State of Wisconsin
Wis. Statutes s.16.75
DOA-3070 N(R05/93)
No bid now. Retain on bidder list. (Return this page only.)
Remove from bidder list. (Return this page only.)
Instructions: This request for bid form must be completed, typed or in ink, signed and returned.
UW-Eau Claire
Purchasing Department
105 Garfield Avenue, S103
Eau Claire, WI 54702-4004
715-836-5171 FAX 715-836-4653
Bid samples, etc., must be submitted separately and identified with the bid number and due date.
Only one bid per envelope. Any bid opened inadvertently as a result of not being properly and
clearly marked is subject to rejection. All correspondence must reference the bid number.
Unless otherwise noted, public openings will be on the date and time specified. Award(s), if any,
will be made as soon thereafter as possible. The bid abstract will be on file and is open to public
inspection only after award determination has been made.
Bids must be received by the Purchasing Dept. All bids must be time-stamped in by the Purchasing
Dept. prior to the stated opening time. Bids not so stamped will be considered late.
BIDDER (Name and Address)
Bids MUST be in this office no later than
June 9, 2011, 2:30 PM
Name (Contact for further information)
Penny Odell
May 25, 2011
Quote Price and Delivery FOB
X Fax bids are not accepted
and Unit
Per Unit
Request price quotation for furnishing rooms for student housing at
UW-Eau Claire for the fall semester, beginning approximately Aug.
21, 2011 and ending approximately December 23, 2011 with a
possible renewal for second semester. The exact number of rooms
required and the exact move-in and move-out date will not be
available until on or about August 15, 2011.
Please return Request for Bid form and Request for Price
Quotation sheet.
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 Development (DOD). If you have questions concerning the certification process, contact DOD, 8th Floor, 123 W. Washington Ave., Madison, Wisconsin 53702, (608) 267-9550. Does
Not Apply to Printing Bids
are a sheltered work center qualified under Wis. Stats. s. 16.752. Questions concerning the qualification process should be addressed to the Sheltered Work Center Program, State Bureau of Procurement,
 We
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.
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)
Signature of Above
Federal Employer Identification No.
Social Security No. if Sole
Proprietor (Voluntary)
1.1 Scope
The University of WI-Eau Claire would like to contract for student room rental for the first semester with an option to renew for
the second semester. Successful bidder must be within a relatively close proximity to the University.
1.2 Procuring and Contracting Agency
The University of WI-Eau Claire is issuing the Request for Bid. The contract resulting from this bid will be administered by
Chuck Major, Director of Housing & Residence Life.
1.3 Clarification and/or Revisions to the Specifications and Requirement
Technical questions regarding this service should be directed to Chuck Major at 715-836-5387. Other questions regarding this
solicitation should be directed to Penny Odell at 715-836-5171.
1.4 Contract Term and Cancellation
1.4.1 The contract shall be effective on or about August 21, 2011 and shall run for one (1) semester, with an option of the UW
and by mutual agreement of UW and contractor, to renew for the second semester.
1.4.2 The UW may discontinue the contract, in whole or in part, without penalty at any time due to reduction in the number of
1.4.3 The UW may cancel the contract for breach of any terms or condition of this contract or failure to perform as specified in
this contract and the successful proposer’s response.
1.4.4 The UW shall provide ten (10) calendar days written notice of contract breach and unless within ten (10) calendar days
such neglect has ceased and arrangements made to correct, the UW may cancel the contract by giving sixty (60) days notice
in writing by registered or certified mail of its intention to cancel the contract.
1.4.5 Should the UW breach any terms or provisions of the contract, the contractor may serve written notice on the UW setting
forth the alleged breach and demanding compliance with the contract. Unless within ten (10) calendar days after receiving
such notice, the allegation shall be contested or such breach shall cease and arrangements be made for corrections, the
contractor may cancel the contract by giving sixty (60) days notice, in writing, by registered or certified mail of its intention
to cancel the contract.
1.4.6 The contract shall be between the University of WI-Eau Claire and the successful proposer hereafter referred to as the
“contractor’ for the provision of student room rental according to the terms set forth therein. The contract may not be
assigned by either party. The UW reserves the right to immediately terminate the contract if it is assigned.
2.1 Payment Terms
The contractor shall invoice UW-Eau Claire for each room rented. The invoice should indicate the order number, invoice date,
room number and the institutions name.
The payment terms for properly submitted vendor invoices, will be within 30 days of receipt of the invoice at PO Box 4004, Eau
Claire, WI 54702-4004.
2.2 Indemnification
The contractor agrees to indemnify, defend and hold harmless the Board of Regents of the University of WI Systems, its officers,
employees and agents from and against any and all claims, losses, liability, costs or expenses (hereinafter collectively referred to
as “claims”) occurring in connection with or in anyway incidental to or arising out of the occupancy, use, service, operations or
performance of work in connection with the contract, but only to the extent that such claims are caused by the negligence,
misconduct or other fault of the contractor, its agents, employees, subcontractors or contractors.
