Security Surveillance Fire Alarm Systems
| Agency: | State Government of Pennsylvania |
|---|---|
| State: | Pennsylvania |
| Type of Government: | State & Local |
| Posted Date: | Nov 27, 2018 |
| Due Date: | Dec 31, 2023 |
| Solicitation No: | COSTARS-40 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
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Attachment Preview
Rev. 12/19/2013
COSTARS INVITATION FOR BIDS
SUMMARY SHEET
Contract No.:
Description of Supply:
Solicitation Start Date:
Bid Opening Date:
Bid Opening Time:
Bid Opening Location:
Dear Supplier:
COSTARS-40
Security and Surveillance Systems and Fire Alarm Systems, Equipment, Products,
and Services
11/27/2018
Bids will be accepted at the address below on any given Commonwealth business day.
Any bid received after the Bid Opening Time will be opened on the next Commonwealth
business day.
1:30 PM Eastern
DGS BUREAU OF PROCUREMENT – BID ROOM
555 WALNUT STREET, 6TH FLOOR
HARRISBURG, PA 17101-1914
The Department of General Services (DGS) invites you to submit a response to the attached INVITATION FOR BIDS (IFB). DGS will
award contracts to all responsive and responsible bidders to provide Security and Surveillance Systems and Fire Alarm Systems,
Equipment, Products, and Services as described in the IFB (see Section 2 of the Special Terms and Conditions for details) to local
public procurement units and state-affiliated entities (together, “Purchasers”) registered as members with the COSTARS Program. A
complete list of currently registered COSTARS members, as well as more information about the program, can be found on the
Suppliers’ area of the DGS COSTARS web-pages at www.costars.state.pa.us.
This IFB is designed to provide purchase options and competitive pricing to COSTARS members throughout the Commonwealth who
may wish to purchase Security and Surveillance Systems and Fire Alarm Systems, Equipment, Products, and Services under
the Contract. Although pricing will not be a factor in contract award, pricing may be a consideration when Purchasers select a Supplier
and place their orders. Consequently, each bidder should present their very best response to this IFB. Suppliers may offer pricing
using any of the options stated in the Pricing Section of the Special Terms and Conditions. ONLY COSTARS member local public
procurement units and state affiliated entities may purchase from any COSTARS contract resulting from this IFB. Commonwealth
executive and independent agencies do not make purchases through COSTARS-exclusive contracts.
The following documents comprise this Invitation For Bids package:
1. Instructions To Bidders for COSTARS Contracts
6.
(COSTARS ITB REV. 01/17/2017)
2. Attachment A Doing Business with the Commonwealth
7.
GSPUR-89 Reciprocal Limitations Act Requirements
Addendum(s) (if applicable)
3. COSTARS Bid/Contract
(GSPUR-15COSTARS REV 12/19/2013)
4. Corporate Certification (if applicable)
5. Bid Item Workbook and Checklist
8. COSTARS Contract Special Terms and Conditions
(COSTARS SpTsCs REV 12/10/2009)
9. COSTARS Contract Standard Terms and Conditions
(COSTARS STD REV 01/17/2017)
10. Attachment C Software License Agreement
These documents are available on the DGS COSTARS web-pages at www.costars.state.pa.us, COSTARS Bidding Opportunities.
The bidder shall ensure that it is registered to do business with the Commonwealth of Pennsylvania and that its business information
is accurate (refer to Attachment A, Doing Business with the Commonwealth, for guidance).
In addition to complying with the bid submission requirements of Section 1 of the Instructions to Bidders, each bidder must submit
one hard (printed) copy of its bid in its bid package as stated in this IFB. Also, the bidder is encouraged to include in its bid package
an electronic submission of all offered items and pricing on a compact disc or USB flash drive and in an unprotected format (Microsoft
Word or Excel).
Please note that all contractors are required to pay the appropriate Administrative Fee in each contract period as more fully described
in Section 9 of the Instructions to Bidders.
DGS will accept written questions and comments concerning this procurement via email to takpan@pa.gov.
