State of Colorado Department of Transportation (CDOT) INVITATION FOR BID (IFB) ISSUE DATE: January 24, 2013 NUMBER: IFB BID SUBMISSION DDLINE DATE: February 7, 2013 TIME: 1:30 P.M. RETURN ALL SUBMISSIONS TO: Colo. Dept. of Transportation PURCHASING AGENT: Candice Davidson, CPPB Center for Procurement Office Tel: 303-757-9968 FAX: 303-757-9669 4201 E Arkansas Avenue, Room 200 e-mail: candice.davidson@state.co.us Denver, CO 80222 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 for Bid Title/Description: IWAPI Equipment Repair 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 www.gssa.state.co.us. 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 contract resulting from this solicitation, will not be allowed unless previously authorized, in writing only, by a modification to the solicitation or contract issued from the CDOT Center for Procurement Office. 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. Responses will be submitted in a sealed envelope, with the Bid Number, Date and Time on the outside of the envelope. d. 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 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. Fax bids will not be accepted. e. Late bids will not be accepted. f. All responses require the return of the completed IFB Bid Pricing and Submission Page and any other forms that are labeled IFB BID SUBMISSION PAGE. The IFB Bid Pricing and
Submission Page must reflect all Modifications to this IFB. Vendor is also required to submit part list and pricing. g. The IFB Pricing and Submission Page must be signed by an individual with express authority to bind the bidding company. h. 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 ten days after bid submission date for posting of award notice. 6. Award: a. The award resulting from this Invitation for Bid will be from date of award through the subsequent twelve month period, with four (4) optional twelve (12) month renewal periods. b. CDOT will award this solicitation and enter into an agreement with the winning Bidder through an executed CDOT Contract. A sample contract, similar to what the winning bidder will be expected to sign, will be attached to the bid document. c. This solicitation will be awarded to the lowest responsive, responsible bidder of total price. d. 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: Alternates will not be accepted 8. Bid Evaluation: 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 determined to be the lowest responsible and responsive Bidder of total price, whose bid meets the requirements and criteria set forth in this solicitation. c. 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. 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. 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. 10. Failure to Render Service/Cancellation: In the event the awarded Vendor fails to 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 services.
11. Insurance: The awarded Vendor will be required to submit a certificate(s) showing insurance coverage for General Liability, Automobile and Workers Compensation as outlined in the Complete Solicitation Instructions/Term and Conditions, Section 4.3, found on Colorado BIDS, prior to execution of the award document. 12. 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) 7-90-801. This is the link for the Colorado Secretary of State s website at 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.) 13. Remedies: Per Article 109 of the Colorado State Procurement Rules. 14. Scope of Work: These specifications pertain to installation, diagnosis, parts and repair of IWAPI equipment belonging to CDOT Region 1, Maintenance Section Five, Colorado Department of Transportation (CDOT). The vendor shall insure that parts and labor be billed to the correct department of CDOT. Region 1 Section 5 personnel will have a purchase order and a 7 digit unit number that the vendor will be required to include on every bill. REPAIR Vendor will provide repair and installation services for 50-75 units equipped with IWAPI systems. The vendor will provide this service at two CDOT locations: Golden (17101 W. Colfax, Golden, CO 80401) and Aurora (18500 E. Colfax Avenue, Aurora, CO 80011) shops. A Shop will be set up for the vendor at these two locations. Vendor is not authorized for any repairs without first giving CDOT a quote on the repair labor, and parts necessary to perform the work. Only after CDOT has given the vendor a purchase order will work begin. Repair of any one unit shall not take longer than twelve hours maximum, unless special authorization has been issued by Regional Representative in charge of equipment for the Colorado Department of Transportation. All equipment shall be inspected by the Vendor Manager, after completion of the repair, and prior to notifying CDOT to pick-up equipment, to insure that all necessary repairs have been completed and performed in a professional manner and with high quality workmanship. CDOT will inspect and accept or reject the repairs on all equipment. Any rework or additional work required to bring equipment to an acceptable level will be performed by the vendor at no additional charge to CDOT. The awarded vendor shall be awarded a CDOT Outline Agreement for one (1) year, with the option to renew for an additional four (4) years (five (5) years total). In order for this award to be renewed for each additional year, the vendor must complete his obligations to the satisfaction of CDOT. Vendor shall coordinate and schedule all repairs to CDOT equipment with LTC Ops I Shop Supervisor, or designee during the hours of 7:00 AM to 4:00 PM, Monday through Friday. (The name and telephone number of the LTC Ops I Shop Supervisor will be provided to the awarded vendor upon issuance of the CDOT Outline Agreement.)
Parts List Material Description/ Base IWAPI, IWAPI SYSTEM, IS-B IWAPI, GARMEN WASS EN. GPSW/15' CORD,G15 IWAPI, MONITOR COLOR TOUCH 7", M7 IWAPI, MONITOR CORD 15', MC15 IWAPI, MONTR BRKT FULL ARCH 360, MB-360A IWAPI, POWER CORD W/FLT-12V, MPC IWAPI, ANTNN HIGH GAIN W/15' CRD,HGA15-V IWAPI, JUMPER FOR V620, J620 IWAPI, NEW CHIP (PRE-PROGRAMMED), CF ROAD WATCH CVS TEMP CVS 849-0262-003 Unit of Measure The parts list shown above is for those parts commonly needed. However, percentage off price discount will include any and all parts that the vendor replaces and/or installs. 15. Firm Pricing: a. Pricing must be valid from date of award through the subsequent twelve (12) month period. b. Pricing to be submitted in the specified Unit of Measure. 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 (including all materials and equipment). No extra charges will be allowed. (This includes surcharges, which must be incorporated into the bid for each line item.) e. Pricing must be submitted in U. S. Dollars. 16. Use By Other Agencies: 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. 17. Bidder Pricing Schedule: Bidder is required supply pricing for the following: ITEM # ITEM DESCRIPTION UNIT OF MSURE UNIT PRICE BID 1. IWAPI Equipment Repair Rate Hour $ 2. Overtime Repair Rate Hour $ Vendor must provide parts list and pricing with the bid submittals. Below, list the percentage discount that vendor will offer to CDOT on all parts. % Off Price List Pricing must be all-inclusive. No additional charges are allowed. Pricing must be provided in U.S. Dollars.
19. Vendor Disclosure Statement: In compliance the Contractor Performance Outside the United States or Colorado, CRS 24-102-206, the awarded Vendor is required to disclose information on where the services will be performed under this award. Indicate percent and value of Services Perform: Outside Colorado - % $ value Outside United States - % $ value Independent contractor information. Please answer Yes or No for each question. Is the State the only client the contractor works with? Y/N Is the contractor registered with the Secretary of State s Office and/or the IRS to conduct business as an independent contractor? Y/N Does the contractor hire retired state employees to perform the work? Y/N Does the contractor have their own place of business? Y/N Does the contractor offer services to the general public and have other clients? Y/N Does the contractor need to be trained by the State to be able to provide the service? Y/N Does the contractor determine how and when the services will be performed? Y/N Does the contractor work on state property? Y/N Does the State control the route or location where the work must be performed? Y/N Does the State provide the contractor with equipment, tools or materials to conduct the work? Y/N Does the contractor have unemployment and workers compensation insurance? Y/N Does the contractor have direct daily control over state employees? Y/N Does the contractor bill by an hourly rate? Y/N Lump sum? Y/N Is your company a sole proprietor? Y/N
20. 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: E-mail: CDOT USE ONLY - Bid Modifications Schedule Modifications: Date Number