Request for Bid 28193-DT

Request for Bid 28193-DT
Wis. Statutes s.16.75
DOA-3070 (R08/2003)
BIDS SHALL BE SEALED AND ADDRESSED TO:
AGENCY ADDRESS:
Department of Administration
State Bureau of Procurement, EN-IT
101 E Wilson Street, 6th Floor
Madison WI 53703
If using PO Box, P.O. Box 7867, 53707-7867
REQUEST FOR BID # 28193-DT
Bid envelope shall be sealed and plainly marked in lower corner with due date and
Request for Bid number 28193-DT. Late bids shall be rejected. Bids shall 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 shall 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 shall be submitted
separately, i.e., not included with sample packages or other bids. Bid openings
are public unless otherwise specified. Records shall be available for public
inspection after issuance of the notice of intent to award or the award of the
contract. Bidder shall 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.
Bids shall be date and time stamped no later than:
THIS IS NOT AN ORDER
BIDDER (Name and Address)
March 23, 2015
Name (Contact for further information)
David Teske
[email protected]
Phone
Date
608 264-9590
March 3, 2015
Quote Price and Delivery FOB
Destination – statewide locations
Fax and e-mail bids are not accepted
Description
Flags; U.S., Wisconsin and Military Flags, and Flag
Accessories
required by various State of Wisconsin agencies and
municipalities.
All U.S. Flags sold on this contract shall be
Americanmade. (Reference section 3.1 of this bid)
FAXED BIDS OR EMAIL BIDS NOT ACCEPTED
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 shall be certified by the Wisconsin Department of Administration. If you have questions concerning the certification process, contact the
Wisconsin Department of Administration, 101 E. Wilson St., 6th Floor, Madison, WI 53703, (608) 261-2510. Does Not Apply to Printing Bids.
We claim Wisconsin certified disabled veteran-owned business preference. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED disabled
veteran-owned business. Bidder shall be certified by the Wisconsin Department of Administration. If you have questions concerning the certification process, contact
the Wisconsin Department of Administration, 101 E. Wilson St., 6th Floor, Madison, WI 53703, (608) 261-2510. 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 shall 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 shall 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
E-mail
Phone
(
)
Fax
(
)
RFB #28193-DT
INSTRUCTIONS TO BIDDERS
You received this Request for Bid (RFB) because of the NIGP codes selected during your registration on the State
of Wisconsin’s VendorNet system. If you received this RFB in any other way, please contact the purchasing
agent identified in this RFB. It is strongly recommended that you register to become a Bidder at:
http://vendornet.state.wi.us . This RFB contains all necessary statutory language required by law. It is organized
to help you determine if this is a business opportunity for your company. The RFB contains information
regarding what the State intends to purchase, how pricing shall appear and describes a clear process you shall
follow in order to submit a response to the RFB.
1. Review Section 1.0, “Introduction and Purpose” to gain a general understanding of what the State intends
to purchase. Reviewing this section shall help you determine your ability to meet the Purchasing Agency’s
needs.
2. Review Section 2.0 “Bidder Qualifications and Requirements” section. This section shall explain what a
company needs in order to provide the commodity or service. This may include a specific license or
certification, a history of providing this commodity or service in a similar environment to the State or for
you to be in a prescribed geographical location. Reviewing this section shall help you determine your ability
to meet the Purchasing Agency’s needs.
3. The details of the commodity or service shall be found in Section 3.0, “Mandatory Required Specifications
of Bid.” Read this section carefully and determine if your product meets ALL requirements. RFB
requirements are mandatory and therefore, if you can’t meet a requirement, it is likely that your bid shall
be rejected unless no Bidder can meet an individual RFB requirement. Reviewing this section shall help you
determine your ability to meet the Purchasing Agency’s needs.
4. Review Section 5.0, “Pricing Structure and Price Sheet.” This section explains how to submit Bid pricing
(which is critical because the bid pricing shall determine what Bidder(s) shall be allowed to enter into a
contract with the State).
5. The remaining sections of the RFB describe the process you shall follow and the way you shall present your
bid to the State. It also describes the process the State shall use to determine the winning Bidder. If you
decide to bid, be sure to review the “Bid Procedure and Instructions” section and the “Bid Acceptance and
Award” section.
6. If you are still interested in competing for the State’s business, provide your best pricing, complete all the
required forms and review Section 9.0 State Contract Form.
7. Please note, your bid response be complete and accurate. You shall follow all instructions exactly as asked.
DO NOT substitute your own materials in lieu of what is being asked in the RFB. DO NOT alter any of the
forms or the price sheet. If you have questions, contact the Procurement Manager identified in the RFB.
8. Your RFB response shall arrive at the proper location before the due date and time. Late bids shall be
rejected.
Thank you for your interest in providing commodities and/or services to the State. We wish you success with
this and future procurement opportunities.
