Bids Must Be Sealed And Addressed To:

Transcript

State of Wisconsin Wis. Statutes s.16.75 DOA-3070 (R08/2003) BIDS MUST BE SEALED AND ADDRESSED TO: AGENCY ADDRESS: Remove from bidder list for this commodity/service. (Return this page only.) Bid envelope must be sealed and plainly marked in lower corner with due date and Request for Bid # CR-2677. Late bids will be rejected. Bids MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the bid is due. Bids dated and time stamped in another office will be rejected. Receipt of a bid by the mail system does not constitute receipt of a bid by the purchasing office. Any bid which is inadvertently opened as a result of not being properly and clearly marked is subject to rejection. Bids must be submitted separately, i.e., not included with sample packages or other bids. Bid openings are public unless otherwise specified. Records will be available for public inspection after issuance of the notice of intent to award or the award of the contract. Bidder should contact person named below for an appointment to view the bid record. Bids shall be firm for acceptance for sixty (60) days from date of bid opening, unless otherwise noted. The attached terms and conditions apply to any subsequent award. UNIVERSITY OF WISCONSIN – PLATTEVILLE PURCHASING OFFICE, 2201 ULLSVIK HALL 1 UNIVERSITY PLAZA PLATTEVILLE, WI 53818 REQUEST FOR BID #LB-2711 Bids MUST be in this office no later than THIS IS NOT AN ORDER BIDDER (Name and Address) July 23rd, 2014 3:00 PM Name (Contact for further information) Lewis Bettinger Phone Date (608) 342-1221 June 26, 2014 Quote Price and Delivery FOB UW-Platteville, Platteville, Wisconsin X Fax bids are accepted Item No. Quantity and Unit 98377 Fax bids are not accepted Price Per Unit Description Total Linen Rental Payment Terms Delivery Time We claim minority bidder preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder must be certified by the Wisconsin Department of Commerce. If you have questions concerning the certification process, contact the Wisconsin Department of Commerce, 5th Floor, 201 W. Washington Ave., Madison, Wisconsin 53702, (608) 267-9550. Does Not Apply to Printing Bids. We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-2605. Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States. Yes No Unknown In signing this bid we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate under penalty of perjury. We will comply with all terms, conditions and specifications required by the state in this Request for Bid and all terms of our bid. Name of Authorized Company Representative (Type or Print) Title Signature of Above Date Phone ( ) Fax ( ) e-mail. Page 1 UNIVERSITY OF WISCONSIN - PLATTEVILLE REQUEST FOR BIDS (RFB) # LB-2711 FOR: TABLE OF CONTENTS 1.0 2.0 3.0 4.0 5.0 6.0 7.0 8.0 9.0 10.0 11.0 12.0 INTRODUCTION AND PURPOSE BID PROCEDURE AND INSTRUCTIONS BID ACCEPTANCE, EVALUATION AND AWARD GENERAL LINEN RENTAL TERMS PERFORMANCE & SUPPORT REQUIREMENTS EQUIPMENT AND FACILITIES MAINTENANCE, REPLACEMENT AND SANITATION LINEN RENTAL REQUIREMENTS DELIVERY AND PICKUP ACCOUNTING AND PAYMENTS COST INFORMATION -BID SUBMITTAL FORM REQUIRED FORMS - VENDOR DATA SHEET - VENDOR REFERENCE DATA SHEET - VENDOR AGREEMENT TERMS AND CONDITIONS - SPECIAL, STANDARD AND SUPPLEMENTAL TERMS AND CONDITIONS Page 2 DEFINITIONS: For the purposes of this Request for Bid and resulting Contract(s), the following definitions of terms shall apply, unless otherwise indicated: Agency: Office, department, agency, institution of higher education, association, society or other body in state government created or authorized to be created by the constitution or any law, which is entitled to expend moneys appropriated by law, including the legislature and courts, but not including an authority. ARO: After Receipt of Order Authorized Any state agency, University of Wisconsin campus, or other state or local public body User authorized to use statewide contracts, as established in §§ 16.70 (1b), (1e), (2), (4) and (8), 16.73 and 66.0301 of the Wisconsin Statutes and § PRO-D-30 of the State Procurement Manual. Bid A price quotation specifically given to a prospective purchaser by a prospective seller; a bid is not an offer to sell. Bidder: Person or firm submitting a bid in response to requests for bids. Broker Someone who acts as an agent for others, as in negotiating contracts, purchases or sales in return for a fee or commission. Business Days Monday through Friday, excluding state holidays. Contractor: Person or entity providing equipment, materials, supplies, contractual services to a contracting agency of the State. Contract Designated University of Wisconsin-Platteville purchasing staff personnel. Manager FOB Seller retains title and control of goods until they are delivered and the contract of carriage has been completed. The seller selects the carrier and is responsible for the risk of transportation. The seller is responsible for filing claims for loss or damage. HACCP Hazard Analysis Critical Control Points Lowest Person or firm submitting the competitive bid with the lowest price that meets the specifications Responsible contained in the requests for bids. In establishing the lowest responsible bidder, all of Bidder the following factors may be considered. (a) The financial ability to provide the services required or to complete the contract; (b) The skill, judgment, experience, and resources to complete the contract; (c) The necessary facilities, staff, personnel, and equipment to complete the contract; (d) The demonstrated ability to satisfactorily perform the work or provide the materials in a prompt, conscientious manner; MBE: Procurement Procuring Agency Purchasing: RFB: Specification State: University: Vendor: May Must: Shall: Should: (e) The demonstrated ability to comply in situations where the award is contingent on special considerations subject to the nature of the services or contract required; and (f) Any other factor determined to be relevant in assessing the bidder’s ability to supply are required. (Adm. 6.01 (9)) Minority Business Enterprise Process of obtaining goods, including all activities from the planning process, preparation of a requisition, through receipt and approval of the final invoice for payment. State Agency or University which conducts the purchasing transaction. University of Wisconsin-Platteville Purchasing Services Section Request for Bid including all documents use for soliciting bids. Description of what the procuring agency requires and consequently, what a bidder must offer to be considered for an award. A specification may be a description of the physical or functional characteristics, or the nature of a supply. It may include a description of ant requirement for inspecting, testing, or preparing a supply item for delivery, the necessary performance criteria, and a description of the procedures to be followed when submitting and evaluating bid. State of Wisconsin University of Wisconsin Platteville Firm submitting a bid in response to this Request for Bid Discretionary Requirement is mandatory Requirement is mandatory Desired but not mandatory Page 3 1.0 INTRODUCTION AND PURPOSE: 1.1 PURPOSE OF THE REQUEST FOR BIDS: The University of Wisconsin Platteville (University), through its Purchasing Services Department intends to use this document to provide interested parties with information to enable them to prepare and submit a bid for Linen Rental. 1.2 OVERVIEW OF PROCURING AGENCY: The University of Wisconsin Platteville is located in Southwestern Wisconsin in Platteville, Wisconsin a city with a population of some 11,000. Student enrollment is approximately 8,600, 90 percent of which are undergraduates, of those, 3600 students live in 10 on campus residence halls. The main campus includes over 30 buildings. The enrollment of the freshman class fall 2013 is the largest class in Platteville’s history and enrollment is expected to continue to grow. 1.3 REASONABLE ACCOMMODATIONS: The University will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you think you need accommodations at a bid opening/vendor conference, contact Lewis Bettinger at 608-342-1221 (voice) or 608-342-1222 (FAX). 1.4 SCOPE: The University of Wisconsin Platteville intends to utilize this bid for Linen Rentals to Three (3) separate locations located on Campus for a term of three (3) years with two (2) one (1) year extension periods. 1.5 CONTRACT LENGTH: The contract shall be effective on August 1, 2014 and shall run through July 31, 2015 with four (4) additional automatic one (1) year renewal/extensions. This contract shall automatically be extended into the next optional period unless the UW Platteville Purchasing Office is notified in writing by the contractor; or notifies the contractor in writing, 60 calendar days prior to expiration of the initial and/or succeeding contract terms. The University may discontinue this contract, in whole or in part, without penalty at any time due to nonappropriation of funds. 1.6 METHOD OF AWARD: The award will be based upon the low total from the lowest responsive, responsible bidder. Award of the bid will be based on lowest cost available from a vendor that meets the described specifications. The University reserves the right to select alternate supply sources based on performance criteria. Any and all service and/or handling fees must listed in the bid response. Any charges not listed in the bid response will not be accepted. The University reserves the right to reject any and all bids. This agreement is subject to termination by the University upon failure to provide the equipment or service specified in this bid. 1.7 TERMINATION AND CANCELLATION 1.7.1 TERMINATION FOR CAUSE The University may terminate the Contract after providing the Contractor with 30 calendar days written notice of the Contractor’s right to cure a failure of the Contractor to perform under the terms of this Contract. The Contractor may terminate the Contract after providing the State 120 calendar days’ notice of the State’s right to cure a failure of the State to perform under the terms of the Contract. Upon the termination of the Contract for any reason, or upon Contract expiration, each party shall be released from all obligations to the other party arising after the date of termination or expiration, except for those that by their terms survive such termination or expiration. 