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Home My WebLink AboutCORRESPONDENCE - AGREEMENT MISC - XYBIX SYSTEMS INCpa. #43530j� FEDERALLY REQUIRED AND OTHER MODEL CLAUSES ,X y B I X APPLICABILITY OF THIRD PARTY CONTRACT CLAUSES (excluding micro -purchases, except for construction contracts over $2,000) TYPE OF PROCUREMENT - Clause Professional Operations/ Rolling Stock Construction Materials & PF Se"iceslA& E Management Purchase Supplies No Federal Government Obligation To Third Parties / All All All All All (by Use of a Disclaimer V False Statements or Claims All All All All All Civil and Criminal Fraud Access To Third Party ✓ All All All All All Contract Records Changes to Federal All All All All All Requirements - Termination All All All All All Civil Rights Title VI, EEO, ADA >$I0,000 >$10,000 >$10,000 >$10,000 >$10,000 Disadvantaged Business All All All All All Enterprises DBEs Incorporation of (FTA) Terms Z7 All All All All All Suspension and Debarment >$25,000 >$25,000 >$25,000 >$25,000 >$25,000 -- Buy America >$100,000 >$100,000 >$100,000 Resolution of Disputes, >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Breaches, or Other Litigation Lobbying >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Clean Air >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Clean Water >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Caro Preference All All All Fly America Involves foreign Involves foreign air Involves foreign Involves foreign Involves foreign air transport or travel transport or travel air transport or air transport or transport or travel . b air travel travel Davis -Bacon And Copeland Anti- >$2,000 (including Kickback Acts ferry vessels Contract Work Hours And Safety >$2,500 (except >$2,000 (including Standards Act transportation >$2,500 ferry vessels) services) Bonding $100,000 Seismic Safety A & E for New Buildings & New Buildings & Additions Transit Employee Protective Transit Operations Agreements Charter Bus All School Bus All Drug Use - Testing and Alcohol Transit Operations Misuse - Testing Patent Rights and Rights in Data Research & and Copyright Re unements Development EnergyConservation All All All All All Recycled Products Contracts for items Contracts for items Contracts for items designated by designated by designated by EPA, when EPA,when EPA,when procuring $10,000 procuring $10,000 procuring $10,000 or more per year or more per year or more per year Conformance With ITS National Architecture ITS Projects ITS Projects ITS Projects _ ITS Projects ITS Projects ADA Access i A & E All All All All Bus Testing All Pre -Award And Post Delivery All Audits Small Purchase of: Title: Transfort Dispatch Center Workstations Date: September 27, 2013 CONTRACT CHECKLIST FOR SMALL PURCHASES Checklist Item Contract File Comments Location 7) Independent Cost Estimate See attached I.C.E. dated The City made and documented an 8/11 /13. independent cost estimate before receipt of proposals. 9) Unreasonable Qualification No Requirements This solicitation did not contain unreasonable requirements placed on firms in order for them to qualify to do business. 1 2) Arbitrary Action No There was no arbitrary action in the procurement process. (An example of arbitrary action is when award is made to -' other than the contractor who most satisfied all the City Requirements as specified in the solicitation and as evaluated by staff. 1 3) Brand Name Restrictions No Brand Name or Equal. When it is impractical or uneconomical to provide a clear and - accurate description of the technical requirements of the property to be acquired, a "brand name or equal" description may be used to define the performance or other salient characteristics of a specific type of property. The City must identify the salient characteristics of the named brand that offerors must provide. When using a "brand name" specification, the City does not need to reverse -engineer a complicated part to identify precise measurements or specifications in order to describe its salient characteristics. FT A's "Best Practices Procurement Manual," (BPPM) contains additional information on preparation of - specifications including examples with specific language. 1 4) Geographic Preferences No The solicitation contains no in -State or local geographic preference except where Federal - statutes mandate or encourage them. 1 5) Contract Term Limitation No The contract period of performance for rolling stock and replacement parts does not exceed five (5) years inclusive of options without prior written FTA approval. For all other types of contracts, the procurement file contains evidence that the contract term is based on sound business jud ment. 23) Price Quotations Yes — Per Note -To -File Dated Price or rate quotations were obtained from 09/30/13. an adequate number of qualified sources. 24) Clear, Accurate, and Complete Yes - Per Request for Quotation Specification dated 08/07/13. A complete, adequate, and realistic specification or purchased description was _ available and included any specifications and pertinent attachments which define the items or services sought in order for the bidder to properly respond. 41 ) Cost or Price Analysis Price Analysis. Either a cost analysis or a price analysis was See Memorandum dated performed and documented. The price was 09/23/13. determined to be fair and reasonable. Price reasonableness based on: Price quotations. Previous purchase. Current price list or advertisement. Value Analysis — copy in file. 42) Written Record of Procurement Yes. History Per P.O. # 9135304 and The file contains records detailing the history Price Analysis Memorandum of this procurement. At a minimum, these dated 09/23/13. records include: (1) the rationale for the method of procurement, (2) Selection of contract type, (3) reasons for contractor selection or rejection, and 4 the basis for the contract price. Excluded Parties Search Yes, run 09/27/13. EPS run and include in the file David Carey From: David Carey Sent: Monday, September 30, 2013 2:39 PM To: David Carey Subject: Price Analysis & Contractor Responsibly-Transfort Dispatch Workstations NOTE TO FILE: Request for Quote notification and document file were sent via email on August 08, 2013 to the following five (5) vendors: • Xybix Systems • Watson Furniture Group • Elements • Evans Consoles Responses were due by Wednesday, August 21, 2013. Quotes were received from two (2) vendors. Price Analysis: Xybix Systems was determined to be the lowest responsive and responsible bidder per Quote Summary dated September 12, 2013 and Price Analysis Memorandum dated September 23, 2013.. Contractor Responsibility: 1. Contractor has a satisfactory performance record with the City. 2. Contractor has the ability to meet the required delivery schedule. 3. Contractor has the necessary production facilities. David Carey, CPPB Buyer -City of Fort Collins Phone: (970) 416-2191 Email: dcarevPfcgov.com Fitof Collins independent Cost Estimate f� Date of Estimate: Contract Type: Existing Contract or PO (Y/N): Description of Goods (A) or Services (B): 11-Aug-13 N (Prior Bid from Watson) Materials Required Qty Required Automatic -powered, ergonomic dispatch workstation desk 4 Desk includes: Position memory controls stem Cable management system Mounting arm for four 4) monitors each Data and power access panel Personal storage space Horizontal/vertical adjust 4 monitor mount bracket Three Year Warrant q I have obtained the following estimate from; Purchase Order for procurement of CoFC Police Dispatch desks Published Price List / Past Pricing (date) 22-Dec-08 Engineering or Technical Estimate (performed by) Independent Third Party Estimate (performed by) Other (specify) Referencing Watson response to Quote Request - Work Stations for Transfort Dispatch on 18-Jul-12 A 0 Product Price CPI Adj. Adjusted Price Quantity Total Hardware Automatic -powered, ergonomic dispatch workstation desk $ 6,408 2.00% $ 6,536 4 $ 26,145 Storage and Accessories $ 1,538 2.00% $ 1,569 4 $ 6,275 Sub -Total - Hardware Costs $ 32,420 Support and Shipping Freight + Installation + Shipping $ 7,149 2.00% $ 7,292 1 $ 7,292 Sub -Total - Hardware & Software Support Costs $ 7,292 Total Estimated Project Costs $ 39,712 Note: CPI Adjustment based on 2% per year for 1 years. Completed by: