Personal Protection Equipment
Personal Protection Equipment for Anschutz and Boulder Campuses.
2/19/2020 12:00 PM MST
7/31/2020 10:00 AM MDT
Sealed Until 7/31/2020 10:00 AM MDT
Request for Proposal
0% 0, Net 30
Scientific / Laboratory / Medical Equipment & Supplies
26 May 2020
All responses must be submitted via CU solicitation portal at www.cu.edu/psc/solicitations by date and
time noted above. All questions must be submitted using the solicitation portal. Questions that are emailed
to the Purchasing Agent may not be accepted.
TABLE OF CONTENTS
Background, Overview and Goals
Statement of Work
Evaluation and Award
BUYER ATTACHMENTS Sample University of Colorado Contract
Questions Offerors must include with Bid Response
SECTION I. PROJECT BACKGROUND, OVERVIEW, AND GOALS
The Office of Laboratory Animal Resources (OLAR) located on the Anschutz Medical Campus (AMC) and
The Office of Animal Resources (OAR) located on the Boulder campus (UCB) will work together to establish
a contract with a vendor to provide personal protection equipment for each campus. OLAR and OAR need
a consistent supply (quality & quantity) of personal protective equipment (PPE) for use by OLAR and OAR
personnel within the facility. The PPE protects both the worker and the facility from the potential for
contamination risk. Purchasing costs of PPE have consistently increased over the years due to the addition
of more facilities and increase in animals housed in our facilities. For the last several years, OLAR and
OAR have been purchasing the PPE supplies from a single supplier. The PPE products from the supplier
have been tested by OLAR and OAR and approved for use within the facility. OLAR and OAR are looking to
build a relationship with a supplier that will have a detailed understanding of the PPE quality and quantity
requirements with an excellent history of supply management.
OLAR and OAR are responsible for the care and use of research models at UC Denver and UC Boulder
campuses. In the research facilities, personal protective equipment (PPE) is used to help prevent employee
exposure to hazards, in addition, PPE is used to protect the populations from outside pathogen exposure;
this includes physical, chemical and biological hazards. Personal Protective Equipment is not a substitute
for engineering controls, administrative controls or safe operating procedures, but is used in conjunction
with these controls. Common examples of PPE include chemical resistant gloves, latex gloves, chemical
splash goggles, safety glasses, lab coats, aprons, face shields, respirators and hearing protection, gowns,
shoe covers, hair bonnets and face masks.
C. GOALS FOR THIS PROJECT:
The goal of this solicitation is to reevaluate the PPE procurement process and to select an experienced firm
that can provide both economically and quality materials to the University of Colorado OLAR and OAR
SECTION II. STATEMENT OF WORK
The University of Colorado is seeking proposals from potential Bidders to provide Personal Protection
Equipment and related services that meet the following functional and nonfunctional specifications.
TERM OF CONTRACT:
The term of the contract resulting from award of this solicitation shall begin upon execution of the contract
and end one (1) year later. The contract may be renewed upon mutual agreement for up to four (4)
additional one-year periods for a total term not to exceed five (5) years.
PRICES SHALL BE FIXED AND FIRM FOR THE TERM OF THE CONTRACT:
Pricing must remain firm for the first year. For years two (2), three (3), four (4) and five (5), requests for
price adjustments, if any, must be in writing and received by the University of Colorado Procurement
Service Center no later than ninety (90) calendar days prior to the end of the then current contract year.
Only one adjustment request per contract year will be allowed. The request must include an analysis and
justification for the proposed price adjustment. The University reserves the right to accept, reject or
negotiate the adjustment. However, the price adjustment must not exceed 3% or the Denver/Boulder
Consumer Price Index http://www.bls.gov/news.release/cpi.t03.htm for the previous calendar year,
whichever is the lowest.