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RFB #28193-DT
TABLE OF CONTENTS
1.0
INTRODUCTION AND PURPOSE __________________________________________________ 5
1.1 DEFINITIONS ________________________________________________________________________ 5
1.2 PURPOSE AND SCOPE OF THE REQUEST FOR BID ___________________________________________ 6
1.3 CONTRACT TERM ____________________________________________________________________ 6
1.4 MODIFICATIONS OF CONTRACT__________________________________________________________ 6
1.5 ORDER OF PRECEDENCE _______________________________________________________________ 7
1.6 COOPERATIVE PURCHASING SERVICES ___________________________________________________ 7
2.0
BIDDER QUALIFICATIONS & REQUIREMENTS _______________________________________ 7
3.0
MANDATORY REQUIRED SPECIFICATIONS OF BID ____________________________________ 7
3.1 TECHNICAL REQUIREMENTS ____________________________________________________________ 8
3.2 PERFORMANCE AND SUPPORT REQUIREMENTS ____________________________________________ 9
4.0
SPECIAL TERMS AND CONDITIONS OF BID __________________________________________ 9
4.1 ORDERS ____________________________________________________________________________ 9
4.2 DELIVERY/SHIPPING REQUIREMENTS ____________________________________________________ 9
4.3
SHIPMENTS, DUPLICATES AND OVER SHIPMENTS _______________________________________ 10
4.4
RETURN POLICY FOR DEFECTIVE OR DAMAGED GOODS __________________________________ 10
4.5 NEW AND DISCONTINUED ITEMS ______________________________________________________ 10
4.6 REPORTING ________________________________________________________________________ 10
4.7 PAYMENT TERMS ___________________________________________________________________ 11
4.8 CERTIFICATES OF INSURANCE __________________________________________________________ 11
4.9 CANCELLATION AND TERMINATION ____________________________________________________ 11
5.0
PRICING STRUCTURE & PRICE SHEET INSTRUCTIONS ________________________________ 13
5.1 METHOD OF BID ____________________________________________________________________ 13
5.2 FOB DESTINATION, FREIGHT PREPAID AND ALLOWED______________________________________ 13
5.3 PRICE SHEET INSTRUCTIONS __________________________________________________________ 14
5.4 REQUESTING PRICE ADJUSTMENTS _____________________________________________________ 14
6.0
BID PROCEDURE AND INSTRUCTIONS ____________________________________________ 14
6.1 CALENDAR OF EVENTS _______________________________________________________________ 14
6.3 REASONABLE ACCOMMODATIONS _____________________________________________________ 15
6.4 VENDORNET REGISTRATION ___________________________________________________________ 15
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RFB #28193-DT
6.5 PRE-BID SITE VISIT ___________________________________________________________________ 16
6.6 BIDDER CONFERENCE ________________________________________________________________ 16
6.7 SUBMITTING A BID __________________________________________________________________ 16
6.8 FAXED BIDS ________________________________________________________________________ 16
6.9 EMAILED BIDS ______________________________________________________________________ 17
6.9 FORMAT OF BID RESPONSE ___________________________________________________________ 17
6.10INCURRING COSTS___________________________________________________________________ 17
7.0
BID ACCEPTANCE AND AWARD _________________________________________________ 17
7.1 BID OPENING ______________________________________________________________________ 17
7.2 BID REVIEW _______________________________________________________________________ 17
7.3 BID ACCEPTANCE ___________________________________________________________________ 18
7.4 METHOD OF AWARD ________________________________________________________________ 18
7.5 SAMPLES __________________________________________________________________________ 18
7.6 BIDDER REFERENCES _________________________________________________________________ 19
7.7 USE OF SUBCONTRACTORS ____________________________________________________________ 19
7.8 SUPPLIER DIVERSITY_________________________________________________________________ 19
7.9 AWARD NOTIFICATION _______________________________________________________________ 20
8.0
REQUIRED FORMS ____________________________________________________________ 21
9.0
STATE OF WISCONSIN sample CONTRACT FORM ___________________________________ 21
ATTACHMENTS
 Attachment A - BIDDER RESPONSE FORM
22
 Attachment B – COST SHEET
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APPENDICES (Download separately)
 Appendix 1 - Vendor Information Form (DOA-3477)
 Appendix 2 - Vendor Reference Data Sheet Form (DOA-3047)
 Appendix 3 - Designation of Confidential and Proprietary Information Form (DOA-2027)
 Appendix 4 - Vendor Agreement for Wisconsin’s Cooperative Purchase Service (DOA-333)
 Appendix 5 - Contract with Terms and Conditions
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1.0
INTRODUCTION AND PURPOSE
1.1
DEFINITIONS
For the purposes of this Request for Bid and resulting Contract(s), the following definitions of terms shall apply,
unless otherwise indicated.
Agency
Authority
Authorized Users
Bid
Bidder
Commodity
Contract
Contract Administrator
Contract Manager
Contractor
Electronic Copy
Minority Business
Enterprise (MBE)
Municipality
Notice of Award
Ordering Agency
An 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 the courts, but not including an authority.
A body created under subch. II of Ch. 114 or subch. III of Ch. 149 or under Ch. 231,
232, 233, 234, 235, 237, or 279.
Any State Agency, University of Wisconsin campus, or other state or local public body
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.
A price quotation specifically given to a prospective purchaser by a prospective seller;
a Bid is an offer to sell.
A person or firm that responds to this Request for Bid.
A tangible article of trade or item of merchandise; goods, products, materials,
supplies, or finished products. A Commodity is not a Service for purposes of this RFB,
but a Commodity may include incidental or related Services.
The written agreement between the successful Bidder and the State covering the
commodities and services to be performed pursuant to this RFB.
An Agency employee responsible for oversight of the implementation,
administration, and completion of the Contract.
The employee of an Agency responsible for 1) resolving contractual matters that
cannot be resolved with the Contract Administrator; and 2) facilitating and/or
completing all official actions under the contract including but not limited to
amendments, renewals and termination.
The person or entity that has been awarded the Contract as a result of this Bid, and
who is required to provide equipment, materials, supplies, contractual services, or
leasing real property to, the Department of Administration.
Either a USB flash drive or a CD (Compact Disk).
A business that has been certified under s. Comm 105.14, 105.21, or 105.23.
Any county, city, village, town, school district, board of school directors, sewer
district, drainage district, vocational, technical and adult education district, or any
other public body having the authority to award public contracts (s. 16.70(8),
Wis.Stats.).
A writing issued by the Department of Administration notifying all Bidders of the
Department of Administration’s intent to award a Commodity contract to the
successful Bidder.
Any State Agency ordering material through a contract resulting from this bid.
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Purchasing Card (p-card)
Prime Contractor
Procurement Manager
RFB
Contractual Services or
Services
Specification
A charge card issued to an authorized state employee through the Department of
Administration, State Bureau of Procurement’s Purchasing Card Contract.
A Bidder who receives an award in response to this RFB
The Department of Administration’s procurement specialist or other person
responsible for overseeing and administering the procurement process for a Bid.
Request for Bid
An intangible product, including actions, recommendations, plans, research,
customizations, modifications, documentation, and maintenance and support,
including all related materials necessary to fulfill that which the successful Bidder is
obligated to accomplish or provide under this RFB.
A descriptive statement of the physical, functional and performance characteristics of
the commodity or service required by the Department of Administration. A
Specification may be a description of the physical or functional characteristics, or of
the nature of a supply. It may include a description of any requirement for inspecting,
testing or preparing a supply item for delivery, or the necessary performance criteria.
1.2
PURPOSE AND SCOPE OF THE REQUEST FOR BID
The State of Wisconsin (State), Department of Administration (DOA), requests bids for the purchase of flags and
intends to use the results of this process to award a Contract. It is estimated that the annual spend by the state
may approach $140,000. Flags and accessories are shipped to end user agencies throughout the state. The
Departments of Administration, Military Affairs, Natural Resources, and Veteran Affairs are major users of this
contract. In addition, many Wisconsin counties and municipality make use of the contract. The State of
Wisconsin, Department of Administration, does not guarantee to purchase any specific quantity or dollar
amount. Bids that require a minimum number of commodities or services be ordered shall be rejected. There
shall be no guarantee to purchase any specific quantity, or pay any minimum contract price during the term of
the contract. Contractor shall not have exclusive rights to provide all products or services covered under this
contract during the term of the contract or any extension of the contract.
1.3
CONTRACT TERM
This contract shall run for an initial period of approximately three years. The Department of Administration and
the Contractor, upon written mutual agreement, may renew the Contract for up to an additional two, one-year
renewal periods. The Contract shall be effective on the date it is executed by the Department of Administration,
with and end date of June 30, 2018. The RFB documents, the awarded Bidder’s response as accepted by the
DOA and any purchase order related to this RFB shall become the contract between the parties unless a
separate contract is executed. The contract shall be mandatory for all state agencies and the University of
Wisconsin System.
