12-5387 (Request for Proposal package)

12-5387 (Request for Proposal package)
A REQUEST FOR PROPOSAL (RFP)
RFP #12-5387
AGENT: Carl D Hubbard at (608) 262-6557 / FAX: (608) 262-4467
Questions regarding this bid – see Section 2.2
If NO BID (check here)
and return.
UNIVERSITY OF WISCONSIN – Madison
Point-of-Sale (POS) Equipment and Software System for UW-Madison
Issued by:
STATE OF WISCONSIN
UNIVERSITY OF WISCONSIN - MADISON
PURCHASING SERVICES
Issue Date: February 17, 2012
NO PUBLIC OPENING
Proposals must be submitted by
March 8, 2012 - No later than 2:00 p.m. CST
NOTE TO PROPOSERS: Questions due February 24, 2012
COMPANY NAME: _________________________________________________________________________________________________
PURCHASING SERVICES
University of Wisconsin-Madison  21 N Park St, Suite 6101 Madison, WI 53715-1218
608/262-6121  (Fax) 608/262-4467  www.bussvc.wisc.edu  [email protected]
SUBMITTAL INSTRUCTIONS
A completed and signed proposal response must be received and date/time stamped in by UW-Madison
Purchasing Services prior to 2:00 p.m. CST on the stated proposal due date to be considered. Proposals not so
date/time stamped shall be considered late. Late proposals shall be rejected. We have supplied you with a
pre-addressed return label. Please fill in your vendor name and address on the return label to help us identify
this proposal response. Please use one of the options below for return of your proposal.
MAIL TO:
[Purchasing Services, 21 N. Park Street, Suite 6101, Madison, WI 53715-1218]
Six (6) copies including one original plus one electronic version on either CD or flash drive of mailed proposals
must be received and date/time stamped prior to 2:00 p.m. CST on the stated proposal due date.
HAND DELIVER TO: [Purchasing Services, 21 N. Park Street, Suite 6101, Madison, WI 53715-1218]
Six (6) copies including one original plus one electronic version on either CD or flash drive of proposals should be
delivered (via hand delivery, mail or courier) in a sealed envelope or package. Call 608-262-1526 for
assistance upon arrival. Proposals must be received and date/time stamped prior to 2:00 p.m. CST on the
stated proposal due date.
E-MAIL TO:
[[email protected]]
For your e-mailed proposal to be considered valid by UW-Madison Purchasing Services:
1. A completed copy of the entire response must be received and be available for printing or processing prior
to 2:00 p.m. CST on the stated proposal due date via e-mail. Submitting a proposal to any other e-mail
address than [email protected] does not constitute receipt of a valid proposal by Purchasing
Services. Prior to the proposal deadline, proposer s responsible for confirming that their e-mailed proposal
response has been successfully received. Proof of transmission doesn't constitute proof of receipt.
2.
Six (6) copies including one original plus one electronic version on either CD or flash drive of proposals
should be delivered (via hand delivery, mail or courier) in a sealed envelope or package to Purchasing
Services, 21 N. Park Street, Suite 6101, Madison, WI 53715, by 2:00 p.m. CST on the business day
following the stated proposal due date.
If the e-mail submission does not contain ACTUAL signatures and initials (not computer generated),
then those pages that require signatures and/or initials should be signed and returned via fax (608-2624467) and should be received prior to 2:00 p.m. CST on the stated due date.
RETURN ADDRESS LABEL:

OFFICIAL SEALED PROPOSAL
NUMBER: 12-5387
DUE DATE: 03/08/12
TIME: 2:00 PM CST
NO PUBLIC OPENING
INSERT
VENDOR NAME HERE: ______________________________________
ADDRESS: ________________________________________________
________________________________________________
________________________________________________
UNIVERSITY OF WISCONSIN-MADISON
PURCHASING SERVICES
21 N PARK ST, SUITE 6101
MADISON, WI 53715-1218
UNIVERSITY OF WISCONSIN
PROPOSAL NO.: 12-5387
TABLE OF CONTENTS
PAGE(S)
Section #1: General Information
1.1
Purpose
1.2
Organization of this Solicitation Document
1.3
Definitions
1.4
Incurring Costs
1.5
Affirmative Action
1.6
Wisconsin Sales and Use Tax Registration
1.7
Debarment
1.8
VendorNet
1.9
Electronic Commerce/Online Ordering
1.10
Campus Delivery Requirements
1.11
Parking
1.12
Smoking Free Environment
1.13
Promotional Materials
1.14
Energy Star
1.15
Supplier Diversity
1-6
Section #2: RFP Process Instructions
2.1
Applicable Dates
2.2
Clarifications and/or Revisions through Designated Contact
2.3
Preparing the Proposal
2.4
Conflict of Interest
2.5
Multiple Proposals
2.6
Oral Presentations, Product Demonstrations and Site Visits (Pre Award)
2.7
Proprietary Information
2.8
Reasonable Accommodations
7-8
Section #3: Performance and Contract Requirements
3.1
Contract Terms and Conditions
3.2
Term of Contract
3.3
Firm Prices
3.4
Additional Items/Services
3.5
Payment Terms
3.6
Orders
3.7
Invoicing Requirements
3.8
Acceptance and Testing: Hardware and Software
3.9
F.O.B. Destination, Freight Prepaid and Allowed -AND3.9
On Site Service
3.10
Insurance
3.11
Travel Per Diems
3.12
Activity Reports
3.13
Contract Termination
3.14
Record and Audit
3.15
Eligible Purchasers
3.16
Performance Meetings
3.17
Subcontracting
3.18
Fair Price Analysis
3.19
Severability
3.20
Environmentally Friendly (“Green”) Product
3.21
Installation and Training
3.22
Relocation of Equipment
3.23
License Grant and Use
3.24
Software Ownership and Title
3.25
Patent and Copyright Infringement
3.26
PCI Compliance
3.27
License Grant and Use
3.28
Software Ownership and Title
9-17
UNIVERSITY OF WISCONSIN
PROPOSAL NO.: 12-5387
TABLE OF CONTENTS (cont.)
PAGE(S)
Section #4: Requirements of All Proposals
18
Section #5: Evaluation and Award of Contract(s)
5.1
Proposal Scoring
5.2
Scoring Criteria and Method
5.3
Best and Final Offers
5.4
Contract Award
5.5
Notification of Award
19-20
Section #6: RFP Checklist and Submittal Page
21-23
Attachment A – Specifications, Campus Use, Features and Services
Attachment B – Cost Proposal Form
Attachment C – Client Reference List
Attachment D – Standard Terms and Conditions
Attachment E – Hardware Inventory
Attachment F – Hardware Needs by Location
24-29
30
31
32-36
37
38-43
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 1 OF 43
Section #1: General Information
Requirements that include the word "must" or "shall” describe a mandatory requirement. All specifications are defined as
mandatory minimum requirements unless otherwise stated. FAILURE TO MEET A MANDATORY REQUIREMENT MAY
DISQUALIFY YOUR PROPOSAL. If no proposer is able to comply with a given specification or mandatory requirement,
Purchasing reserves the right to delete that specification or mandatory requirement. In the event that all proposers do
not meet one or more of the mandatory requirements, Purchasing reserves the right to continue the evaluation of
the proposals and to select the proposal which most closely meets the requirements specified in this RFP. This
Proposal document and the awarded proposer’s (Contractor’s) response information shall become the Contract.
1.1
Purpose
The University of Wisconsin-Madison, hereinafter referred to as the “University”, through its Purchasing Services
Department, hereinafter referred to as “Purchasing”, is requesting proposals for the for the purchase of Point of
Sale Equipment, Debit Card Equipment, and Related Software.
Scope
The system needs to provide software and hardware to operate the University's debit card, transaction and point-ofsale operations. The University seeks an integrated solution that will support multiple cardholder privileges and
declining balance accounts as well as provide a robust POS solution to support food service operations. The
system also needs to provide solutions for vending, laundry, copying, printing, retail services, and online account
management. The University strongly desires to implement the application over the summer of 2012.
The purpose of the system is to provide superior customer service, improved management controls, and greater
accessibility to information for managers and departments who use these systems. System must be able to read
multiple magnetic card stripe formats. (See Attachment A, Specifications, Card Formats)
The University is not looking for this system to interface with the current ID card production system. The
University is not looking for a door access solution for the campus. (We currently have an Andover system
for access control.)
Background:
The University of Wisconsin-Madison is a public land grant university with an enrollment of more than 42,000
students, over 16,000 employees and 2,000 faculty. The main campus covers 935 acres. As an agency of the
State of Wisconsin, the University is a customer US Bank and Elavon. The campus card program is known as
Wiscard and currently uses the NuVision Networks System as the campus debit card and point-of-sale solution.
Ten campus departments currently participate in the Wiscard program.
Additional background information related to the present campus environment is provided below. The ideal
system will either be able to handle the diverse range of transactions that will take place in these venues,
or integrate into the applications specific to these kinds of businesses.
Associated Students of Madison
ASM is the student government at the University. They operate a copy center that produces course packets for
student classes and they also provide printing services for registered student organizations. This location uses
QuickBooks POS as their primary point of sale device. Acceptance of Wiscard is accomplished in this unit with a
small non-integrated reader and a Wiscard tender key on their register.
ASM also coordinates a campus bus pass program for students. Over 28,000 bus passes are issued each
semester. Our current system is used to control who is eligible for a pass and ensures that each student can only
obtain one pass. ASM would like to find a system that is also capable of maintaining a record of the bus pass
number issued to each student.
Division of Information Technology (DoIT)
DoIT runs a technology store that sells computer equipment and software. The store uses a home-grown
application built on Oracle. Acceptance of Wiscard is accomplished in this unit with a small non-integrated reader
and a Wiscard tender key on their register.
DoIT also administers the GoPrint system which is the campus print management solution for the computer labs.
An offline payment processing system is also being used however the campus is gradually transitioning to the
Wiscard debit card program. Today there are 23 lab locations that accept Wiscard.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 2 OF 43
Food Sciences
The Babcock Dairy Store is a small restaurant operation and sells sandwiches and ice cream and cheese products
produced on campus. This location has another POS system in place. Acceptance of Wiscard is accomplished in
this unit with a small non-integrated reader and a Wiscard tender key on their register.
Letters and Sciences
Letters and Sciences support two copy centers on campus that provide course packets for student classes. The
Music Department sells music, rents equipment, and sells tickets to music events. All three locations use the
NuVision POS solution. They would like to obtain a solution that also provides options for inventory management.
University Housing
University Housing has 7,000 residents living in 17 residence halls across campus. The food service operations
include four dining rooms, one deli, three coffee houses and two carryout stores that provide made-to-order pizzas,
subs, and salads as well as numerous convenience store items. These operations use the NuVision POS and
some units also use the NuVision kitchen ordering system to prepare items. Housing runs a self-operated food
operation. All Housing residents participate in a declining balance account known as the Housing Food Account.
University Housing uses the Cbord Food Management System software.
Housing also has eight residence hall desks and a Cashier's Office where students can make deposits to their debit
account. In addition, Housing has 24 laundry rooms with Maytag and SpeedQueen front loading washing machines
and double stack dryers. The laundry rooms contain as few as 4 machines and as many as 24 machines.
Wisconsin Union
The Wisconsin Union operates 27 delis and restaurant locations across campus. These locations all use the
NuVision POS. The Union Meal and Campus Cash declining balance accounts are accepted at all Union locations.
The Union runs their own self operated food service operation. Aurora's FoodPro is the menu management
application is used.
The Wisconsin Union also operates two retail stores. The stores use the NuVision POS and desire inventory
management, administrative tools and pricing options that are not available in the current POS system. The stores
provide a variety of services and products including clothing, merchandise, snacks, beverages, cards, and inter-city
bus tickets. Wisconsin Hoofers outdoor recreation club is another location in the Union. They use BizTracker POS
solution for product sales and to track club payments by payee and produce class rosters with payment information.
The Wisconsin Union has 7 registers that are used outside during the summer months. These registers are moved
inside at the end of each business day.
University of Wisconsin-Baraboo/Sauk County
UW Baraboo/Sauk County is a small two year campus located approximately 30 miles from UW Madison and has
an enrollment of 650 students. The campus uses NuVision POS in their cafeteria and in their bookstore to capture
Wiscard purchases.
Other
The Wiscard system is used in a variety of ways across campus. In addition to those referenced above, the system
is also used to verify student enrollment, employment status, legal age as well as to limit the number of tickets
distributed to students or staff for particular campus events.
Wiscard is also accepted at four off campus bookstores. The University Book Store (with three locations) has an
interface to the NuVision System via the MBS Bookstore System. The other location uses a small NuVision reader
to process Wiscard payments.
Vending and copying readers have been implemented on a small scale. There is a desire to gradually expand the
number of vending readers over the next few years. Copy readers are only used at the Wisconsin Union to track
copying by Union departments and student programs. There is no intent to expand copying at this time.
