Page 1 of 7 DOCUMENTED QUOTE

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1 DOCUMENTED QUOTE Return all Bids to: Bid No. CCA DQ0213 Community College of Aurora Date: November 07, 2012 Purchasing Department Bid Due Date: November 14, E. Centretech Parkway Ste. A204I Bid Due Time: 2:00 pm MST Aurora, CO Phone: LATE BIDS WILL NOT BE ACCEPTED Fax: Section 1: GENERAL REQUIREMENTS Bid Information and Distribution System (BIDS) and Registration This solicitation is published using the Colorado Bid Information and Distribution System (BIDS). Offerors 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 linked through the State Purchasing Office link at Inquiries All vendor questions shall be submitted in via , no later than November 12, 2012, 10:00 am MST. All inquiries should state, within the subject line, the Bid Number of this Documented Quote. All questions regarding this bid must be directed to Bidders shall seek clarification from CCA of any specifications, terms and/or conditions, which they determine to be unclear. The failure of a bidder to seek clarification may be deemed a waiver of any such clarification. Vendor Agreement CCA is seeking bids in accordance with the specifications, terms and conditions of this solicitation. All vendors, by submitting a bid, guarantee 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. All vendors, by submitting a bid, guarantee to the State that they understand and agree to the State of Colorado Purchase Order Terms and Conditions, attached separately to this solicitation. Section 2: VENDOR REQUIREMENTS FEIN Information Each bidder is required to submit a completed W9 form with bid. See Attachment A. Public Contracts with Natural Persons A Contractor that operates as a sole proprietor hereby swears or affirms under penalty of perjury that the Contractor (i) is a citizen of the United States or otherwise lawfully present in the United States pursuant to federal law, (ii) shall comply with the provisions of CRS et seq, and (iii) shall produce one of the forms of identification required by CRS prior to the effective date of this Contract. Except where exempted by federal law and except as provided in CRS (3), a Contractor that receives federal or state funds under this contract must confirm that any individual natural person eighteen years of age or older is lawfully present in the United States pursuant to CRS (4) if such individual applies for public benefits provided under this contract. Attachment B. Page 1 of 7

2 Pera Retiree Questionnaire for Personal Services Contract The Colorado Community College System (CCCS) is required to pay an employer contribution to the Colorado Public Employees Retirement Association (PERA) based on the amount paid to any PERA retiree. In addition, pursuant to (2), (SB10-001), effective January 1, 2011, all retirees working after retirement, including independent contractors working individually or through an affiliated party, must make contributions at the same rate as all members working for that employer. Therefore, please assist CCA in identifying any PERA retirees associated with this contract by completing the attached PERA Retiree Questionnaire. Attachment C. Insurance Requirements The awarded vendor will be required to submit a Certificate of Liability Insurance on an Accord form to the Purchasing Department before contract signing. Contractor and its Subcontractors shall obtain and maintain at all times during the term of this agreement, insurance in accordance with State of Colorado requirements. State of Colorado insurance requirements and a sample accord form are attached to this Documented Quote. Section 3: BID SUBMISSION Bidders are urged to read the document thoroughly before submitting a response. Quotes must be in accordance with specifications and terms and conditions herein set forth and/or attached. Bids shall be binding upon the bidder for sixty (60) calendar days following the bid award date. Any bid on which the bidder shortens the acceptance period may be rejected. Bid must include the signed, BID response sheet, attached separately to this solicitation. Vendors are required to submit pricing on the BID response sheet. Alterations to BID response form or Documented Quote document, other than the addition of boxes to add itemized lines, may render bid as non-responsive. A bid submitted in response to this Documented Quote shall constitute a binding offer. The signature of the bidder shall indicate acknowledgment of this condition. Signature shall be that of a person legally authorized to execute contractual obligations. A submission in response to this Documented Quote acknowledges acceptance by the bidder of all terms and conditions including compensation, as set forth herein. Estimated bid prices are not acceptable. Bid prices will be considered your best and final offer. Bid must be inclusive of all costs. All prices quoted must include shipping and handling charges. No additional fees, charges and/or administrative fees will be considered. CCA reserves the right to purchase additional equipment at quoted prices for the period of sixty (60) days after date of purchase order. Bid submission deadline is November 14, 2011 at 2:00 pm. Bids may be submitted via fax, or hand-delivered to the above address.. Bid Modifications Should CCA issue any modifications to this bid, they will be posted on the State of Colorado s BIDS web site Failure to retrieve modifications, and include their provisions in your bid response, may result in your bid being disqualified. Any bid submitted as a modification to a previous bid response must be noted as such, or may be deemed as a receipt of an alternate bid, therefore being disqualified Evaluation and Award Community College of Aurora, reserves the right to reject any or all bids or portions thereof, to waive any informalities or irregularities in the proposals received, and to approve bid awards in total or in part, whichever, in its judgment best serves the interests of Community College of Aurora and the State of Colorado. CCA will be the sole judge in determining the acceptability of an offer and in determining compliance with bid specifications. CCA reserves the right to cancel this bid in its entirety at any time without penalty. All information shall be printed in ink or type written on the bid documents. Illegible bids or writing shall be deemed nonresponsive and will not be evaluated. A bid with missing or inconsistent information may be considered non-responsive and may not be evaluated. Page 2 of 7

3 Award shall be made with reasonable promptness, to the low responsive and responsible vendor whose bid meets the requirements and criteria set for in the Invitation for Bid. Low tie bids shall be decided in accordance with the provision in C.R.S. section , 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 C.R.S. section shall include with their bid proof that they meet the definition of resident bidder as set forth in either C.R.S (6A) or C.R.S. section (6B): (6) Resident bidder means: (a) A person or business that is authorized to transact business in Colorado and that maintains its principal place of business in Colorado; or (b) A person or business that is authorized to transact business in Colorado, that maintains a place of business in Colorado, and that has filed Colorado unemployment compensation reports in at least seventy-five percent of the eight quarters immediately before bidding on a contract. Section 4: SPECIFICATIONS The Community College of Aurora (CCA) is accepting bids for the installation of a Lenel Access Control System in the Colorado Film School, Lowry Campus, Building 965. Specifications, listed on the BID response sheet, are provided to identify the products required and to establish minimum functionality and an acceptable quality level. No substitutions for equipment as listed will be accepted. All equipment shall be new (unused) current standard production models and shall be completely prepared for customer delivery through service by a factory franchised dealer prior to delivery. Awarded vendor will send invoices to the Community College of Aurora. Payment shall be due 45 days following invoice date. Section 5: PURCHASE ORDER The State is not liable for any cost incurred by bidders prior to issuance of a legally executed purchase order or other authorized acquisition document.. Section 6: DELIVERY Colorado Film School Lowry Campus, Building E. Lowry Blvd Denver, CO Page 3 of 7

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5 Attachment B HOUSE BILL 1023 IDENTIFICATION REQUIREMENT As required by C.R.S FOR SOLE PROPRIETORS ONLY PLEASE PLACE AN ENLARGED COPY OF ONE OF THE FOLLOWING IN THIS SPACE A valid State issued driver s license that is considered to be an official form of identification by the issuing state; or A United States military card or a military dependent s identification card; or A United States Coast Guard Merchant Mariner Card; or A Native American Tribal Document Signature of Document Holder Date Printed Name of Document Holder Social Security Number Place Notary Stamp or Seal above Signature of Authorized Notary Date Printed Name of Authorized Notary (Faxed copies must be notarized in order to be considered acceptable) Page 5 of 7

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Page 1 of 12 Document Effective Date Solicitation Terms & Conditions 08/08/2008 Purchase Order Terms and Conditions 01/01/2009 Special Provisions 01/01/2009 STATE OF COLORADO SOLICITATION INSTRUCTIONS/

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