STATE OF COLORADO DEPARTMENT OF HUMAN SERVICES

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1 STATE OF COLORADO DEPARTMENT OF HUMAN SERVICES DOCUMENTED QUOTE (DQ) # Mandatory Site Walk through: Written Inquiries deadline: QUOTE DUE DATE: QUOTE SUBMISSION VIA Submissions via are preferable.. June 2, :00 p.m Sherman St. Denver, CO June 3, :00 p.m. (local) June 5, :00 p.m. (local) jeff.wylde@state.co.us QUOTE SUBMISSION VIA MAIL PROCUREMENT CONTACT The procurement contact is the primary contact for this DQ. Direct all inquiries to the procurement contact. Department of Human Services North/Central Procurement 7866 West Mansfield Parkway, Denver, CO OR Department of Human Services Southern District Procurement 1600 West 24th Street, Pueblo, Colorado Jeff Wylde, CPPB Jeff.wylde@state.co.us PROCUREMENT PHONE NUMBER Page 1

2 SECTION I - ADMINISTRATIVE INFORMATION Quote Submission - Quotes will be received until the date and time indicated. Late Quotes may be accepted at the discretion of the Procurement Contact. Pricing - All pricing shall be FOB Destination. Vendors shall specify any minimums, special charges, restrictions, or conditions. The failure of the vendor to note any special conditions or exceptions shall be deemed a waiver of any such condition or exception. Price Increases Pricing shall remain firm for the term of the award, including option years, unless otherwise specified. Quote Acceptability - The State will be the sole judge in determining the acceptability of a quote and in determining the most beneficial quote for the State. Evaluation of quotes will also take into account administrative costs, payment terms, delivery conditions (any restrictions, minimum order quantity or dollar amount), and any exceptions taken to any requirement of the DQ, volumes at individual user sites, and proximity of user sites. Administrative costs include, but are not limited to, time and costs associated with ordering, receiving, stocking and paying invoices. Evaluation - The choice of vendor for goods and services must be based on which acceptable response is most advantageous to the state, price/cost being the primary consideration. Other factors to be considered include experience, delivery, and warranties (if applicable). The basis for the selection must be documented and will be final and conclusive unless determined to be arbitrary, capricious, or contrary to law. Service Disabled Veteran Owned Small Businesses (SDVOSBs) - SDVOSBs, who are incorporated or organized in Colorado or maintain a place of business or have an office in Colorado and who are officially registered and verified as a SDVOSB by the Center for Veteran Enterprise within the U.S. Department of Veterans Affairs. ( may receive a 5% preference on their bid. This preference applies only to the price, and the SDVOSBs must still meet all other qualifications required in the bid. SDVOSBs claiming this preference shall submit documentation of SDVOSB certification Issued through the U.S. Department of Veterans Affairs in their response to the solicitation. Bid submissions without this documentation will not be given a preference. Award - The state intends to issue one or more vendor awards as specified. Awards will be made on the basis of the quote most beneficial to the State. Vendor shall extend pricing to other Human Services divisions (i.e. Pueblo, Grand Junction). Term of Award - The period of award made as a result of this DQ is 12 months and may be renewed for up to one (1) additional year at the sole option of CDHS, contingent on satisfactory performance and funds availability. Bid Results - After the award is made, bid tabulations or a summary can be made available. Purchase Order or State Contract As a result of the award, a Purchase Order or State Contract may be required. The awarded vendor may not perform or deliver goods or services until such time the Purchase Order or Contract is executed. Terms and Conditions - The State Purchase Order Terms and Conditions and Solicitation Instructions apply to this DQ. If not attached, they can be made available upon request. Quantity of Goods/Services At the time of award and/or during the term of the resulting award, the State reserves the right to increase or decrease the quantity of goods/services based on available funding using the rates established in the Purchase Order or State Contract. Vendor disclosure of services identifies if the vendor or subcontractor will perform the services outside the state of Colorado or United States. If this is the case, provide a brief statement explaining why the vendor believes it is necessary or advantageous to perform the services outside the state of Colorado or United States. Page 2

3 SECTION II STATEMENT OF WORK: This is a solicitation seeking quotes for technology upgrades to one conference room. Equipment, installation services, maintenance and system training will be required. Existing equipment will be used where possible. Room Requirements: Integrated control for video conferencing, conference room phone, speakers, microphones, projector, television. Audio microphones should be capable of being used independently from video conferencing/audio conferencing, for in-room presentations. Video conferencing will output to a television or projector content capability from video conference unit will be needed. Devices will be rack mounted in-room where possible using existing cabinetry. Existing Equipment: Epson 1985wu Projector Manual Operation Projection Screen Vizio 50 Television Equipment/Design Needs: (1) Control System similar to AMX DVX series (2) Touchscreen Control Panel Table Mounted (3) Microphone Mixer Compatible with ceiling mounted microphones (4) VOIP Integration for room conference phone (5) Ceiling Mounted Microphones (6) 2 Video Conferencing Systems One system will be connected to Control (7) Lapel Microphone (8) Feedback Suppression for lapel/handheld microphone (9) Multiformat transmitter to send VGA/HDMI from source to controller (10) Ceiling Mounted Tile Speakers (11) In Table cable ports for Power, LAN, VGA w/audio, HDMI inputs Equipment must be delivered and installed at 1575 Sherman Street, Denver, CO before June 30, A mandatory site visit is scheduled to take place at 1575 Sherman Street, Denver, CO on June 2nd at 2 pm. Facility coordinators are not to be contacted, as they are not involved in the procurement process. The single point of contact for this solicitation is the purchasing agent via jeff.wylde@state.co.us or by phone ( is preferred). Only companies attending the mandatory pre-bid site visit will be considered eligible to offer bids for this work. Following the mandatory pre-bid site visit, bidders may submit written inquiries by the June 2nd deadline of 2pm. Responses to inquiries will be posted as a modification on CORE prior to the bid submission deadline. QUOTE RESPONSE FORMAT: Submit an electronic version (with Signature Page) via to jeff.wylde@state.co.us by the submission due date and time. Page 3

4 SECTION III INFORMATION REQUIRED ON QUOTE Pricing for all Equipment/ Design Needs as indicated in the Statement of Work. Include equipment by line item, labor (as applicable, by person/ hourly rate). Total cost for completion of project. Page 4

5 SIGNATURE PAGE VENDOR INFORMATION COMPANY NAME ADDRESS FEIN Name & title of authorized officer & agent: TITLE: Name & number of contact person for inquiries on your Quote response: NUMBER/ Name & number of contact person for orders if an award to your company is subsequently made: NUMBER/ IMPORTANT: Vendor should read the entire DQ before submitting a Quote. Quotes shall be properly marked with DQ number. All Quotes shall be F.O.B. destination, unless otherwise specified. Authorized Signature By Officer or Agent of Vendor Date Signed REMIT ADDRESS: PAYMENT TERMS: Terms of less than 45 calendar days will not be considered. PHONE # FAX # SIGNATURE PAGE REQUIRED RETURN THIS PAGE Page 5

REQUEST FOR PROPOSAL (RFP) BID# 7548477 VIDEO/WEB CONFERENCING SOLUTION. SUBMISSION DEADLINE: Wednesday, February 26, 2014 at 10:30 AM (ET)

REQUEST FOR PROPOSAL (RFP) BID# 7548477 VIDEO/WEB CONFERENCING SOLUTION SUBMISSION DEADLINE: Wednesday, February 26, 2014 at 10:30 AM (ET) PRE-BID CONFERENCE: NO YES Mandatory: NO YES: Any vendor who intends