The University currently uses JSA Technologies Student Link application for on-line web deposits and intends to
continue to use this application for the immediate future. The University is interested in learning more about
options available from each vendor to provide online services for making deposits, allowing users to view their
transaction history, suspending a lost/stolen card, etc.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 3 OF 43
The Division of Housing, DoIT and the Wisconsin Union each issue a number of guest cards to visitors, conference
groups and departments. In many cases these cards are only used for a couple of days. It will be important for the
University to understand how these limited use cards will be counted as part of the annual licensing fee.
No banking or debit card relationship is sought in this procurement.
A business process map being developed by a University consultant may be issued as an amendment to
the RFP at a later date. Proposers may be asked to describe how their system would align with our
processes.
1.2
Organization of this Solicitation Document
This document is divided into Six main sections. The sections also refer to “Attachments” when such organization
assists in making this document more fluid. The six main sections are:
Section 1
Section 2
Section 3
Section 4
Section 5
Section 6
1.3
General Information (generally states the intent of the solicitation)
Instructions to Proposers (contains Information on the proposal process)
Performance and Contract Requirements (contains performance clauses that will become part of any
awarded contract).
Requirements of All Proposals (contains all information Proposers must submit as part of their
proposal).
Evaluation (contains detail on the evaluation of proposals)
Checklist and Signature Page (contains check-off list)
Definitions
The following definitions are used throughout the Special Conditions of Proposal:
Agent means UW Madison Purchasing Agent responsible for this Request for Proposal. Full contact information
can be found in Section 2.2.
Concurrent License means a software license tied to the number of individual Users using or having access
to the Software at a given point in time.
Confidential Information shall mean information or data that may be exempt from disclosure to the public or
other unauthorized persons under state or federal law. Confidential Information includes, but is not limited to,
a combination of names, addresses, Social Security numbers, e-mail addresses, telephone numbers, financial
profiles, credit card information, driver’s license numbers, medical data, law enforcement records, agency
source code or object code, and agency security data.
Contractor means successful proposer awarded the proposal.
CIC means Committee on Institutional Cooperation, a consortium of the Big Ten universities plus the University of
Chicago.
Debit card refers to a declining balance account/s intended for on-campus purchases. The account requires that
funds are deposited in advance of any purchases and that students, staff, or University guests can use their
campus ID card to access these funds. The debit card system must allow for multiple accounts and for the
University to control by location where these accounts are accepted. See also, Wiscard.
Department means a UW-Madison department or auxiliary unit.
DVB means Disabled Veteran-Owned Business.
Enterprise License means a software site license allowing unlimited use of the software throughout a
campus.
HID means the access and identification card manufacturer HID Global.
License shall mean the rights granted to University to use the Software that is the subject of this Contract.
MBE means Minority Business Enterprise.
PA-DSS means Payment Application Digital Security Standard.
PCI DSS means Payment Card Industry Data Security Standard.
POS means Point-of-Sale.
Prox Card means a 128kHZ HID Proximity Card used primarily for security access.
Purchasing card means State credit card.
Proposer means a firm submitting a Proposal in response to this Request for Proposal.
Services shall mean those Services provided under this Contract and related to the Software License(s)
being purchased that are appropriate to the scope of this Contract and includes such things as installation
services, maintenance, training, etc.
Software shall mean the computer programs licensed pursuant to this Contract. Software also means
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 4 OF 43
Modules, a collection of routines and data structures that perform a specific function; or a System, a
collection of multiple modules designed to function or is represented by Contractor as being capable of
functioning as an entity. Software includes all prior, current, and future versions of the Software and all
maintenance updates and error corrections.
Subcontractor shall mean one not in the employment of Contractor, who is performing all or part of the
business activities under this Contract under a separate contract with Contractor. The term “Subcontractor”
means Subcontractor(s) of any tier.
RFP means Request for Proposal.
State means State of Wisconsin.
Technical Support shall mean a service provided by Contractor for the support of Contractor’s Products.
University shall report warranty or maintenance problems to Contractor’s Technical Support area for initial
troubleshooting and possible resolution of the problems or for the initiation of repair or replacement services.
University or UW means University of Wisconsin-Madison.
Updates mean a release of Software which encompasses logical improvements, extensions and other
changes to the Software that are generally made available, at no additional fee, for customers current under a
Software Maintenance Agreement.
WBE means Woman-Owned Business Enterprise.
Wiscard means the UW-Madison campus ID and debit card. (See http://www.wiscard.wisc.edu/ )
1.4
Incurring Costs
The State of Wisconsin is not liable for any cost incurred by proposers in replying to this RFP.
1.5
Affirmative Action
As a State agency, the University requires contractors issued any purchase order exceeding $25,000.00 to provide
an Affirmative Action Plan. Failure to comply appropriately with these requirements may lead to your company
being banned from doing business with any agency of the State of Wisconsin. Additionally, failure to comply
with this requirement may result in termination of this contract and withholding of payment. On the Requirements of
All Proposals form please provide the requested information.
For additional information see Section 17.0 of the Standard Terms and Conditions
(http://www.bussvc.wisc.edu/purch/stdterms1.html). Some exceptions may apply. FAQ info is available at:
http://www.bussvc.wisc.edu/purch/VendorInfo/AffAction/AffirActionInfo.html. Instructions for completing a plan are
available upon request.
1.6
Wisconsin Sales and Use Tax Registration
No award can be made to a vendor who is not in compliance with Sec. 77.66 of the Wisconsin State Statutes
(vendornet.state.wi.us/vendornet/wocc/certtax.asp) relating to sales and use tax certification.
If you have not established a certification for Collection of Sale and Use Tax status with the Wisconsin Department
of Revenue, the University and any other state agency can not issue any purchase orders to your firm. For
additional information see http://www.dor.state.wi.us/html/vendlaw.html
1.7
Debarment
Federal Executive Order (E.O.) 12549 “Debarment“ requires that all contractors receiving individual awards, using
federal funds, and all subrecipients certify that the organization and its principals are not debarred, suspended, proposed
for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with
the Federal Government. By signing this document you certify that your organization and its principals are not debarred.
Failure to comply or attempts to edit this language may disqualify your proposal. Information on debarment is available at
the following websites: www.epls.gov and https://www.acquisition.gov/far/current/html/Subpart%209_4.html.
1.8
VendorNet
The State of Wisconsin has implemented a registration service on an internet system called “VendorNet” to
enable vendors to receive notice of all official sealed proposals (over $50,000.00) as solicited by all state
agencies.
To obtain information on the state’s bidder registration, please visit the VendorNet Web site at
http://vendornet.state.wi.us or call the VendorNet Information Center (1-800-482-7813). In the Madison area,
please call 264-7898.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
1.9
PROPOSAL NO.: 12-5387
PAGE 5 OF 43
Electronic Commerce/Online Ordering
Customers of this contract may want to take advantage of electronic ordering and “E-Commerce opportunities that
may be offered by the Contractor. If electronic ordering methods are used, the following conditions will apply:
The terms of this RFP will take precedence over any auxiliary or ancillary contract that may be accepted by any
employee of the University or State. Any terms, conditions, clauses or specifications that are not consistent with
the terms, conditions, or specifications of the RFP will be considered null and void and will not be enforceable by
the Contractor unless agreed to in a written amendment format signed by the Contract Administrator. These
contracts include, at a minimum, “Wrap Around”, “Click and Wrap”, Electronic Commerce contracts, auxiliary or
ancillary service contracts, or any other additional contracts that further define or add additional service elements to
the master contract.
1.10
Campus Delivery Requirements
Delivery of orders shall be made to University departments five days per week, Monday through Friday, during
normal University business hours unless other arrangements are made with the Department.
1.11
Parking
University parking is very limited. Each Contractor and/or employee(s) shall make their own arrangements for
parking through UW Transportation Services at 610 N. Walnut Street, WARF Building Room #120, Madison, WI
53726 (608) 263-6667. No additional costs will be allowed for parking fees or violations. Unauthorized vehicles
parking in University lots or loading docks without permits will be ticketed and or towed.
1.12
Smoke-Free Environment
All University buildings are smoke-free buildings.
1.13
Promotional Materials
Contractor agrees to not use promotional or marketing material which states expressly or by fair implication that the
University endorses either the Contractor or any sponsor of such material.
1.14
Energy Star
The State encourages the use of equipment which meets the Environmental Protection Agency (EPA) Energy
Star™ requirements. The Energy Star Program is a voluntary contract between an Original Equipment
Manufacturer (OEM) and the EPA. It is not mandatory that every device offered under this proposal meet Energy
Star requirements but the bulk of the product line should be energy efficient.
1.15
Supplier Diversity
1.15.1 Minority Business Enterprise Program (MBE)
The State of Wisconsin is committed to the promotion of minority business in the state's purchasing program
and a goal of placing 5% of its total purchasing dollars with certified minority businesses. Authority for this
program is found in ss. 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes. The University of
Wisconsin-Madison is committed to the promotion of minority business in the state's purchasing program.
The State of Wisconsin policy provides that minority-owned business enterprises certified by the Wisconsin
Department of Commerce, Bureau of Minority Business Development should have the maximum opportunity
to participate in the performance of its contracts. The supplier/contractor is strongly urged to use due
diligence to further this policy by awarding subcontracts to minority-owned business enterprises or by using
such enterprises to provide goods and services incidental to this agreement, with a goal of awarding at least
5% of the contract price to such enterprises.
The supplier/contractor shall furnish appropriate information about its effort to achieve this goal, including
the identities of such enterprises certified by the Wisconsin Department of Commerce and their contract
amount.
A listing of certified minority businesses, as well as the services and commodities they provide, is available
from the Department of Administration, Office of the Minority Business Program, 608/267-7806. The listing is
published on the Internet at: http://doa.wi.gov/mbe/minority_search.asp?locid=0
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 6 OF 43
1.15.2 Woman Owned Business (WBE)
The State of Wisconsin is committed to the promotion of Woman-Owned Businesses as outlined in 560.035,
Wisconsin Statutes.
The State of Wisconsin policy provides that Woman-Owned Businesses certified by the Wisconsin
Department of Commerce should have the maximum opportunity to participate in the performance of its
contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding
subcontracts to Woman-Owned Businesses or by using such businesses to provide goods and services
incidental to this agreement.
1.15.3 Disabled Veteran Owned Business (DVB)
The State of Wisconsin policy provides that Disabled Veteran-Owned businesses certified by the Wisconsin
Department of Commerce should have the maximum opportunity to participate in the performance of its
contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding
subcontracts to Disabled Veteran-Owned businesses or by using such enterprises to provide goods and
services incidental to this agreement.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 7 OF 43
Section #2: RFP Process Instructions
2.1
2.2
Applicable Dates
Date
Event
February 17, 2012
Date of Issue of the RFP
February 24, 2012
Written questions due
March 8, 2012 -- 2:00 PM
RFP Due Date (Local Madison Time)
March 22, 2012 (est.)
Evaluation of Proposals Completed
April 6, 2012 (est.)
Clarifications and Presentations Completed.
April 20, 2012 (est.)
Award Decision and Contract Negotiations
May 1, 2012 (est.)
PO released and Implementation begins.
Clarifications and/or Revisions through Designated Contact
All communications and/or questions in regard to this request must be in writing and must reference the proposal
number. Proposers are encouraged to FAX or e-mail written questions to the Agent. Verbal questions, when
permitted, must be directed to the Agent.
If a Proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this
RFP, they have five (5) business days after the RFP issue date and time to notify, in writing, the Agent at the
address shown below of such error and request modification or clarification of the RFP document. All written
questions will be responded to in writing and provided to all proposers.
ADMINISTRATIVE:
Carl D Hubbard
UW Purchasing
21 N Park St, Suite 6101
Madison, WI 53715-1218
E-mail: [email protected]
PHONE 608/262-6557 -- FAX 608/262-4467
If a Proposer fails to notify the Purchasing Office of an error in the RFP document which is known to the Proposer,
or which must have reasonably been known to the Proposer, then the Proposer shall submit a response at the
Proposer’s risk and if awarded a contract, shall not be entitled to additional compensation or time by reason of the
error or its later correction.
In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of
this RFP, supplements or revisions will be provided to all recipients of this initial RFP.
2.3
Preparing the Proposal
To be considered, Proposers must respond to each of the requirements listed in Section #4 and per the attached
Submittal Instructions. Responses should be formatted to correspond numerically to the requirements listed in
Section #4.
If a Proposer is capable of submitting proposals from more than one POS software provider or equipment
manufacturer, submit a separate proposal for EACH provider/manufacturer.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 8 OF 43
2.4
Conflict of Interest
By submitting a proposal, the proposer certifies that no relationship exists between the proposer and the University
that interferes with fair competition or is a Conflict of Interest, and no relationship exists between such proposer and
another person or firm that constitutes a Conflict of Interest. Further, proposer certifies that no employee of the
University whose duties relate to this request for proposal assisted the proposer in preparing the proposal in any
way other than in his or her official capacity and scope of employment.