1.4
MODIFICATIONS OF CONTRACT
The Contract shall not be used for purchasing commodities or services outside of the general scope and intent
of the original Request for Bid. Any modifications made to the Contract shall fall within the scope of the Bid and
be rendered in writing and signed by both parties or they shall be void.
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1.5
ORDER OF PRECEDENCE
In the event of contract award, the contents of this RFB (including all attachments), RFB appendices and
revisions, the Bid response from the successful Bidder as accepted by the Department of Administration, and
any additional terms agreed to in writing by the parties shall be incorporated into the Contract. Failure of the
successful Bidder to accept these elements into the Contract shall result in the cancellation of the contract
award.
In the event of conflict with the incorporated elements of the Contract, the following order of precedence shall
prevail:
 Official Purchase Order
 Final Signed Contract with clarifications included
 Bid Response as accepted by the State of Wisconsin
 Request for Bid
1.6
COOPERATIVE PURCHASING SERVICES
Commodities and services shall be made available to Municipalities. See Appendix 4-Vendor AgreementWisconsin’s Cooperative Purchasing Services (DOA-3333), for definitions and other information on
Municipalities. Municipalities shall be able to obtain the commodities and services procured under the Contract
at the same rates agreed to by the Department of Administration and the Contractor. The Contractor shall be
responsible for confirming the status of potential Municipalities with the Department of Administration and
providing appropriate documentation and support and reporting contract usage by Municipalities (see Vendor
Agreement – Wisconsin’s Cooperative Purchasing Services, DOA-3333 attached to this RFB).
2.0
BIDDER QUALIFICATIONS & REQUIREMENTS
All Bidder qualifications in this section are mandatory. Failure to meet a qualification shall disqualify your Bid.
However, the DOA reserves the right to waive any qualification if no Bidder is able to satisfy that qualification.
2.1 Bidder shall be a flag manufacturer or an authorized distributor or dealer of a flag manufacturer.
2.2 Bidder shall have been in business, supplying similar type commodities, for one year prior to the submittal
of this RFB. The DOA reserves the right to conduct a site visit to bidder’s place of business before award is
made.
2.3 Before the award of any Contract, the Department shall be satisfied that the bidder has sufficient qualified
resources available for performing the work described in this bid. It is the bidder’s responsibility to acquaint the
Department with these qualifications by submitting appropriate or supporting documentation.
3.0
MANDATORY REQUIRED SPECIFICATIONS OF BID
All requirements in this section are mandatory. The following requirements shall be met at no additional cost
above the pricing provided in the Bid. All Specifications are defined as minimum mandatory requirements
unless otherwise stated. Bidder shall use Appendix A (Response to Bid Requirements) to respond to this section.
Failure to meet any mandatory requirement shall result in rejection of the Bid. However, in the event that no
Bidder is able to meet an individual mandatory requirement, the State reserves the right to continue the review
of Bids and to select the Bid that most closely meets the requirements specified in this RFB.
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3.1
TECHNICAL REQUIREMENTS
3.1.1 See Attachment B – Cost Sheet for specifications for each lot.
3.1.2 All items bid, and sold, shall be new.
No used, reconditioned or remanufactured items may be sold on this contract.
3.1.3 United States of America flags sold on this contract shall be American-made. Act 166 requires each
building, structure, or facility that is owned or occupied entirely by the agency, authority, or unit shall
ensure that each United States flag that is displayed is manufactured in the United States. The Wisconsin
State Procurement Manual, PRO-C-26 defines American–made materials as follows:
Manufactured in the United States means that materials are manufactured in whole or in substantial part
within the United States, or that the majority of the component parts thereof were manufactured in whole
or in substantial part in the United States.
Manufactured means mined, produced, manufactured, fabricated or assembled.
Materials means any goods, supplies, equipment or any other tangible products or materials.
3.1.4 United States Flag specifications shall comply with Federal Executive Order #10834,
AND, 2007 WISCONSIN ACT 166.
SECTION 1. 1.14 of the statutes is created to read:
1.14 Display of flag at public buildings, structures, and facilities. (1) In this section:
(a) “Local governmental unit” has the meaning given in s. 16.97 (7).
(b) “State agency” has the meaning given for “agency” under s. 16.70 (1e).
(c) “State authority” has the meaning given for “authority” under s. 16.70 (2).
(2) Each state agency, state authority, and local governmental unit shall ensure that each United States flag that is
displayed at each building, structure, or facility that is owned or occupied entirely by the agency, authority, or unit is
manufactured in the United States.
3.1.5 Wisconsin Flag specifications shall comply with State Statute #1.08.
(1) The Wisconsin state flag consists of the following features:
1.08(1)(a) Relative dimensions of 2 to 3, hoist to fly.
1.08(1)(b) A background of royal blue cloth.
1.08(1)(c) The state coat of arms, as described under s. 1.07, in material of appropriate colors, applied on each side
in the center of the field, of such size that, if placed in a circle whose diameter is equal to 50% of the hoist, those
portions farthest from the center of the field would meet, but not cross, the boundary of the circle.
1.08(1)(d) The word "WISCONSIN" in white, capital, condensed Gothic letters, one-eighth of the hoist in height,
centered above the coat of arms...
1.08(1)(e) The year "1848" in white, condensed Gothic numbers, one-eighth of the hoist in height, centered below
the coat of arms, midway between the lowermost part of the coat of arms and the bottom edge of the flag.
1.08(1)(f) Optional trim on the edges consisting of yellow knotted fringe.
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3.2
PERFORMANCE AND SUPPORT REQUIREMENTS
3.2.1
Catalog
Bidder shall have a paper catalog or paper price list of products, available on request to authorized endusers at no cost, which include the Bid Price Sheet items. A hard copy of Bidder’s paper catalog or paper
price list shall accompany the submittal of the bid response.
3.2.2
Invoicing
The Vendor shall not invoice service fees or additional costs to authorized end-users. There shall be no
additional charges, including but not limited to: minimum order, shipping (except flagpoles and requested
rush deliveries), fuel, pallet, energy fees or surcharges added to contract invoices.
Invoices presented for payment shall 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.
3.2.3
Guarantee
Vendor shall guarantee its products to be free from defects in materials and workmanship, given normal
use and care, over the manufacturer’s warranty period. Vendor shall replace or repair without charge
(including shipping) to authorized users any product that proves to be defective within warranty period.
4.0
SPECIAL TERMS AND CONDITIONS OF BID
4.1
ORDERS
Bidder shall have the ability to accept orders via: telephone, fax, and email.