1.7.2 TERMINATION FOR CONVENIENCE Page 4 Either party may terminate the Contract at any time, without cause, by providing a written notice; the State by providing at least 30 calendar days’ notice to the Contractor, and the Contractor providing at least 120 calendar days’ notice to the State in advance of the intended date of termination. In the event of termination for convenience, the Contractor shall be entitled to receive compensation for any fees owed under the Contract. The Contractor shall also be compensated for partially completed services. In this event, compensation for such partially completed services shall be no more than the percentage of completion of the services requested, at the sole discretion of the State, multiplied by the corresponding payment for completion of such services as set forth in the Contract. Alternatively, at the sole discretion of the State, the Contractor may be compensated for the actual service hours provided. The State shall be entitled to a refund for goods or services paid for but not received or implemented, such refund to be paid within 30 days of written notice to the Contractor requesting the refund. 1.7.3 TERMINATION FOR CHANGE IN LAW This Contract may be terminated either by mutual agreement or at the discretion of the State following any amendment to, or judicial interpretation of, Federal or State law that:  Renders performance, enforcement or compliance with the totality of the Contract impossible, patently unreasonable, or unnecessary  Renders accomplishment of the Contract’s objectives impossible, patently unreasonable, or unnecessary. 1.7.4 CONTRACT CANCELLATION The State of Wisconsin reserves the right to cancel the Contract in whole or in part without penalty if the Contractor:  Breaches or defaults an obligation under the Contract as follows:  Fails to perform any material obligation required under the Contract;  Files a petition in bankruptcy, becomes insolvent, or otherwise takes action to dissolve as a legal entity;  Allows any final judgment not to be satisfied or a lien not to be disputed after a legallyimposed, 30-day notice;  Makes an assignment for the benefit of creditors;  Fails to follow the sales and use tax certification requirements of s. 77.66 of the Wisconsin Statutes;  Incurs a delinquent Wisconsin tax liability;  Fails to submit a nondiscrimination or affirmative action plan as required herein;  Fails to follow the nondiscrimination or affirmative action requirements of subch. II, Chapter 111 of the Wisconsin Statutes (Wisconsin’s Fair Employment Law);  Becomes a federally debarred Contractor;  Is excluded from federal procurement and non-procurement Contracts;  Fails to maintain and keep in force all required insurance, permits and licenses as provided in the Contract;  Fails to maintain the confidentiality of the State’s information that is considered to be Confidential Information, proprietary, or containing Personally Identifiable Information, or Contractor performance threatens the health or safety of a State or municipal employee. Page 5 1.8 VENDORNET REGISTRATION Only vendors registered with the State of Wisconsin’s VendorNet will receive future official notice for this service/commodity. The State of Wisconsin’s purchasing information and vendor notification service is available to all businesses and organizations that want to sell to the state. Anyone may access VendorNet on the Internet at http://vendornet.state.wi.us to get information on state purchasing practices and policies, goods and services that the state buys, and tips on selling to the state. Vendors may use the same Web site address for inclusion on the bidders list for goods and services that the organization wants to sell to the state. A subscription with notification guarantees the organization will receive an e-mail message each time a state agency, including any campus of the University of Wisconsin System, posts a request for bid or a request for proposal in their designated commodity/service area(s) with an estimated value over $25,000. Organizations without Internet access receive paper copies in the mail. Increasingly, state agencies also are using VendorNet to post simplified bids valued at $25,000 or less. Vendors also may receive e-mail notices of these simplified bid opportunities. 1.9 VENDOR AGREEMENTS/CONTRACTS The University will not sign Vendor-supplied agreements/contracts. Agency Purchase Orders along with this document and any amendments to this document, listing all required and necessary items will serve as the only contract document. 1.10 SUPPLIER DIVERSITY 1.10.1 Minority Business Enterprise Program (MBE) The State of Wisconsin is committed to the promotion of minority business in the state's purchasing program and a goal of placing 5% of its total purchasing dollars with certified minority businesses. Authority for this program is found in ss. 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes. The University of Wisconsin-Platteville is committed to the promotion of minority business in the state's purchasing program. The State of Wisconsin policy provides that minority-owned business enterprises certified by the Wisconsin Department of Commerce, Bureau of Minority Business Development should have the maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to minorityowned business enterprises or by using such enterprises to provide goods and services incidental to this agreement, with a goal of awarding at least 5% of the contract price to such enterprises. 1.10.2 Woman Owned Business (WBE) The State of Wisconsin is committed to the promotion of Woman-Owned Businesses as outlined in 560.035, Wisconsin Statutes. The State of Wisconsin policy provides that Woman-Owned Businesses certified by the Wisconsin Department of Commerce should have the maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to Woman-Owned Businesses or by using such businesses to provide goods and services incidental to this agreement. 1.10.3 Disabled Veteran Owned Business (DVB) The State of Wisconsin policy provides that Disabled Veteran-Owned businesses certified by the Wisconsin Department of Commerce should have the maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to Disabled Veteran-Owned businesses or by using such enterprises to provide goods and services incidental to this agreement. Page 6 2.0 BID PROCEDURES AND INSTRUCTIONS: 2.1 METHOD OF BID: Vendors must submit an original, marked as such, and one copy of all materials required for acceptance of their bid by the deadline shown on the Request for Bid form to: Lewis Bettinger, Purchasing Director University of Wisconsin-Platteville Purchasing Office 2201 Ullsvik Hall One University Plaza Platteville, WI 53818 P: 608-342-1221 F:608-342-1169 [email protected] Bids must be received by the above office. All bids must be time-stamped in by the University Purchasing Office prior to the stated opening time. Bids not so stamped will be considered late. Receipt of a bid by the University mail system does not constitute receipt of a bid by the University Purchasing Office, for purposes of this request for bids. All bids must be packaged, sealed, and show the following information on the outside of the package: Vendor's Name and Address Request for Bids Title Request for Bids Number Bid Due Date 2.1.1 Faxed bids are acceptable by the University; it is your option. Faxed bids will be rejected if they are not received in the Purchasing Office on time. You may fax your bid to the attention of Lewis Bettinger at 608-342-1169. All faxed bid responses will have a facsimile transmission cover letter that includes: a. Date b. Agency fax number c. Agency name d. Agency contact person and telephone number e. Bidder fax number (if available) f. Bidder name g. Bidder contact person and telephone number h. Number of pages (including cover) being transmitted Faxed replies to bid requests will be signed. Each page will be initialed and numbered “page 1 of 5,” “page 2 of 5,” etc. Faxed bids will be rejected if they do not arrive on time, i.e., the last page of the fax transmission must be completed prior to the bid opening due date and time. It is bidder’s responsibility to ensure the Purchasing Office has received the faxed bid. 2.2 CALENDAR OF EVENTS: Listed below are important dates and times by which actions related to this Request for Bids (RFB) must be completed. In the event that the University finds it necessary to change any of these dates and times it will do so by issuing an amendment to this RFB. DATE EVENT June 26, 2014 July 2, 2014 July 8, 2014 July 23, 2014 3:00 PM Date of issue of the RFB. Questions Due from Vendors Answers to Questions Posted to Vendornet Bids Due from Vendors Page 7 2.3 FORMAT OF BID: Vendors responding to this RFB must comply with the following format requirements: a) SIGNED REQUEST FOR BID SHEET: Include here the signed Request for Bid sheet included with the bid and those certifications required for submittal of a bid. Bids submitted in response to this RFB must be signed by the person in the vendor's organization who is responsible for