2.5
Multiple Proposals
Proposers who wish to submit more than one proposal may do so, provided that each proposal stands alone and
independently complies with the instructions, conditions and specifications of the request. If multiple responses are
submitted, the University reserves the right to select the most advantageous proposal to the University.
2.6
Oral Presentations, Product Demonstrations and Site Visits (Pre Award)
The University, at its sole discretion, may require oral presentations, product demonstrations and/or proposer
location site visits to supplement the proposals. Failure of a proposer to conduct a presentation on the date
scheduled or allow an on-site/proposer site visit may result in rejection of the proposal. Oral presentations cannot
be used as an opportunity to alter proposals submitted.
2.7
Proprietary Information
Any information contained in the Proposer’s response that is proprietary must be detailed separately on form DOA3027. Marking of the entire response as proprietary will neither be accepted nor honored. The University
cannot guarantee that all such material noted remains confidential, particularly if it becomes a significant
consideration in contract award. Information will only be kept confidential to the extent allowed by State of
Wisconsin Public Disclosure Law (refer to Standard Terms and Conditions, Section 27.0). A copy of the form
needed to designate portions of your submission as proprietary can be found at:
http://vendornet.state.wi.us/vendornet/doaforms/doa-3027.doc
2.8
Reasonable Accommodations
The University will provide reasonable accommodations, including the provision of informational material in an
alternative format, for qualified individuals with disabilities upon request. If you think you need accommodations for
your site visit, contact Agent.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 9 OF 43
Section #3: Performance and Contract Requirements
3.1
Contract Terms and Conditions
A contract will be awarded based on the criteria established in this RFP. The terms and conditions of the contract
will minimally contain:
3.1.1
The minimum contract requirements identified in this Section #3.
3.1.2
The Proposer’s commitments identified in their responses to Section #4.
3.1.3
The University Standard Terms and Conditions of Contract as provided in Attachment D.
3.1.4
A contract will be awarded based on the criteria established in this RFP. Proposer must accept these
Specifications, Special and Standard Terms and Conditions or submit detailed and defined exceptions
along with proposed alternative or additional language for each exception.
3.1.5
Entire Contract
The University's Request for Proposal, the proposal responses, written communications and this Contract
constitute the entire Contract between the parties. The hierarchy of documents in descending order for
resolution is as follows:
A.
B.
C.
D.
Contract Award Letter
Original Request for Proposal Number 12-5387, dated February 17, 2012 including
amendments/attachments
Proposer response to RFP
Official Purchase Order (when applicable)
Submitting a standard Proposer Contract as a complete substitute or alternative for the language in this
solicitation will not be accepted and may result in rejection of the Proposer’s proposal.
The University reserves the right to negotiate contractual terms and conditions or reject the Proposer’s
response and proceed to the next qualified proposer.
3.2
Term of Contract
The contract effective date shall commence upon the successfully negotiated signed contract of the
successful proposer as required in this RFP. The initial contract term shall be for five years from the contract
effective date with the option of five one-year renewal periods. The University reserves the right to extend
beyond the contract term if deemed to be in the best interest of the University.
This contract shall automatically be extended into its renewal years unless the Contract Administrator is notified in
writing by the Contractor; or the Contractor is notified by the Contract Administrator in writing 90 calendar days prior
to expiration of the initial and/or succeeding contract period(s).
It is the intent of the University to start the resulting Contract upon successful negotiations.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
3.3
PROPOSAL NO.: 12-5387
PAGE 10 OF 43
Firm Prices
Prices must remain firm for two years from the date of the signed contract. Prices established may be lowered
due to general market conditions.
3.3.1 Software: Price increase requests for Software or Software maintenance proposed after the initial term
defined in Section 3.3 must be received by Purchasing in writing 60 calendar days prior to the next
license year 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. Acceptance of the price increases shall be in the
form of an amendment to the contract publication.
Software Maintenance is not linked to usage or License rights. Maintenance is an option, to be
acquired at the sole option of University. Cancellation of Maintenance by University will not in any way
affect other parts of this Contract and the grant of License herein. Maintenance shall include options to
renew and if elected by University, shall commence upon expiration of the Software Warranty and may
be renewed on an annual basis.
Contractor agrees to make available maintenance services for the Software. Such services shall be
available at the prices contained in Contractor's response to the University's solicitation document, but
shall in no event exceed these prices increase more than the Consumer Price Index or 5%, whichever is
lower, for each year after the date of acceptance of the Software.
3.3.2 Hardware: Price increase requests for Software proposed after the initial term defined in Section 3.3
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. Acceptance of the price increases shall be in the
form of an amendment to the contract publication.
Contractor agrees to make available maintenance services to meet the University's ongoing performance
requirement for as long as the equipment is utilized by the University. Such services shall be available in
accordance with Contractor's generally listed prices, but shall in no event exceed current prices plus 5% per
year for each year after the date of acceptance of the equipment
Price increases must be labeled with the contract number and be submitted in the same format as the original
Proposal. Any price increase requested that is not submitted in the proper format may be rejected.
3.4
Additional Items/Services:
Similar items/services may be added to this Contract provided it was mutually agreeable to both Purchasing
Services and the Contractor. Scope of work and pricing (including discounts) must be consistent with the current
contract items/services.
Contractor should promptly notify Purchasing of new or discontinued items.
3.5
Payment Terms
The University will pay the Contractor each phase in accordance with milestones and achievements and as
accepted by the University. Contractor may submit a progress payment plan and such payment plan will be
negotiated with the successful Contractor.
Under no circumstances will the University pay more than 50% prior to acceptance of products or services
completed.
A typical payment plan could include:

25% due upon completion of interview, site visit, and proposed timeline is accepted by the department

25% due upon receipt of acceptable design

50% due upon completion of artwork
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
3.6
PROPOSAL NO.: 12-5387
PAGE 11 OF 43
Orders:
Under this contract, Specific order(s), Contract blanket order(s), or Purchasing Card orders (defined below) may be
issued to the Contractor(s). Proposer should identify In Section 4 the method by which you will accept orders
against this contract (e.g. e-mail, fax, internet, mail, phone, etc.).
3.6.1 Specific order(s): issued as one-time orders.
3.6.2 Contract blanket order(s): issued for a specified period of time, to allow departmental personnel to issue
releases against the Contract blanket order(s) as needed.
3.6.3 Purchasing Card order(s): issued as one-time order(s).
3.7
Invoicing Requirements
Invoices for Purchase Orders:
3.7.1 Contractor must agree that all invoices and purchasing card charges shall reflect the prices and
discounts established for the items on this contract for all orders placed even though the contract number
and/or correct prices may not be referenced on each order.
The University must meet a statutory mandate to pay or reject invoices within 30 days of receipt by
University Accounts Payable. Before payment is made, it also must verify that all invoiced charges are
correct as per this Contract. Only properly submitted invoices will be officially processed for payment.
Prompt payment requires that your invoices be clear and complete in conformity with the instructions
below. All invoices must be itemized showing:








Contractor name
remit to address
purchase order number
release number if given
date of order/release
item manufacturer’s name or abbreviation (if applicable)
complete item description identical to those stated in proposal
prices per the Contract
The original invoice must be sent to University Accounts Payable, 21 N Park St, Suite 5301, Madison, WI
53715-1218.
Purchasing Card:
Order confirmation shall contain the same detail as listed in Section 3.7.1 and should be sent to the address given
at the time of the order is placed.
3.7.2 Final payment may not be made until the item is operating according to specifications and has been
accepted by the University.
3.8
Acceptance and Testing: Hardware and Software
3.8.1 Hardware: Hardware acceptance testing will occur immediately after the equipment has been installed.
Acceptance testing will be performed by the University and will consist of verification of the specifications
and performance requirements; is capable of running on a repetitive basis using a variety of live data, as
supplied by the University, without failure; does not require modifications to other operational systems and
does not cause performance degradation of other systems operating on the University's computing
system(s) and network(s); operate at an effectiveness level of 99% or more.
The effectiveness level for equipment acquired under this Agreement is computed by dividing the operational use
time by the sum of that time plus system failure downtime. Operational use time for performance testing for the
equipment acquired under this Agreement is defined as the accumulated time during which the equipment is in
actual use. Equipment failure downtime is that period of time when the equipment is unavailable due to equipment
malfunction.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 12 OF 43
If the equipment does not meet specification or performance requirements, the contractor will have seven calendar
days to meet requirements. If after this time period the equipment still does not meet specifications or performance
requirements, the contractor agrees to remove the equipment and return any payments that may have been made.
Contractor, its agents or employees shall have full access to the equipment at reasonable times when access
locations can be open to inspect the equipment or observe its use upon first giving notice to the University of
Contractor's intent to perform such inspection.
The warranty period will begin following the successful acceptance testing.
3.8.2 Server Software: If the Contractor is performing the Software installation, Contractor shall certify in writing
to the University when the Software is installed and ready for Acceptance Testing on the University's
system. The University shall begin performing acceptance tests within seven (7) calendar days of receipt of
such notification. The University will give notice to Contractor as to the actual date when the acceptance
period will begin. The tests will determine whether: Software operates in conformance with Contractor's
technical specifications and functional descriptions; Software meets the specifications and performs the
functions as contained in the University's solicitation document; Software is capable of running on a
repetitive basis without failure; Software does not require modifications to other operational Software
systems and does not cause performance degradation of other systems operating on the University's
network.
If the Software does not meet the University’s Acceptance Criteria within 90 calendar days from the installation
date, the University shall have the option of terminating this Contract upon written notice without penalty or
continuing the Acceptance Testing on a day-to-day basis.
The University's option to terminate this Contract shall remain in effect until such time as a successful Acceptance
Test is completed. Contractor shall be liable for all outbound shipping costs for contracted items returned under
this clause. Upon successful completion of the Acceptance Test, the University shall promptly notify Contractor in
writing of the acceptance and authorize the payments beginning with the first day following Acceptance.
Time is of the essence in this Contract. The acceptance of late performance with or without objection or
reservation by University shall not waive any rights of University nor constitute a waiver of the requirement of timely
performance of any obligations on the part of Contractor remaining to be performed.
3.9
F.O.B. Destination, Freight Prepaid and Allowed (vendor responsible for freight costs with ownership
changing at UW delivery location)
Delivery will be made by common carrier or proposer's truck, with unloading to be performed by the
carrier/proposer and carton(s) transported to the interior/ground floor or inside dock at various locations on the UWMadison campus. Proposal prices must include all packing, freight, insurance charges and installation/operation
manuals.
If bidding other than F.O.B. Destination, as stated, F.O.B. point and shipping charges must be identified on the Cost
Proposal form. This cost will be added to the proposal total for determining the award.
Delivered Duty Unpaid (DDU). Proposers must include costs from Proposers door to port of destination and local
delivery charges. The University will be responsible for all United States duty fees, port of entry documentation
fees, custom clearance, tax, etc., if applicable.
NOTE: As necessary, awarded Contractor must use the University's contracted customs broker, to be
identified on the purchase order.
Custom duty costs and forms (if applicable) will be handled by the University through the University’s contracted
customs broker.
Failure to bid F.O.B. DESTINATION, FREIGHT PREPAID AND ALLOWED in Proposal price or discount may
disqualify your Proposal.
-AND3.9
On Site Service:
In carrying out the scope of this Contract, the Contractor shall be required to perform services on University
property. Bidders cost must include all transportation charges.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
3.10
PROPOSAL NO.: 12-5387
PAGE 13 OF 43
Insurance
The Contractor shall maintain insurance levels as required in Standard Terms and Conditions, Section 22.0. A
certificate of insurance must be provided upon request and provided on an annual basis throughout the term of the
Contract.
The Contractor shall add: “The Board of Regents of the University of Wisconsin System, its officers,
employees and agents as an ‘additional insured’ under the commercial general, automobile and Contractor’s
liability policies.”
3.11
Travel Per Diems
All of the Contractor’s travel and per diem expenses shall be the Contractor’s sole responsibility. Payment to the
Contractor by the University shall not include an additional amount for this purpose.
3.12
Activity Reports:
Contractor should be able to report on an annual basis all items/services purchased against this Contract.
3.13
Contract Termination
This Contract may be terminated by either party for the following conditions:
3.13.1 After the initial term of the Contract, the University may terminate the Contract at any time, without cause,
by providing 30 days written notice to the Contractor. If the Contract is so terminated, the University is liable
only for payments for products provided or services performed, to the extent that any actual direct costs
have been incurred by the Contractor pursuant to fulfilling the contract. The University will be obligated to
pay such expenses up to the date of the termination.
3.13.2 Shall either party fail to perform under the terms of this Contract; the aggrieved party may notify the other
party in writing of such failure and demand that the same be remedied within 10 calendar days. Should the
defaulting party fail to remedy the same within said period, the other party shall then have the right to
terminate this Contract immediately. Performance failure can be defined as but not limited to: more than
5% of the hardware supplied failing during the warranty period; failure of the software to maintain 99%
uptime; failure of the contractor to deliver goods or services as defined by the resulting contract or scope of
work; failure of the contractor to make hardware repairs or software fixes in a timely fashion; failure of the
contractor to meet acceptance testing requirements; failure of the system provided to meet PCI compliance
standards; or failure to provide any of the Terms, Conditions, Specifications or Special Conditions of Bid.
