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DOCUMENTED QUOTE SOLICITATION: (CSU-PUEBLO) DQ PEST CONTROL SERVICES COLORADO STATE UNIVERSITY-PUEBLO PURCHASING DEPARTMENT 2200 N. BONFORTE BLVD. PUEBLO, CO RESPONSE DUE BY: August 5, 2013
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DOCUMENTED QUOTE SOLICITATION: (CSU-PUEBLO) DQ PEST CONTROL SERVICES COLORADO STATE UNIVERSITY-PUEBLO PURCHASING DEPARTMENT 2200 N. BONFORTE BLVD. PUEBLO, CO RESPONSE DUE BY: August 5, 2:00 PM MST PURCHASING CONTACT/PHONE: Jamie Gott Phone (719) Fax: (719) I. GENERAL INFORMATION: The University requests bids for pest control services. The contractor will be responsible for all preventative treatments and pest control services required to serve the entire campus. This includes regular service and special requests. The University is continuing to research new ways to control insects, rodents and other nuisance pests by employing environmentally friendly and sustainable methods. The contractor will be expected to aid the University in that effort. Please see the complete specifications below. The request for documented quotes is for periodic purchases of said services over a period of approximately three (3) years. Price increases will not be allowed during the first year of award. Price increases, if applicable, must be presented to the University for acceptance in subsequent years. If pricing is unacceptable, the University reserves the right to rebid. All obligations and renewals beyond this initial fiscal year (June 30, 2014) are contingent upon funds for that purpose being appropriated, budgeted, and otherwise made available. All insurance requirements required by the State of Colorado are applicable to this project. A mandatory meeting for all interested vendors will be held on Tuesday, July 30, 2:00 PM. All interested vendors are to meet at Colorado State University-Pueblo Physical Plant Conference Room #103, 2200 N. Bonforte Boulevard, Pueblo, Colorado QUOTES MUST BE RECEIVED BY: August 5, 2013 at 2:00 PM MST at location noted above. Quotes may be faxed to: Jamie Late responses may not be accepted. It is the responsibility of the vendor to ensure that the quote is received at the address given above on or before the quote opening date and time. Colorado State University-Pueblo Terms and Conditions: Vendors are reminded that the University s purchase order terms and conditions apply to this solicitation. This information is attached. BID MUST BE SIGNED IN INK Vender name Address Date City State Zip Phone Fax FEIN Typed or printed name of Authorized Officer/Agent of Vender Handwritten signature of person above Title of person above PLEASE RETURN THIS COVER PAGE WITH YOUR BID 1 COLORADO STATE UNIVERSITY-PUEBLO DOCUMENTED QUOTE (SOLICITATION: CSU-PUEBLO DQ PEST CONTROL SERVICES (CONTINUED) Campus Pest Control Services Project Scope: The University is in need of pest control services. The contractor will be responsible for all preventative treatments and pest control services required to serve the entire campus. This includes regular service and special requests. The University is continuing to research new ways to control insects, rodents and other nuisance pests by employing environmentally friendly and sustainable methods. The contractor will be expected to aid the University in that effort. Specifications: Standards and Code Compliance: 1. Contractor is responsible for all applicable permits, licenses and fees. 2. Contractor is responsible to meet all applicable State Code Requirements and all applicable Federal, State and OSHA regulations. 3. Contractor is responsible to meet all University Standards and Specifications. 4. Contractor is responsible for passing all applicable vehicle inspections and certifications. 5. Contractor is responsible to carry all appropriate insurance (workers, vehicles, etc.) to meet State of Colorado requirements. 6. Contractor is responsible to keep a clean and safe work environment. 7. If there is a question or a conflict regarding a requirement or specification listed herein, the most stringent shall apply. 8. Contractor is wholly responsible for any damage suffered by the University in the execution of this service. Contractor is responsible for any and all repairs or replacements to at a minimum, match existing and to meet the approval of the University, Department of Facilities staff. Equipment and Products Required: 1. Contractor is responsible for all labor, services, materials, tools, products and equipment necessary to successfully serve the pest prevention and control needs of the University. 2. Contractor is responsible to provide the University with two (2) bound manuals/three (3) ring binders containing a current list of all materials and/or products that may be used on campus, including an up to date Material Safety Data Sheet (MSDS) for each. Contractor is also responsible to update this list before any new or additional product is to be used on campus. Pest Control Services Required: 2 1. Contractor is responsible to coordinate the treatment schedule and service dates with the Facilities staff. This will include regular service and special requests. Contractor is responsible to work with and to accommodate the Facilities staff at all times. 