2020 Surface Pro 6

Agency: City of Wheat Ridge
State: Colorado
Type of Government: State & Local
Posted Date: Jan 6, 2020
Due Date: Jan 16, 2020
Solicitation No: RFB-20-01
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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bid number bid due date status
2020 Surface Pro 6
JANUARY 16, 2020 by 2:00 PM OUR CLOCK
Questions due January 7, 2020 by 2:00 PM

Attachment Preview

REQUEST FOR BIDS
BID NUMBER: RFB-20-01
BID DUE DATE: THURSDAY, JANUARY 16, 2020 BY 2:00 PM OUR CLOCK
2020 SURFACE PRO 6
SEALED BIDS MUST BE MAILED OR DELIVERED TO:
City of Wheat Ridge Municipal Building
Attention: Kirby Hollums
Purchasing & Contracting Division
7500 W 29th Avenue
Wheat Ridge, CO 80033
303-235-2885
IMPORTANT: PLEASE READ ENTIRE DOCUMENT
FEIN/SSN (Required)_______________________________________________F.O.B.: DESTINATION
Federal I.D. Number
DELIVERY (upon receipt of order)_____________________________________TERMS: ____________
Specify days or weeks, include shipping time
COMPANY NAME_____________________________________________________________________
ADDRESS __________________________________________________________________________
CITY/STATE/ZIP______________________________________________________________________
PHONE ______________________________________FAX___________________________________
SIGNATURE (This person is authorized to legally bind the company)_________________________________
CLEARLY PRINT NAME OF ABOVE _______________________________________________________
This is required and in ink.
TITLE _________________________ EMAIL _____________________________________________
ACKNOWLEDGE ADDENDUM (How Many) __________________, PLEASE INITIAL ___________________
Bidder is responsible for confirming receipt of all addenda
DO YOU ACCEPT VISA FOR PAYMENT WITHOUT ADDITIONAL FEES? ______________________
No oral, facsimile or telephone bids or modifications will be accepted as a sealed bid. Signature acknowledges
that Bidder has read the bid documents thoroughly before submitting a bid and will fulfill the obligations in
accordance to the terms, conditions and specifications. Do not submit more than one bid from your firm or
both bids will be disqualified. Bid must be signed.
POINT OF CONTACT: Kirby Hollums, Buyer II, khollums@ci.wheatridge.co.us or phone 303-235-2885. Do
not contact the requesting department or members of the evaluation committee.
MUST SUBMIT THIS PAGE (SIGNATURE PAGE) WITH YOUR BID
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RFB-20-01: 2020 SURFACE PRO 6
ADVERTISEMENT FOR BIDS
RFB-20-01
2020 SURFACE PRO 6
Bid Due Date: THURSDAY, JANUARY 16, 2020 BY 2:00 PM OUR CLOCK
Project Description: The City of Wheat Ridge is requesting bids for the purchase of 20 Surface Pro 6 for
Business with Microsoft Windows 10 Professional OEM licenses. No substitutions except as noted. Estimated
budget is $37,000. Delivery required by February 28, 2020.
Scope of Work or Specifications: Provide 20 Surface Pro 6 for Business and licenses as specified in Attachment
A, Technical Specifications.
Minimum Requirements: Awarded Contractor must demonstrate knowledge of products, good business
practices, and financial stability. Company history, references, and financials may be requested.
Deadline for Questions: Tuesday, January 7, 2020 by 2:00 PM
Submit Questions To: Kirby Hollums, khollums@ci.wheatridge.co.us
Submit Bids To:
City of Wheat Ridge Municipal Building
Attn: Kirby Hollums
7500 W 29th Avenue
Wheat Ridge, CO 80033
Bids shall be in a sealed envelope, plainly marked: RFB-20-01 SURFACE PRO 6
Comments: Submit 2 complete copies; one marked “original”, and one marked “copy”. Late receipt of bids will
not be considered.
All bids shall be validated. No bids will be accepted after the bid due time. Bids received after the bid opening
time will be filed unopened. The City of Wheat Ridge reserves the right to reject any and all bids or any part and
to waive any formalities or informalities to make an award in the best interest of the City.
Point of Contact: Kirby Hollums, Buyer II, khollums@ci.wheatridge.co.us or phone 303-235-2885. Do not
contact the requesting department.
