CMU 2791 Grand Piano for CMU New Theater
| Agency: | Colorado Mesa University |
|---|---|
| State: | Colorado |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD17145492494662936 |
| Posted Date: | Jan 31, 2024 |
| Due Date: | Feb 12, 2024 |
| Source: | Members Only |
Attachment Preview
Invitation for Bid
For CMU 2791 Grand Piano for CMU New Theater
IFB Issue Date:
Proposal Due Date:
Issued By:
01/30/2024
02/12/2024 11:00am
Suzanne Ellinwood
Director of Procurement & Risk Management
Rev. 09/06/2023
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CMU 2791
Table of Contents
Official Means of Communication .......................................................................................................................................... 3
Schedule of Activities .............................................................................................................................................................. 3
Inquiries .................................................................................................................................................................................. 3
Bid Submission ........................................................................................................................................................................ 3
Background, Overview & Goals .............................................................................................................................................. 4
Bidder Response Format......................................................................................................................................................... 4
Required Submittals................................................................................................................................................................ 5
Evaluation Criteria................................................................................................................................................................... 5
Award ...................................................................................................................................................................................... 5
Basis of Award......................................................................................................................................................................... 5
Applicability............................................................................................................................................................................. 5
Definitions ............................................................................................................................................................................... 6
Late Quotes, Bids, and Proposals............................................................................................................................................ 6
Certificate of Independent Price Determination .................................................................................................................... 6
Submission of Quotes, Bids, and Proposals ............................................................................................................................ 6
Specifications, Samples, and Brand Name or Equal................................................................................................................ 6
Bid Evaluation Samples ........................................................................................................................................................... 7
Number of Awards .................................................................................................................................................................. 7
Vendor Inquiries...................................................................................................................................................................... 7
Cancellation of Solicitation ..................................................................................................................................................... 8
Invitation for Bids and Requests for Proposals ....................................................................................................................... 8
Information Required.............................................................................................................................................................. 8
Products/Services Provided .................................................................................................................................................... 8
Valid Bid Period....................................................................................................................................................................... 8
Modification or Withdrawal of Proposals............................................................................................................................... 8
Evaluation of Award................................................................................................................................................................ 8
Requirement for Valid Contract.............................................................................................................................................. 9
Vendor Forms.......................................................................................................................................................................... 9
Purchase/Contract Terms and Conditions .............................................................................................................................. 9
Software Piracy Prohibition .................................................................................................................................................... 9
Vendor Signature Form......................................................................................................................................................... 11
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CMU 2791
Official Means of Communication
During the solicitation process for this IFB, all official communication between the Purchasing Department and Offerors
will be via postings on the Rocky Mountain E-Purchasing System (RMEPS) website at:
https://www.rockymountainbidsystem.com. The RMEPS website offers both free and paid registration options that
allow for full access of the solicitation documents and for electronic submission of proposals. NOTE: Free registration on
the site may take up to 24 hours to process; plan registration to allow time for on-time bid submission. The University
does not have access or control of the vendor side of the RMEPS site; contact RMEPS directly to resolve any issues
encountered prior to response deadline at (800) 835-4603.
The Purchasing Department will post notices which will include, but not be limited to, any modifications to
administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the
announcement of the apparent winning Offeror. It is incumbent upon Offerors to carefully and regularly monitor the
RMEPS website for any such postings.
The Purchasing Department will also post communications through the University Open Solicitations website at:
https://www.coloradomesa.edu/procurement-payment/open-solicitations.html. Information on this website is for
reference only; the RMEPS website is the platform of record. It is incumbent that bidders review the University's
Solicitation Instructions.
Schedule of Activities
IFB Issue Date
Written Inquiries Due
Response to Written Inquiries
Bid Submission Deadline
Order/Contract Issued
01/30/2024
02/05/2024 at 11:00 AM MST
02/06/2024
02/12/2024 at 11:00 AM MST
Week of 02/26/2024 (estimated)
Inquiries
Offerors may make written, email inquiries concerning this IFB to obtain clarification of requirements. No inquires will
be accepted after the date and time indicated in the Schedule of Activities. Offerors shall confirm successful receipt of
said inquiries.
For this IFB, send all inquiries to Suzanne Ellinwood, Director of Procurement & Risk Management at
sellinwo@coloradomesa.edu.
Response to any Offeror's inquiries will be published as a modification on the RMEPS website and the University Open
Solicitations website in a timely manner per the Schedule of Activities. Offerors should not rely on any other statements
that alter any specification or other term or condition of the IFB.
Bid Submission
Proposals must be received on or before the date and time indicated on the Invitation for Bid form. Proposals will be
accepted electronically through the RMEPS website. The Vendor Signature Form MUST be signed by the Offeror or an
officer of the Offeror legally authorized to bind the Offeror to the proposal. Proposals which are determined to be at a
variance with this requirement will not be accepted.
