16-5639 Amendment 1

16-5639 Amendment 1
University of Wisconsin - Madison
REQUEST FOR BID
AGENT: Marty Rostermundt
Questions regarding this bid – see Section 3.1
THIS IS NOT AN ORDER
For Submittal of Bid Instructions – see Section 1.
OFFICIAL SEALED
CONTRACT NUMBER: 16-5639
ISSUE DATE: 6/9/15
DUE DATE: 6/17/15
If NO BID (check here)
2:00 PM CDT
and return.
Bid prices and terms shall be firm for sixty (60) days
from the date of bid opening, unless otherwise specified
in this Request for Bid by the UW-Madison Purchasing
Services.
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.
DESCRIPTION
16-5639 / AMENDMENT #1 / Promotional Items for the Wisconsin School of Business
Amendment #1 issued to: answer questions from the suppliers and make changes to Section 5, on page 9, Attachment A,
5.2 on Page 15 and Attachment C on page 29 of 37.
If this amendment is not returned, it shall be assumed your original bid meets all conditions of the amendment.
All other terms and conditions remain the same. Please revise and submit your bid accordingly.
Please replace pages 9, 15 and 29 of 37.
In signing this bid, we have read and fully understand and agree to all terms, conditions and specifications and acknowledge
that the UW-Madison Purchasing Services bid document on file shall be controlling. We certify that we have not, either directly
or indirectly, entered into any contract 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 stated statement is accurate
under penalty of perjury. I certify that the information I have provided in this bid is true and I understand that any false,
misleading or missing information may disqualify the bid.
COMPANY NAME:
COMPANY STREET ADDRESS:
COMPANY CITY, STATE & ZIP:
SIGNATURE:
DATE :
TYPE OR PRINT NAME:
TITLE:
TELEPHONE NUMBER: (
)
FAX NUMBER:
EMAIL ADDRESS:
FEIN NUMBER:
DUNS #:
(
)
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
AMENDMENT #1
CONTRACT NO.: 16-5639
QUESTIONS AND ANSWERS
Answers to Questions Received Concerning Bid 16-5639, Promotional Items
for the Wisconsin School of Business
Q1. Freight prices in an online store are normally dependent on what they order and the weight of the items, and can
only be determined based on knowing what would be offered on the site and at what quantities. Would you want
to offer just 1 paper bag, or a set of 10? We just are unsure how to present this information to you to allow for
appropriate comparison.
A1. We understand the problem and to make this easier please disregard the freight costs in your pricing of the
individual products. Assume that we would ask you to stock and hold a minimum quantity and that the users
would be able to order with no minimums (we would agree to pay for the stocked items after agreed upon time
period if not purchased before). For pricing in this bid please use the quantity listed on the Itemized Bid List.
Q2. Promotional items also have set-up fees, but if the artwork does not change from one printing to the next, the fees
are often reduced. How should we account for these in an order?
A2. Please list both the initial set-up fee and what the set-up fee would be on subsequent orders.
Q3. Do you know the brand name for the fleece items? I know the polos are Antigua, but want to make sure that I am
providing the brand of fleece, so that everyone is on the same playing field. Please advise.
A3. We are not asking you to quote on brand names but on the specifications.
Q4. The RFP mentions the vendors must be UW licensees, to use the UW logo etc. Does that mean only vendors
who currently hold this licence are eligible to bid? OR Does that mean that vendors will need to acquire the
license after the award of the bid?
A4. Yes, the vendor must be licensed by the CLC to be eligible to bid.
Q5. What do you expect the ordering system to look like. Is there a website that the University currently uses, that we
could see for reference? Will these orders be placed in bulk or will the there be smaller orders placed throughout
the year?
A5. We do not have an ordering system at this time and our looking to vendors to give us ideas of what it might look
like. Some orders will be placed in bulk and others in smaller increments throughout the year.