_________________________________
Kirby Hollums
Publish Dates:
RMEPS
01/02/20
City Website
01/02/20
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RFB-20-01: 2020 SURFACE PRO 6
CITY OF WHEAT RIDGE
RFB-20-01
2020 SURFACE PRO 6
Objective: To seek and procure goods as specified in Attachment A, Technical Specifications. Bid per the
specifications except where equivalent is noted. Price shall include all equipment and delivery inside. Installation
not required. FOB destination. Provide quickest delivery without extra charges. Units must be individually
packaged. Do not ship on a skid in one container. The City does not have the equipment to unload a pallet. There
is no dock for delivery purposes. Inside delivery required. Awarded vendor must provide a Toll Free Number if
out of state. Telephone response time shall be within eight (8) hours. Replacement parts must be shipped within
48 hours or overnight if requested. Local service is preferred due to limited staff resources and will be considered
as part of the evaluation. Three (3) year warranty on parts and labor is required. All applicable State of Colorado
and Federal laws, City and County ordinances, licenses, permits and regulations shall apply to this award and the
duration of the agreement.
POINT OF CONTACT: Kirby Hollums, Buyer II, khollums@ci.wheatridge.co.us or phone 303-235-2885 on all
questions and inquires. Do not contact the requesting department.
TERMS AND CONDITIONS
Delivery Address: Municipal Building, ATTN: I.T. Division, 7500 W. 29th Avenue, Wheat Ridge, CO 80033.
This is an inside delivery. There is no dock at this location.
Payment: Payments will be made within thirty (30) days of receipt of approved delivery and invoice. Financial
obligations of the City, payable after the current fiscal year are contingent upon funds for that purpose being
appropriated, budgeted and otherwise made available. Payment by Visa or ACH is preferred.
Modification or Changes: All modifications must be in writing and signed by both parties.
New Items and Warranties: All items must be new product (not used, remanufactured, refurbished, rebuilt,
reconditioned, etc.) and are not to contain components that are not newly manufactured, unless specifically stated
otherwise in the bid specifications. Bidder warrants all goods and services will meet or exceed applicable drawings
specifications, samples and/or other descriptions given to the City, and will be free from defects. Any breach of
warranty will be at the Bidder’s expense and at the direction of the City.
Assignment: Bidders shall not assign this order without the prior written consent of the City.
Evaluation and Award: Contract will be awarded to the lowest most responsive and responsible bidder(s) whose
bid meets the requirements, criteria, the ability and willingness of the bidder to provide quality goods and service,
and to comply with the purchase order terms and conditions (available on our website). Do not qualify your bid
nor alter the bid format. The City makes the sole determination if a product is an equal or not.
Bid Results: Results are posted on the City of Wheat Ridge website at www.ci.wheatridge.co.us. Access the
site for bid results and see the Bids and Proposals link. If award is not yet posted, it is still under evaluation.
Funding: There is in effect within the City of Wheat Ridge, Colorado, Section 2-4 of the City's Code of Laws
which limits the amount for which the City shall be liable to the amount expressly appropriated by the City Council,
either through budgeted appropriation, or contract or bid award. The Contractor is specifically advised of this
Section 2-4 of the Code of Laws. This Contract is specifically subject to the provisions of said Code Section.
Funding of this contract for any time period after January 1, of the year succeeding the date of entry of this contract
is expressly contingent upon appropriations being made by the City Council of the City of Wheat Ridge, Colorado.
No promise, expressed or implied, is made that such funding will be approved by the City Council, acting in its
legislative discretion.
Low Tie Bids: Award shall be decided in accordance with the provision of C.R.S., Section 24-103-203.5, as it
currently exists or is hereafter amended, which give 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 24-103-203.5
shall include with their bid proof that he/she meets the definition of resident bidder as set forth in either C.R.S.,
Section 24-103-101 (6)(a) or C.R.S., Section 24-103-101 (6) (b).
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RFB-20-01: 2020 SURFACE PRO 6
Vendor Offset: No award will be issued to any person, firm or corporation that is in arrears to the City, upon debt
or contract that is a defaulter, as surety or otherwise, upon any obligation to the City or that is deemed irresponsible
or unreliable by the City. If requested, Bidders shall be required to submit satisfactory evidence that they have a
practical knowledge of the particular good/service bid upon and that they have the necessary financial resources
to provide the proposed good or service as described in the specifications.
Termination for Cause: If the successful Bidder shall fail to fulfill in a timely and proper manner it’s obligations,
violate any of the covenants, agreements or stipulations of the award, the City shall have the right to terminate
the agreement by giving written notice to the Bidder of such termination. All completed or unfinished work, reports,
materials, documents and anything relating to the project shall become property of the City. The Bidder shall not
be relieved of liability to the City for any damages sustained by virtue of the breach. The City may withhold
payments until the cost of the damages is assessed.
Cancellation/Remedies: The City reserves the right to cancel any order resulting from this RFB with a sixty (60)
day written notice if the vendor has failed to comply with the terms specified, has been notified in writing of three
(3) such failures, and has failed to remedy the problem after each written notification. In the event of cancellation
based on lack of contract compliance, the City will not be subject to any early termination or cancellation charges.