2. The contractor shall work with the University at all times to develop workable service schedules. If revisions to service and schedules are required, the contractor shall work with the University to determine new mutually agreed upon schedules. 3. Upon receiving a treatment request from the University, the Contractor is required to respond within four (4) hours. If the request involves a dangerous situation or one with possible serious health implications, the Contractor is required to respond within one (1) hour. A. Service shall be provided in the following manner 1. All buildings and campus venues shall be visited for inspection and treatment per the following Service Charts: Interested contractors, please use the three (3) Service Charts on Pages 5, 6 and 7 to list your charges in the spaces provided. 2. Contractor is responsible to provide preventative treatments and pest control for all insects and rodents, including spiders, centipedes, roaches, ants, silverfish, fleas, water bugs, flies, flying ants, bees, wasps and other crawling insects, and flying insects, rats, mice, bats and bedbugs. Control shall mean the periodic eradication of existing infestations and prevention of re-infestation in all buildings, quarters, cells, mattresses, bedding and equipment within practical limits. 3. Rodenticides shall be used with all due precaution to preclude the possibility of an accident to humans, domestic animals or pets. 4. Crawling insects will be controlled by spot treatment and application of residual and non-residual pesticides. 5. Rodent control methods will include toxic bait, traps, glue boards or other rodent control devices. Toxic bait may only be used in methods and in areas, not accessible by humans, domestic animals or pets. 6. Control of animals and birds not listed above (such as squirrels, rabbits, prairie dogs, gophers, vols, pigeons, barn swallows, ravens, etc.) shall be on an as needed basis and shall be invoiced as time and materials. 7. Contractor s service technician will notify the University through the designated representative of conditions that may limit the effectiveness of a pest control program. 8. Contractor shall provide a logbook at three (3) sites on campus. These are Residence Life and Housing Main Office, Auxiliary Services Main Office and the Facilities Dept. (Physical Plant). These logbooks shall be used by program staff to note any pest control problems that need to be addressed since the last scheduled visit. Contractor shall check each logbook at the start of any visit to the campus. It shall be the responsibility of each program to maintain the logbook in the same location with easy access for the Contractor. Each program is also responsible to post any problem in their logbook in a timely manner. Situations requiring immediate attention shall be phoned in to the Dept. of Facilities Management at (719) and they will contact the Contractor. 9. All pest control work shall be performed in a safe manner and in accordance with the most modern and effective scientific pest control procedures. Assure that MSDS information is provided to the University, Dept. of Facilities Management in a three ring binder. 10. The materials used in pest control work shall conform to Federal, State, OSHA, local ordinances and laws, and shall be in compliance with EPA labeling and the use requirements under the Federal Insecticide, Fungicide, and Rodenticide Act (As Amended). 11. Special care shall be exercised in the use of liquid insecticides in areas having asphaltic, mastic, carpet or linoleum floor surfaces. The insecticide shall not stain of discolor walls, ceilings, floors, carpets, baseboards or final finishes. 3 12. Special care shall also be used in storage areas to keep the insecticide from coming in contact with items stored. 13. No pest control materials or equipment shall be stored or kept at any of the serviced locations when the contractor is not working there. 14. No pest control material shall be allowed to contact any food, utensils or containers in which food may be stored. 15. Insecticide administered shall be of sufficient strength to achieve optimum results: concentrated insecticide will not be diluted to the extent to render it impotent of nearly so. 16. The Contractor shall take precautions so no tools, equipment and bulk chemicals remain in the facility after each visit and that all items used during the visit or treatment are back in the Contractor s possession. 17. The Contractor shall submit information necessary to perform background checks about employees who are deemed necessary. Contractor will replace any employee found to be a security risk. 18. The Contractor shall furnish to the Facilities Management Office two (2) legible copies of MSDS for all hazardous products used. Copies shall be in three ring binders. 