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CMU 2791
Background, Overview & Goals
Colorado Mesa University (CMU) is excited to announce the opening of a new theater on our campus in Grand Junction,
Colorado. The state of the art facility will open its doors in the Fall of 2024 with Furniture, Fixture & Equipment [FF&E]
deliveries being finalized August 2024. An important instrument to showcase in our venue will be the addition of a new
grand piano. The selection of the correct piano will be critical for the campus departments served by the theater and
will provide a highlight to the exciting performances to be scheduled at our venue by the University’s selected managing
partner, OVG Facilities, LLC.
CMU faculty have specified four brands and models that best represent the minimum performance characteristics
desired by CMU. The selected four are [no order of preference, all are acceptable]:
Bösendorfer 280 VC
Shigeru Kawai SX-EXL
Steinway D Ebony Polish
Yamaha CFX Polished Ebony Grand
The purchase of the grand piano represents an investment for the University and will help establish a measure of
performance expected of any additional piano acquisitions for the University. The delivery window timeframe for the
piano is July/August 2024. The site plan is included for delivery detail; the delivery can be accomplished from dock to
stage with no stair access required.
The University will enter into a purchase contract with the company offering the Best Value to the University.
Bidder Response Format
Bidder shall provide documentation demonstrating their company as an established distributor with adequate resources
and personnel to fulfill and deliver on the requirements of this IFB. The company must demonstrate a satisfactory record
of performance. Provide documentation that defines your company’s qualifications that uniquely position the Bidder as
a partner for Colorado Mesa University. Include details about your customer base, years in business and number of
professional staff employed. Bidder may list any additional information not requested as part of this solicitation which
the Bidder believes should be considered in the evaluation of a response. Bidders will need to provide documentation
establishing credentials as an authorized distributor or manufacturer for the University to verify.
Provide the account manager or team that will serve Colorado Mesa University. If necessary, include an organization
chart that clearly shows the account representative to the University and the structure supporting that individual and
the University. Describe inside and outside sales channels as they relate to Colorado Mesa University.
Describe all warranties available for the piano, indicate the manufacturer’s warranty and any extended warranties
available. Describe how the equipment will be serviced under warranty and who and how warranty service will be
provided. Provide a parts discount program for maintaining the piano beyond the warranty period. The discount should
be based off list price. Describe the availability of parts and lead times and any information on supply chain
interruptions.
The Bidder must provide three references of recent clients purchasing similar grand pianos demonstrating the same
scope and size of this IFB. The information must include company name, contact phone number, address, email, date of
purchase and a brief description of the equipment and services offered. Highlight any higher education clients,
specifically in Colorado if applicable.
Provide the delivery approach for inside delivery into the venue. Indicate any access requirements that the University
will need to plan for at the site location.
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CMU 2791
Bidders are encouraged to offer other considerations not listed in this IFB if it enhances the bid and provides value to
the solicitation.
Required Submittals
It is the responsibility of the Bidder to understand and provide all required information and submittals. Failure to
provide sufficient documentation and submittals may result in a non-responsive proposal and eliminate the Bidder from
further consideration.
Itemized pricing on the Invitation for Bid form, including delivery availability.
Warranty information
Include detailed equipment specifications for manufacturer/model offered.
Standard manufacturer or dealer purchase agreement.
Signed Vendor Signature Form
Evaluation Criteria
The grand piano model offered meets the specifications and includes required features, and desired options.
Availability of regional dealership for warranty service and repairs.
Availability for after sales service and support.
Price shall be presented as the complete acquisition cost inclusive of any specified features, options and delivery
costs on the Invitation for Bid Form.
Parts availability.
Parts discount off list price.
Award
Colorado Mesa University reserves the right to reject any or all bids and to waive informalities and minor irregularities in
bids received and to accept all or any portion of the bid if deemed in the best interest of the University and not contrary
to law. This bid implies no obligation on the part of the University to pay any costs incurred in the preparation or the
submission of such bids, or to purchase or contract for products or services, nor does the University’s silence imply any
acceptance or rejection of any offer. Award will be made to the low responsive and responsible Bidder(s) whose bid is
acceptable.
Basis of Award
The selection is ultimately a business judgment that will reflect an integrated assessment of the relative merits of the
bids. The University reserves the right to reject any (or all) bid(s) that pose in the judgment of the University,
unacceptable risks of unsuccessful or untimely performance, unacceptable University resource requirements, or costs
exceeding the budget constraints.
Applicability
Except to the extent modified, supplemented, or replaced in any solicitation by the University, these provisions and
terms and conditions apply to a request for documented quotes, invitation for bids, or request for proposals issued by
the University for supplies and services. These instructions are intended to summarize the University’s procurement
process and provide instructions to offerors, but they are not intended to modify procurement statutes and
implementing rules.
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