Emergency or rush deliveries requiring special shipping and handling shall be at authorized end-users expense,
with prior written (email) approval. Rush delivery that occurs as a result of Vendor’s error shall be at no charge
to end-user.
4.2
DELIVERY/SHIPPING REQUIREMENTS
Delivery of items on this procurement is required to be made to any location within the State of Wisconsin.
Delivery of product shall be made to end users within 7 days of receipt of order. If product shall take more than
7 days to deliver, vendor shall make end user aware of longer delivery time at receipt of order.
All shipments shall be FOB Destination, Freight Prepaid by Vendor. Vendor is responsible for filing and
expediting all freight claims with carrier. NOTE: Flagpoles shall be freight prepaid and added (end-user shall pay
shipping) FOB destination. (Vendor is responsible for filing and expediting all freight claims with carrier).
The flags and commodities of this contract shall be packaged in standard containers to ensure acceptance by
common or other carriers for safe and secure delivery to end-users. The State of Wisconsin encourages use of
recycled or reusable packaging material in all shipments.
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4.3
SHIPMENTS, DUPLICATES AND OVER SHIPMENTS
Upon notification by the Department of Administration of a duplicate or over shipment, goods shall be
removed at the Contractor's expense. If such goods are not removed within thirty (30) business days of receipt
of written notification from the Department of Administration, the Department of Administration shall dispose
of them at its discretion and shall not be held liable for the cost. Vendor shall pay shipping charges and no
restocking/return fees are allowed.
4.4
RETURN POLICY FOR DEFECTIVE OR DAMAGED GOODS
Upon notification by the Department of Administration of defective or damaged goods, goods shall be removed
at the Contractor's expense. Contractor shall provide a Returned Merchandise Authorization (RMA) with prepaid shipping label. Credit shall be posted to the agency account within 30 days of notification. Vendor shall
pay shipping charges and no restocking/return fees are allowed.
If no RMA is provided, and if such goods are not removed within thirty (30) business days of receipt of written
notification from the Department of Administration, the Department of Administration shall dispose of them at
its discretion and shall not be held liable for the cost.
4.5
NEW AND DISCONTINUED ITEMS
Contractor shall notify the Department of Administration within thirty days of an item being discontinued.
Replacement or substitute items shall have a cost not to exceed the discontinued item.
New items may be added to the contract with prior written approval of the contract manager.
4.6
REPORTING
Quarterly Reports: Awarded vendor(s) shall submit a quarterly sales report, due on July 30, October 30, January
30 and April 30, for all contract transactions that took place the previous quarter. Data fields in this report shall
include:
State Agency/Institution/Campus Purchases
o
o
o
o
o
o
o
o
State Agency/Institution/Campus name
Purchase order number/Name
Product description
Unit of measure
Quantity ordered
Price each
Extended price
Total quarterly state spend
Municipality Reporting:
o
o
Municipality (School district, county, city, etc.) name
Total quarterly spend by municipality
Itemized purchase information (product, price, etc.) is not required for municipal accounts.
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4.7
PAYMENT TERMS
Vendor shall accept payment from authorized end-users by check, electronic funds transfer or with the state’s
procurement card (P-Card).
Payment shall not be made until the product is determined to meet all specifications, requirements and
deliverables and has been accepted by ordering agency.
The State of Wisconsin normally shall 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 shall 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.
A good faith dispute creates an exception to prompt payment.
4.8
CERTIFICATES OF INSURANCE
Upon request by the State of Wisconsin, the Bidder shall provide copies of insurance policies and/or insurance
certificates in effect during this contract. The insurance policies shall be issued by an insurance company
licensed to do business in the State of Wisconsin, with a minimum AM Best rating of A- unless otherwise
approved in writing by the State’s contract administrator and the signature of an authorized agent.
The policies and/or certificates shall be submitted to the State upon request, for annual review and/or when
insurance coverage(s) or providers are changed. In the event the Contractor’s required insurance policies in
effect during this contract are modified or cancelled, Contractor shall immediately provide notice to the State of
Wisconsin.
4.9
CANCELLATION AND TERMINATION
4.9.1
TERMINATION FOR CAUSE
The State may terminate this Contract after providing the Contractor with thirty (30) calendar
day 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 this Contract after providing the
State ninety (90) calendar days’ notice of the State’s right to cure a failure of the State to
perform under the terms of this Contract.
Upon the termination of this 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.
4.9.2
TERMINATION FOR CONVENIENCE
Either party may terminate this Contract at any time, without cause, by providing a written
notice; the State by providing at least thirty (30) calendar days’ notice to the Contractor, and
the Contractor providing at least ninety (90) calendar days’ notice to the State in advance of the
intended date of termination.
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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.
4.9.3
4.9.4
CONTRACT CANCELLATION
The State reserves the right to cancel this Contract in whole or in part without penalty if the
Contractor:
 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 non-discrimination or affirmative action plan as required here in
 Fails to follow the non-discrimination 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 this Contract
 Fails to maintain the confidentiality of the State’s information that is considered to be
Confidential Information, proprietary, or containing Personally Identifiable Information
 Contractor performance threatens the health or safety of a State employee or State
customer.
NEWS RELEASES
News releases by proposers, 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.
12
RFB #28193-DT
5.0
PRICING STRUCTURE & PRICE SHEET INSTRUCTIONS




Pricing shall be entered on ATTACHMENT B – COST SHEET, for each lot the bidder is prepared to offer.
Bidders shall enter: Vendor Part #, Price Each, Extended Price and Lot Totals.
Sign your Company name at the bottom of each Cost Sheet. Please check your computations for
accuracy.
OPTIONAL: Bidders may enter the % Discount off Catalog pricing. If vendor chooses to offer a discount
from a Catalog, the catalog (or discounted price list) shall be included in the bid response as a separate
document.
5.1
METHOD OF BID
REQUIRED
For each lot on Attachment B – COST SHEET that the Bidder is prepared to provide, the Bidder shall submit a
price each and an extended price. Bidder shall also sum the extended prices to obtain the Lot Total. Pricing for
a lot shall include a price for every item in the lot. Failure to bid every item in a lot shall disqualify the lot. Bid
prices shall include all packing, freight, insurance charges and installation/operation manuals. Prices shall be in
U.S. dollars unless otherwise indicated. In the event of errors in calculation, unit price shall prevail.
OPTIONAL
Bidders may also offer a discount/s from a complete catalog or price list. The discount will not be factored into
the Bid Award. Bidders shall supply a catalog, or price list, with their bid response and indicate either percent
discount per item/category, or indicate pricing for each item offered. Pricing and/or percent discount shall
remain firm for the initial term of the contract. Bidders will be able to provide catalog items to end users
provided those items are not included in a Lot awarded to another Bidder.
WISBuy
WISBuy is not a required component of this RFB and Bidder response to this question will not be factored into
the Bid Award. WISBuy is the State of Wisconsin’s e-procurement Web site where state employees,
municipalities, and universities can purchase and compare pricing through online catalog shopping. Bidders
who are interested in having their products available on the State of Wisconsin’s WISBuy website should
indicate Yes on Attachment A – Bidder Response Form under the Optional Requirements Section. If awarded a
contract, vendors who indicated Yes on Attachment A – Bidder Response Form will be contacted by a member
of the State’s WISBuy team to further discuss possible implementation on the site.
5.2
FOB DESTINATION, FREIGHT PREPAID AND ALLOWED
Delivery shall be made by common carrier or Bidder's vehicle, with unloading to be performed by the carrier or
Bidder and carton(s) transported to the interior or ground floor. Bid prices shall include all packing, freight,
insurance charges and installation/operation manuals. NOTE: Flagpoles shall be freight prepaid and added (enduser shall pay shipping) FOB destination. (Vendor is responsible for filing and expediting all freight claims with
carrier).
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RFB #28193-DT
Failure to bid FOB DESTINATION, FREIGHT PREPAID AND ALLOWED in the Bid price or discount shall disqualify
the Bid.
5.3
PRICE SHEET INSTRUCTIONS
Bidders shall complete the attached Price Sheet(s). Bidders may not alter the Price Sheet in any manner unless
instructions on the Price Sheet indicate otherwise. ALTERNATE PRICING FORMATS SHALL NOT BE ACCEPTED,
AND MAY RESULT IN DISQUALIFICATION OF THE BID.
OPTIONAL: Bidders may also bid a discount/s from a complete catalog/price list. Bidders shall supply a price list
with their bid response and indicate either percent discount per item/category, or indicate pricing for each item
offered. Pricing and/or percent discount shall remain firm for the initial term of the contract.
5.4
REQUESTING PRICE ADJUSTMENTS
Pricing and/or optional discounts submitted on this bid shall remain firm for the first term of the contract (three
years). Prior to any renewal date, vendor may request one increase annually, subject to review by the Bureau
of Procurement. Any price increase request, after the initial three year term, shall be submitted in writing,
along with justification, not more than 60 days, nor less than 30 days prior to a renewal date.
Any price increases shall be limited to direct cost increases to the contractor which are demonstrated to be
industry wide. Full documentation of such increases shall be submitted with the request for price increase
submittal. The State may accept, negotiate or reject any requested price increases.
Should the State reject the request for increase, the contractor may elect to cancel the contract, provided the
State is notified in writing 90 days prior to the cancellation date.
Any price decreases from the manufacturer or supplier that are passed through to the Bidder are required to be
passed to the Agency within 30 days of the effective date of the price decrease.
6.0
6.1
BID PROCEDURE AND INSTRUCTIONS
CALENDAR OF EVENTS
Listed below are important dates and times by which actions related to this Request for Bid shall be completed.
In the event that the Department of Administration finds it necessary to change any of these dates and times
(except estimated dates and times), it shall do so by posting an amendment to this RFB on VendorNet.
DATE
EVENT
Date of Issue of the RFB.
Date Questions Due
Responses to Questions Posted to VendorNet
Bids Due from Bidders
Anticipated Award Date
Contract Start Date
March 3, 2015
March 9, 2015 2:00 PM CST
March 11, 2015 (approximate)
March 23, 2015 2:00 PM CST
March 26, 2015
April 1, 2015
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RFB #28193-DT
Bidders are expected to raise any questions, exceptions, or additions they have concerning the RFB document
by March 9, 2015 2 pm CST. If at any time prior to the bid due date, a Bidder discovers any significant
ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB, the Bidder shall immediately
notify the Department of Administration representative named below of the issue in writing and request
modification or clarification of the RFB document.
Email is the preferred method of written contact: Please email to: [email protected] --or —
FAX: 608 267-0600.
USPS ADDRESS
COMMON CARRIER ADDRESS
Department of Administration
Bureau of Procurement
P.O. Box 7867
Madison, WI 53707-7867
Department of Administration
Division of Enterprise Operations
101 E. Wilson St., 6th Floor
Madison, WI 53703-3405
Attn: David Teske, contract manager
Attn: David Teske, contract manager
All communication and/or questions on all matters regarding this Bid shall be made in writing or email, and
refer to Request for Bid # 28193-DT and be directed to the Contract Manager: David Teske.
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 shall be posted on VendorNet (http://vendornet.state.wi.us ).
All contact or communication with any employee or officer of the State of Wisconsin concerning this RFB,
except the contract manager is strictly prohibited during the period from the date this RFB is released until the
date the notice of intent to award is issued. The contract manager may authorize in writing contact or
communication with another state employee or officer as circumstances may dictate. Prospective Bidders who
hold a current contract with the Department of Administration may continue to communicate with the
Department of Administration Contract Administrator regarding the performance of that current contract only.
6.3
REASONABLE ACCOMMODATIONS
Upon request, the Department of Administration shall provide reasonable accommodations, including the
provision of informational material in an alternative format, for qualified individuals with a disability. If
accommodations are needed at a Bid opening or Bidders’ Conference, please contact: David Teske, 608 2649590, [email protected] .
6.4
VENDORNET REGISTRATION
Registration on the State of Wisconsin’s VendorNet System (http://vendornet.state.wi.us ) is available free of
charge to all businesses and organizations that wish to sell commodity and services to the State. By registering
on VendorNet, a Bidder may register for a bidders list for any commodity or service the Bidder is interested in
providing to the State. VendorNet also provides automatic email notification each time a Procuring State
Agency, including University of Wisconsin System campuses, posts a Request for Bid with an estimated value
over $50,000 in their designated commodity and or service area(s). Only registered Bidders with a valid email
address at the time an RFB is posted shall receive email notifications of amendments. Bidders who obtain the
RFB from a third party, through the State of Wisconsin Public Notices website or by any other means assume
responsibility for checking for updates to the RFB.
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RFB #28193-DT
6.5
PRE-BID SITE VISIT
No pre-bid site visit shall be held.
6.6
BIDDER CONFERENCE
A Bidder’s Conference shall not be held.
6.7
SUBMITTING A BID
Bidders shall submit an original signed Bid, marked as stated below, and one (1) hard copies AND one (1)
electronic copy of all materials required for acceptance of their Bid by the deadline shown on the Request for
Bid (DOA-3070) form to:
USPS ADDRESS
Department of Administration
Bureau of Procurement
P.O. Box 7867
Madison, WI 53707-7867
Attn: David Teske, contract manager
COMMON CARRIER ADDRESS
Department of Administration
Division of Enterprise Operations
101 E. Wilson St., 6th Floor
Madison, WI 53703-3405
Attn: David Teske, contract manager
All Bids shall be received and time-stamped at the above location no later than March 23, 2015, 2:00 pm, CT.
