judge of what constitutes an allowable exception, and then only if the basic requirements of the specification are essentially unaltered. c. Any requests to change the State s Terms and Conditions will cause the bid to be considered non-responsive. d. By submitting a bid, Bidder agrees that CDOT reserves the right to accept or reject any alternate bids if allowed for in the solicitation. e. Illegible responses will be rejected as non-responsive, except as provided for by the State of Colorado Fiscal Rule Failure to Render Service/Cancellation: In the event the awarded Vendor fails to deliver goods or render service as stated, the State of Colorado reserves the right to cancel this IFB and any award thereof, by written notification. In the case of cancellation, the State reserves the right at its sole discretion to award to another Bidder, to re-bid the items, or to implement other solutions to assure a continued delivery of goods and/or services. 11. Doing Business in Colorado: Vendors wanting to do business in Colorado must register with the Colorado Secretary of State in accordance with Colorado Revised Statute (CRS) This is the link for the Colorado Secretary of State s website at (Recommend going to the Business Center section, then opening the Business Home page, under the General Information section, review the FAQs.) 12. Providing Goods: The Vendor is not authorized to provide or ship goods without receipt of a fully executed Price Agreement and/or renewal, and a fully executed Purchase Order for each release against the Price Agreement. If goods are provided or shipped prior to the receipt of said documents, the State of Colorado will not be obligated to pay for the goods provided. 13. Remedies: Per Article 109 of the Colorado State Procurement Rules. 14. Specifications: a. Delivery of each Purchase Order release Delivery 15 days ARO b. As specified on each Purchase Order release, goods to be delivered to: Page 3 of 8

4 CDOT Region 1 Storeroom, East Colfax Avenue, Aurora, CO CDOT Region 2 Storeroom, 905 Erie Avenue, Pueblo, CO CDOT Region 3 Storeroom, 606 9th Street, Grand Junction, CO CDOT Region 3 Storeroom, 260 Ranney Street, Craig, CO CDOT Region 4 Storeroom, nd Street, Greeley, CO CDOT Region 5 Storeroom, Highway 160 West, Durango, CO CDOT Region 5 Storeroom, 1205 West Avenue, Alamosa, CO CDOT Storeroom 13 Eisenhower Tunnel East Portal - 8 miles East on I-70, Silverthorne, CO # c. Purchase Order releases to be delivered as whole orders unless otherwise specified. d. Freight terms to be FOB Destination with all freight charges included. e. Goods Specification: Award Evaluation will be based off the pricing of the following products: CDOT ITEM # ITEM DESCRIPTION QTY UNIT OF MEASURE LIGHT, WING LIGHT WHELEN 60A00FAR 15 EA LIGHT, STROBE POWER SUPPLY 12/24V WHELEN 50 EA LENS, STROBE AMBER WHELEN # EA LIGHT, STROBE BLUE WHELEN 360DBP 120 EA LIGHT, STROBE AMBER WHELEN 360DAP 170 EA LENS, STROBE AMBER REAR 7X3" S 25 EA LENS, STROBE BLUE REAR 7X3" S 20 EA LENS, CLEAR REAR MACK # S 20 EA LIGHT, STROBE TAIL ASSY A 20 EA LIGHT, STROBE FLASH TUBE 12/24V SSTUBE W 270 EA LIGHT, STROBE TAIL HALO C 70 EA LAMP, 12V/27W WHELEN T 20 EA LAMP, CLEAR 12V/35W WHELEN EA LIGHT, MINISTROBE AMB WHELN A 35 EA LIGHT, MINISTROBE BLU WHELN A 30 EA Page 4 of 8