Q6. I understand. The licensing process takes about 2 weeks. I am afraid that is past the June 17th deadline. Would
the UW - Madison accept our proposal with the pending license application?
Alternatively, the University could help us expedite the process. I have spoken to the Collegiate Licensing
Company and I was told that if the University requests CLC to put our company on top of the list, we could obtain
a license much faster. Would the University be willing to do that?
A6. We cannot accept the proposal pending the license application and I cannot ask the CLC to expedite the
process for a particular vendor as this would not be fair to all vendors.
Q7. Section 6.6 and 6.7
Would all items on Attachment C: Itemized Bid List be warehoused and available on demand?
A7. No, items that need to be warehoused and available on demand can be discussed with the vendor awarded, as to
which would be needed/appropriate.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 16-5639
AMENDMENT #1
QUESTIONS AND ANSWERS
Q8. Attachment B – Specifications
Printed Logo – Is it okay to use simply the Wisconsin School of Business text on small imprint areas, such as on
the Money Clip on page 21 and the Palmero USB Drive on page 22 in order to ensure legibility of all the text?
A8. No, however, an appropriately sized logo will be provided for each product to the awarded vendor. Some logos
may not include the, “University of Wisconsin – Madison” line.
Q9. Embroidered Logo – Is there a stitch count we should be quoting so that all the bids are consistent? 7,000
stitches versus 10,000 stitches will affect the item price.
A9. Please provide pricing for both 7,000 verses 10,000.
Q10. Attachment C – Itemized Bid List
When you order, do you plan to order the individual items quantities all at once or will the total quantity be
ordered throughout the year? For example, you have listed 250 small Gift Bags. Will you order all 250 at once
or will you plan to order 50 at a time, 5 times throughout the year?
A10. Each department, center, group, will order products as they’re needed, throughout the year. The quantities
listed are simply estimates, based on past yearly quantities ordered throughout the school.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
AMENDMENT #1
CONTRACT NO.: 16-5639
PAGE 9 OF 37
SECTION #5: PERFORMANCE AND CONTRACT REQUIREMENTS
5.1
Firm Prices and Discounts:
Pricing for this bid is in two categories. The first category is for specific items listed on Itemized Bid List. The
second category is for non-listed, related items from manufacturer's catalog or item list.
5.1.1
5.1.2
Specific Items Listed on Itemized Bid List:
5.1.1.1
For specific items listed on the Itemized Bid List, prices must remain firm for the initial contract
term. Prices established may be lowered due to general market conditions, or negotiations
between the University and Contractor.
5.1.1.2
Price increase requests proposed after the initial Contract term, along with an updated price
list, must be received by Purchasing in writing 60 calendar days prior to the effective date of
proposed increase for acceptance or rejection. Proposed price increases are limited to fully
documented cost increases submitted with the request. If Purchasing deems cost increases
are not acceptable, it reserves the right to rebid the contract in whole or part or to negotiate
price increase requests with the Contractor. An acceptance of the price list change will be in
the form of an amendment to the contract or a letter to the Contractor.
5.1.1.3
Price increases must be labeled with the contract number and be submitted in the same
format as the original Itemized Bid List. Any price increase requested that is not submitted in
the proper format may be rejected.
Non-Listed, Related Items:
5.1.2.1
The University requests that all non-listed, related items available from the manufacturer be
made available using a pricing model formula submitted by the contractor.
5.1.2.2
5.2
The pricing model discount(s) for non-listed, related items must remain firm during the initial
and each succeeding Contract term; or may be renegotiated by the University and the
Contractor.
F.O.B. Destination, All deliveries shall be FOB Destination. Delivery charges and risk of loss shall be
borne by the Contractor.
Delivery will be made by common carrier or Contractor’s truck, with unloading to be performed by the
carrier/contractor and carton(s) transported to the interior/ground floor or inside dock at WSB. Bid prices must
include all packing, freight, insurance charges and installation/operation manuals, excluding any
import/export costs.