the decision as to the prices being offered in the bid or by a person who has been authorized in writing to act as agent for the person responsible for the decision on prices. By submitting a signed bid, the vendor's signatories certify that in connection with this procurement: (a) the vendor's organization or an agent of the vendor's organization has arrived at the prices in its bid without consultation, communication or agreement with any other respondent or with any competitor for the purpose of restricting competition, (b) the prices quoted in the bid have not been knowingly disclosed by the vendor's organization or by any agent of the vendor's organization and will not be knowingly disclosed by same, directly or indirectly, to any other respondent or to any competitor, and (c) no attempt has been made or will be made by the vendor's organization or by any agent of the vendor's organization to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition. (b) State of Wisconsin Terms and Conditions: These standard and supplemental terms and conditions shall govern this proposal and subsequent award. Vendors must accept these terms and conditions or submit point-by-point exceptions along with proposed alternative or additional language for each point, including any vendor contracts. Submission of any standard vendor contracts as a substitute for language in the terms and conditions is not a sufficient response to this requirement and may result in rejection of the vendor's proposal. The State reserves the right to negotiate contractual terms and conditions other than those in the State of Wisconsin Contract when it is in the best interest of the State to do so. (c) VENDOR INFORMATION: Include here the completed Vendor Data Sheet and Vendor Reference Data Sheet and any other forms required in the bid. Include all additional information that will be essential to an understanding of the bid. This might include diagrams, excerpts from manuals, or other explanatory documentation that would clarify and/or substantiate the bid document. (d) COST INFORMATION: Provide cost information on the Request for Bid sheet or the cost sheets included in this RFB. All costs for furnishing the product(s) and/or service(s) included in the bid in accordance with the terms and conditions in this RFB must be included. 2.4 MULTIPLE BIDS: Multiple bids from a vendor will be permissible, however each bid must conform fully to the requirements for bid submission. Each such bid must be separately submitted and labeled as Bid #1, Bid #2, etc. on each page included in the response. Alternate acquisition plans do not constitute multiple bids. 2.5 INCURRING COSTS: The State of Wisconsin is not liable for any cost incurred by a vendor in the process of responding to this RFB. 2.6 QUESTIONS: Questions concerning this RFB must be submitted in writing on or before June 29, 2014 to Lewis Bettinger at [email protected] Vendors are expected to raise any questions, exceptions, or additions they have concerning the RFB document or the attached University of Wisconsin Platteville Contract at this point in the RFB process. If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB, the vendor should immediately notify the above named individual of such error and request modification or clarification of the RFB document. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFB, supplements or revisions will be posted on VendorNet. From the date of release of this RFB, until a Letter of Intent is issued, all contacts with University regarding this RFB shall be made through Auxiliary Services. Violation of this condition may be considered sufficient cause for rejection of a proposal, irrespective of any other considerations. Page 8 Each bid shall stipulate that it is predicated upon the terms and conditions of this RFB and any supplements or revisions thereof. 2.7 3.0 NEWS RELEASES: News releases pertaining to the RFB or to the acceptance, rejection, or evaluation of bids shall not be made without the prior written approval of the State. BID ACCEPTANCE, EVALUATION AND AWARD: 3.1 BID OPENING: Bids will be opened on July 15, 2014 at 1 University Plaza. Names of the bidders may be read aloud at that time. 3.2 BID ACCEPTANCE: Bids which do not comply with instructions or are unable to comply with specifications contained in this RFB may be rejected by the University. The University may request reports on a vendor's financial stability and if financial stability is not substantiated may reject a vendor's bid. The University retains the right to accept or reject any or all bids, or accept or reject any part of a bid deemed to be in the best interest of the University. The University shall be the sole judge as to compliance with the instructions contained in this RFB. 3.3 BID EVALUATION: Bids will be evaluated by the Department's financial specialist and program director to verify that they will meet all specified requirements in this RFB. This verification may include requesting reports on the vendor's financial stability, conducting demonstrations of the vendor's proposed products(s) and/or service(s), and reviewing results of past awards to the vendor by the University of Wisconsin Platteville. Bids from certified Minority Business Enterprises may be provided up to a five percent (5%) bid preference in accordance with Wis. Stats. s. 16.75(3m). 3.4 4.0 5.0 NOTIFICATION OF INTENT TO AWARD: Any vendors who respond to this RFB, with a bid, will be notified in writing of the State's intent to award the contract(s) as a result of this RFB. After notification of the intent to award is made, and under the supervision of agency staff, copies of bids will be available for public inspection 8:30 a.m. to 4:00 p.m. at 1 University Plaza, Platteville WI. Vendors should schedule reviews with Lewis Bettinger at 608-342-1221 to ensure that space is available for the review. GENERAL LINEN RENTAL TERMS 4.1 These specifications are for the pickup and delivery of soiled laundry and the processing, cleaning and bundling for immediate shelf and in-service use. The linen rental includes laundry service that shall be provided during the entire year, but with reduced volumes for the summer session and University vacation breaks. All laundry items and equipment relative to this contract shall be furnished by the contractor. 4.2 The University agrees that the contractor may provide linen rental to individuals at their option. Such additional commodities/service shall be on an optional, individual cash basis and not associated with any terms and obligations of this contract. Student contractual linen rental and laundry service are not a part of this contract. 4.3 Ninety (90) days prior to the start of each year of the contract, the contractor must provide the University a select listing of laundry items which require consideration for rate or inventory replacement cost adjustments. The contractor shall provide the University with data supporting the changes being recommended. After cost verification, the University shall determine these changes to recommend for approval and forwarding to University Purchasing for prior approval and amending to the contract. PERFORMANCE & SUPPORT REQUIREMENTS 5.1 Contractor shall at all times maintain on duty for the University an adequate staff of employees for efficient operation. Contractor shall provide expert administrative, equipment consulting, and personnel supervision. Page 9 6.0 5.2 The contractor shall provide headquarters management staff, made known to the University by name, to: routinely review and inspect operations, personally fill staff vacancies if necessary, consult with the University on current and future rental programs, and to act with full authority on the contractor's behalf in any and all matters pertaining to the specifications of this contract. 5.3 Personnel relations of employees on the contractor's payroll shall be the contractor's responsibility. The contractor shall comply with all applicable government regulations related to the employment, compensation, and payroll of personnel. 5.4 Employee uniforms shall be provided by the contractor which appropriately identify the contractor and employee by name. Exceptions shall be determined by mutual agreement of the University and contractor. 5.5 The University may at any time during the duration of this contract require the contractor to pay parking fees for each vehicle used on campus in the service of this contract. At the start of this contract the fee is $0.00 per year which shall be subject to change prior to and during the duration of this contract. 5.6 This document presents the initially desired linen rental, but it is intended that at regular intervals during the duration of the contract the amount required shall be examined by the University and contractor with the objective of providing the best possible linen rental commodity to the student body, staff and faculty/guests and camp/conferences attendees. Changes in the initial schedule shall be determined by the University and mutually agreed by the contractor. 5.7 The University shall provide linen rooms of size, number, and location consistent with the exchange inventory of inventory required for storage. Linen rooms shall be selected by the University and mutually agreed by the contractor. The contractor shall provide laundry bags, baskets and carts in sufficient quantities to insure effectiveness. 5.8 Ownership of all linens and laundry equipment shall remain with the contractor. However, the University agrees to take such measures as may be reasonably required, as defined by the University, for the protection against loss by pilferage or destruction. The contractor shall have full responsibility for the costs of any damage or loss to its equipment or premises of the University caused by the negligence of the contractor or his employees. 