EQUAL PRODUCTS CAN BE CONSIDERED:
Estimated quantities are provided as Attachment D. Quantities listed are the Universities best estimate and do
not obligate the Buyer to order or accept more than Universities actual requirements during the period of this
agreement, as determined by actual needs and availability of appropriated funds. It is expressly understood and
agreed that the resulting contract is to supply the University with its complete actual requirement of the
materials specified in this proposal for the contract period.
It is our intent to solicit proposals that afford the University the most cost efficient, technically responsive
proposal for the acquisition of the subject matter of this Proposal. However, we recognize that there may be
arrangements different from that requested hereunder that would offer additional benefits to the University while
satisfying the applicable requirements of this Proposal. Accordingly, you may submit alternative proposals for
consideration, which offer such additional benefits in addition to the requested baseline proposal. These
alternatives will be evaluated in conjunction with the primary (baseline) approach for each proposal.
1. The successful vendor will be required to maintain at least a seven day supply of products to cover normal
usage by OLAR and OAR. Delivery of any items ordered under this proposal shall be made within 7 calendar
days from the time the order is placed. The University currently has a standing order every two weeks and
intends to keep this schedule. All delivers shall be made between the hours of 8 A.M. and 3 P.M., Tuesday,
Wednesday or Friday, excluding holidays (no exceptions).
2. Emergency Purchases: The University requires that upon request in emergency situations at the discretion of
the University orders will be delivered within 24 hours. The University reserves the right to purchase from
other sources those items which are required on an emergency basis and cannot be supplied immediately from
stock by the vendor at no additional cost.
3. Emergency 24-Hour Services: Emergency twenty-four (24) hour service is to be provided by vendor at no
additional cost. The name and phone number of two individuals to contact for emergency service shall be
furnished to the University. If personally changes are made the University is to be notified immediately.
4. Substitutions must be approved by authorized personnel of the University prior to shipment and delivery.
Substitute products must be of “EQUAL” quality as determined by the ordering agency and shipped at same
cost. Vendors may only substitute products when the contracted manufacturer and model number is not
available. If the vendor substitutes an item without prior University approval, the University may reject the
item at the cost of the vendor.
5. Samples for New Products: If the University is not familiar with a replacement product the vendor is proposing,
a reasonable sample quantity is to be provided for trial/testing by the University. Such samples are to be
provided at no cost to the University. The vendor is responsible for meeting this requirement once during the
term of the award to each requesting department.
6. Invoices shall be submitted after delivery preferably electronically to the OLAR and OAR administrative offices,
contacts will be provided upon award. Each invoice shall include: (i) the purchase order number; (ii) individual
itemization of the goods/services; (iii) per unit price, extended and totaled; (iv) quantity ordered, back
ordered and shipped; (v) an invoice number and date; (vi) ordering department’s name and “ship to” address;
and (vii) agreed upon payment terms set forth herein.
7. Upon award vendor warrants and guarantees to the University that all goods purchased are free from defects
in workmanship and materials, are merchantable, and fit for the purposes for which they are to be used. For
any goods furnished under the awarded contract which become defective after date of receipt by the
University, Vendor shall either, at the Universities election and to Universities satisfaction, remedy any and all
defects or replace the defective goods at no expense to University within two (2) days of receipt of the
defective goods or accept the defective goods for full credit and payment of any return shipping charges.
8. Product Performance Literature: Proposals submitted for products considered by the seller to be equal to or
better than the brand names or manufacturer's catalog references specified herein, must be submitted with
technical literature and/or detailed product brochures for the City's use to evaluate the product(s) offered.
Proposals submitted without this product information may be considered as non-responsive and rejected. The
undersigned vendor shall agree to furnish, upon the written request of the Buyer, any additional information
needed to substantiate or clarify the design and/or performance characteristics of the materials he proposes to
9. Product Testing: The University intends to perform product testing and qualification prior to award.
Prospective vendors shall be required to supply - at no charge - sample quantity of product as requested for
evaluation by the University. The samples are to be in commercial sealed packaging.