Termination For Convenience: The City may terminate the award at any time by giving written notice to the
successful vendor of such termination and specifying the effective date, at least thirty (30) working days before
the effective date of such termination. In that event, all finished or unfinished services, reports, materials prepared
or furnished by the successful Bidder under the award shall at the option of the City become its property. If the
award is terminated by the City, the successful vendor will be paid an amount which bears the same ratio to the
total compensation as the services actually performed or material furnished bear to the total services/materials
the successful Bidder covered by the award, less payments of compensation previously made. If the award is
terminated due to the fault of the successful Bidder, termination of award for cause, relative to termination shall
apply.
Indemnification: The Consultant agrees to indemnify and to hold the City and its agents harmless for, from and
against any and all claims, suits, expenses, damages or other liabilities, including reasonable attorney fees and
court costs arising out of damage or injury to persons, entities, or property causes or sustained by any person or
persons as a result of the negligent performance or failure of the Consultant to provide services pursuant to the
terms of this Agreement.
INSTRUCTIONS TO BIDDERS
1.
Bids will only be accepted on the forms provided. Do not re-type forms. Provide all requested information
and authorized signature in ink.
2.
Bid unit prices and extended amounts when called for. In case of mathematical error in extensions, the
unit price will prevail. If unable to bid, indicate “NO BID”.
3.
Do not submit an alternate/optional bid unless requested. If a vendor submits more than one (1) bid, the
bids will be deemed non-responsive and will be disqualified. This includes more than one price for a
single item.
4.
All changes or modifications (adds, deletes, additional information, etc.) shall be distributed through
written addendum and provided to all bidders. Verbal responses will not be considered.
5.
A bid with missing or inconsistent information may be considered non-responsive and may not be
evaluated. Do not qualify your bid nor alter the bid format.
6.
The bid price shall be exclusive of any Federal, State or City taxes. Tax exempt #84-0595832 Federal,
#98-03515 State, and #70000 City. Tax exemption certificates will be issued upon request.
7.
All bids must be F.O.B. destination, freight prepaid, unless otherwise directed.
8.
Submit one (1) marked “original” and one (1) marked “copy” of your bid.
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RFB-20-01: 2020 SURFACE PRO 6
9. Submit your bid no later than THURSDAY, JANUARY 16, 2020 by 2:00 PM local time, to the Wheat
Ridge Municipal Building 7500 W 29th Avenue, Wheat Ridge, CO 80033. Attention: Kirby Hollums, Buyer
II. BIDS submitted to any other location will not be accepted and considered non-responsive.
10. Bids will be accepted in the Purchasing Division only. Time and date validation will occur in the Purchasing
Division. All bids received after the deadline shall be non-responsive.
11. Bids must be sealed. Must mark bid number RFB-20-01 and bid due date and time on the outside
envelope. No fax or email bids will be accepted.
12. Vendor Requirements/ Check List: Submit the following with your bid.
A. Cover Sheet (page one), complete and sign.
B. Addendum: Check website www.ci.wheatridge.co.us or call the Purchasing Office 303-235-2885 to
confirm the number of Addenda issued.
C. Warranties: Provide information regarding labor and parts warranties.
D. Deliver Bid to: City of Wheat Ridge, Purchasing Division, 7500 W. 29th Avenue, Wheat Ridge, CO
80033.
E. Price: Provide pricing as per Attachments A, Specifications and Price List. Must be completed and
returned with bid. Pricing shall be firm throughout the effective period. Bid shall be valid for sixty (60)
calendar days after bid opening date. Bids shall not be withdrawn after bid due date.
F. Additional Information relating to this bid, such as specifications for equals, standard agreement,
brochures, etc., may be submitted with your bid.
G. Response Time/Service: Provide guaranteed service response time that is reasonable and
responsive to the critical daily operation of the City.
ANTICIPATED SCHEDULE
PUBLISH DATE
QUESTIONS DUE FROM VENDORS
FINAL ADDENDUM
BIDS DUE
AWARD TO VENDOR
PURCHASE ORDER ISSUED
DELIVERY OF COMPUTERS/LICENSES
JANUARY 2, 2020
JANUARY 7, 2020 by 2:00 PM
JANUARY 9, 2020
JANUARY 16, 2020 by 2:00 PM
WEEK OF JANUARY 20, 2020
WEEK OF JANUARY 20, 2020
BY FEBRUARY 28, 2020
RFB-20-01: 2020 SURFACE PRO 6
DO NOT SUBMIT ABOVE TEXT PAGES
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