5.9 The contractor is responsible for control of keys obtained from the University and the security of those areas for which and when they are used by his representatives. The contractor shall be responsible for immediately reporting all the facts relating to losses incurred, equipment damage or break-ins to their equipment and areas of the University. The University shall designate the authority who shall receive these reports and be responsible for key issue and periodic review of key control. 5.10 The University is responsible for the costs of re-keying and replacing lock cylinders, as determined by the University. The contractor shall be responsible for replacement of lost keys and the cost of re-keying and replacement of locking cylinders required as a result of his negligence and/or loss of keys. 5.11 Equipment and linens not removed from the University locations on termination of this contract and/or after ten days written notice to the contractor may be removed and placed in storage by the University. All costs of removal, storage and revenue loss shall be the contractor's. If after thirty (30) days from the date of written notice for removal, the linens and equipment remain at the University the disposition shall be at the discretion of the University. EQUIPMENT AND FACILITIES MAINTENANCE, REPLACEMENT AND SANITATION 6.1 The premises, equipment, supplies, linens, uniforms and facilities shall be maintained throughout the life of this contract in condition satisfactory to the University. Thus, the contractor shall adhere to the highest standards of cleanliness and sanitary practices, to insure continual sanitation in all functions and matters related to the execution of the terms of this contract. 6.2 The University may periodically with advance notification inspect the laundry facilities and equipment of the contractor with a contractor's employee. A management representative of the contractor shall conduct linen, equipment and facilities maintenance and sanitation inspections periodically. The contractor is responsible to implement corrective operating measures required as a result of these inspections and reports. Page 10 7.0 6.3 A University approved program of preventive maintenance and regular replacement of worn or damaged linens shall be instituted and carried out by the contractor. This program shall be described in detail as part of bid submission. The University shall not perform repair on any linens of the contractor. 6.4 The University shall be responsible for the costs of insect and pest control in all linen rental storage and equipment areas. 6.5 The contractor shall be alert to changing trends, new market forms of supplies and equipment being evolved throughout the industry. As a result, the contractor shall be expected to initiate ideas for varied methods. And by mutual agreement implement these variations within the conditions of this contract. LINEN RENTAL REQUIREMENTS 7.1 All laundry shall be washed, extracted, tumbled and ironed, as required, in a gentle and thorough manner using only non-allergic soaps, detergents, bleaches or other chemicals to render the finished products clean, and sanitized. Finished work on all white material to be uniform in appearance and sharp white in color. All chemicals used shall be harmless to all fibers be they synthetic, synthetic and natural blends, or all natural. All spots and stains shall be removed in the safest manner with the life and usefulness of the fabric unimpaired. 7.2 Temperature of all machines water and air shall be adjusted to protect the all synthetic, natural and synthetic blends and the all-natural fabrics from distorting, discoloring or deteriorating. Blanket washing and drying to be handled with extreme caution to avoid shrinkage. Wash blankets clean with a good low-titer soap. Washing and rinsing temperature must not exceed 100 degrees F. Sour in the last rinse. Air drying of blankets on racks is preferred. If tumbler is used for drying, avoid excessive heat and avoid tumbler wrinkles. 7.3 The bath towels shall be 24" x 48", 100% cotton or 86% cotton and 14% polyester, 8 pounds per dozen, first quality, white. Washcloths shall be 12" x 12", 100% cotton or 86% cotton and 14% polyester, minimum 1.0 pound per dozen, first quality, white. All bed linens shall be percale 50% cotton and 50% polyester, with a minimum thread count of 180 per square inch. Minimum finished sheet size 66" x 115", with 1" x 1" hem and a minimum pillow case size of 24" x 48" with 4" hem. Pillowcase to fit University pillow (size: 19-1/2" x 30"). Sample linens may be required of the successful bidder. The University has the right to accept or reject quality of sample linens and require additional samples. 7.4 Repair of all laundry items shall be performed by the contractor in a professional manner, acceptable to the University, rendering the item useful and retaining the aesthetic appearance. 7.5 Laundry items rejected for use by the University shall be replaced to the satisfaction of the University at no cost. The contractor shall deliver clean linen that is folded, ironed, packaged and appropriately marked to identify the contractor. All clean catering linens shall be wrinkle free, not stained, free of frayed edges, tears and excessive mending and shall not be worn or faded. 7.6 The University shall only be responsible for damage or loss of laundry items that can be verified as having occurred while in use or storage at the University and attributed to University employee neglect, or loss or damage resulting from use. All damaged linen for which the University paid shall become the property of the University. The University's inventory shall be credited for any items for which a replacement charge was paid and the items were not added back to the "inventory". The replacement costs shall include the charge for cleaning. The University shall reimburse the contractor for verified losses, at replacement rates, supported by the contractor's records of linen item purchases and State or University contract prices for the same or comparable items. 7.7 As part of this contract, the contractor shall provide sets of two (2) sheets, one (1) pillowcase, one (1) wash cloth and one (1) 24” x 48” bath towel for guests on an as needed basis. During the summer, special groups may require additional towels and/or washcloths in their guest packets. The University shall notify the contractor a minimum of one (1) week prior to required delivery of special need items. All guest sets shall be prepackaged in the above quantities in either craft paper or plastic. Page 11 The laundry pickup and delivery storage locations shall be arrived at by mutual agreement of the University and contractor. The contractor shall invoice the University on a minimum monthly basis at the rate quoted on the contract bid submittal for this commodity. Summary Listing of the Required Guest Sets Guest Sets (Wrapped) Two (2) twin sheets, 66” x 115” One (1) pillowcase, 34” x 42” One (1) wash cloth, 12” x 12” One (1) bath towel, 24” x 48” 7.8 Camp, Catering and Seasonal Requirements 7.8.1 Camp Linens – ordered in bulk on an as needed basis Deluxe bath towels, 24” x 48” Massage towels, 16” x 24” Wash cloth, 12” x 12” Sheet, 66” x 115” Pillowcase, 34” x 42” Guest Sets (Wrapped) 7.8.2 The University requires first quality tablecloths and napkins. Table linens shall be 100% cotton or 100% polyester. The majority of the tablecloths required will be white with colored tablecloths required for special occasions. Napkins require a variety of colors, based on availability. The contractor will supply, at no cost to the University, a sample of each color of linen available to each user location. The contractor shall also update the list of available colors as additions or deletions occur. Napkins shall be unfolded and finished flat. Patched table linens are unacceptable and require replacement at no cost to the University. Table linens shall be subject to inspection and possible rejection at the time of delivery. When catering linens do not meet the standards of acceptable quality established at the start of the contract and the contractor cannot provide acceptable linens for an event, the University shall have the option of acquiring the required linen quantities from alternate sources and invoice the contractor the total cost differences, if any, between the contract rate and non-contract rental rates. 7.8.3 Catering Linens: Sizes 20” x 20” napkins; White, Hunter Green, Gold, Red, Pink, Royal Blue, Burgundy, Yellow, Gray, Navy Blue, Light Green, Black, Orange, Purple, Plum, Ivory, Chocolate brown, Light Blue, Silver Grey, Dusty Rose 71” x 71” tablecloths, White, Hunter Green, Red, Ivory, Black 52” x 114” tablecloths; White, Hunter Green, Black, Red, Ivory 52” x 52” tablecloths; White, Hunter Green, Black, Red, Ivory 85” x 85” tablecloths; White, Black, Red, Ivory Minimum contractor’s inventory to be available on an as-needed basis (inventory includes clean and dirty linen count): 75 150 No Stock No Stock No Stock 200 Tablecloths 52” x 114” 71” x 71” 52” x 52” 71” x 71” 71” x 71” Napkins 20” x 20” White White White Red Hunter Green White Napkins 20” x 20” Gray Page 12 No Stock No Stock 200 No Stock 200 No Stock 200 No Stock 20” x 20” 20” x 20” 20” x 20” 20” x 20” 20” x 20” 20” x 20” 20” x 20” 20” x 20” Hunter Green Gold Red Pink Royal Blue Burgundy Light Green Yellow 200 No Stock No Stock 200 No Stock 200 200 20” x 20” 20” x 20” 20” x 20” 20” x 20” 20” x 20” 20” x 20” 20”x20” Navy Blue Dusty Rose Black Orange Purple Ivory Plum The contractor shall be provided a minimum two (2) weeks advance notice of inventory requirements in excess of quantities listed. 