10. The awarded vendors are required to attend quarterly meetings and will be required to furnish a performance
report to the buyer and OLAR/OAR, providing at a minimum the following information:
Total dollar value of purchases per Department
Total number of transactions per Department
Percentage of items shipped from local stock
Percentage of items back-ordered
Average delivery time for stock material
The Successful Bidder will be required to sign the University contract. A Sample of the University contract can
be located under the "Buyer Attachments" section of this solicitation. Bidders must indicate any variances to the
Universities contract under the "Questions" section of this solicitation.
SECTION III. PROPOSAL SUBMISSION
All specific response items represent the minimum information to be submitted. Deletions or incomplete
responses in terms of content or aberrations in form may, at the University’s discretion, render the response non-
responsive. Offerors shall electronically submit two separate attachments in the Question section of this RFP:
Late proposals will not be accepted. It is the responsibility of the offeror to ensure that the proposal is submitted
on or before the proposal opening date and time.
Proposals must be submitted electronically via as specified above.
SECTION IV. EVALUATION AND AWARD
A. PROPOSAL EVALUATION
All proposals submitted in response to this RFP will be reviewed for responsiveness by the Purchasing Agent
prior to referral to the evaluation committee. A committee will then evaluate all responsive proposals in
accordance with the criteria described below. Total Scores will be tabulated, and the contract will be awarded to
the offeror whose proposal is deemed to be the most advantageous to the University.
If the University requests presentations by short-listed offerors, committee members may revise their initial
scores based upon additional information and clarification received in this phase. Please note that the date for
presentations has not yet been set. If your company is invited to give a presentation to the evaluation team, the
dates may not be flexible.
The University, at its discretion, may utilize a Best and Final Offer (BAFO) stage. If this phase is utilized, the
Purchasing Agent shall submit to the offerors most likely to receive the award, requests for specific clarification
and allow offerors to enhance their pricing. The Purchasing Agent shall coordinate the offerors' responses for
review by the evaluation team. The Purchasing Agent shall be the SOLE point of contact throughout the process
for all offerors. Please note that the date for the BAFO stage has not yet been set. If your company is invited to
participate in this stage, the dates may not be flexible. If the University requests Best and Final Offers by short-
listed offerors, committee members may revise their initial scores based upon additional information and
clarification received in this phase. In lieu of revising scoring, the University reserves the right to evaluate
BAFOs by use of a narrative.
The contract will be awarded to the offerors whose overall offer is deemed to be the most advantageous to the
University as determined by the evaluation team. The PSC purchasing office, after review and approval of the
evaluation team's written recommendation, will notify all offerors via a posting on the electronic solicitation
notification system of the results of the solicitation evaluation. The posting will be an announcement of award.
In preparing responses, offerors should describe in great detail how they propose to meet the specifications as
detailed in the following sections. Specific factors will be applied to proposal information to assist the
University in selecting the most qualified candidate for this contract.
Evaluation criteria that will be used are as follows, listed in no particular order:
Experience of Firm
Account Management Plan
Inventory Assurance Plan
Ordering and Delivery Schedule
Disaster Recovery Plan
Testing Committee Results
A presentation and/or demonstration may be requested by “short-listed” vendors prior to award. However, a
presentation/demonstration may not be required, and therefore, complete information should be submitted with
B. DETERMINATION OF RESPONSIBILITY OF THE OFFEROR
The University of Colorado Procurement Rules state a Purchasing Agent shall make purchases from, and award
Contracts to, Responsible vendors only. The University reserves the right to make its offeror responsibility
determination at any time in this RFP process and may not make a responsibility determination for every
Factors to be considered in determining whether the standard of responsibility has been met include whether an
1. availability of the appropriate financial, material, equipment, facility, and personnel resources and
expertise, or the ability to obtain them necessary to indicate the capability to meet all contractual