Estimate 75 - 100 rooms, double occupancy, for the University of WI-Eau Claire beginning approximately August 21, 2011 and ending approximately on
December 23, 2011. The university reserves the right to increase or decrease this total depending on actual student count up to August 15, 2011.
Rooms will be tax exempt.
Each resident will assume all responsibility for personal belongings and personal well-being while residing at the motel. The University will notify all
residents/students of this stipulation.
A certificate of insurance is required according to Standard Terms and Condition 23.0. The certificate should be sent to Penny Odell, Purchasing.
The motel will also be responsible for keeping the premises in good repair, including locks and security devices.
Residents will return rooms to original condition or the University of WI-Eau Claire will be responsible for payment of damages. (Normal wear and tear
is expected.)
Current rules and regulations of the University of WI-Eau Claire residence halls will be enforced. The hotel will be provided with the rules.
Residents will park in designated parking areas and will clearly display tags identifying them as University cars. Hotel reserves the right to tow cars not
parked in designated areas.
The University of WI-Eau Claire will assume all financial responsibility for the installation of University phone lines and all bills incurred thereafter for
each line.
10. Additional hanging space, study space, dresser space, and lighting will be provided and moved in by the University of WI-Eau Claire and shall remain the
personal property of the University.
11. Residents will be provided with one set of bed linens to include pillow, bedspread, two sheets and two pillow cases. Clean sheets will be provided to
students once per week at a designated time when exchanged for soiled linens.
12. The motel will vacuum hallways and stairways twice per week. A vacuum cleaner will be available for resident’s use at all times.
13. Residents will inform the motel of any electrical, plumbing, or HVA problems through a written “work order” form. Maintenance will respond in a timely
14. Close proximity to the University will be considered an important factor in the motel selection. The motel selected will be on a city bus route.
15. Rooms need to open to inside hallway.
16. Students are to be housed separately in section away from regular hotel guests.
17. The motel will provide coin-operated washers and dryers.
The University Housing & Residence Life is seeking bids for approximately 75 - 100 rooms, double occupancy.
Daily cost per room
75 - 100 rooms:
Please list the last day the university may cancel the contract without penalty._____________________
Award will be based on room cost at the 75 - 100 room level, being able to meet the University requirements as stated in the Terms and Conditions and Special
Conditions included in bid and acceptable notification dates.
NOTE: If rooms are also needed for second semester are you able to provide the same amount? ________
Bids are due by June 9, 2011, 2:30 pm to Penny Odell, Purchasing, Room 103, Schofield Hall.
**Tied Bids---Award is made by a witnessed and documented drawing or by a witnessed and documented flip of
a coin.
Wisconsin Department of Administration
Chs. 16, 19, 51
DOA-3054 (R10/2005)
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 spec ifications 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.
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.
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.
DELIVERY: Deliveries shall be F.O.B. destination freight prepaid and included unless otherwise specified.
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.
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 s hall 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).
UNFAIR SALES ACT: Prices quoted to the State of Wisconsin are not governed by the Unfair Sales Act.
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.
METHOD OF AWARD: Award shall be made to the lowest responsible, responsive bidder unless otherwise specified.
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.
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.
A good faith dispute creates an exception to prompt payment.
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.
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 c osts shall include the
administrative costs.
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 AND COMPLIANCE: 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 duri ng 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.
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.
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 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.
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.
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.
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.
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.
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.
INSURANCE RESPONSIBILITY: The contractor performing services for the State of Wisconsin shall:
Maintain worker's compensation insurance as required by Wisconsin Statutes, for all employees engaged in the work.
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 contractor to comply with terms, conditions, and specifications of this contract.
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.
Vendors who have a delinquent Wisconsin tax liability may have their payments offset by the State of
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.
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.
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.
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 c ontract 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.
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.
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).
PROMOTIONAL ADVERTISING / NEWS RELEASES: Reference to or use of the State of Wisconsin, any of its departments, agencies or other
subunits, 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.
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.
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) 261-7577.
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.
DOA-3027 N(R09/96)
The attached material submitted in response to Bid/Proposal #PO-1200 includes proprietary and confidential information which qualifies as a trade secret, as provided in s.
19.36(5), Wis. Stats., or is otherwise material that can be kept confidential under the Wisconsin Open Records Law. As such, we ask that certain pages, as indicated below, of
this bid/proposal response be treated as confidential material and not be released without our written approval.
Prices always become public information when bids/proposals are opened, and therefore cannot be kept confidential.
Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s. 134.90(1)(c), Wis. Stats. as follows: "Trade secret" means information,
including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:
1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by,
other persons who can obtain economic value from its
disclosure or use.
2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.
We request that the following pages not be released
Page #
Failure to include this form in the bid/proposal response may mean that all information provided as part of the bid/proposal response will be open to examination and copying. The
state considers other markings of confidential in the bid/proposal document to be insufficient. The undersigned agrees to hold the state harmless for any damages arising out of the
release of any materials unless they are specifically identified above.
Company Name
Authorized Representative
Authorized Representative
Type or Print
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