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Procurement Services 1500 Illinois Street, Guggenheim Hall, Room 130 Golden, CO 80401 INVITATION FOR DOCUMENTED QUOTES – THIS IS NOT AN ORDER Bid Number: CSM13107 Purchasing Agent: Cheryl O'Donnell Telephone Number: (303) 273-3062 E-Mail: [email protected] BID DUE DATE AND TIME: April 25th, 2013, 2:00 PM (Mountain Time) (Bids must be delivered prior to this time. E-mail or fax bids will be accepted.) MANDATORY QUALIFICATION: Prospective bidders MUST be registered with the State of Colorado’s “BIDS” website in order for their bid to be considered. Information about registration may be found on the BIDS home page at: www.bidscolorado.com . Registration costs $40 for a one-year registration. DESCRIPTION: The Colorado School of Mines seeks bids for Code Blue Public Access Systems, on an “FOB Delivered and Installed” basis. The Determinant Factor in the award of this solicitation shall be the total sum of Item #1-9, shown below. Prior to considering the Determinant Factor, the Colorado School of Mines may evaluate the bids received to determine bid responsiveness bidder responsibility, and, at the School’s option, other relevant factors such as delivery time. NOTE: The part and model numbers listed are from Code Blue. Please bid the products as listed. No substitutes are permitted. SCOPE OF WORK: Vendor to provide and install a Code Blue Public Address System (PAS) upgrade as well as provide some additional new Code Blue equipment for the Colorado School of Mines to install and connect to the PAS system. The Public Address System (PAS) will consist of a Code Blue Server/Redundant Server System (including the Blue Alert mass notification system software and the Unit programming and diagnostics software), 5 PAS-1 retro kits for existing poles (360’s), 2 PAS 1800 wall mount kits for existing wall mount phones (180’s), and 2CB 1-d with PAS new pole units. Page 1 of 7 Vendor will provide and Install 5 PAS-1 retro kits at the following locations: 1.) Maple Hall Alley 2.) Lot D –Back of Lot 3.) Lot Q –Back of Lot 4.) CTLM 5.) Kafadar Commons Vendor will provide and Install 2 PAS 1800 retro kits on 2 existing wall mount phones at the following sites: 1.) OGF West side of building 2.) OGF East side of building Vendor will provide and School of Mines will Install 2 new CB 1-d with PAS and IA4100 FP2K speakerphone at the following locations: 1.) Maple Street (West side of bell tower) 2.) Lot N Vendor will provide and Install a server with a redundant server at the IT Department server site. Note: Server equipment, items 5-9, to be delivered separately from the PAS and phone equipment. Colorado School of Mines will provide: 1.) Communication and power lines to each equipment site (mostly existing) 2.) 120vac power at the server site 3.) Installation and connection of the two new CB1-d pole units 4.) 24vac power to two units in bell tower if option 2 is chosen 5.) Any permit, drawing, and/or submittal fees required by Golden or any authority having jurisdiction Vendor will provide: 1.) All Code Blue equipment as listed 2.) Installation of the Server and Redundant Server equipment 3.) Installation of the 5 PAS-1 retro kits 4.) Installation of the PAS 1800’s for the OGF site 5.) System programming up to 12 hours 6.) System training up to 12 hours 7.) 1-year warranty; parts and labor Field Devices: 1. 5 ea. Code Blue Retro PAS Kit for Poles: PAS 1 Item 1: $ _______________Each $ _______________Total Page 2 of 7 2. 2 ea. Code Blue Retro Kit for Wall Mount: PAS 1800 Item 2: $ _______________Each 3. 2 ea. Code Blue Pole Unit: CB 1-d Item 3: $ _______________Each 4. 2 ea. $ _______________Total $ _______________Total Code Blue Speaker Phone for New Pole Unit: IA-4100 Item 4: $ _______________Each $ _______________Total Server: 5. 2 ea. ToolVox Communication Manager: With Redundant Power Supply and RAID 1 Item 5: $ _______________Each 6. 2 ea. ToolVox PCI/Analog Card: Item 6: $ _______________Each 7. 6 ea. $ _______________Total Blue Alert Mass Notification System Software: Item 8: $ _______________Each 9. 2 ea. $ _______________Total ToolVox 4 Port Green Module Card: Item 7: $ _______________Each 8. 2 ea. $ _______________Total $ _______________Total Unit Program & Diagnostics (UPD): Item 9: $ _______________Each $ _______________Total Page 3 of 7 TOTAL BID PRICE: We offer the above goods on an “FOB Delivered and Installed” basis, without exception or qualification, for a total price of: $ _____________________________________ (Sum of Items #1-9, above) Note: Server equipment, items 5-9, to be delivered separately from the PAS and phone equipment. DELIVERY TIME: The delivery time, after receipt of order by the successful bidder, for the above items will be: __________________________________________________________________________. AWARD: The Determinant Factor in the award of this solicitation shall be the total sum of Items #1-9, shown above. Prior