If bidding other than F.O.B. Destination, as stated, F.O.B. point and shipping charges must be identified on
the Itemized Bid List. This additional cost will be added to the bid total and will serve as the basis for
determining the award.
Indicate on the Bidder Response Sheet the Country of Origin and Shipping Point.
Failure to bid FOB DESTINATION delivery charges and risk of loss borne by the Contractor in bid price or
discount may disqualify your bid.
5.3
Timeliness of Delivery:
Delivery is desired as soon as possible after receipt of an order. Indicate on the Itemized Bid List the lead time
for each item. Timeliness of delivery may be used in evaluation for bid award.
The Contractor is required to notify the ordering department of any back order, discontinuation of item(s) or other
delays in shipping within three (3) working days of receipt of order or release against existing order(s).
Once awarded, failure to meet indicated lead times may result in cancellation of order (award). The University
reserves the right to contract with a second vendor/contractor to receive the items/services per delivery requests.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
AMENDMENT #1
CONTRACT NO.: 16-5639
PAGE 15 OF 37
YES
5.1.2.2
Do you agree with process and timeframe identified for accepting price increases?
5.2
Are you bidding all prices F.O.B. Destination, delivery charges and risk of loss borne
by the Contractor? (Be sure to read Section 5.2 carefully)
5.3
Have you indicated lead time for each item on the Itemized Bid List?
Will you notify ordering department of backorders, discontinuation or delays
as stated?
5.4
Do you agree with return policy? If not, state your return policy in detail.
Did you include your return policy for defective product?
5.5
Do you agree that similar items may be added to this Contract if mutually agreeable?
5.6
Will you agree that all invoices will reflect prices established for items on this Contract
for all orders placed even though the Contract number and/or correct prices may not be
referenced on each order?
Will you accept orders placed using a Purchasing Card?
If YES, orders placed using a purchasing card must reflect current contract pricing.
Any fees charged for use of the University’s purchasing card program are not allowed.
5.7
Do you agree to Net 30 payment terms?
5.8
Do you agree to terms regarding duplicates and overshipments?
5.10
Do you agree to be available for performance meetings if requested?
5.11
Do you agree to subcontracting terms and conditions?
5.12
Can you report on items purchased on this contract if requested?
5.13
Do you agree to the Contract Termination terms?
5.15
Have you documented exceptions in the format requested?
6.1
Are you bidding items as specified in the Specifications?
If “NO”, include information on alternates as required in Section 6.1 with your bid response.
6.2
Are you submitting samples with your bid as specified?
6.3
Are you able to host an online portal as specified?
6.4
Are you able to assign a dedicated account representative?
6.5
Do you agree to source from US manufacturers when available?
6.6
Can you warehouse some items without prepayment centrally?
6.7
Can you have some mutually agreed upon products available upon demand?
6.8
Have you identified products that are made of recycled products that use environmentally
friendly production methods, or that can be recycled at the end of their service life?
NO
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 16-5639
PAGE 29 OF 37
AMENDMENT #1
ATTACHMENT C: ITEMIZED BID LIST
Costs which are not specifically identified below will not be compensated under any Contract awarded pursuant to this
RFB.
ITEM
Gift Bag (small)
Gift Bag (medium)
Pen & Highlighter
Round Label/Sticker
Paperweight
Stylus Pen
Money Clip
2 GB Palermo Printed USB Drive
Executive Padfolio
Promotional Pen
Pint Glass
Executive Pen
Coffee Tumbler
Lapel Pins
Men's Polo
Women's Polo
Men's Long Sleeved Fleece
Women's Long Sleeved Fleece
QUANTITY SET-UP CHARGES
250
250
500
500
100
200
75
250
25
1000
300
250
144
1000
100
100
100
100
COST
EXTENDED COST LEAD TIME
TOTAL
DO NOT INCLUDE FREIGHT COSTS IN YOUR BID
All non-listed, related items from manufacturer's catalog or product list are available at: (use your pricing model)
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