3.13.3 If at any time the Contractor performance threatens the health and/or safety of the University, its staff,
students or others who may be on campus, the University has the right to cancel and terminate the Contract
without notice.
3.13.4 Failure to maintain the required Certificates of Insurance, Permits and Licenses shall be cause for
Contract termination. If the Contractor fails to maintain and keep in force the insurance as provided in
Standard Terms and Conditions, Section 22.0, the University has the right to cancel and terminate the
Contract without notice.
3.13.5 If at any time a petition in bankruptcy shall be filed against the Contractor and such petition is not dismissed
within 90 calendar days, or if a receiver or trustee of Contractor's property is appointed and such
appointment is not vacated within 90 calendar days, the University has the right, in addition to any other
rights of whatsoever nature that it may have at law or in equity, to terminate this contract by giving 10
calendar days notice in writing of such termination.
3.13.6 All notices of performance failure must be submitted in writing to Purchasing, 21 N Park St, Suite 6101,
Madison, WI 53715-1218. Purchasing shall be final authority for all performance failure determinations not
resolved through the ordering Department.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
3.14
PROPOSAL NO.: 12-5387
PAGE 14 OF 43
Record and Audit
The Contractor shall establish, maintain, report as needed, and submit upon request records of all transactions
conducted under the contract. All records must be kept in accordance with generally accepted accounting
procedures. All procedures must be in accordance with federal, State of Wisconsin and local ordinances.
The University shall have the right to audit, review, examine, copy, and transcribe any pertinent records or
documents held by the Contractor related to this contract. The Contractor shall retain all applicable documents for
a period of not less than five years after the final contract payment is made. The University reserves the right to
inspect any facilities used to support this Contract.
3.15
Eligible Purchasers
All University of Wisconsin-Madison campus locations must be eligible to purchase from this contract.
In addition, other U.W. System campuses, State of Wisconsin agencies, Wisconsin municipalities, other CIC
member institutions and Non-Profit Organizations specifically linked by their mission to the University of
Wisconsin Madison, may desire to purchase from this contract. Bidders should state whether they agree to provide
contract items/services to these other locations.
A Wisconsin municipality is defined by Wisconsin Statute 16.70(8) to include counties, cities, villages, towns, school
boards, sewage, drainage, vocational, technical and adult education districts, and other bodies with the power to
award public contracts.
This contract must not be construed as mandatory upon any University campus, State agency or municipality. The
University reserves the right to issue separate proposals when deemed in the best interest of the University.
3.16
Performance Meetings
The Account Representative and/or Proposer Contract Administrator must be available to meet upon request (as
needed) with the University's Contract Administrator to evaluate contract implementation and performance and to
identify continuous improvement. Frequency of these meetings may be modified by contract with both parties, or
upon demand by the University.
3.17
Subcontracting:
3.17.1 Any Contract resulting from this proposal shall not be, in whole or in part, subcontracted, assigned, or
otherwise transferred to any Subcontractor without prior written approval by Purchasing. Upon request
Contractor must provide Subcontractor’s complete contact information including EIN# (TIN#, SS#) and
signed W-9 form.
3.17.2 The Contractor shall be directly responsible for any subcontractor's performance and work quality when
used by the Contractor to carry out the scope of the job. University reserves the right to assess Contractor
Liquidated Damages in excess of the contract amount for Subcontractor’s failure to perform or inability to
complete required project milestones.
3.17.3 Subcontractors must abide by all terms and conditions under this Contract.
3.17.4 If Subcontractors are to be used, the Contractor must clearly explain their participation, deliverables, and
project milestones prior to commencing work.
3.18
Fair Price Analysis
Purchases made under this contract may require further fair price analysis if only one proposer responds. The
awarded Proposer will be required to provide documentation (i.e. published price list, list of previous buyers, etc.)
to allow the University to complete this analysis.
3.19
Severability
If any provision of this contract shall be, or shall be adjudged to be, unlawful or contrary to public policy, then that
provision shall be deemed to be null and separable from the remaining provisions, and shall in no way affect the
validity of this contract.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 15 OF 43
3.20
Environmentally Friendly (“Green”) Product
Contractors are encouraged to identify 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. The UW will make every effort
to purchase “Green” products wherever feasible or possible based on individual project needs and funding
available.
3.21
Installation and Training
At the University's request, subject to the conditions listed in University's solicitation document and the Contractor’s
response to the solicitation, Contractor agrees to provide expert staff at the University's installation site to install or
direct the installation of the proposed system. Such expert staff shall remain at the University's installation site until
the system has been successfully installed.
At the University's request, subject to the conditions listed in University's solicitation document and the Contractor’s
response to the solicitation, Contractor shall furnish expert assistance at the University's installation site during the
installation of any Software designated as "customer installed".
At the University's request, subject to the conditions listed in University's solicitation document and the Contractor’s
response to the solicitation, Contractor shall provide continuing training for personnel to achieve the level of
proficiency necessary to support the University's use of Software or Hardware provided by Contractor. Charges, if
any, for training have been included in Contractor's response to the University's solicitation document and these
charges will increase by no more than 5% per year.
The University agrees to have the equipment installation site prepared in accordance with vendor's written
specifications prior to the installation date. The University shall provide access to the installation site to enable
Contractor to plan the installation. Except for equipment specifically designated in Contractor's proposal as
customer set-up or unless otherwise specified in the University's solicitation document, Contractor shall be
responsible for unpacking, uncrating and installing the equipment, including the installation of all necessary cabling,
connection with power, utility and communications services, and in all other respects making the equipment ready
for operational use.
3.22
Relocation of Equipment
The University reserves the right to move the equipment acquired under this contract from one location to any other
location on the campus.
3.23
License Grant and Use
The Software license(s) identified in Contractor's response to the University's solicitation document is (are)
purchased on a non-exclusive, non-transferable, perpetual license basis (unless otherwise stated in the
Contractor's response) and shall continue in perpetuity until cancelled by the University or unless terminated in
accordance with the provisions of this Contract. The license(s) granted to the University is (are) for the use of the
Software product(s) to conduct University business in the ordinary course at any location at the University of
Wisconsin-Madison.
3.24
Software Ownership and Title
Contractor shall maintain all title, copyright, and other proprietary rights in the Software. University does not acquire
any rights, express or implied, in the Software, other than those specified in this Contract.
Contractor represents and warrants that it is the sole owner of the licensed Software or, if not, the owner has
received all proper authorizations from the owner to license the Software, and has the full right and power to grant
the rights contained in this Contract.
3.25
Patent and Copyright Infringement
Contactor represents and warrants that: (i) Contractor is not aware of any claim, investigation, litigation, action, suit
or administrative or judicial proceeding pending based on claims that the Hardware or Software infringes any
patents, copyrights, or trade secrets of any third party, and (ii) that Contractor has no actual knowledge that the
Hardware or Software infringes upon any patents, copyrights, or trade secrets of any third party.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 16 OF 43
Contractor agrees to hold University, its officers, employees, agents, legal representatives, successors, and
assigns, harmless from and against any and all claims, causes of action, suits, judgments, assessments, costs
(including reasonable attorneys’ fees) and expenses arising out of or relating to infringement by the Products
(whether alleged or proven) of any patent, copyright, trademark, or other intellectual property right of a third party,
including, but not limited to misappropriation of a trade secret, provided that Contractor is given timely notice of any
such claim of infringement and the right to control and direct the investigation, preparation, defense and settlement
of each such claim, and further provided that University fully cooperates with Contractor in connection with the
foregoing and provides Contractor with all information in University’s possession related to such claim and further
assistance as reasonably requested by Contractor. Contractor shall reasonably reimburse University for any
requested assistance provided by University. In addition and at University’s own expense, University may elect to
hire its own counsel to participate in the defense.
Contractor shall have no liability for any claim of infringement based on (i) a Product that has been modified by
anyone other than Contractor; (ii) use of a superseded or altered release of Products if such infringement would
have been avoided by the use of a current unaltered release of the Products that Contractor provides to the
University at no additional charge; or (iii) the combination, operation, or use of any Products furnished under this
Contract with programs or data not furnished by Contractor if such infringement would have been avoided by the
use of the Products without such programs or data.
3.26
PCI Compliance
A.
Contractor shall undertake commercially reasonable efforts to at all times comply with the Payment Card
Industry Data Security Standard (“PCIDSS”) requirements for cardholder data that are prescribed in the
PCI Data Security Standard or otherwise issued by the PCI Security Standards Council, as they may be
amended from time to time (collectively, the “PCIDSS Requirements”). A copy of current PCIDSS
Requirements documentation is available on the PCI Security Standards Council website at
https://www.pcisecuritystandards.org .
B.
Contractor acknowledges and agrees that cardholder data may only be used for assisting in completing a
card transaction, for fraud control services, for loyalty programs, or as required by applicable law and as
contemplated by the Agreement.
C.
In the event of a breach or intrusion of or otherwise unauthorized access to cardholder data stored by
Contractor, Contractor shall immediately notify Customer, in the manner required in the PCIDSS
Requirements, and provide the acquiring financial institution and their respective designees access to
Contractor’s facilities and all pertinent records to conduct a review of Contractor’s compliance with the
PCIDSS Requirements. Contractor shall fully cooperate with any reviews of their facilities and records
provided for in this paragraph by such financial institution.
D.
Contractor shall maintain appropriate business continuity procedures and systems to ensure security of
cardholder data in the event of a disruption, disaster or failure of Contractor’s primary data systems.
E.
Contractor agrees to indemnify and hold University, its officers, employees, and agents, harmless for, from
and against any and all claims, causes of action, suits, judgments, assessments, costs (including
reasonable attorneys’ fees) and expenses arising out of or relating to any loss of University customer credit
card or identity information managed, retained or maintained by Contractor, including but not limited to
fraudulent or unapproved use of such credit card or identity information. Contractor agrees to notify the
University within 48 hours of a data breach involving card holder data.
F.
Contractor and its successors and assigns shall comply with the PCIDSS Requirements after termination of
the Contract.
G.
The University agrees to remain PCI compliant in handling transactions related to this Contract
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
3.27
PROPOSAL NO.: 12-5387
PAGE 17 OF 43
License Grant and Use
3.27.1 The Software license(s) identified in Contractor's response to the University's solicitation document is (are)
purchased on a non-exclusive, non-transferable, perpetual license basis (unless otherwise stated in the
Contractor's response) and shall continue in perpetuity until cancelled by the University or unless
terminated in accordance with the provisions of this Contract. The license(s) granted to the University is
(are) for the use of the Software product(s) to conduct University business in the ordinary course at any
location for the University of Wisconsin-Madison.\
3.27.2 This License is solely for the use of the machine-readable Software, and the user documentation provided
with the Software.
3.27.3 Server Licensed Software: University may install the Software on non-production servers for back-up,
development, testing or training purposes at no additional charge.
3.28
Software Ownership and Title
Contractor shall maintain all title, copyright, and other proprietary rights in the Software. University does not acquire
any rights, express or implied, in the Software, other than those specified in this Contract.
Contractor represents and warrants that it is the sole owner of the licensed Software or, if not, the owner has
received all proper authorizations from the owner to license the Software, and has the full right and power to grant
the rights contained in this Contract.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 18 OF 43
Section #4: Requirements of All Proposals
NOTE: Failure to respond to all items in this section may be deemed as sufficient reason to reject any proposal.
Please format your response to correspond numerically with items listed below.
4.1
Proposers must complete the RFP Checklist and Submittal Page in Section #6
of this RFP, and sign in ink.
(Mandatory Response)
4.2
Proposers must complete the Specifications Form provided in Attachment A.
(Mandatory Response)
4.3
Proposer must complete the Cost Proposal Form provided in Attachment B.
(Mandatory Response)
4.4
Proposer must complete the Client Reference List provided in Attachment C.
(Mandatory Response)
At least two references must be from a higher education institution of at least 20,000 students and staff which the
Contractor has been servicing for at least the last three years. All references must be using the product proposed
to the UW.
4.5
Proposer must provide contact information for the following:
(Mandatory Response)
CONTACT NAME
PHONE NUMBER
FAX NUMBER
CONTACT NAME
PHONE NUMBER
FAX NUMBER
CONTACT NAME
PHONE NUMBER
FAX NUMBER
CONTACT NAME
PHONE NUMBER
FAX NUMBER
Contract Problems
Contract Renewal/Cancellation
Invoice Information
Ordering/Expediting
Returns
SUPPLIER DIVERSITY
REPORTING:
Address:
E-mail:
AFFIRMATIVE ACTION:
Address:
E-mail:
QUESTIONS ON THIS RFP:
Corporate Address:
E-mail:
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 19 OF 43
Section #5: Evaluation and Award of Contract(s)
5.1
Proposal Scoring
Proposals meeting mandatory requirements will be reviewed by an evaluation committee and scored against the
stated criteria. The committee may, at its sole discretion, review references, request oral presentations, and
conduct an on-site visit and use the results in scoring the proposals. Proposals from certified Minority Business
Enterprises or Disabled Veteran-Owned businesses may have points weighted by a factor of 1.00 to 1.05 to provide
up to a five percent (5%) preference to these businesses. The evaluation committee's scoring will be tabulated and
proposals ranked based on the numerical scores calculated.