4 COLORADO STATE UNIVERSITY-PUEBLO DOCUMENTED QUOTE (SOLICITATION: CSU-PUEBLO DQ ) PEST CONTROL SERVICES (CONTINUED) VENDOR NAME: AUTHORIZED OFFICER/AGENT: Service Chart No. 1 (Quarterly Service) Building/Venue Quarterly Charge Yearly Charge Administration Art/Music Hoag Hall Buell Communications Center/Visitors Center Chemistry Hasan School of Business Library Life Sciences Old Heating Plant Physical Plant Physics/Mathematics Psychology Student Recreation Center Technology RETURN THIS PAGE WITH YOUR COVER PAGE 5 COLORADO STATE UNIVERSITY-PUEBLO DOCUMENTED QUOTE (SOLICITATION: CSU-PUEBLO DQ ) PEST CONTROL SERVICES (CONTINUED) VENDOR NAME: AUTHORIZED OFFICER/AGENT: Service Chart No. 2 (Monthly Service) Building/Venue Athletics: Health, Physical Education and Recreation Massari Arena (Gym) DeRose Thunderbowl Football Complex Four Buildings Rawlings Sports Complex Baseball, Softball and Soccer Auxiliary Services: Occhiato University Center Food Service Fly Control McKinney Pavilion Child Care Center Residence Life and Housing: Belmont Residence Hall Crestone Residence Hall Culebra Residence Hall Greenhorn Residence Hall University Village Seven Buildings Monthly Charge Yearly Charge RETURN THIS PAGE WITH YOUR COVER PAGE 6 COLORADO STATE UNIVERSITY-PUEBLO DOCUMENTED QUOTE (SOLICITATION: CSU-PUEBLO DQ PEST CONTROL SERVICES (CONTINUED) VENDOR NAME: AUTHORIZED OFFICER/AGENT: Service Chart No. 3 (Extra Services) Building/Venue Cost per Treatment Exterior pests Ants, wasps, birds, prairie dogs, snakes, etc. Exterior rodent stations (cost per station) Residence Halls Bedbugs and roaches (cost per room) Drive-time or Travel-time (cost per trip) Time and Materials Hourly Rate $ Mark up on materials % RETURN THIS PAGE WITH YOUR COVER PAGE 7 III. CONTRACT INFORMATION: 1) The Purchasing Office Purchasing Agent listed herein is to be the SOLE point of contact concerning this DQ. Vendors shall not directly contact other personnel regarding matters concerning this DQ. 2) The attached terms and conditions are made an integral part of this bid and any order to follow. 3) A condition of the offeror's response shall be that the contract resulting from the award(s) of this Documented Quote will be in the form required by current Colorado statutes, University fiscal rules and University procurement rules. The contract will include all such terms and conditions required by these statutes and rules. 4) This request for documented quotes is for said service over a period of approximately three (3) years. Price increases will not be allowed during the first year of award. Price increases, if applicable, must be presented to the University for acceptance in subsequent years. If pricing is unacceptable, the University reserves the right to rebid. 5) The following clause regarding funding will be a part of any contract awarded as a result of this Documented Quote: Financial obligations of the State of Colorado payable after the current fiscal year, ending June 30, 2014 are contingent upon funds for that purpose being appropriated, budgeted or otherwise made available. In the event there shall be no funds available, any agreement resulting from this Documented Quote shall terminate at the end of the current fiscal year, with no penalty or additional cost as a result thereof to Colorado State University-Pueblo. 6) All insurance requirements required by the State of Colorado are applicable to this project. IV. RESPONSE REQUIREMENTS The award will be made in the best interests of the university, with price being one consideration One (1) original of your Vendor Information on the cover sheet provided above and the Pricing Information on pages 5, 6, and 7 must be received by bid due date of August 5, 2:00 PM MST. The University is required to have a W-9 (modified) on file for every company with which it does business. Please include with your pricing packet a completed W-9 (modified) and attached.. 8 GENERAL CONDITIONS INVITIATION FOR BID/DOCUMENTED QUOTATION 1. The contractor agrees to comply with the letter and the spirit of all applicable state and federal laws respecting discrimination and unfair employment practices. 2. Bidders are expected to examine the drawings, specifications schedule of delivery and all instruction; failure to do so will be at the bidder s risk. 3. Each bidder shall furnish the information required; the unit price for each item bid as shown; a total for each item bid must be entered; in case of error in extension, unit price prevails. 4. All equipment shall be new and of the manufacture s current model unless otherwise specified. 5. Materials or services are to be supplied as specified. The University will be the sole judge determining equals in regard to price, quality and performance. 6. Samples of items, when requested, must be furnished free of expense to the University, and if not destroyed by testing, will be returned at the bidders request and expense. 7. Cash Discounts offered may be considered in determining the successful supplier. Cash discount period will begin from the date of receipt of acceptable invoice or from the date of acceptable material, whichever is later. 