5 # Award Evaluation will be based off the pricing of the following products: (Continued) CDOT ITEM # ITEM DESCRIPTION QTY UNIT OF MEASURE LENS, AMBER REAR WHELEN # SF 10 EA LENS, BLUE REAR WHELEN # SF 10 EA LENS, RED REAR WHELEN # SF 10 EA LIGHT,MINISTROBE AMB WHELEN A21 10 EA LIGHT,STROBE TAIL HALO D 10 EA LENS,AMBER, REAR, 500 SERIES EA LENS, RED, REAR, 500 SERIES EA The following items will not be included in the Pricing Evaluation however, CDOT would like pricing on these products. # CDOT ITEM # ITEM DESCRIPTION QTY UNIT OF MEASURE LENS, STROBE BLUE WHELEN # EA LENS, STROBE RED WHELEN # EA BASE, MAG MNT W/CIG-CORD WMMKWCORD360D 10 EA LENS, RED REAR MACK # S0 10 EA BRACKET, STROBE SELF LEVELING # EA LIGHT, STROBE WHELEN # B 10 EA LIGHT,SOCKET W/BULB WHELEN EA LIGHT,STROBE,HORIZONTAL, LINZ6 AMBER 10 EA LIGHT STROBE, HORIZONTAL, LINZ6 BLUE 10 EA 15. Firm Pricing: a. Pricing must be valid for the initial term of the award. b. Pricing to be submitted in the specified Unit of Measure, i.e. $15.00 per each / lot / hour / ton. c. All pricing submitted for bid evaluation must be rounded up or down to the nearest whole cent. Prices shall not exceed two decimal places (example $5.32). All pricing on the invoice must be in line with the bid price and may not exceed two decimal places. d. Pricing must be all-inclusive (freight charges included). No extra charges will be allowed. e. Pricing must be submitted in U. S. Dollars. Page 5 of 8

6 IFB NUMBER: HAA IFB PO 16. Bidder Pricing Schedule: CDOT does not guarantee quantities to be purchased. Bidder is required supply pricing for the following: # ITEM # ITEM DESCRIPTION QTY UNIT OF MEASURE LIGHT, WING LIGHT WHELEN 60A00FAR 15 EA LIGHT, STROBE POWER SUPPLY 12/24V WHELEN 50 EA LENS, STROBE AMBER WHELEN # EA LIGHT, STROBE BLUE WHELEN 360DBP 120 EA LIGHT, STROBE AMBER WHELEN 360DAP 170 EA LENS, STROBE AMBER REAR 7X3" S 25 EA LENS, STROBE BLUE REAR 7X3" S 20 EA LENS, CLEAR REAR MACK # S 20 EA LIGHT, STROBE TAIL ASSY A 20 EA LIGHT, STROBE FLASH TUBE 12/24V SSTUBE W 270 EA LIGHT, STROBE TAIL HALO C 70 EA LAMP, 12V/27W WHELEN T 20 EA LAMP, CLEAR 12V/35W WHELEN EA LIGHT, MINISTROBE AMB WHELN A 35 EA LIGHT, MINISTROBE BLU WHELN A 30 EA LENS, AMBER REAR WHELEN # SF 10 EA LENS, BLUE REAR WHELEN # SF 10 EA LENS, RED REAR WHELEN # SF 10 EA LIGHT,MINISTROBE AMB WHELEN A21 10 EA LIGHT, STROBE TAIL HALO D 10 EA LENS,AMBER, REAR, 500 SERIES EA LENS, RED, REAR, 500 SERIES EA UNIT PRICE PRICE EXT Total Price of all Units: 17. Delivery of Goods: Delivery of goods in a timely manner is critical to the operations and maintenance of CDOT. Therefore, as part of your bid, confirm below the expected delivery date or delivery time period after receipt of Purchase Order: Confirm Goods Delivery Time: Page 6 of 8

7 Please Provide Additional Pricing for the Following: # CDOT Item # Please note these items will not be included in the Award Evaluation. Item Description Quantity Unit of Measure LENS, STROBE BLUE WHELEN # EA LENS, STROBE RED WHELEN # EA BASE, MAG MNT W/CIG-CORD WMMKWCORD360D 10 EA LENS, RED REAR MACK # S0 10 EA BRACKET, STROBE SELF LEVELING # EA LIGHT, STROBE WHELEN # B 10 EA LIGHT,SOCKET W/BULB WHELEN EA LIGHT,STROBE,HORIZONTAL, LINZ6 AMBER 10 EA LIGHT STROBE, HORIZONTAL, LINZ6 BLUE 10 EA Unit Price Price Extension Indicate percent and value of Services Perform: Outside Colorado % $ Value Outside United States % $ Value Page 7 of 8

8 IFB NUMBER: HAA IFB PO 18. Vendor Information and Signature: All information must be supplied. By your signature, you are verifying that you have read and accepted this solicitation in its entirety, that you are expressly authorized to sign, and that you agree to provide the goods and/or services as outlined in this solicitation in accordance with the State of Colorado Terms and Conditions and any special provisions as published on Colorado BIDS. Vendor Name: By (Print Name): Business Address: Title: City, State, Zip: Signature: Mail POs To Address: Date: City, State, Zip: FEIN or SS#: Remittance Address: City, State, Zip: Telephone: Fax: CDOT USE ONLY - Bid Modifications Schedule Modifications: Date Number Page 8 of 8