Bids not time-stamped shall be considered late and rejected. Receipt of a Bid by the State mail system does
not constitute receipt of a Bid by the State Bureau of Procurement.
All Bids shall be packaged, sealed in a box or envelope and clearly marked with the following information on the
outside of the package:
Bidder Name and Address
RFB Title
RFB Number
RFB Due Date and Time
(Your name and address)
Flags
RFB #28193-DT
March 23, 2015, 2:00 pm CT
Hand Delivered Bids
The Department of Administration, at 101 E. Wilson St. in Madison, has building security policies and
procedures. There is a security checkpoint at the first floor lobby. All visitors shall be required to provide
current identification and sign in for a visitor’s pass. Security personnel shall call the intended procurement
specialist prior to the visitor being allowed to proceed to their destination in the DOA building. This means
Bidders shall have the procurement specialist’s name to allow the security guard to place a call to the
procurement specialist. The Bidder shall allow ample time to clear security before reaching the Bureau of
Procurement office to obtain the required bid time-stamp. The State is not responsible for deliveries that do not
reach the Bureau of Procurement office by the required due date and time.
6.8
FAXED BIDS
Faxed Bids shall NOT be accepted, and shall be rejected.
16
RFB #28193-DT
6.9
EMAILED BIDS
E-mailed Bids shall NOT be accepted, and shall be rejected.
6.9
FORMAT OF BID RESPONSE
Bidders responding to this RFB shall comply with the following format requirements:
Required Forms
1.
2.
3.
4.
5.
6.
7.
Request for Bid Form DOA-3070 (bid cover page, shall be signed and returned with bid.)
Attachment A – Bidder Response Form
Attachment B – Cost Sheet
Appendix 1 - Vendor Information Form (DOA-3477)
Appendix 2 - Vendor Reference Data Sheet Form (DOA-3047)
Appendix 3 - Designation of Confidential and Proprietary Information Form (DOA-2027)
Appendix 4 - Vendor Agreement for Wisconsin’s Cooperative Purchase Service (DOA-333)
Required Samples
 See Section 7.5
Optional Forms
 Catalog/Price List
Any alteration of the Bid forms or Appendices is prohibited and shall result in rejection of the Bid.
6.10
INCURRING COSTS
Neither the State of Wisconsin nor the Department of Administration is liable for any costs incurred by the
Bidder in responding to this RFB.
7.0
BID ACCEPTANCE AND AWARD
7.1
BID OPENING
A public Bid opening shall be held March 23, 2015 2:00 PM CST at 101 E. Wilson St., 6th floor, Madison,
Wisconsin. The names of all Bidders may be read aloud at that time.
7.2
BID REVIEW
All Bids shall be reviewed by the Department of Administration’s Contract Manager to ensure compliance with
submittal requirements. The Department of Administration shall be the sole judge as to Bidders’ compliance
with the Bid instructions.
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RFB #28193-DT
7.3
BID ACCEPTANCE
Bids that do not comply with Mandatory Requirements or Mandatory Specifications shall be rejected. Bids that
do not comply with Special Terms and Conditions of Bid may be rejected. The Department of Administration in
its sole discretion retains the right to accept or reject any or all Bids, or accept or reject any part of a Bid, if
deemed to be in the best interest of the State.
7.4
METHOD OF AWARD
The Bid Award(s) will be made on the basis of the lowest responsive, responsible Bidder. Prices Bid must be in
US dollars unless otherwise indicated. Bids that require a specific quantity or dollar amount will be disqualified.
In the event of Bidder error in calculation, unit price shall prevail in award.
The State intends to award to one Primary contractor and Secondary contractor by Lot, to ensure adequate
coverage for the entire State. The Primary Bidder will be the bidder with the lowest Lot Total and the Secondary
Bidder will be the Bidder with the second lowest Lot Total. DOA reserves the right to award to a single Primary
or a Primary and a Secondary Bidder by Lot whichever is judged to be in the best interest of the State. The
State is the sole determinant of its best interests.
7.5
SAMPLES
REQUIRED SAMPLE
Bidder shall submit two samples at no cost to the Department of Administration in order to verify product
compliance with the Bid Specifications.
Samples shall be delivered with, and as part of the bid response, to verify product compliance with the Bid
Specifications. Bidders shall ship to the Bureau of Procurement, at no cost, two flags (one 3’ x 5’ nylon, U.S. flag
and one 3’ x 5’ nylon, Wisconsin flag).
Samples shall be clearly labeled as "sample" and shall be identified with the Bidder's name, the RFB number,
due date and Bid Item number.
All samples provided by the Bidder shall be reviewed by the Department of Administration in an identical
manner in order to verify product compliance with the Bid Specifications. If the furnished flags meet the
required criteria for specifications and quality (as evaluated by members of the Department of Veterans Affairs
Military Honors Program), these flags shall become the property of the State of Wisconsin and shall represent
the standard of all flags sold on this contract.
Samples NOT meeting Bid Specifications shall be rejected and the Bid shall be disqualified. The Department of
Administration shall be sole judge of sample compliance with the Bid Specifications.
The Department of Administration shall retain the sample(s) submitted by the Successful Bidder. Once a sample
has been approved, the Bidder shall supply the Department of Administration with products of the same
quality, from the same manufacturer as the original samples submitted, for the duration of the contract.
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RFB #28193-DT
7.6
BIDDER REFERENCES
The Bid response shall include a completed Bidder Reference Form (DOA-3478) listing at least three names or
companies with whom the Bidder has done business similar in size and scope as required by this RFB within the
last three of years. For each organization listed, the Bidder shall include the company name, address, contact
person, email address and telephone number along with a brief description of the product or service that
formed the basis of the business relationship. The Department of Administration shall determine which
references to contact in order to assess the quality of the product or service.
7.7
USE OF SUBCONTRACTORS
The Contractor shall be responsible for the contract performance of its subcontractors. The contract shall be
between the Department of Administration and the awardee. The Contractor shall be responsible for its
subcontractors’ performance of the pertinent contract obligations including related Specifications, insurance
requirements and applicable regulations. The Bidder shall identify any potential subcontractor it intends to use
to provide the product or service it shall provide if awarded the contract. All subcontractors shall be approved
in writing by the Department of Administration. Any proposed substitution of an approved subcontractor shall
be submitted in writing to the Department of Administration 30 days prior to implementation of the
substitution, and include the substitute’s qualifications, the reason for the change, and the intended effective
date of the substitution. Failure to notify the Department may result in cancellation of the contract without
notice and without penalty to the State.
7.8
SUPPLIER DIVERSITY
7.8.1
MINORITY-OWNED BUSINESS ENTERPRISE
Minority-owned business enterprises (MBEs) are certified by the Wisconsin Department of Administration.