5.2
Scoring Criteria and Method
For each response required of the Proposer in Section #4, the points provided in parentheses represents the total
possible points available for each response. The responses will be evaluated based on the relative merits to the
needs of the University (rather than relative to competing Proposer’s responses). The proposals will be scored
independently by each committee member and the resulting scores will be averaged to determine the highest
scoring proposal.
Supplier Diversity Preferences
State of Wisconsin agencies may make awards to certified Minority Business Enterprise (MBE), or Disabled
Veteran-Owned Business (DVB) firms submitting the lowest qualified proposal when that qualified proposal is not
more than 5% higher than the apparent low proposal or the proposal is no more than 5% lower than the apparent
high point score. Authority for this program is found in ss. 16.75(3m)(b)2,3, 16.75(3m)(c)(4) and 560.0335(1)(b)(3),
15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes.
5.2.1
Pricing
The lowest priced proposal will receive 100% of the allotted cost points. All other proposals will be scored
using the formula as follows:
Lowest Proposed Cost
(constant)
X
Maximum evaluation points given to cost
Other Proposer's Cost
(varies according to proposal being scored)
= SCORE
Calculation of points awarded to subsequent proposals will use the lowest dollar proposal amount as a
constant numerator and the dollar amount of the firm being scored as the denominator. This result will
always be less than one. The result is then multiplied by the number of points given to the cost section of
the RFP.
5.2.2
For all other non-pricing related responses, points will be awarded relative to the needs of the State of
Wisconsin, as solely determined by the evaluation committee members.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 20 OF 43
Points
Evaluation and selection of a proposal will be based on the assignment of points by the evaluation committee which
is then combined with the Cost Proposal points for a final score. (See Point Matrix below.)
Points Matrix
4.1
RFP Checklist and Submittal Page
1.
Company History and Product Roadmap
2.
System Architecture, Security and Technical Requirements
3.
Debit Card and Transaction System
4.
Point of Sale
5.
Reports
6.
System Integration
7.
Installation and Training
8.
Maintenance and Support
9.
Capacity
Total Technical Possible
Points Available
Mandatory
50 Points
200 Points
150 points
100 Points
100 points
100 Points
50 points
100 Points
Mandatory
850 points
Total Possible Cost Score
150 points
MAXIMUM POSSIBLE TOTAL SCORE
0-1000 points
Only proposals that receive a minimum 60% of total performance points (Attachment A, SPECIFICATIONS,
CAMPUS USE, FEATURES AND SERVICES, SECTIONS 1-9) will be scored for cost.
5.3
Best and Final Offers
At the sole discretion of the University, the highest scoring Proposer or Proposers may be requested to submit a
Best and Final Offer in order to further clarify the deliverables, contract language, or costs presented in the
Proposer’s RFP. If Best and Final Offers are requested, they will be evaluated against the stated criteria, scored
and ranked. There is no obligation on the part of the University to request Best and Final Offers from any or all of
the Proposers responding to the RFP.
5.4
Contract Award
The contract will be awarded to the highest scoring proposer providing contract negotiations are successful.
5.5
Notification of Award
All proposers who respond to this RFP will be notified in writing of the University's award of contract(s) as a result of
this RFP. After notification by Purchasing of the notice of award, file copies of proposals will be available for public
inspection. Proposers must schedule document inspection with the Contract Administrator responsible for
managing this RFP.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 21 OF 43
Section #6: RFP Checklist and Submittal Page
6.1
In accordance with Wisconsin Statutes 560.035, 560.0335 and 560.036, please indicate below if you are a
Wisconsin certified Minority Business Enterprise (MBE), Work Center (WC), Disabled Veteran-Owned Business
(DVB) or Woman-owned Business Enterprise (WBE) (see websites: http://www.commerce.state.wi.us/bd/BDMinorityandWomen.html or http://stateuseprogram.wi.gov/section.asp?linkid=1424&locid=65).
____ Minority (MBE)
____ Work Center (WC)
____Disabled Veteran-Owned Business (DVB)
____ Woman Owned Business Enterprise (WBE)
___ Not applicable
(If no answer is indicated above, we will assume that you are none of the above when making the award.)
6.2
Pursuant to Public Law 95-507, indicate which of the following classifications apply to your organization. All
vendors are considered Large Business unless otherwise indicated (see website: www.sba.gov/).
(Check √ all that apply)
____________ LARGE BUSINESS (LG)
____________ SMALL BUSINESS (SB)
____________ VETERAN OWNED SMALL BUSINESS (VOSB)
____________ SERVICE DISABLED VETERAN OWNED SMALL BUSINESS (SDVOSB)
____________ HISTORICALLY UNDER UTILIZED BUSINESS ZONE (HUBZONE)
____________ SMALL DISADVANTAGED BUSINESS (SDB)
____________ WOMAN-OWNED SMALL BUSINESS (WOSB)
6.3
AMERICAN MADE: Wisconsin Statutes S. 16.754, directs the state to purchase materials which are
manufactured to the greatest extent in the United States when all other factors are substantially equal.
“Substantially equal” means when proposals are tied or proposal scores are equal. Indicate whether the material
covered in your proposal 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
6.4
____________ NO
____________ UNKNOWN
Proposer agrees to make the terms of the resulting contract available on a convenience use basis for other
University of Wisconsin System campuses, State of Wisconsin Agencies, Wisconsin Municipalities, and NonProfit Organizations specifically linked by their mission to the University of Wisconsin Madison if awarded a
contract.
____________ YES
____________ NO
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
6.5
PROPOSAL NO.: 12-5387
PAGE 22 OF 43
CONTRACT ADMINISTRATOR
Any correspondence, price lists or other documents must include reference to Contract number 12-5387 and be
sent to the Contract Administrator. The Contract Administrators are authorized to give the approvals required
under this contract on behalf of the University.
A.
University
The Contract Administrator for the University is:
Carl D Hubbard
University of Wisconsin-Madison
Purchasing Services
21 N Park St, Suite 6101
Madison WI 53715-1218
PHONE (608) 262-6557 -- FAX: (608) 262-4467
EMAIL: [email protected]
B. Contractor
Contractor must provide knowledgeable individuals, acceptable to the University, who will provide the
following administrative support functions:
The Contract Administrator for the Contractor who is authorized to give the approvals required under this
Contract is:
_______________________________________ (Name)
_______________________________________ (Company)
_______________________________________ (Address)
_______________________________________ (Address)
PHONE ________________ -- FAX ________________
EMAIL _________________________________________
A Contract Administrator to act with full authority on the Contractor’s behalf in all matters pertaining to the
University.
Day- to-day operations for the Contractor will be handled by:
_______________________________________ (Name)
_______________________________________ (Company)
_______________________________________ (Address)
_______________________________________ (Address)
PHONE ________________ -- FAX ________________
EMAIL _________________________________________
Address if different than Corporate address:
_______________________________________ (Address)
_______________________________________ (Address)
PHONE ________________ -- FAX ________________
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 23 OF 43
The Proposer certifies by submission of the proposal that neither it nor its principals is presently debarred, suspended,
proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal
department or agency. ___________ (Initial)
In signing this proposal, we have read and fully understand and agree to all terms, conditions and specifications and
acknowledge that the UW-Madison Purchasing Services proposal document on file shall be the controlling document for
any resulting contract. 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 proposal; that this proposal has been independently arrived at without
collusion with any other proposer, competitor or potential competitor; that this proposal has not been knowingly disclosed
prior to the opening of proposals to any other proposer or competitor; that the above stated statement is accurate under
penalty of perjury. I certify that the information I have provided in this proposal is true and I understand that any false,
misleading or missing information may disqualify the proposal.
COMPANY NAME:
COMPANY STREET ADDRESS:
COMPANY CITY, STATE & ZIP:
SIGNATURE:
DATE :
NAME OF SIGNING OFFICER (print):
TITLE OF SIGNING OFFICER (print):
TELEPHONE NUMBER: (
)
FAX NUMBER:
EMAIL ADDRESS:
FEIN NUMBER:
DUNS #:
(
)
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 24 OF 43
ATTACHMENT A – SPECIFICATIONS, CAMPUS USE, FEATURES AND SERVICES
For each item below explain how your application complies with the specification.
Mandatory specifications state ‘must’ and are highlighted in bold. If the system proposed does not meet one or
more of the mandatory requirements, please indicate how your system will accomplish the same goal.
1. Company History and Product Roadmap – 50 points
1.1 Provide a brief history of your company including the ownership, number of years in operation, and evidence of
financial stability. Also provide an organization chart and the number of employees as well as the experience
level of key personnel within the company.
1.2 Describe other schools of higher education that use the same product that you are proposing in this RFP.
Include the school’s enrollment and years of association for the five largest schools.
1.3 For each element of your solution, provide a history of the software version proposed and describe the specific
features. Also include a product roadmap that describes new features, integration, or changes in architecture or
other relevant features for the next eighteen months.
2. System Architecture, Security and Technical Requirements – 200 points
2.1. The system must operate in a TCP/IP-only environment. Describe your applications network
requirements including network port usage and bandwidth requirements. Describe your support for
IPv6 and NAT networking.
2.2. The system must be capable of supporting a multi-user environment. The system must support
concurrent access to the database files by a number of users. Explain.
2.3. System must be capable of supporting operations 24 hours/day, 7 days/week. Describe your approach
for supporting a system requiring a high level of availability. Describe any features built into your
application’s architecture to reduce planned and unplanned downtime related to server, network, or
application issues. Explain maintenance procedures for system patching and upgrades.
2.4. The system must maintain an audit trail for all transactions and system operator actions. Explain.
2.5. The system must support multiple magnetic stripe card formats that are described in the Card Formats
section following section 9 of the specifications. Explain your system’s capabilities to support this and
other card technologies.
2.6. Transaction response time for on campus card transactions must be less than two seconds.
2.7. Describe the application server hardware, operating systems, and database environments that are supported?
Explain whether a virtualized environment is supported and the options available.
2.8. Given the scale of our installation, provide minimum and recommended server (memory, CPU, network, disk)
and software specifications for each server required. Specify the number of concurrent users, cardholder
accounts, transaction volume, and the number of readers and POS equipment that can be supported under
each scenario. Describe and diagram the interaction between the individual server components.
2.9. How are application and system updates tested and applied? Describe options available for running a
development/test environment.
2.10. Describe how data is protected during transmission to and from the reader or POS device. How is stored data
protected on the server?
2.11. Describe your system’s options available to accept credit, debit and pin debit cards. What credit card
information is stored? Provide your PCI DSS or PA-DSS certification and PCI implementation guide.
2.12. Define your application’s ability to interact with third-party authentication and authorization systems.
2.13. Describe your system’s ability to control access to your application based on a user’s role or responsibility.
2.14. Describe the applications’ ability to control access to data (i.e. Revenue centers, products, reports, cardholders,
etc.) based on a person’s role and/or association to a particular campus department.
2.15. System should automatically sign off user after specified period of inactivity.
2.16. Describe your procedures for backing up and restoring your software and data.
2.17. Describe how your application and hardware environment can be monitored at both the system and transaction
level. Include diagnostic capabilities, system and application logs available, alerts, and tools to troubleshoot
performance issues.
2.18. The system should allow for all debit card system readers and POS equipment to be monitored and identify any
equipment that is offline. Explain your system’s capability.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 25 OF 43
3. Debit Card and Transaction System – 100 points
3.1 The system must support multiple accounts for each cardholder. Describe the number and type of
accounts supported in your system.
3.2 The system must support multiple cardholder permissions that can be assigned to each cardholder to
control access to various services. Describe the number and type of permissions supported in your
system.
3.3 The system must be able to restrict access to permissions based on location, date, and time of day.
3.4 Readers and POS devices must be able to operate and store transactions in the event of a server or
network outage. Describe how this feature works and the number of transactions that can be stored.
Clearly specify any limitations that the recommended hardware may have to be able to provide this
functionality.
3.5 Reader and POS devices must display a remaining account balance on the printed receipt or display if
printer is not present.
3.6 The system must allow deposits to be taken and entered into the system by multiple methods including
point of sale devices, computer terminals, and online web services.
3.7 The system must have the ability to deal with lost or stolen cards and provide the ability to assign a
temporary card to the user’s account.
3.8 The system must provide appropriate error messages for invalid transactions. Explain.
3.9 Provide an overview of your debit card and transaction system.
4. Point of Sale – 150 points
Overview and Hardware
4.1 POS equipment must be able to support an alpha/numeric cashier and remote patron display as well as
an electronic scale, bar code reader, receipt printer, and integrated magnetic stripe reader for MC/Visa
and campus debit card purchases. Describe this and other peripheral equipment available.