Sincerely,
Tera Akpan, Commodity Specialist
Bureau of Procurement
Department of General Services
COSTARS ITB REV 01/17/2017 (Version B)
INSTRUCTIONS TO BIDDERS
FOR COSTARS CONTRACTS
1. BID SUBMISSION:
The Department of General Services (DGS) requests bids for the services or item(s) described in the
Invitation for Bids. The Invitation for Bids Summary Sheet, the COSTARS Bid/Contract form, these Instructions
To Bidders For COSTARS Contracts, the COSTARS Contract Standard Terms and Conditions (“Standard Terms
and Conditions”), the COSTARS Contract Special Terms and Conditions (“Special Terms and Conditions”)
and all the documents referenced on these forms will be referred to collectively as the IFB, and the
COSTARS Contract that may be awarded as a result of this IFB will be referred to as the “Contract” in this
document.
a. The Bidder must complete the COSTARS Bid/Contract form with the information relevant to
the bid, including the Bidder’s name and address; federal identification number or social security
number; contact person name, telephone and fax numbers, and e-mail and web addresses;
prompt payment discount (if any); and number of days required for delivery following receipt of
any purchase order (“PO”) issued under the Contract.
b. The individual(s) signing the Bid must be authorized to sign for and to bind the Bidder to
provide the item(s) at the price(s) and in accordance with the terms and conditions set forth in the
Bidder's Bid and in the IFB.
c. The Bidder must sign the Bid in ink. DGS will reject any bid priced or signed in pencil.
d. The Bidder shall submit its Bid, consisting of the completed and signed COSTARS
Bid/Contract form and all other documents required by the IFB, in a sealed envelope clearly
marked “Bid” on the front near the submission address. The front of the Bid envelope must also
include the assigned Contract number.
e. Each Bidder is responsible to ensure that DGS receives the Bid in the DGS bid room, located
off the Bureau of Procurement lobby on the sixth floor of Forum Place (“Bid Room”) identified on
the Invitation for Bids summary sheet, for bid opening. Any bid received after the time set for the
opening of Bids (“Bid Opening Time”) will be opened on the next Commonwealth business day. In
the event that, due to inclement weather, natural disaster, or other cause, the DGS office where
the Bid Room is located is officially closed, the Bid opening shall be automatically postponed until
the next Commonwealth business day at that location, unless DGS otherwise notifies the Bidders.
The Bid Opening Time shall remain the same for any opening automatically occurring on the next
Commonwealth business day.
Bidders should address their bid packages to the DGS Bureau of Procurement, Bid Room, 555
Walnut Street, 6th Floor, Harrisburg, PA 17101-1914, regardless of their chosen method of
delivery. A “Mailed Bid” (the term connotes any bid submitted through the United States Postal
Service or any other third party carrier) will be routed through the Commonwealth’s central
mail processing location (“Central Processing”) before arriving at the DGS Bid Room. The US
Postal Service and other delivery carriers are familiar with the Commonwealth’s mail
processing requirements.
f. DGS will open all Bids timely received in the Bid Room publicly, in the presence of one or
more witnesses, at the Bid Opening Time and in the Bid Opening Room.
g. Bids must be firm, with no qualifications. If a Bid is submitted with conditions or exceptions or
not in conformance with the terms and conditions referenced in the IFB, DGS will reject the Bid. If
the items the Bidder offers are not in conformance with the Contract specifications, as determined
in the DGS’s sole discretion, DGS will reject the Bid.
h. DGS strongly encourages the Bidder to submit its bids in electronic form, on CD or diskette, in
addition to submitting the printed copy required in Subsection 7.e. Electronic submission will ensure
that the widest range of bid information is available from the DGS COSTARS contract website. The
Bidder shall ensure that any electronic bid documents it may transmit in response to this Invitation
For Bids is virus-free and in a format (e.g. Microsoft Word, Excel, Adobe Acrobat) accessible by
DGS.
Department of General Services
COSTARS ITB REV 01/17/2017 (Version B) – page 2
2. BIDDER’S REPRESENTATION AND AUTHORIZATION:
a. Each Bidder, by making its Bid, understands, represents, and acknowledges all of the
following terms:
1. The Bidder has read and understands the terms and conditions of the IFB and
makes its Bid in accordance with those terms and conditions.
2. The items offered in the Bid will conform to the specifications in the IFB, without
exceptions or qualifications.
3. The Bidder has determined its Bid prices and amounts independently, without
consultation, communication, or agreement with any other contractor, bidder, or
potential bidder, excepting contacts with potential subcontractors or suppliers for this
Contract.
4. The Bidder has not disclosed the Bid prices or amounts to any other firm or person
who is a bidder or potential bidder, nor will the Bidder disclose the Bid prices or amount to
such persons before Bid Opening Time.