This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-DiversityProgram. The State of Wisconsin is committed to the promotion of MBEs in the State's purchasing
program. Wisconsin statutes provide for a permissive 5% price preference for certified MBEs that compete
for State contracts. This means that State agencies may make an award to the MBE submitting the lowest
qualified bid when that qualified bid is not more than 5% higher than the apparent low bid. (A MBE Bidder
preference shall not be considered on a printing or stationery procurement.) Policy provides that MBEs
shall have the maximum opportunity to participate in the performance of its contracts. The Contractor is
strongly urged to use due diligence to further this policy by awarding subcontracts to MBEs or by using such
enterprises to provide commodities and services incidental to this agreement.
The Contractor shall furnish appropriate quarterly information about its efforts, including the identities of
such businesses certified by the Wisconsin Supplier Diversity Program, their contract amount, and spend for
each period to the Department of Administration.
A listing of certified MBEs, as well as the services and commodities they provide, is available at:
https://wisdp.wi.gov/search.aspx.
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RFB #28193-DT
7.8.2
VETERAN-OWNED BUSINESS
The State Bureau of Procurement encourages the participation of veteran-owned businesses (VBs) in the
statewide purchasing program by inviting VBs to actively solicit public purchasing business and by reducing
undue impediments to such participation. VBs are certified by the Department of Veterans Affairs (DVA).
Applicants shall complete a Veteran-owned Business Request for Certification form (WDVA 1037). Contact
the DVA at: http://dva.state.wi.us . There is no price preference for certified VBs that compete for State
contracts.
7.8.3
DISABLED VETERAN-OWNED BUSINESS
Disabled veteran-owned businesses (DVBs) are certified by the Wisconsin Department of Administration.
This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-DiversityProgram. The State of Wisconsin is committed to the promotion of DVBs in the State's purchasing
program. Wisconsin statutes provide for a permissive 5% price preference for certified DVBs that compete
for State contracts. This means that State agencies may make an award to the DVB submitting the lowest
qualified bid when that qualified bid is not more than 5% higher than the apparent low bid. (A bidder
preference shall not be considered on a printing or stationery procurement.) Policy provides that DVBs
shall 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
DVBs or by using such enterprises to provide commodities and services incidental to this agreement.
The supplier/contractor shall furnish appropriate quarterly information about its efforts, including the
identities of such businesses certified by the Supplier Diversity Program and their contract amount.
A listing of certified DVBs, as well as the services and commodities they provide, is available at:
https://wisdp.wi.gov/search.aspx.
7.8.4
WOMAN-OWNED BUSINESS ENTERPRISE
Woman-owned business enterprises (WBEs) are certified by the Wisconsin Department of Administration.
This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-DiversityProgram.
State certified WBEs are able to provide both governmental entities and private companies with a credible
recognition of the business’ ownership. The WBE certification may serve as an additional marketing tool
when seeking contract opportunities with entities that place a value on having a diverse supplier base.
There is no price preference for certified WBEs that compete for State contracts.
A listing of certified WBEs, as well as the services and commodities they provide, is available at:
https://wisdp.wi.gov/search.aspx.
7.9
AWARD NOTIFICATION
All Bidders who respond to this RFB with a Bid shall be notified in writing of the Agency’s intent to contract.
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RFB #28193-DT
8.0
REQUIRED FORMS
The following is a list of forms pertaining to this RFB. An “X” preceding the form indicates that it shall be
completed and returned with the Bid response.
X
X
X
X
X
X
X
9.0
Request for Bid (bid cover sheet)
Appendix 1 -Vendor Information
Appendix 2 -Bidder Reference form
Appendix 3-Designation of Confidential and Proprietary Information
Appendix 4 -Vendor Agreement-Wisconsin’s Cooperative Purchasing
Service
ATTACHMENT A – Bidder Response Form
ATTACHMENT B – COST SHEET
DOA-3070
DOA-3477
DOA-3478
DOA-3027
DOA-3333
STATE OF WISCONSIN SAMPLE CONTRACT FORM
The intended result of this RFB is to enter into a contractual agreement with the selected Bidder. The State uses
one of two contract forms depending on whether commodities or services are being procured. The appropriate
commodity or service contract form has been attached as Appendix XX. These forms contain both Standard
Terms and Conditions that are required in all State of Wisconsin contracts (i.e. “Nondiscrimination” and
“Prompt Payment” clauses), and other common terms and conditions utilized in state contracts. In addition
these contract forms specifically incorporate by reference all of the mandatory requirements and Specifications
of Bid Sections:
3.0 (Mandatory Bid Requirements),
4.0 (Conditions Specific to this Bid), and
5.0 (Pricing Structure).
If the Department of Administration, in its sole discretion, determines that it is in the best interests of the State
to do so, it may agree with the selected Bidder to negotiate some of the contract terms or the special
conditions of the Bid.
However, such negotiations may not affect the method of award, disadvantage another Bidder or affect the
scope of the Bid.
As with any contract, once executed, both parties shall be expected to meet and perform all of its respective
contract obligations. Failure to do so shall subject that non-performing party to various contract remedies.
The STATE OF WISCONSIN SAMPLE CONTRACT FORM is found at APPENDIX 5.
21
RFB #28193-DT
Attachment A - BIDDER RESPONSE FORM
RFB #28193-DT
MANDATORY SECTION - QUALIFICATIONS AND REQUIREMENTS
Bidder shall supply the requirements listed. Bidders shall submit the following table with a response in the form of a
check in one box for each criterion indicating “Yes” or “No”. A check indicating “Yes” certifies that the Bidder is fully
capable of providing the service or qualification described. Bids without a response for each requirement, or a “No”
response in any category of the Mandatory Requirements Section, shall be rejected. Awarded Contractor shall be able to
answer “Yes” to all requirements.
RFB
Section
2.0
2.0
3.1
3.1
3.1
4.2
3.2.2
Mandatory Requirement Description
YES
NO
Your company an authorized dealer or distributor of a flag manufacturer and will you
provide documentation, upon request, verifying that such a business relationship exists?
You shall allow a site visit, upon request, to your business address by Department of
Administration personnel?
All items sold on this contract shall be new?
All United States flags sold on this contract shall comply with the specifications of Federal
Executive Order #10834?
All Wisconsin flags sold on this contract shall comply with the specifications of State of
Wisconsin Statue # 1.08?
Your company shall comply with all delivery requirements.
Invoicing and Billing shall comply with all requirements.
You have included one original, one copy and one electronic copy of your pricing?
OPTIONAL SECTION – Responses to this Section are not required and will not be factored into the Bid Award.
Optional Questions
Bidder may respond either yes or no. Response shall not be factored into the Bid Award.
YES
Are you offering a discount from catalog pricing, and included a catalog or price list with your response?
Are you interested in having as e-commerce site listed on the State of Wisconsin’s WISBuy website?