8. Colorado State University-Pueblo reserves the right to reject any and all bids and to waive formalities pursuant to the bidding; and to accept any portion of a bid or all items bid, if deemed in the best interest of the State of Colorado. 9. This Invitation for Bid/Documented Quotation does not obligate the University to pay any costs incurred in the preparation or the submission of such bids, or to purchase or contract for materials or services form such Invitation for Bids/Documented Quotation if not in the best interest of the State of Colorado. 10. The Contract/Purchase Order will be awarded to the responsible bidder whose bid, conforming to the Invitation for Bid/Documented Quotation will be most advantageous to the State of Colorado, price and other factors considered. Title 24, CRS 1973, as amended, Article 101 through 112, and Rules adopted to implement the Statues govern this procurement. All appeals must be submitted in writing within seven working days after such aggrieved person knows or should have known of the facts giving rise thereto. 11. No bid shall be withdrawn for a period of 30 days subsequent to the opening of bids without the consent of the Colorado State University-Pueblo Purchasing Department. 12. It is understood and agreed that the delivery date and/or date of installation and receipt of a purchase order is the seller s best offer. In its acceptance of any bid, the University is relying on the promised delivery date and/or installation as material and basic to its acceptance, unless otherwise indicated. In the event of seller s failure to deliver as and when promised, the University reserves the right to cancel its acceptance order, or any part thereof, and seller agrees that the University may return all or part of any shipment so made and may charge seller with any loss or expense sustained as a result of such failure to deliver as promised, not as a penalty but as liquidated damages. 13. In the event any item to be sold or delivered hereunder is covered by any patent, copyright, trademark, or application therefore, the seller will indemnify and hold harmless the University from any and all loss, cost, expenses and legal fees on accounts of any claims, legal actions, or judgments on account of manufacturer, sale or use of such item in violation, infringement or the like or rights, under such patent, copyright, trademark, or application. 14. INDEMNIFICATION: The contractor shall indemnify, save and hold harmless the State, its employees and agents, against any and all claims, damages, liability and court awards including costs, expenses, and attorney fees incurred as a result of any act or omission by the contractor, or its employees, agents, subcontractors, or assignees pursuant to the terms of this contract. 15. A signed Purchase Order or Contract, furnished to the successful bidder results in a binding contract, without further action by either party. 16. Late bids or telephone bids will not be accepted or considered. It is the responsibility of the bidder to insure that the bid arrives by the date and time and at the place indicated on the Invitation for Bid/Documented Quotation. FAX submission of the Invitation for Bid is not permitted. If authorized by the University, the Documented Quotation may be submitted via FAX. Furthermore, in bidding give complete information in spaces provided; otherwise your bid may be given no consideration. 17. The bid price shall be exclusive of any Federal or State Taxes from which the State of Colorado is exempt. Our Federal Excise Tax Exemption Certificate of Registry Number is Our Colorado State and Local Sales Tax Exemption Number is Note In order to be considered for further bids it is necessary that all bids be returned In the event of No Bid please sign the bid, indicating No Bid and return. 19. ANTI-KICKBACK ACT of Vendor represents that they have not provided or attempted to provide any kickback to any employee or agent of Colorado State University-Pueblo. All reports of possible kickbacks shall b submitted in writing to the Internal Auditing Department, Colorado State University, Fort Collins Reports may also be made by telephone to 1 (970) Colorado State University-Pueblo Purchase Order Terms and Conditions 1. This Purchase Order constitutes the entire contract between the Board of Governors of the Colorado State University System, acting by and through Colorado State University ( CSU- Pueblo ), and the named Contractor. The terms and conditions set forth herein may not be altered, deleted or added to without the express written consent of CSU-Pueblo. Any terms and conditions contained in any attachment or other extraneous document shall be null and void unless expressly accepted by CSU-Pueblo. Commencement of performance by Contractor constitutes agreement to the terms and conditions set forth herein regardless of whether or not Contractor has countersigned this Purchase Order. 2. Payment: To ensure prompt payment, mail invoic
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