7.8.4 Miscellaneous The contractor shall provide the following item on an as-needed basis: Waist Aprons (white) Chef Coats (white) 7.8.5 Guest Sets, Summer Groups The contractor shall provide the following item on an as-needed basis: Approx 1800 For Summer Groups Guest Sets (wrapped) over the summer. 7.8.6 Direct Sale Items: Rags – all types per pound 7.8.7 Walk-off Mats – 48” x 96” To be put in designated entryways and changed weekly for approximately eight weeks during the winter months. 8.0 DELIVERY & PICKUP 8.1 F.O.B. Destination Delivery is required. Delivery shall be made to three (3) University receiving stations Ullsvik Hall, Pioneer Student Center, and Housing, during the hours of 6:00 a.m. - 2:00 p.m., Monday Friday. Should an emergency situation occur, the contractor shall contact the following people for each location prior to 1:00 p.m. for late delivery approval: Ullsvik And Pioneer Student Center Jessie Donar 608-342-5414 Housing Matt Zielinski 608-342-1845 Provisions must be made for additional emergency deliveries as they become necessary. Delivery shall be made on an established delivery day and time that is agreed upon by the contractor and the University. If a contractor wishes to change the original agreed upon delivery date or time they are to contact Vicki StraitMunns at 608-342-6048 at least 20 days in advance to establish a new agreed upon delivery date and time. 8.2 Clean linen delivery and soiled linen pickup shall be twice per week at the assigned storage areas. Delivery shall be daily Monday through Friday between 8:00 AM and 3:30 PM. Delivery on state holidays, Saturdays and Sundays shall not be required except if there is an emergency. The University shall cooperate with and advise the contractor regarding delivery schedules, routing, and stops to minimize fuel Page 13 consumption and delivery costs. The resulting schedule shall include: days of the week and time of the day by each location. Changes in the initial schedule shall require prior approval of the University. The contractor shall deliver all clean linens uniformly folded and appropriately packaged and marked. Prior to the start of the contract, the University and contractor shall mutually determine standard bundle counts for each item. 9.0 ACCOUNTING AND PAYMENTS: 9.1 The contractor shall maintain complete and accurate records of linen rental transactions in accordance with accepted industry accounting practices, and shall keep in a safe place all such financial records and statements pertaining to the operations at the University for a period of three years from the close of each year of this contract. Prior to the start of the contract, the contractor shall provide the Executive Director of Auxiliary Services an example listing and explanation of rental items abbreviations and coding to be used. 9.2 All correspondence shall be sent to the Director of Purchasing, and separate invoices for each area shall be sent to Accounts Payable, Room 2206 Ullsvik Hall, University of Wisconsin - Platteville. The University shall advise the contractor of the department's requiring separate invoicing, if any. All matters relating to adjustments of the terms and laundry rates of this contract arrived at by mutual agreement of the University and the contractor shall be copied in writing to University Purchasing for prior approval and amending to the contract. 9.3 Contractors with linen rentals at more than one University of Wisconsin University shall provide period invoices and statements that are uniform at each University as nearly possible as the obligations of each contract specifications permit. 9.4 On request of the University the contractor shall meet with the University and review University invoices and explain deviations, discuss problems, and mutually agree on courses of action to improve the results of the required commodities included in this contract. Prior invoice payment adjustments required as a result of audit shall be made by the contractor within twenty (20) days of receipt of notice of required adjustments. 9.5 All records pertaining to the operations of linen rental shall be open for inspection and/or audit by State and/or University of Wisconsin at any or all reasonable times. 9.6 The University shall record the counts of soiled, damaged and rejected linens for each pick-up and report these counts with the rejected linens. The contractor shall advise the University of any return item discrepancies within forty-eight (48) hours of pickup. Each delivery of clean items shall be accompanied by an itemized delivery ticket for University's records, indicating item description and count, date, department being charged, item rate and total cost. The University shall verify the clean linen counts upon receipt, sign, date and record discrepancies on the delivery ticket. The contractor shall be advised immediately of any discrepancies and the invoice adjusted. The contractor shall comply with the procedures developed by the University for the Linen Inventory Control Program. 9.7 Invoiced rates not in agreement with the rates quoted per bid submittal or approved and amended to the contract shall be rejected or corrected by the University. Volume, weights or any other measure than exact counts shall not be accepted for payment for items quoted on a per-each basis per bid submittal. Charges for laundry items, equipment, utilities or commodities/services not specified in this contract shall not be approved for payment. After the initial delivery of the mutually agreed item level inventories, all quantity charges shall be determined on a soiled and clean item exchange basis. Inventory level adjustments, both increases and decreases, and related invoices shall have prior approval and be signed by an authorized representative of the University. The University's linen invoice charges are determined on the basis of the number of soiled and clean items exchanged and not on daily/weekly inventory requirements. 9.8 On expiration or termination of the contract, the University and contractor shall conduct a joint physical inventory of all clean and soiled laundry items at the University. At that time, the contractor shall issue the Page 14 University a credit for all returned clean linen at the laundry rates quoted per bid submittal or amended to this contract. This inventory shall also be used to make final reconciliation of lost or damaged laundry items. Finally, payments to the contractor shall be withheld until all transactions or arrangements for inventory reconciliations and linen removal have been completed to the satisfaction of the University. 9.9 The contractor shall provide the University separate monthly invoices for replacement, damaged, and rejected linens by department. Charges and credits shall be per bid submittal. These invoices require prior approval of a department representative to verify the accuracy of the charges or credits before forwarding to the accounting office for processing. Replacement charges shall require purchase cost invoice verification. Rejected linens shall be replaced without charge or if not replaced, credit is required for the previous charge and inventory levels. At the start of the contract, the University and contractor shall mutually agree on the standards for determination of damaged and rejected linens and the procedures required to assure University credit. The University shall be responsible for the policy and administration of user charges for lost or damaged linens. 9.10 The University shall only be responsible for damage or loss of linens that can be verified as having occurred while in use or storage at the University and attributed to University employee neglect, or loss or damage resulting from use. All damaged linen for which the University paid shall become the property of the University. The University's inventory shall be credited for any items for which a replacement charge was paid and the items were not added back to the "inventory". The replacement costs shall include the charge for cleaning. 10.0 COST INFORMATION 10.1 11.0 Pricing: Vendors must fully complete the Bid Submittal Form. REQUIRED FORMS The following forms must be completed and submitted with the bid in accordance with the instructions given in Section 2.3. Blank forms are attached. Signed – Request for Bid Sheet Checklist and Submittal Page Attachment A Vendor Information (DOA-3477) Vendor Reference (DOA-3478) 12.0 CHECKLIST AND SUBMITTAL PAGE 12.1 Bidder has responded to all items in Section # 5– REQUIRED SPECIFICATIONS. ________(Initial) 12.2 In accordance with Wisconsin Statutes 16.75(3m), 16.752 and 560.035(1)(c), (see website: http://www.doa.state.wi.us/deo/mbe/report2.asp please indicate if you are a Wisconsin Certified minority business, sheltered workshop center or woman owned business: Minority (MBE) Sheltered Workshop Women Owned Business (WBE) Not Applicable (If no answer is indicated on the above, we will assume you are none of the above when making the award) 12.3 Pursuant to Public Law 95-507, indicate which of the following classifications apply to your organization. All vendors are considered Large Business unless otherwise indicated (see website: www.sba.gov/). (Check √ all that apply.) _____________Large Business (LG) _____________Small Business (SB) Page 15 _____________Veteran Owned Small Business (VOSB) _____________Service Disabled Veteran Owned Small Business (SDVOSB) _____________Historically Under Utilized Business Zone (HUBZONE) _____________Small Disadvantaged Business (SDB) _____________Woman-Owned Small Business (WOSB) 12.4 In preparing this RFB, this bidder has not been assisted by any current or former