5. The Bidder has not attempted, and agrees it will not attempt, to induce any firm or
person to refrain from bidding on the Contract, to submit a bid higher than the Bidder’s
price(s) or amount, or to submit any intentionally high or noncompetitive bid or other form
of complementary bid.
6. The Bidder submits its Bid in good faith and not pursuant to any agreement or
discussion with, or inducement from, any firm or person to submit a complementary or
other noncompetitive bid.
7. To the best of the knowledge of the person signing the Bid for the Bidder, the
Bidder, its affiliates, subsidiaries, officers, directors, and employees are not currently under
investigation by any governmental agency and have not in the last four years been
convicted or found liable for any act prohibited by State or Federal law in any jurisdiction,
involving conspiracy or collusion with respect to bidding on any public contract, except as
disclosed by the Bidder in its Bid.
8. Neither the Bidder, nor any of its subcontractors or suppliers included in this Bid, is
under suspension or debarment by the Commonwealth, or any governmental entity,
instrumentality, or authority, and if the Bidder cannot so certify, then it shall submit with its
Bid a written explanation of why it cannot make such certification.
9. To the best of the knowledge of the person signing the Bid for the Bidder, except
as the Bidder has otherwise disclosed in its Bid, the Bidder has no outstanding, delinquent
obligations to the Commonwealth including, but not limited to, any state tax liability not
being contested on appeal or other obligation of the Bidder that is owed to the
Commonwealth.
10. All of the Bidder’s information and representations in the Bid are material and
important and will be relied upon by the Commonwealth in awarding the Contract and
by any Purchaser issuing a PO under the Contract. DGS will treat, and any Purchaser may
treat, any Bidder misstatement as fraudulent concealment of the true facts relating to the
Bid submission, as a punishable offense under Section 4904 of the Pennsylvania Crimes
Code, Title 18 of the Pennsylvania Consolidated Statutes.
11. In accordance with Section 6 of the Standard Terms and Conditions, the Bidder
understands that it has no expectation or guarantee of any specific quantity or number of
POs from prospective Purchasers.
12. Neither DGS nor any Commonwealth agency will make purchases under the
Contract. Only third-party Purchasers as defined in Section 2 of the Standard Terms and
Conditions may issue Contract POs.
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Department of General Services
COSTARS ITB REV 01/17/2017 (Version B) – page 3
b. Each Bidder, by making its Bid, authorizes all Commonwealth agencies to release to DGS
information related to liabilities to the Commonwealth including, but not limited to, taxes,
unemployment compensation, and workers’ compensation liabilities.
c. If DGS awards a Contract to the Bidder, the Bidder agrees that it intends to be legally bound
to the Contract, which is formed between DGS and the Bidder, and to any PO from a Purchaser
under the Contract.
3. PRICES:
DGS will require each Contractor to provide the awarded items to Purchasers issuing POs under this
Contract at the prices quoted in the Bid for the duration of this Contract. The Contractor may offer
voluntary price reductions and provide the awarded items at prices that are lower than its Contract prices.
4. CONTRACT DELIVERABLES:
Unless otherwise specified in the Special Terms and Conditions, all products offered by Bidders must be new
or remanufactured. A “new” product is one for which the Purchaser will be the first user after the product is
manufactured or produced. A “remanufactured” product is one that:
• has been rebuilt, using new or used parts, to a condition which meets the original
manufacturer’s most recent specifications for the item;
• does not, in DGS’s sole discretion, differ in appearance from a new item; and
• has the same warranty as a new product.
Unless otherwise specified in the Special Terms and Conditions, a Bidder may propose only new and
remanufactured products in its Bid. This clause shall not be construed to prohibit Bidders from offering
products with recycled content, provided the product itself is new or remanufactured.
5. MODIFICATION OR WITHDRAWAL OF BID:
A Bidder may withdraw or modify its Bid only in accordance with the following requirements:
a. A Bidder may modify its Bid prior to the Bid Opening Time as follows:
1. If a Bidder intends to modify its Bid by written notice, the Bidder must deliver the
Bid modification in a sealed envelope with a notation on the cover identifying the
assigned Contract Number, marked with the words “Bid modification” on the face of the
envelope. The notice contained in the sealed envelope must identify the particular Bid to
be modified, including the specific modification being made, and the Bidder must sign the
notice in ink, including evidence of authorization for the individual signing to modify the Bid
on the Bidder’s behalf. DGS will reject any Bid modification received after the Bid Opening
Time.