WISBUY
I certify that the information I have provided in this bid is true, and I understand that any false, misleading, or missing
information shall disqualify the bid.
Company Name: __________________________________________________________
Bidder’s Name and Title: ____________________________________________________
Bidder Signature: ____________________________________________ Date: ________________
22
NO
RFB #28193-DT
Attachment B - Cost Sheet
1 of 4
The estimated quantities listed for each flag represent the amount purchased on Flag Contract #15-35070-500,
from July 1, 2013 thru June 30, 2014, and are used for award purposes only. The State of Wisconsin offers no
minimum volume commitment for the contract resulting from this bid.
Vendor Part #, Price Each, Extended Price and Lot Totals, are to be filled in by Bidder. Bidders have the option to
offer a % Discount off Catalog. Sign your Company name at the bottom of each Bid Price Sheet. Please check
your computations for accuracy.
Lot 1 - United States Flag - Nylon
100% heavyweight (200 denier) nylon with embroidered stars and double stitched seams with color matching
thread. Sun and rain fast dyed, heavy canvas heading with strong full size brass grommets. Fly end hems lock
stitched with four rows in sizes 3’ x 5’ and up, and then back stitched and bar tacked.
Vendor Part #
Size
2' x 3'
3' x 5'
4' x 6'
5' x 8'
6' x 10'
* 8' x 12'
Estimated Qty.
57
6368
300
649
82
15
Price Each
* Appliqued Stars and
Rope Heading
Extended Price
Lot 1 Total:
Lot 2 - United States Flag - Polyester (Poly-Max or equivalent)
100% two-ply polyester with embroidered stars and double stitched seams with color matching thread. Open
weave construction. Sun and rain fast dyed, heavy canvas heading with strong full size brass grommets. Fly end
hems lock stitched with four rows, and then back stitched and bar tacked.
Vendor Part #
Size
4' x 6'
5' x 8'
15' x 25'
Estimated Qty.
58
50
4
Price Each
Extended Price
Lot 2 Total:
Lot 3 - United States Flag Presentation Set
Complete mounted presentation set. Set includes 100% nylon fringed U.S. flag with pole header,
Polished hardwood pole (oak) with brass screw joint, golden eagle pole ornament, tassel and
Cord and 16 pound American beauty cast iron gold painted base. (This price is requested for
Informational purposes only and shall not be considered as a basis for award.)
Vendor Part #
Size
Estimated
Qty.
3' x 5'
25
Price Each
Company Name:
23
Extended Price
RFB #28193-DT
Attachment B - Cost Sheet
2 of 4
Lot 4 - United States Miniature Flag
100% rayon, miniature, unfringed, mounted on ebonized staff dowel with gilt spearhead. Pole
Shall be 10” long with a diameter of 3/16”. Flag shall be stapled to the dowel. (This price is requested for
Informational purposes only and shall not be considered as a basis for award.)
Vendor Part #
Size
Estimated
Qty.
4” x 6”
312
Price Each
Extended Price
Lot 5 - Wisconsin Flag - Nylon
100% heavyweight (200 denier) nylon with color matching thread. Sun and rain fast dyed, heavy canvas heading
with strong full size brass grommets. Fly end hems lock stitched with four rows in sizes 3’ x 5’ and up, and then
back stitched and bar tacked.
Vendor Part #
Size
2' x 3'
3' x 5'
4' x 6'
5' x 8'
6' x 10'
8' x 12'
10' x 15'
Estimated Qty.
111
1655
163
110
16
4
5
Price Each
Extended Price
Lot 3 Total:
Lot 6 - Wisconsin Flag Presentation Set
Complete mounted presentation set. Set includes 100% nylon fringed U.S. flag with pole header,
Polished hardwood pole (oak) with brass screw joint, golden eagle pole ornament, tassel and
Cord, and 16 pound American beauty cast iron gold painted base. (This price is requested for
Informational purposes only and shall not be considered as a basis for award.)
Vendor Part #
Size
Estimated
Qty.
3' x 5'
24
Price Each
Extended Price
Lot 7 - Wisconsin Miniature Flag
100% rayon, miniature, unfringed, mounted on ebonized staff dowel with gilt spearhead. Pole
Shall be 10” long with a diameter of 3/16”. Flag shall be stapled to the dowel. (This price is requested for
Informational purposes only and shall not be considered as a basis for award.)
Vendor Part #
Size
Estimated
Qty.
4” x 6”
1396
Price Each
Company Name:
24
Extended Price
RFB #28193-DT
Attachment B - Cost Sheet
3 of 4
Lot 8 - POW/MIA Flags – Nylon - Double Faced
100% regular weight nylon, white on black background. The seal is screen printed and then appliquéd onto the
black background. Sun and rain fast dyed, heavy canvas heading with strong full size brass grommets. Fly end
hems lock stitched with four rows, and then back stitched and bar tacked.
Vendor Part #
Size
3' x 5'
4' x 6'
5' x 8'
6' x 10'
8' x 12'
Estimated Qty.
86
13
12
1
7
Price Each
Extended Price
Lot 4 Total:
Lot 8 - POW/MIA Flags – Nylon - Double Faced
100% regular weight nylon, white on black background. The seal is screen printed and then appliquéd onto the
black background. Sun and rain fast dyed, heavy canvas heading with strong full size brass grommets. Fly end
hems lock stitched with four rows, and then back stitched and bar tacked.
Vendor Part #
Size
3' x 5'
4' x 6'
5' x 8'
6' x 10'
8' x 12'
Estimated Qty.
86
13
12
1
7
Price Each
Extended Price
Lot 4 Total:
Lot 9 - Branch of Service Flags – Nylon – 6’ x 10’ Single Faced
100% regular weight nylon. Sun and rain fast dyed, heavy canvas heading with strong full size brass grommets.
Fly end hems lock stitched with four rows, and then back stitched and bar tacked.
Vendor Part #
Branch of Service
Army
Marine
Navy
Air Force
Coast Guard
Estimated Qty.
1
4
5
1
1
Price Each
Lot 5 Total:
Company Name:
25
Extended Price
RFB #28193-DT
Attachment B - Cost Sheet
4 of 4
Lot 10 – 3 x 5’ Sleeve-over flag with fringe
100% two-ply polyester with embroidered stars and double stitched seams with color matching thread. Open
weave construction. Sun and rain fast dyed, heavy canvas heading . Fly end hems lock stitched with four rows,
and then back stitched and bar tacked.
Vendor Part #
Branch of Service
US
Wisconsin
POW/MIA
Army
Marine
Navy
Air Force
Coast Guard
Estimated Qty.
8
12
3
1
4
5
1
1
Price Each
Lot 5 Total:
% Discount off Vendor Catalog, or
Price List
% Discount off Catalog
Price List Attached
Yes
No
Company Name:
26
Extended Price
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