4.2 The system must support a remote kitchen printer and/or display system.
4.3 Provide an overview of your POS system recommended in this proposal. Describe the features and
specifications of each device.
4.4 How long ago was the proposed system released? What is the typical life cycle (in years) for a POS model line
provided by this vendor?
4.5 If POS software operates on generic hardware, please provide the minimum and recommended hardware
requirements.
4.6 Vendor should describe POS equipment that can be used outdoors. Also provide information about available
mobile/handheld devices.
4.7 The system should support online orders as well as orders submitted through a kiosk. Ideally the orders should
go directly into the POS system without requiring duplicate entry of data by the customer or the cashier.
4.8 Describe your system’s ability to use smart phone applications (e.g. to process payments or place online
orders).
User Interface
4.9 System should allow for discounts or premiums based on specific items purchased, category of items, tender
key selected, or cashier entry.
4.10 System must allow for multiple tender types to be used in one transaction.
4.11 The system must be able to recognize the difference in account types being accessed for payment and
if applicable charge an appropriate discount or premium.
4.12 System must require cashier to log-on to access system. Describe cashier logon process, including
the system’s ability to track and report on a cashier working multiple shifts in the same day. Can
cashier log on using their student ID card?
4.13 The operator must be able to void all or part of a transaction before the sale is concluded. This feature
should have the option to be configured by device and controlled by manager approval if desired.
4.14 System should allow for multiple menus.
4.15 System should provide the ability to establish pre-determined operator prompts associated with the sale of
specific items or groups of items.
4.16 System should have the ability to automatically record pre-selected messages on receipts related to the
purchase of specified products.
4.17 POS equipment should support dual cash drawers and/or dual operator log-on.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 26 OF 43
4.18 System must be able to identify each individual operator and provide appropriate access based on the
assigned security rights.
4.19 The cashier should be able to process a refund for any tender type. It should also be possible to prohibit this
function.
4.20 The receipt should not print until payment has been processed.
4.21 The receipt should include the ability to print a custom header message to specify the specific revenue
center/service area. Describe information that can be included on the receipt.
4.22 Allow for customer data or cashier comments to be entered as part of a sale. Retain this information and allow
it to be associated to a specific purchases (i.e., capture a customer’s name, address, and phone number; enter
a ticket or bus pass number sold; or collect information on why a transaction was voided or returned.) The
software should provide the option of tracking the sale of serialized items.
4.23 POS should contain a training mode.
Back Office Software
4.24 POS system should allow for administration of all POS terminals from the centralized server.
4.25 Allow for real-time POS monitoring of transaction activity and sales.
4.26 Allow for assigning discounts or premiums to individual products or tender keys. Options should also include
support of combination pricing.
4.27 System should have the ability to set sales on items or groups of items to start and end on specified dates.
4.28 System should have the ability to create custom tender types.
4.29 System should allow users to add new products to a menu at an administrative computer (PC) and at the POS.
4.30 The system should be able to handle multiple menus. Describe any limitations on the number of menus,
products, tender keys, etc.? Describe how/when a menu change goes into effect.
4.31 Describe the system’s ability for working with bar codes. What bar code formats does the system support?
4.32 It is desired that the system should provide integrated real time, full featured, inventory management for a
convenience store environment. Describe the inventory management capabilities.
4.33 It is desired that the system should have the ability to maintain an inventory of rental items and charge based
on time of use. Describe your system’s capability to handle this desire.
4.34 Please describe any tools and/or features that will assist management with monitoring or controlling individual
cashier’s use of refund, void or other functions that could be used to commit cashier fraud.
5. Reports – 100 points
5.1 Describe the reporting capabilities of the system. Provide a list of standard reports.
5.2 What reports are available that might alert the University to problems with internal security or fraud?
5.3 Explain ability to schedule reports. Can reports be directed to any printer, e-mail address, or exported in an
Excel or comma separated file format?
5.4 Explain the ability to generate an ad hoc report.
6. System Integration – 100 points
6.1 The system must be able to interface with the MBS System in use at the University Book Store.
6.2 The system must be able to interface with GoPrint software for printing services.
6.3 The system must include the capability for an online copier control system that allows debit card
purchases of items from copy machines. The system must demonstrate an ability to interface with a
wide variety of makes/models of copy machines. Describe your capabilities.
6.4 System must include the capability for an online laundry control system that allows a cardholder’s ID to
activate the machine for debit card purchases. The system must demonstrate an ability to interface
with a wide variety of makes/models of laundry machines. Describe your capabilities.
6.5 The system must include the capability for an online vending control system that allows debit card
purchases of items from vending machines. The system must demonstrate an ability to interface with a
wide variety of makes/models of vending machines. Describe your capabilities.
6.6 The system must provide an online account management solution for cardholders to make deposits,
check transaction history and report lost cards. The campus currently uses JSA Technologies to
provide this service. Describe the options available through your system that meet this need.
6.7 Describe any relationships with other businesses and their products that provide enhancements or integrations
with your solution.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
6.8
6.9
6.10
6.11
6.12
6.13
6.14
6.15
6.16
PROPOSAL NO.: 12-5387
PAGE 27 OF 43
Describe the system’s capability to import and export data and the format types supported (e.g. PDF, Excel,
csv, etc.).
Does the system integrate or exchange data with Aurora FoodPro or Cbord Food Management Systems? If
yes, explain the capabilities of your system. If no, explain what you would do to make your system able to
integrate with these products.
Does the system integrate or exchange data with Microsoft Dynamics, if so describe how.
Does the system proposed currently work with HigherOne Corp. (CASHNet) as a payment gateway? What are
the payment processing abilities of the proposed system?
Describe how the system processes payments with credit cards. What payment gateways can be used?
Describe other reader hardware available such as wireless devices, kiosks, deposit payment terminals, etc.
Does the system proposed allow online ordering via the Internet? What payment types are allowed? Describe
any special features of your online ordering solution. What is the level of security for ordering and payment?
Describe any web based services available so students can manage their debit accounts online. Options
should include the ability to make deposits, transfer funds, check account history, or suspend/activate a lost
card.
Explain the process and costs involved of developing a new interface with the debit card and transaction
system and a third party application.
7. Installation and Training – 100 points
7.1 It is imperative that this system is ready to go live by August 1, 2012. Provide a proposed implementation plan
and timeline based on the RFP timeline. Describe the process to convert from the current NuVision system
including data migration. Clearly outline the responsibilities of the vendor and those of the University.
7.2 What is the level of experience of the staff that would provide installation services?
7.3 What training is included with your proposed system?
7.4 Describe your user and administrator training program.
7.5 Describe the user manuals that are available. Provide a general description of the content of the manuals.
7.6 In addition to the implementation plan requested above, provide a plan to replace the existing NuVision
hardware and software installation. Include what experience you have had in taking over or upgrading a
NuVision system.
8. Maintenance and Support – 100 points
8.1 Describe in detail the technical support provided with your maintenance agreement. Describe the technical and
administrative support you expect the campus to provide.
8.2 Describe your technical support and maintenance options for hardware and software. What is the process for
escalating a problem that has not been resolved by the initial support contact?
8.3 Is the support provided by company staff or is it sub-contracted? What is the level of experience of the staff
that would provide technical support?
8.4 What is the turnaround time to repair a piece of failed equipment? Are repairs done onsite or by hardware
exchange? Are parts, supplies, and replacement units for the system proposed maintained in stock?
8.5 What hours is technical support available? Who from the University can call for support?
8.6 Do you have an annual user conference? Do you have a user group listserve or wiki?
9. Capacity – 0 points
The new system must be able to process the volume of activity reflected in the following list. Provide
documentation of your system’s ability to handle this volume.
 Number of accounts on debit card system – 315,000 (active + historical)
 Number of active campus debit card accounts – 75,000
 Total annual cash sales – $9 million
 Total annual cash transactions – 2 million
 Average daily cash transactions during academic year – 8,500
 Total annual campus debit card sales -- $14 million
 Total annual campus debit card transactions – 3.5 million
 Average daily campus debit card transactions during academic year – 19,000
 Total annual credit card sales – $4.5 million
 Total annual credit card transactions – 900,000
 Average daily credit card transactions during academic year – 4,500
 Transaction activity originating from over 250 devices
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
10.
PROPOSAL NO.: 12-5387
PAGE 28 OF 43
Card Formats
The University issues a HID DuoProx card to all students, faculty and staff. The card contains a 2750 oersted high
coercivity three track magnetic stripe and a 128 kHz 35 bit encoded proximity chip based on HID’s Corporate 1000
standard.
The University has two different magnetic stripe encoding formats. The proposed solution must be able to read the
campus ID number from each of these formats for campus account purchases and event or activity uses. In either
format the University ID number and lost card code are the last 11 characters of the data string after the end
sentinel and LRC are removed.
Track 2 magnetic stripe encoding formats:
Standard format: Sample: ;90123456780?7
 Start sentinel
 10 digit ID number (includes a mod-10 check digit)
 1 digit issue code
 End sentinel
 Longitudinal Redundancy Check (LRC)
Note: This format above does not include a site code or field separator in the format
Bank card format: This card format is used by card holders who have linked their card with the campus bank partner.
Information is also encoded on track 1, however the campus ID number is in a static position on track 2.
Sample: ; 58137711012345=1004101123490123456780?7
Static data includes 581377 in positions 2-7, the field separator (=) in position 16, and 101 in positions 21-23.








Start sentinel
14 digits of ATM data
Field separator
11 digits of ATM data
10 digit University ID number
1 digit issue code
End sentinel
LRC (Longitudinal Redundancy Check)
HID Corporate 1000 35-bit format
The following describes the generic structure
of the Corporate 1000 Format.
PPAAAAAAAAAAAABBBBBBBBBBBBBBBBBBBBP
P= a parity bit
A= the “Company ID Code” field, fixed by HID
B= the programmable range of “Card ID Numbers” from 0-1048575
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
11.
PROPOSAL NO.: 12-5387
PAGE 29 OF 43
Software Integration
Transaction Interface: allow for the purchase of goods and services using the campus debit card
account/s.
BizTracker – retail store point-of-sale system
GoPrint – pay for print services in campus computer labs
Informed Decisions (CashNet) – campus e-payment software solution provides an option for accepting deposits
into a campus debit card account
Innosoft Fusion – recreation management system
MBS System – bookstore point-of-sale system
Import/Export Interface: allow for the exchange of data between applications.
Aurora FoodPro – food menu management software
Cbord FMS – food menu management software
Microsoft Dynamics GP – financial management software
The University needs the ability to move product data between the POS system and Cbord FMS, including sales
information, pricing, PLU and bar codes. We also need to export POS data to Cbord, and sales data to both Food
Management Systems.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 30 OF 43
ATTACHMENT B – COST PROPOSAL FORM
Costs which are not specifically identified below will not be compensated under any Contract awarded pursuant to this
RFP.
Provide pricing for the proposed system hardware and software, maintenance and services as requested in the
following sections. There are two options for which proposers should provide pricing. In addition, the pricing should
describe the yearly maintenance cost for five years. Be sure to include all modules required to operate the system
proposed. Optional modules that can add additional features must be identified and should be priced separately.
Option 1: For Software, a UW-Madison Enterprise License: License allowing installation of an unlimited number of
instances of the software (including servers, thick clients and web clients) on an unlimited number of production
servers (or server clusters as appropriate) in support of the UW-Madison campus, regardless of the number of system
users. Note that licensing costs should be based on the University’s production implementation. Installation of an
unlimited number of non-production instances in support of testing, development and quality assurance is assumed to
be included with the production. For Hardware, detail the type, model number and quantities of the hardware needed
along with the cost. Include information on Implementation and Installation Services.
Option 2: Proposers may offer an alternative software licensing model. Provide detailed product information
including all elements of the POS System Hardware and Software proposed. Provide detailed information on how
your software is licensed. In addition, it should describe the yearly software and hardware maintenance cost for five
years.
Other products:
Provide pricing information along with a detailed description of any additional related products or services that may be
used with the POS System. This should be reflected as a fixed price or discount off list with yearly maintenance cost
identified. All maintenance purchases will be prorated to the fixed contract term on a yearly basis. Any additional
items will be accepted at the University’s sole discretion.
Conversion/Upgrade Costs/Discounts:
Provide detail of any costs or discounts for the University for Conversion from the existing system. Include these
costs or discounts as a line item under Implementation and Installation Services. Indicate any University hardware
that can continue to be used with the proposed system.
Note: The University will supply the servers to run the proposed applications.
Click here for spreadsheet.
To access the above spreadsheet – place your cursor over the link and hit the CONTROL key and
wait for the “hand” and click.
Country of Origin ___________________________________________
Shipping Point
____________________________________________
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 31 OF 43
ATTACHMENT C - CLIENT REFERENCE LIST
Proposer Name:____________________________________________________________________________________
The Proposer must provide a minimum of four (4) business references.