employee of the State of Wisconsin whose duties relate to this RFB and who was assisting in other than his or her official capacity. Neither does such a person or any member of his or her immediate family have any financial interest in the outcome of this RFB. ____________ (Initial) 12.5 AMERICAN MADE: Wisconsin Statutes S. 16.754, directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. “Substantially equal” means when bids are tied or bid scores are equal. Indicate whether the material covered in your bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States. ____________ YES 12.6 ____________ UNKNOWN Bidder agrees to make the terms of the resulting contract available on a convenience use basis for other state agencies located on or off-campus. ____________ YES 12.7 ____________ NO ____________ NO What order method will you accept purchase orders against this contract? Please check all that apply and supply addresses or phone numbers for selected methods:  E-Mail _________________________________  Fax _________________________________  Mail _________________________________ _________________________________ _________________________________ 12.8 Will you provide insurance certificate(s) indicating coverage and agree to maintain coverge as required in the Terms and Conditions listed with this bid? And, add the following language to the insurance certificate? “The Board of Regents of the University of Wisconsin System, its officers, employees and agents” are added as an ‘additional insured’ under the commercial, general, automobile (and Contractor’s) liability policies on any insurance certificate provided. Page 16 UNIVERSITY OF WISCONSIN-PLATTEVILLE BIDDER NAME: _____________________________ REQUEST FOR BID NO. LB-2711 ATTACHMENT ABID SUBMITTAL FORM PLEASE NOTE: All quantities listed below are approximate numbers to be used for bidding evaluation purposes only, and not a guarantee. Actual numbers will be provided to successful bidder as needed. Lots 1 thru 5 will used to determine bid award. Lot 6, Lot 7 and Replacement Item Rates will not be used to determine bid award. Item No. Estimated Annual Use Indicate Specifications if not as specified Description Unit Price Extended Price Lot 1 - Auxiliary Services 1 2 3 4 5 6 7 1800 493 211 180 419 422 492 Regular Guest Set: Price to include wrapping charge. (Summer Camps) Deluxe Towel, 24" x 48" Washcloth, 12" x 12" Pillowcase, 34" x 42" Single Sheet, 66" x 115" Laundry Bags Bag Stands Lot 1 - Total Lot 2 - Catering Standard (Ullsvik Center) 1 2 3 4 5 6 7 3462 2135 4245 8921 8709 826 100 Tablecloth, 71" x 71", white Tablecloth, 52" x 114", white Napkins, 20" x 20", white Napkins, 20" x 20", royal blue Napkins, 20" x 20", orange Laundry Bags Bag Stands Lot 2 - Total Lot 3 - Catering Standard (Pioneer Student Center) 1 2 3 4 5 6 7 151 1079 3205 4507 4777 426 196 Tablecloth, 52" x 114", white Tablecloth, 71" x 71", white Napkins, 20" x 20", white Napkins, 20" x 20", royal blue Napkins, 20" x 20", orange Laundry Bags Bag Stands Lot 3 - Total Lot 4 - Glenview Commons 1 2 3 4 171 388 742 829 Tablecloth, 52" x 52", white Tablecloth, 52" x 114", white Napkins, 20" x 20", white Napkins, 20" x 20", royal blue Page 17 5 6 7 8 9 10 11 780 1200 400 500 100 400 80 Napkins, 20" x 20", orange Napkins, 20" x 20", burgundy Napkins, 20" x 20", pink Napkins, 20" x 20", yellow Napkins, 20" x 20", light green Napkins, 20" x 20", light blue Laundry Bags Lot 4 - Total Lot 5- Miscellaneous Item Rates 1 2 411 Walk-off mat, 48" x 96" 200 lb Bulk towel/washcloth rags (Direct Sale) Lot 5 - Total Additional charges (if any) GRAND TOTAL LOTS 1 TO 5 Lot 6 Catering Other Items (Ullsvik Center) 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 45 25 303 35 35 65 70 185 2438 700 3735 1321 2149 1758 30 100 330 1080 270 2285 100 826 100 (These costs will not be used in determining low bid) Tablecloth, 71" x 71", hunter green Tablecloth, 71" x 71", red Tablecloth, 71" x 71", ivory Tablecloth, 71" x 71", black Tablecloth, 85" x 85", red Tablecloth, 52" x 114", hunter green Tablecloth, 52" x 114", black Tablecloth, 52" x 114", red Napkins, 20" x 20", hunter green Napkins, 20" x 20", gold Napkins, 20" x 20", red Napkins, 20" x 20", pink Napkins, 20" x 20", burgundy Napkins, 20" x 20", yellow Napkins, 20" x 20", gray Napkins, 20" x 20", navy blue Napkins, 20" x 20", light green Napkins, 20" x 20", black Napkins, 20" x 20", purple Napkins, 20" x 20", ivory Napkins, 20" x 20", charcoal brown Laundry Bags Bag Stands Total-Catering Other Items (Ullsvik Center) Page 18 Lot 7 - Catering Other Items (Pioneer Student Center) 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 151 10 10 20 402 2345 799 2365 265 1497 75 110 680 50 130 35 185 426 196 (These costs will not be used in determining low bid) Tablecloth, 52" x 52", white Tablecloth, 52" x 114", ivory Tablecloth, 52" x 114", red Tablecloth, 71" x 71", red Placemats, ivory Napkins, 20" x 20", hunter green Napkins, 20" x 20", silver Napkins, 20" x 20", red Napkins, 20" x 20", pink Napkins, 20" x 20", burgundy Napkins, 20" x 20", gold Napkins, 20" x 20", ivory Napkins, 20" x 20", yellow Napkins, 20" x 20", purple Napkins, 20" x 20", black Napkins, 20" x 20", light green Napkins, 20" x 20", light blue Laundry Bags Bag Stands Total-Catering Other Items (Pioneer Student Center) 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Replacement Item Rates (These costs will not be used in determining low bid) Bag Stands Bulk towel/washcloth rags (Direct Sale) Deluxe Towel, 24" x 48" Laundry Bags Napkins, 20" x 20", black Napkins, 20" x 20", burgundy Napkins, 20" x 20", charcoal brown Napkins, 20" x 20", gold Napkins, 20" x 20", gray Napkins, 20" x 20", hunter green Napkins, 20" x 20", ivory Napkins, 20" x 20", light blue Napkins, 20" x 20", light green Napkins, 20" x 20", navy blue Napkins, 20" x 20", orange Napkins, 20" x 20", pink Napkins, 20" x 20", purple Napkins, 20" x 20", red Napkins, 20" x 20", royal blue Page 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 1 1 1 1 1 Napkins, 20" x 20", silver Napkins, 20" x 20", white Napkins, 20" x 20", yellow Pillowcase, 34" x 42" Placemats, ivory 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 Regular Guest Set: Price to include wrapping charge. (Summer Camps) Single Sheet, 66" x 115" Tablecloth, 52" x 52", white Tablecloth, 52" x 114", black Tablecloth, 52" x 114", hunter green Tablecloth, 52" x 114", ivory Tablecloth, 52" x 114", red Tablecloth, 52" x 114", white Tablecloth, 71" x 71", black Tablecloth, 71" x 71", ivory Tablecloth, 71" x 71", hunter green Tablecloth, 71" x 71", red Tablecloth, 71" x 71", white Tablecloth, 85" x 85", red Walk-off mat, 48" x 96" Washcloth, 12" x 12" Bidders are to submit pricing ONLY on the form provided. Any charges/fees not listed in the bid response will not be accepted. Page 20 STATE OF WISCONSIN Bid / Proposal # LB-2711 DOA-3477 (R05/98) Commodity / Service LINEN RENTAL VENDOR INFORMATION 1. BIDDING / PROPOSING COMPANY NAME Phone ( ) Toll Free Phone FAX ( ) E-Mail Address ( ) Address City 2. State Zip + 4 Name the person to contact for questions concerning this bid / proposal. Name Title Phone ( ) Toll Free Phone FAX ( ) E-Mail Address ( ) Address City 3. State Zip + 4 Any vendor awarded over $25,000 on this contract must submit affirmative action information to the department. Please name the Personnel / Human Resource and Development or other person responsible for affirmative action in the company to contact about this plan. Name Title Phone ( ) Toll Free Phone FAX ( ) E-Mail Address ( ) Address City 4. State Zip + 4 Mailing address to which state purchase orders are mailed and person the department may contact concerning orders and billings. Name Title Phone ( ) Toll Free Phone FAX ( ) E-Mail Address ( ) Address City 5. State Zip + 4 CEO / President Name This document can be made available in accessible formats to qualified individuals with disabilities. STATE OF WISCONSIN Bid / Proposal # LB-2711 DOA-3478 (R12/96) VENDOR REFERENCE FOR VENDOR: Provide company name, address, contact person, telephone number, and appropriate information on the product(s) and/or service(s) used for four (4) or more installations with requirements similar to those included in this solicitation document. If vendor is proposing any arrangement involving a third party, the named references should also be involved in a similar arrangement. Company Name Address (include Zip + 4) Contact Person Phone No. Product(s) and/or Service(s) Used Company Name Address (include Zip + 4) Contact Person Phone No. Product(s) and/or Service(s) Used Company Name Address (include Zip + 4) Contact Person Phone No Product(s) and/or Service(s) Used Company Name Address (include Zip + 4) Contact Person Phone No. Product(s) and/or Service(s) Used This document can be made available in accessible formats to qualified individuals with disabilities. 