to considering the Determinant Factor, the School of Mines may evaluate the bids received to determine responsiveness (including the equivalence of alternate products), bidder responsibility, and, at the School’s option, other relevant factors, such as delivery time. BID SUBMITTAL: Only fax or e-mail bids are acceptable for this bid. Please submit W-9 with response. Bids must be submitted on this Invitation for Documented Quotes (DQs) form, providing all requested information including signature. Additional information such as product literature may be attached (and in some DQs, might have been specifically requested); however, please do include excess documentation such as marketing materials. LATE BIDS WILL NOT BE CONSIDERED. Responses may be modified or withdrawn prior to the response due date and time. Bids shall be delivered to the following: Cheryl O'Donnell, Purchasing Manager Colorado School of Mines Procurement Services, Guggenheim Hall, Rm. 130 1500 Illinois Street Golden, CO 80401 Fax: (303) 273-3971 Email: [email protected] Page 4 of 7 COMMUNICATIONS: Inquiries regarding this solicitation should be sent via e-mail to: Cheryl O'Donnell, [email protected]. Please submit inquiries as early in the bid period as possible; the School’s purchasing agent might be unable to respond to an inquiry submitted very close to the Due Date. Cheryl O'Donnell shall be the sole point of contact for this solicitation. This Invitation for Documented Quotes and any written modifications, as posted on the State’s BIDS website, represent the entire solicitation. Any information about this solicitation received by bidders from sources other than from the documents posted on the BIDS website shall have no effect on the solicitation. Bidders finding fault in the specifications contained in this bid should notify the purchasing agent upon receipt of this Invitation for Bids. MODIFICATIONS: Should the school issue any modifications to this bid, they will be posted on the State of Colorado's BIDS website (http://www.bidscolorado.com ). It shall be the responsibility of the bidder to check the BIDS website periodically to see if any modifications have been issued. Failure to retrieve such modifications, and include their provisions in your bid response, may result in your bid being disqualified. PURCHASE ORDER AND TERMS: Upon award, a Colorado School of Mines Purchase Order will be offered to the successful bidder. Specifications, requirements, terms, and conditions of this solicitation shall be considered incorporated into the resulting Purchase Order, unless specified otherwise in the Purchase Order. The contents of the bidder’s response will become contractual obligations of the Purchase Order. Failure of the selected bidder to accept these obligations in a Purchase Order may result in cancellation of the order and award to the next lowest bidder. In the event that the bidder’s forms (or parts of forms) are included in the bidder’s response and subsequently included as attachments or exhibits to the final Purchase Order, the bidder agrees that, where there are contradictions or inconsistencies, the terms of the Purchase Order shall always supersede and control those of any such attachment or exhibit. The School’s Purchase Order Terms may be found at the following web address: http://inside.mines.edu/UserFiles/File/finance/purchasing/PO_Terms_&_Conditions_1-1-09.pdf. FUNDING: The resulting Purchase Order is subject to, and contingent upon, the continuing availability of funds for the purpose thereof. Financial obligations of the Colorado School of Mines, an entity of the State of Colorado, payable after the current fiscal year ending June 30 are contingent upon funds for that purpose being appropriated, budgeted, or otherwise made available. The successful bidder expressly understands and agrees that all its rights, demands, and claims to Page 5 of 7 compensation arising under the resulting Purchase Order are contingent upon receipt of such funds by the School. In the event that there shall be no funds available, the School may immediately terminate the Purchase Order without liability, including liability for termination costs. INSURANCE: For any on-campus installation or labor being provided under this solicitation, bidders shall comply with the insurance requirements on the “Insurance Requirements” document that was published on the BIDS website as part of this solicitation. SIGNATURE AND VENDOR INFORMATION: Original Signature of Bidder’s Authorized Signatory Date Printed Name of Person Signing Title Vendor Legal Name Vendor Mailing Address Vendor City, State, Zip Vendor Tax ID Number (FEIN or SSN Number) Quote Valid Until (at least 60 days) Vendor Point of Contact Name Vendor Phone (Point of Contact) Vendor Fax (Point of Contact) Page 6 of 7 Vendor E-Mail (Point of Contact) Vendor Web Address Vendor Invoice Terms (Net 30 are Standard Terms for Colorado School of Mines) Page 7 of 7