1.
Reference Name: _____________________________________________ Contact: ___________________________
Address: _____________________________________________________________________________________________
Phone #: (
) ____________________
E-mail
address_______________________________________________________
Fax/Internet address:____________________________________________________________________________________
Description and date(s) of commodities and services provided: __________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
2.
Reference Name: _____________________________________________ Contact: ___________________________
Address: _____________________________________________________________________________________________
Phone #: (
) ____________________
E-mail
address_______________________________________________________
Fax/Internet address:____________________________________________________________________________________
Description and date(s) of commodities and services provided: __________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
3.
Reference Name: _____________________________________________ Contact: ___________________________
Address: _____________________________________________________________________________________________
Phone #: (
) ____________________
E-mail
address_______________________________________________________
Fax/Internet address:____________________________________________________________________________________
Description and date(s) of commodities and services provided: __________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
4.
Reference Name: _____________________________________________ Contact: ___________________________
Address: _____________________________________________________________________________________________
Phone #: (
) ____________________
E-mail
address_______________________________________________________
Fax/Internet address:____________________________________________________________________________________
Description and date(s) of commodities and services provided: __________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
References may be contacted to confirm the Proposer’s abilities and qualifications as stated in the Proposer’s
Response. The University may perform due diligence by contacting any applicable business reference, including
references from within the UW System. The University reserves the right to disqualify any Proposer whose
references don’t support their stated claim of qualifications in their response.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 32 OF 43
ATTACHMENT D: STANDARD TERMS AND CONDITIONS
1.0 SPECIFICATIONS:
The specifications in this request are the minimum acceptable. When specific
manufacturer and model numbers are used, they are to establish a design, type of construction, quality,
functional capability and/or performance level desired. When alternates are bid/proposed, they must be
identified by manufacturer, stock number, and such other information necessary to establish equivalency. The
UW-Madison shall be the sole judge of equivalency. Bidders/proposers are cautioned to avoid bidding
alternates which may result in rejection of their bid/proposal.
2.0 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. Each deviation and exception must be identified by the section, page and paragraph to which it
applies. In the absence of such statement, the bid/proposal shall be accepted as in strict compliance with all
terms, conditions, and specifications and the bidder/proposer shall be held liable.
3.0 QUALITY: Unless otherwise indicated in the request, all material shall be first quality. Items which are used,
demonstrators, obsolete, seconds, or which have been discontinued are unacceptable without prior written
approval by the University.
4.0 QUANTITIES: The quantities shown on this request are based on estimated needs. The University reserves
the right to increase or decrease quantities to meet actual needs.
5.0 PRICING AND DISCOUNT: The University qualifies for governmental discounts and its educational
institutions also qualify for educational discounts. Unit prices shall reflect these discounts.
5.1 Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz.,
ea.) as stated on the request or contract. For any given item, the quantity multiplied by the unit price shall
establish the extended price, the unit price shall govern in the bid/proposal evaluation and contract
administration.
5.2 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 University 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 industry-wide. The conditions under which price increases
may be granted shall be expressed in bid/proposal documents and contracts or agreements.
5.3 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).
6.0 UNFAIR SALES ACT: Prices quoted to the University are not governed by the Wisconsin Unfair Sales Act.
7.0 ACCEPTANCE-REJECTION: The University 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 interest of the State of Wisconsin.
8.0 ORDERING: Purchase orders or releases via purchasing cards shall be placed directly to the Contractor by
University. No other purchase orders are authorized.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 33 OF 43
9.0 PAYMENT TERMS AND INVOICING: The University 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.
9.1 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. Invoice payment processing address is shown on the upper left corner of the purchase order.
Send invoices to the Accounts Payable address on the purchase order. Do not send invoices to the ship
to address.
9.2 Payment shall be considered timely if the payment is mailed, delivered, or transferred within thirty (30)
days after receipt of a properly completed invoice, unless the vendor is notified in writing by the agency of
a dispute before payment is due.
9.3 Bidders/proposers shall include discounts for early payment (See 5.3) as a percent reduction of invoice.
Invoice discounts shall be determined, where applicable, from the date of acceptance of goods and/or the
receipt of invoice, whichever is later. Discounts for early payment terms stated on the bid/proposal must
be shown plainly on the invoice; discounts for early payment not shown on the invoice will be taken.
9.4 Invoices submitted not in accordance with these instructions will be removed from the payment process
and returned within ten (10) days.
9.5 Payment terms and invoicing for purchasing card will be made in accordance with the purchasing card
contact.
10.0 TAXES: The University, an agency of the State of Wisconsin, is exempt from payment of all federal tax and
Wisconsin state and local taxes on its purchases except Wisconsin excise taxes as described below. The
Department of Revenue of the State of Wisconsin does not issue a tax exempt number; however, University is
exempt from State of Wisconsin sales or use tax under s.77.54(9a)(a). Registration No. 39-73-1021-K, was
issued by the Internal Revenue Service to authorize tax-free transactions under Chapter 32 of the Internal
Revenue Code.
10.1 The University, an agency of the State of Wisconsin, 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 University 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.
11.0 GUARANTEED DELIVERY: Failure of the Contractor to adhere to delivery schedules as specified or to
promptly replace rejected materials shall render the Contractor liable for all costs in excess of the contract
price when alternate procurement is necessary. Excess costs shall include the administrative costs.
12.0 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
University.
13.0 APPLICABLE LAW: This Agreement shall be construed under the laws of the State of Wisconsin. Jurisdiction
and venue for any disputes under this Agreement shall be in Dane County, Wisconsin. The contractor shall at
all times comply with and observe all federal and state laws, local laws, ordinances and regulations which are
in effect during the period of this contract and which in any manner affect the work or its conduct.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 34 OF 43
14.0 ANTITRUST ASSIGNMENT: The Contractor and the University recognize that in actual economic practice,
overcharges resulting from antitrust violations are in fact usually borne by the purchaser. Therefore, the
Contractor hereby assigns to the University any and all claims for such overcharges as to goods, materials or
services purchased in connection with this contract.
15.0 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 University.
16.0 DISPUTES: Disputes should be addressed to the University Purchasing Office, Director of Purchasing
Services, 21 N Park St, Suite 6101, Madison, WI 53715 1218.
17.0 NONDISCRIMINATION/AFFIRMATIVE ACTION:
17.1 In connection with the performance of work under this contract, the Contractor agrees not to discriminate
against any employe or applicant for employment because of age, race, religion, color, handicap, sex,
physical condition, developmental disability as defined in s.51.01(5), Wisconsin Statutes, 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.
17.2 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) employes. 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.
17.3 The Contractor agrees to post in conspicuous places, available for employes and applicants for
employment, a notice to be provided by the contracting state agency that sets forth the provisions of the
State of Wisconsin nondiscrimination law.
17.4 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.
17.5 To the extent required by law, 41 CFR 60-1.4(a) and (b) are incorporated by reference in these Standard
Terms and Conditions. Additionally, the Contractor certifies compliance with 41 CFR 60-1.8 and does not
and will not maintain any facilities provided for employees in a segregated manner. The Contractor
further agrees to obtain identical certifications from any subcontractors prior to the award of a subcontract
exceeding $25,000 which is not exempt and will retain such certification for audit purposes.
18.0 PATENT INFRINGEMENT: The Contractor selling to the University 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 University
(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.
19.0 SAFETY REQUIREMENTS: All materials, equipment, and supplies provided to the University must comply
fully with all safety requirements as set forth by the Wisconsin Administrative Code, Rules of the Industrial
Commission on Safety, and all applicable OSHA Standards.
20.0 MATERIAL SAFETY DATA SHEET: If any item(s) on an order(s) resulting from this award(s) is a hazardous
chemical, as defined under 29CFR 1910.1200, provide one (1) copy of a Material Safety Data Sheet for each
item with the shipped container(s) and one (1) copy to UW Safety Department, 30 East Campus Mall, Madison
WI 53715-2609.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 35 OF 43
21.0 WARRANTY: Unless otherwise specifically stated by the bidder/proposer, equipment purchased as a result of
this request shall be warranted against defects by the bidder/proposer for one (1) year from date of receipt.
The equipment manufacturer's standard warranty shall apply as a minimum and must be honored by the
Contractor.
22.0 INSURANCE RESPONSIBILITY: The Contractor performing services to the University shall:
22.1 Maintain worker's compensation insurance as required by Wisconsin Statutes for all employees engaged
in the work.
22.2 Maintain commercial liability, bodily injury and property damage insurance against any claim(s) which
might occur in carrying out this agreement/contract. Minimum coverage shall be one million dollars
($1,000,000) liability for bodily injury and property damage including products liability and completed
operations. Provide motor vehicle insurance for all owned, non-owned and hired vehicles that are used in
carrying out this contract. Minimum coverage shall be one million dollars ($1,000,000) per occurrence
combined single limit for automobile liability and property damage.
22.3 The state reserves the right to require higher or lower limits where warranted.
22.4 Upon request by the University, the Contractor is required to provide a Certificate of Insurance, from an
insurance company licensed to do business in the State of Wisconsin, with a minimum AM Best rating of
A-, and signed by an authorized agent. A minimum 60 day cancellation notice is desired.
23.0 CANCELLATION: The University 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.
24.0 VENDOR TAX DELINQUENCY: Vendors who have a delinquent Wisconsin tax liability may have their
payments offset by the State of Wisconsin.
25.0 OMNIBUS RECONCILIATION ACT: (Public Law 96-499) To the extent required by law, if this contract is for
acquisition of services with a cost or value of $25,000 or more within any 12-month period, including contracts
for both goods and services in which the services component is worth $25,000 or more within any 12-month
period, the Contractor shall in accordance with 42 C.F.R., Part 420, Section 1861 of the Omnibus
Reconciliation Act of 1980 (P.L. 96499) and permit the comptroller general of the United States, the United
States Department of Health and Human Services, and their duly authorized representatives, access to the
Contractor's books, documents and records until the expiration date of four (4) years after the approval of
procurement activities.
26.0 PUBLIC RECORDS ACCESS: It is the intention of University to maintain an open and public process in the
solicitation, submission, review, and approval of procurement activities. Bid/proposal openings are public
unless otherwise specified. Records may not be available for public inspection prior to issuance of the notice
of intent to award or the award of the contract.
27.0 PROPRIETARY INFORMATION: Any restrictions on the use of data contained within a request must be
clearly stated in the bid/proposal itself. Proprietary information submitted in response to a request will be
handled in accordance with applicable State of Wisconsin procurement regulations and the Wisconsin public
records law. Proprietary restrictions normally are not accepted. However, when accepted, it is the vendor's
responsibility to defend the determination in the event of an appeal or litigation.
27.1 Data contained in a bid/proposal, all documentation provided therein, and innovations developed as a
result of the contracted commodities or services cannot be copyrighted or patented. All data,
documentation, and innovations become the property of the State of Wisconsin.
27.2 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.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 36 OF 43
28.0 DISCLOSURE: If a state public official (s. 19.42, Wisconsin Statutes), a member of a state public official's
immediate family, or any organization in which a state public official or a member of the official's immediate
family owns or controls a ten percent (10%) interest, is a party to this agreement, and if this agreement
involves payment of more than three thousand dollars ($3,000) within a twelve (12) month period, this contract
is voidable by the state unless appropriate disclosure is made according to s. 19.45(6), Wis. Stats., before
signing the contract. Disclosure must be made to the State of Wisconsin Ethics Board, 44 E. Mifflin Street,
Suite 601, Madison, Wisconsin 53703 (Telephone 608-266-8123). State classified and former employes and
certain University faculty/staff are subject to separate disclosure requirements, s. 16.417, Wis. Stats.
29.0 ANTI-KICKBACK ACT of 1986: (41 USC 51 et. seq): To the extent required by law, the officer or employe
responsible for submitting this bid shall certify, in accordance with 48 CFR 52.203-7, to the best of their
knowledge, that they have no information concerning the violation of the Anti- Kickback Act in connection with
the submitted bid/proposal. Signing the bid/proposal with a false statement shall void the submitted
bid/proposal and any resulting contract(s).
30.0 RECYCLED MATERIALS: The University is required to purchase products incorporating recycled materials
whenever technically or economically feasible. Bidders/proposers are encouraged to bid/propose products
with recycled content which meet specifications.
31.0 HOLD HARMLESS: The Contractor will indemnify and save harmless the State of Wisconsin and all of its
officers, agents and employees from all suits, actions, or claims of any character brought for or on account of
any injuries or damages received by any persons or property resulting from the operations of the Contractor, or
of any of its Contractors, in prosecuting work under this agreement.
32.0 PROMOTIONAL ADVERTISING/NEWS RELEASES: Reference to or use of the State of Wisconsin, any of
its departments, agencies (University) 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 University. Release of broadcast e-mails pertaining to this procurement shall not be made without prior
written authorization of the contracting agency.
33.0 WORK CENTER CRITERIA: A work center must be certified under s. 16.752, Wisconsin Statutes, 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.