2. If a Bidder intends to modify its Bid in person, the individual who will modify the Bid
must arrive in the Bid Room prior to the Bid Opening Time, show a photo identification, and
provide evidence of his/her authorization by the Bidder to modify the Bid. If a Bidder
intends to modify its Bid in person, the Bidder may do so only in the presence of a DGS
employee, who will observe the Bidder representative’s actions to modify the Bid without
reading either the original Bid or the modification.
b. A Bidder may withdraw its bid prior to the exact Bid Opening Time as follows:
1. If a Bidder intends to withdraw its Bid by written notice, the Bidder must deliver a
written withdrawal that specifically identifies the Contract number for the Bid being
withdrawn. The Bidder must sign the notice in ink, including evidence of authorization for
the individual signing to withdraw the bid on the Bidder’s behalf. Except as provided in
Subsection 5.c. of these General Conditions, DGS will reject any Bid withdrawal received
after the Bid Opening Time.
2. If a Bidder intends to withdraw its Bid in person, the individual who will withdraw
the Bid must arrive in the Bid Room prior to the Bid Opening Time, show a picture
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Department of General Services
COSTARS ITB REV 01/17/2017 (Version B) – page 4
identification, and provide evidence of his/her authorization by the Bidder to withdraw
the Bid.
c. A Bidder is permitted to withdraw a Bid after the Bid Opening Time only under the following
conditions:
1. The Bidder submits a written request for withdrawal.
2. The Bidder presents credible evidence in its written request that the reason for a
lower Bid price was a clerical or mathematical mistake as opposed to a mistake in
judgment and was due to an unintentional arithmetical error/omission of a substantial
quantity of work, labor, material, or services in the direct computation of the Bid amount.
3. The Bidder’s request for relief with supporting documentation of the error must
reach the Issuing Office within three business days after the Bid opening, and before the
Contract award.
4. The Bid withdrawal cannot result in the award of the Contract on another Bid of
the same Bidder, its partner, or a corporation or business venture owned by or in which the
Bidder has a substantial interest.
5. The Bidder cannot supply any material or labor or perform any subcontract or
other work agreement for the awarded contractor, without the written approval of the
Issuing Office.
d. Except as provided in subsection c. of this Section 5., a Bidder may not modify, withdraw, or
cancel its Bid for a minimum period of 90 days following the date of Bid opening. This award period
may be extended by mutual agreement. If the Bidder withdraws its Bid (except as permitted in
subsection c.) prior to the expiration of the award period or fails to comply with the requirements
set forth in the IFB, including but not limited to any requirement to submit performance or payment
bonds or insurance certificates within the required time period, the Bidder shall be liable to DGS for
costs and damages associated with any re-award or re-bid.
e. After the receipt of Bids, the Issuing Office shall have the right to contact any Bidder to:
1. clarify the Bid to confirm the Issuing Office’s understanding of statements or
information in the Bid, or
2. obtain additional information on the items offered, provided the IFB does not require
the rejection of the Bid for failure to include such information.
6. REJECTION OF BIDS:
DGS reserves the right to reject any and all Bids, to waive technical defects or any informality in Bids, and to
accept or reject any part of any Bid in the best interests of the Commonwealth, as determined in DGS’s
sole discretion. An unsigned Bid is not a waivable technical defect or informality.
7. AWARDS:
DGS is using the multiple award method of contract award as set forth in Section 517 of the
Commonwealth Procurement Code, 62 Pa.C.S. § 517, to contract for the items covered by this IFB. Unless
DGS rejects all Bids, and except as otherwise provided by law, DGS will award a COSTARS contract by
issuing a copy of the fully-executed and approved contract documents to all responsible and responsive
Bidders.
a. To be eligible for Contract award, a Bidder must be a manufacturer, wholesaler, dealer,
distributor, or reseller of the offered goods. A Bidder need not offer the full spectrum of goods
encompassed in this procurement, but DGS encourages the Bidder to offer the widest possible
selection of goods possible within the scope of this Invitation For Bids.
b. If the Bidder is not a manufacturer, it must certify in writing listing all manufacturers for which
the Bidder is authorized to sell those manufacturer’s goods and materials, as required by this
Contract. If the Bidder’s authorization is limited to certain geographic areas or products, the Bidder
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