13.0 TERMS AND CONDITIONS The State of Wisconsin reserves the right to incorporate standard State contract provisions into any contract negotiated with any proposal submitted responding to this RFB (Standard Terms and Conditions (DOA-3054) and Supplemental Standard Terms and Conditions for Procurements for Services (DOA-3681)). Failure of the successful proposer to accept these obligations in a contractual agreement may result in cancellation of the award. SPECIAL TERMS AND CONDITIONS 13.1 Prime contractor and minority business subcontractors. The prime contractor will be responsible for contract performance when subcontractors are used. However, when subcontractors are used, they must abide by all terms and conditions of the contract. If subcontractors are to be used, the proposer must clearly explain their participation. The State of Wisconsin is committed to the promotion of minority business in the state’s purchasing program and a goal of placing five (5) percent of its total purchasing dollars with certified minority businesses. Authority for this program is found in Wisconsin Statutes 15.107(2), 16.75(4), and 16.75(5) and 560.036(2). The Department of Administration is committed to the promotion of minority business in the department’s purchasing program. The State of Wisconsin’s policy provides that minority owned business enterprises certified by the Wisconsin Department of Commerce, Bureau of Minority Development should have the maximum opportunity to participate in the performance of its contracts. The awarded vendor is strongly urged to use due diligence to further this policy by awarding subcontracts to minority owned business enterprises, or by using such enterprises to provide goods and services incidental to this requested service or contract, with a goal of awarding at least 5% of the award amount of this request for bid/proposal to such enterprises. Upon request the awarded vendor shall furnish a subcontracting plan of action indicating appropriate information about its effort to achieve this goal, including identities of such enterprises certified by the Wisconsin Department of Commerce and their subcontract amount. The Department of Administration will require from the successful contractor a quarterly report of amounts spent with certified minority business enterprises. A listing of certified minority businesses, as well as the services and commodities they provide, is available from the Department of Administration, Office of Minority Business Program, (608) 267-7806. The list is published on the Internet at: http://www.doa.state.wi.us/deo/mbe/minority_search.asp Wisconsin Department of Administration DOA-3054 (R10/2005) Ch. 16, 19, 51, Wis. Stats. Page 1 of 3 Standard Terms And Conditions (Request For Bids / Proposals) 1.0 2.0 SPECIFICATIONS: The specifications in this request are the minimum acceptable. When specific manufacturer and model numbers are used, they are to establish a design, type of construction, quality, functional capability and/or performance level desired. When alternates are bid/proposed, they must be identified by manufacturer, stock number, and such other information necessary to establish equivalency. The State of Wisconsin shall be the sole judge of equivalency. Bidders/proposers are cautioned to avoid bidding alternates to the specifications which may result in rejection of their bid/proposal. DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from original text, terms, conditions, or specifications shall be described fully, on the bidder's/proposer's letterhead, signed, and attached to the request. In the absence of such statement, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and the bidders/proposers shall be held liable. 3.0 QUALITY: Unless otherwise indicated in the request, all material shall be first quality. Items which are used, demonstrators, obsolete, seconds, or which have been discontinued are unacceptable without prior written approval by the State of Wisconsin. 4.0 QUANTITIES: The quantities shown on this request are based on estimated needs. The state reserves the right to increase or decrease quantities to meet actual needs. 5.0 DELIVERY: Deliveries shall be F.O.B. destination freight prepaid and included unless otherwise specified. 6.0 7.0 UNFAIR SALES ACT: Prices quoted to the State of Wisconsin are not governed by the Unfair Sales Act. 8.0 ACCEPTANCE-REJECTION: The State of Wisconsin reserves the right to accept or reject any or all bids/proposals, to waive any technicality in any bid/proposal submitted, and to accept any part of a bid/proposal as deemed to be in the best interests of the State of Wisconsin. Bids/proposals MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the bid/proposal is due. Bids/proposals date and time stamped in another office will be rejected. Receipt of a bid/proposal by the mail system does not constitute receipt of a bid/proposal by the purchasing office. 9.0 METHOD OF AWARD: Award shall be made to the lowest responsible, responsive bidder unless otherwise specified. 10.0 ORDERING: Purchase orders or releases via purchasing cards shall be placed directly to the contractor by an authorized agency. No other purchase orders are authorized. 11.0 PAYMENT TERMS AND INVOICING: The State of Wisconsin normally will pay properly submitted vendor invoices within thirty (30) days of receipt providing goods and/or services have been delivered, installed (if required), and accepted as specified. Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order including reference to purchase order number and submittal to the correct address for processing. PRICING AND DISCOUNT: The State of Wisconsin qualifies for governmental discounts and its educational institutions also qualify for educational discounts. Unit prices shall reflect these discounts. 6.1 6.2 6.3 Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea.) as stated on the request or contract. For any given item, the quantity multiplied by the unit price shall establish the extended price, the unit price shall govern in the bid/proposal evaluation and contract administration. Prices established in continuing agreements and term contracts may be lowered due to general market conditions, but prices shall not be subject to increase for ninety (90) calendar days from the date of award. Any increase proposed shall be submitted to the contracting agency thirty (30) calendar days before the proposed effective date of the price increase, and shall be limited to fully documented cost increases to the contractor which are demonstrated to be industrywide. The conditions under which price increases may be granted shall be expressed in bid/proposal documents and contracts or agreements. In determination of award, discounts for early payment will only be considered when all other conditions are equal and when payment terms allow at least fifteen (15) days, providing the discount terms are deemed favorable. All payment terms must allow the option of net thirty (30). A good faith dispute creates an exception to prompt payment. 12.0 TAXES: The State of Wisconsin and its agencies are exempt from payment of all federal tax and Wisconsin state and local taxes on its purchases except Wisconsin excise taxes as described below. The State of Wisconsin, including all its agencies, is required to pay the Wisconsin excise or occupation tax on its purchase of beer, liquor, wine, cigarettes, tobacco products, motor vehicle fuel and general aviation fuel. However, it is exempt from payment of Wisconsin sales or use tax on its purchases. The State of Wisconsin may be subject to other states' taxes on its purchases in that state depending on the laws of that state. Contractors performing construction activities are required to pay state use tax on the cost of materials. 13.0 GUARANTEED DELIVERY: Failure of the contractor to adhere to delivery schedules as specified or to promptly replace rejected materials shall render the contractor liable for all costs in excess of the contract price when alternate procurement is necessary. Excess costs shall include the administrative costs. 14.0 15.0 16.0 17.0 18.0 19.0 awarded, the contractor must submit the plan to the contracting state agency for approval. Instructions on preparing the plan and technical assistance regarding this clause are available from the contracting state agency. ENTIRE AGREEMENT: These Standard Terms and Conditions shall apply to any contract or order awarded as a result of this request except where special requirements are stated elsewhere in the request; in such cases, the special requirements shall apply. Further, the written contract and/or order with referenced parts and attachments shall constitute the entire agreement and no other terms and conditions in any document, acceptance, or acknowledgment shall be effective or binding unless expressly agreed to in writing by the contracting authority. APPLICABLE LAW: This contract shall be governed under the laws of the State of Wisconsin. The contractor shall at all times comply with and observe all federal and state laws, local laws, ordinances, and regulations which are in effect during the period of this contract and which in any manner affect the work or its conduct. The State of Wisconsin reserves the right to cancel this contract if the contractor fails to follow the requirements of s. 77.66, Wis. Stats., and related statutes regarding certification for collection of sales and use tax. The State of Wisconsin also reserves the right to cancel this contract with any federally debarred contractor or a contractor that is presently identified on the list of parties excluded from federal procurement and non-procurement contracts. ANTITRUST ASSIGNMENT: The contractor and the State of Wisconsin recognize that in actual economic practice, overcharges resulting from antitrust violations are in fact usually borne by the State of Wisconsin (purchaser). Therefore, the contractor hereby assigns to the State of Wisconsin any and all claims for such overcharges as to goods, materials or services purchased in connection with this contract. ASSIGNMENT: No right or duty in whole or in part of the contractor under this contract may be assigned or delegated without the prior written consent of the State of Wisconsin. WORK CENTER CRITERIA: A work center must be certified under s. 16.752, Wis. Stats., and must ensure that when engaged in the production of materials, supplies or equipment or the performance of contractual services, not less than seventy-five percent (75%) of the total hours of direct labor are performed by severely handicapped individuals. Contracts estimated to be over twenty-five thousand dollars ($25,000) require the submission of a written affirmative action plan by the contractor. An exemption occurs from this requirement if the contractor has a workforce of less than twenty-five (25) employees. Within fifteen (15) working days after the contract is The contractor agrees to post in conspicuous places, available for employees and applicants for employment, a notice to be provided by the contracting state agency that sets forth the provisions of the State of Wisconsin's nondiscrimination law. 19.3 Failure to comply with the conditions of this clause may result in the contractor's becoming declared an "ineligible" contractor, termination of the contract, or withholding of payment. 20.0 PATENT INFRINGEMENT: The contractor selling to the State of Wisconsin the articles described herein guarantees the articles were manufactured or produced in accordance with applicable federal labor laws. Further, that the sale or use of the articles described herein will not infringe any United States patent. The contractor covenants that it will at its own expense defend every suit which shall be brought against the State of Wisconsin (provided that such contractor is promptly notified of such suit, and all papers therein are delivered to it) for any alleged infringement of any patent by reason of the sale or use of such articles, and agrees that it will pay all costs, damages, and profits recoverable in any such suit. 21.0 SAFETY REQUIREMENTS: All materials, equipment, and supplies provided to the State of Wisconsin must comply fully with all safety requirements as set forth by the Wisconsin Administrative Code and all applicable OSHA Standards. 22.0 WARRANTY: Unless otherwise specifically stated by the bidder/proposer, equipment purchased as a result of this request shall be warranted against defects by the bidder/proposer for one (1) year from date of receipt. The equipment manufacturer's standard warranty shall apply as a minimum and must be honored by the contractor. 23.0 INSURANCE RESPONSIBILITY: The contractor performing services for the State of Wisconsin shall: NONDISCRIMINATION / AFFIRMATIVE ACTION: In connection with the performance of work under this contract, the contractor agrees not to discriminate against any employee or applicant for employment because of age, race, religion, color, handicap, sex, physical condition, developmental disability as defined in s. 51.01(5), Wis. Stats., sexual orientation as defined in s. 111.32(13m), Wis. Stats., or national origin. This provision shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. Except with respect to sexual orientation, the contractor further agrees to take affirmative action to ensure equal employment opportunities. 19.1 19.2 23.3 24.0 23.1 Maintain worker's compensation insurance as required by Wisconsin Statutes, for all employees engaged in the work. 23.2 Maintain commercial liability, bodily injury and property damage insurance against any claim(s) which might occur in carrying out this agreement/contract. Minimum coverage shall be one million dollars ($1,000,000) liability for bodily injury and property damage including products liability and completed operations. Provide motor vehicle insurance for all owned, non-owned and hired vehicles that are used in carrying out this contract. Minimum coverage shall be one million dollars ($1,000,000) per occurrence combined single limit for automobile liability and property damage. The state reserves the right to require higher or lower limits where warranted. CANCELLATION: The State of Wisconsin reserves the right to cancel any contract in whole or in part without penalty due to nonappropriation of funds or for failure of the 25.0 26.0 contractor to comply with terms, conditions, and specifications of this contract. VENDOR TAX DELINQUENCY: Vendors who have a delinquent Wisconsin tax liability may have their payments offset by the State of Wisconsin. 30.0 MATERIAL SAFETY DATA SHEET: If any item(s) on an order(s) resulting from this award(s) is a hazardous chemical, as defined under 29CFR 1910.1200, provide one (1) copy of a Material Safety Data Sheet for each item with the shipped container(s) and one (1) copy with the invoice(s). PUBLIC RECORDS ACCESS: It is the intention of the state to maintain an open and public process in the solicitation, submission, review, and approval of procurement activities. 31.0 PROMOTIONAL ADVERTISING / NEWS RELEASES: Reference to or use of the State of Wisconsin, any of its departments, agencies or other sub-units, or any state official or employee for commercial promotion is prohibited. News releases pertaining to this procurement shall not be made without prior approval of the State of Wisconsin. Release of broadcast e-mails pertaining to this procurement shall not be made without prior written authorization of the contracting agency. 32.0 HOLD HARMLESS: The contractor will indemnify and save harmless the State of Wisconsin and all of its officers, agents and employees from all suits, actions, or claims of any character brought for or on account of any injuries or damages received by any persons or property resulting from the operations of the contractor, or of any of its contractors, in prosecuting work under this agreement. 33.0 FOREIGN CORPORATION: A foreign corporation (any corporation other than a Wisconsin corporation) which becomes a party to this Agreement is required to conform to all the requirements of Chapter 180, Wis. Stats., relating to a foreign corporation and must possess a certificate of authority from the Wisconsin Department of Financial Institutions, unless the corporation is transacting business in interstate commerce or is otherwise exempt from the requirement of obtaining a certificate of authority. Any foreign corporation which desires to apply for a certificate of authority should contact the Department of Financial Institutions, Division of Corporation, P. O. Box 7846, Madison, WI 53707-7846; telephone (608) 267-7577. 34.0 WORK CENTER PROGRAM: The successful bidder/proposer shall agree to implement processes that allow the State agencies, including the University of Wisconsin System, to satisfy the State's obligation to purchase goods and services produced by work centers certified under the State Use Law, s.16.752, Wis. Stat. This shall result in requiring the successful bidder/proposer to include products provided by work centers in its catalog for State agencies and campuses or to block the sale of comparable items to State agencies and campuses. FORCE MAJEURE: Neither party shall be in default by reason of any failure in performance of this Agreement in accordance with reasonable control and without fault or negligence on their part. Such causes may include, but are not restricted to, acts of nature or the public enemy, acts of the government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes and unusually severe weather, but in every case the failure to perform such must be beyond the reasonable control and without the fault or negligence of the party. Bid/proposal openings are public unless otherwise specified. Records may not be available for public inspection prior to issuance of the notice of intent to award or the award of the contract. 27.0 PROPRIETARY INFORMATION: Any restrictions on the use of data contained within a request, must be clearly stated in the bid/proposal itself. Proprietary information submitted in response to a request will be handled in accordance with applicable State of Wisconsin procurement regulations and the Wisconsin public records law. Proprietary restrictions normally are not accepted. However, when accepted, it is the vendor's responsibility to defend the determination in the event of an appeal or litigation. 27.1 Data contained in a bid/proposal, all documentation provided therein, and innovations developed as a result of the contracted commodities or services cannot be copyrighted or patented. All data, documentation, and innovations become the property of the State of Wisconsin. 27.2 28.0 Any material submitted by the vendor in response to this request that the vendor considers confidential and proprietary information and which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or material which can be kept confidential under the Wisconsin public records law, must be identified on a Designation of Confidential and Proprietary Information form (DOA-3027). Bidders/proposers may request the form if it is not part of the Request for Bid/Request for Proposal package. Bid/proposal prices cannot be held confidential. DISCLOSURE: If a state public official (s. 19.42, Wis. Stats.), a member of a state public official's immediate family, or any organization in which a state public official or a member of the official's immediate family owns or controls a ten percent (10%) interest, is a party to this agreement, and if this agreement involves payment of more than three thousand dollars ($3,000) within a twelve (12) month period, this contract is voidable by the state unless appropriate disclosure is made according to s. 19.45(6), Wis. Stats., before signing the contract. Disclosure must be made to the State of Wisconsin Ethics Board, 44 East Mifflin Street, Suite 601, Madison, Wisconsin 53703 (Telephone 608-266-8123). State classified and former employees and certain University of Wisconsin faculty/staff are subject to separate disclosure requirements, s. 16.417, Wis. Stats. 29.0 RECYCLED MATERIALS: The State of Wisconsin is required to purchase products incorporating recycled materials whenever technically and economically feasible. Bidders are encouraged to bid products with recycled content which meet specifications. 35.0