34.0 FOREIGN CORPORATION: A foreign corporation (any corporation other than a Wisconsin corporation) which
becomes a party to this Agreement is required to conform to all the requirements of Chapter 180, Wis. Stats.,
relating to a foreign corporation and must possess a certificate of authority from the Wisconsin Department of
Financial Institutions, unless the corporation is transacting business in interstate commerce or is otherwise
exempt from the requirement of obtaining a certificate of authority. Any foreign corporation which desires to
apply for a certificate of authority should contact the Department of Financial Institutions, Division of
Corporation, P.O. Box 7846, Madison, WI 53707-7846; telephone (608) 261-7577.
35.0 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.
36.0 WORK CENTER PROGRAM: The successful bidder/proposer shall agree to implement processes that allow
the State agencies, including the University of Wisconsin System, to satisfy the State's obligation to purchase
goods and services produced by work centers certified under the State Use Law, s.16.752, Wis. Stat. This
shall result in requiring the successful bidder/proposer to include products provided by work centers in its
catalog for State agencies and campuses or to block the sale of comparable items to State agencies and
campuses.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 37 OF 43
ATTACHMENT E – HARDWARE INVENTORY
Hardware Inventory
The following is a list of equipment the University is currently using. The majority of this hardware was acquired
in May 2010 and was put into service in March 2011. Vendor should indicate in the cost proposal if this
equipment can be used with the system proposed or if vendor is willing to acquire this hardware.
Description
Model
Quantity
IBM SurePOS 500 – includes cash drawer, touch
screen, printer, and rear mount display
IBM SurePOS 500 – includes cash drawer, touch
screen, printer, and patron pole display
IBM SurePOS 500 kiosk
IBM SurePOS 500 keyboards
IBM SurePOS 500 cash drawer
IBM SurePOS 500 pole display
Symbol Barcode scanner
Epson IP Kitchen printer 1
Epson IP Kitchen printer 2
Epson Receipt printer
Avery Berkel Scale
ITC Laundry controller
ITC Laundry module interface
ITC Copy reader
ITC Vending reader
ITC Vending reader programmer
Verifone
MMF Cash drawer
IBM-4852-E66 & 566
51
IBM-4852-E66 & 566
67
IBM-4838-54E
IBM-44T4141
IBM SurePOS
IBM SurePOS
LS9203
TM-U230
TM-U220B
TM-U220D
6702
7030
4130
7210
7020-N-SW
ITC
MX870
Advantage
5
12
2
68
50
10
8
12
17
25
162
3
20
1
11
4
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 38 OF 43
ATTACHMENT F – HARDWARE NEEDS BY LOCATION
Not primary POS
Scanner
Kitchen Printer
Scale
CD/PD/PR1
UW Madison Hardware Needs by Location
Department
Type of operation
Reader/POS Type
Model #
# of
Reader
or POS
Devices
ASM Student Print
ASM Bus Pass
ASM
ASM
Retail
Service
Activity
Activity
Verifone
Verifone
1
4
x
Location uses QuickBooks POS
DoIT Tech Store
DoIT
Retail
Activity
Verifone
2
x
Home grown -- Oracle based
Carson's Carryout
Housing
Food Service
POS
Cardon's Delivery
Housing
Food Service
POS
Desk Chadbourne
Housing
Retail
POS
Desk Elizabeth Waters
Housing
Retail
POS
Desk Holt
Housing
Retail
POS
Desk Ogg
Housing
Retail
POS
Desk Sellery
Housing
Retail
POS
Desk Smith Hall
Housing
Retail
POS
Desk Tripp
Housing
Retail
POS
Desk Witte
Housing
Retail
POS
Ed's Coffee House
Housing
Food Service
POS
Ed's Express Store
Housing
Food/Retail
POS
Ed's Delivery
Housing
Food Service
POS
Elizabeth Waters Dining
Housing
Food Service
POS
Location Name
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
Comments
2
2
2
4
4
1
1
Deposits and misc sales
1
1
Deposits and misc sales
1
1
Deposits and misc sales
1
1
Deposits and misc sales
1
1
Deposits and misc sales
1
1
Deposits and misc sales
1
1
Deposits and misc sales
1
1
Deposits and misc sales
1
1
2
2
5
5
4
4
3
Kitchen ordering system + 2 POS are kiosks
2
3
4
Kitchen ordering system + 2 POS are kiosks
4
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 39 OF 43
Type of operation
Frank's Coffee House
Housing
Food Service
POS
Frank's Place Dining
Laundry Adams Faville
Laundry Adams Noyes
Laundry Barnard
Laundry Bradley
Laundry Chadbourne
Laundry Cole
Laundry Elizabeth Waters
Laundry Friedrick 3rd Flr
Laundry Friedrick 4th Flr
Laundry Kron Conover
Laundry Kron Showerman
Laundry Lakeshore
Laundry Merit
Laundry Ogg Hall
Laundry Sellery A
Laundry Sellery B
Laundry Slichter 1st Fl
Laundry Slichter 4th Fl
Laundry Smith Hall
Laundry Sullivan
Laundry Susan B Davis
Laundry Tripp Fallows
Laundry Tripp Spooner
Laundry Witte A
Laundry Witte B
Housing
Housing
Housing
Housing
Housing
Housing
Housing
Housing
Housing
Housing
Housing
Housing
Housing
Housing
Housing
Housing
Housing
Housing
Housing
Housing
Housing
Housing
Housing
Housing
Housing
Housing
Food Service
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
Laundry Room
POS
Laundry
Laundry
Laundry
Laundry
Laundry
Laundry
Laundry
Laundry
Laundry
Laundry
Laundry
Laundry
Laundry
Laundry
Laundry
Laundry
Laundry
Laundry
Laundry
Laundry
Laundry
Laundry
Laundry
Laundry
Laundry
Model #
IBM
SurePOS
IBM
SurePOS
ITC 7030
ITC 7030
ITC 7030
ITC 7030
ITC 7030
ITC 7030
ITC 7030
ITC 7030
ITC 7030
ITC 7030
ITC 7030
new
ITC 7030
ITC 7030
ITC 7030
ITC 7030
ITC 7030
ITC 7030
ITC 7030
ITC 7030
ITC 7030
ITC 7030
ITC 7030
ITC 7030
ITC 7030
2
2
3
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
3
Scale
Scanner
Reader/POS
Type
Not primary POS
Department
# of
Reader
or POS
Devices
Kitchen Printer
Location Name
CD/PD/PR1
UW Madison Hardware Needs by Location
Comments
2
3
3
2 Maytag washers + 2 doublestack dryers
6 Maytag washers + 6 doublestack dryers
3 Maytag washers + 4 doublestack dryers
4 Maytag washers + 4 doublestack dryers
10 Maytag washers + 10 doublestack dryers
6 Maytag combo (washer/dryer)
12 speed Queen washers+ 6 doublestack dryers
4 Maytag combo (washer/dryer)
4 Maytag combo (washer/dryer)
8 Spd. Queen Washers + 4 doublestack dryers
8 Maytag washers + 4 doublestack dryers
6 Spd. Queen washers + 3 doublestack dryers
4 Spd. Queen washers +2 doublestack dryers
16 Maytag washers + 16 doublestack dryers
10 Maytag washers + 10 doublestack dryers
10 Maytag washers + 10 doublestack dryers
2 Maytag Washers + 1 doublestack dryer
2 Maytag combo (washer/dryer)
10 Maytag washers + 10 doublestack dryers
5 Spd. Queesn washers +3 doublestack dryers
2 Spd. Queesn washers + 1 doublestack dryer
6 Maytag washers + 6 doublestack dryers
2 Maytag washers + 2 doublestack dryers
10 Maytag washers + 10 doublestack dryers
10 Maytag washers + 10 doublestack dryers
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 40 OF 43
Type of operation
Model #
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
Newell's
Housing
Food Service
POS
Pop's Club
Housing
Food Service
POS
Rheta's KIS(Pizza Station)
Housing
Food Service
POS
Rheta's Market Place
Housing
Food Service
POS
Rheta's Now or Later C-Str
Housing
Food/Retail
POS
Slichter Cashier's Office
Housing
Retail
POS
Retail
POS
Retail
POS
Retail
POS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
2
2
3
3
1
1
4
4
1
1
1
1
1
1
1
1
1
1
Scale
Scanner
Reader/POS
Type
Not primary POS
Department
# of
Reader
or POS
Devices
Kitchen Printer
Location Name
CD/PD/PR1
UW Madison Hardware Needs by Location
Comments
3
3
3
4
4
1
Wiscard deposits only
Social Science Copy Center
Letters &
Science
Letters &
Science
Letters &
Science
UBS Digital Outpost
UBS HSLC
UBS University Book Store
Underground Textbook Ex
Outside Vendor
Outside Vendor
Outside Vendor
Outside Vendor
Bookstore
Bookstore
Bookstore
Bookstore
Interface
Interface
Interface
Activity
MBS System
MBS System
MBS System
Verifone
1
x
Location uses Nebraska Book POS system
Babcock Hall Dairy Store
School of Ag
Food/Retail
Activity
Verifone
1
x
Location uses rpower POS
Baraboo - Bookstore
UW Colleges
Retail
Activity
1
x
Used for Wiscard transactions only
Baraboo - Campus Cafe
UW Colleges
Food Service
POS
Verifone
IBM
SurePOS
Humanities Copy Center
Music Department
1
1
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 41 OF 43
Type of operation
Capital Cafe
Wisconsin Union
Food Service
POS
Capital Cafe Coffee
Wisconsin Union
Food Service
POS
Badger Market at US
Wisconsin Union
Retail
POS
Biochemistry
Wisconsin Union
Food Service
POS
Craftshop
Wisconsin Union
Retail
POS
Crossroads Café
Wisconsin Union
Food Service
POS
Daily Dose
Wisconsin Union
Food Service
POS
Daily Scoop at MU
Wisconsin Union
Food Service
POS
Daily Scoop at US
Wisconsin Union
Food Service
POS
Daily Scoop/Terrace
Wisconsin Union
Food Service
POS
Der Rathskeller
Wisconsin Union
Food Service
POS
Engineering Deli
Wisconsin Union
Food Service
POS
Essentials
Wisconsin Union
Retail
POS
Feed Bag Deli - Vet Med
Wisconsin Union
Food Service
POS
Ginger Root
Wisconsin Union
Food Service
POS
Harvest Grains
Wisconsin Union
Food Service
POS
ICU Deli - Medical Science
Wisconsin Union
Food Service
POS
Ingraham Deli
Wisconsin Union
Food Service
POS
Model #
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
Scale
Scanner
Reader/POS
Type
Not primary POS
Department
# of
Reader
or POS
Devices
Kitchen Printer
Location Name
CD/PD/PR1
UW Madison Hardware Needs by Location
3
3
1
1
2
2
2
2
2
2
1
1
1
1
1
1
1
1
2
2
2
1
1
1
1
1
3
3
2
2
2
1
1
1
1
1
1
2
2
3
3
3
3
3
4
4
4
x
Comments
Location uses Biztracker POS software
POS used outdoors
3
Kitchen ordering system
3
Kitchen ordering system
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 42 OF 43
Type of operation
Lakefront on Langdon
Wisconsin Union
Food Service
POS
Lakefront Pizza
Wisconsin Union
Food Service
POS
Lakefront Pizza/Terrace
Wisconsin Union
Food Service
POS
Microcosm Cafe
MU 4th Floor Copy Room
Wisconsin Union
Wisconsin Union
Food Service
Copier
POS
Copy Reader
Open Book Café
Wisconsin Union
Food Service
POS
Outdoor Rentals/Hoofers
Wisconsin Union
Retail/Rental
POS
Prairie Fire
Wisconsin Union
Food Service
POS
Peet's Coffee House
Program Office Copier
Wisconsin Union
Wisconsin Union
Food Service
Copier
POS
Copy Reader
Rennie's Dairy Bar
Wisconsin Union
Food Service
POS
Sett - Recreation
Wisconsin Union
Food Service
POS
Sett - Upper
Wisconsin Union
Food Service
POS
Stiftskeller
Wisconsin Union
Food Service
POS
Terrace Brat Stand
Theater Office Copier
Union South Copy Room
Union Theater
Wisconsin Union
Wisconsin Union
Wisconsin Union
Wisconsin Union
Food Service
Copier
Copier
Ticket Sales
POS
Copy Reader
Copy Reader
Activity
Urban Slice
Wisconsin Union
Food Service
POS
Model #
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
ITC 7210
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
ITC 7210
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
IBM
SurePOS
ITC 7210
new
Verifone
IBM
SurePOS
Scale
Scanner
Reader/POS
Type
Not primary POS
Department
# of
Reader
or POS
Devices
Kitchen Printer
Location Name
CD/PD/PR1
UW Madison Hardware Needs by Location
3
3
2
2
3
3
4
1
4
4
2
2
2
1
1
3
3
2
1
2
1
1
1
1
4
4
5
5
3
1
1
2
3
3
3
2
Comments
Kitchen ordering system
POS used outdoors
2
Kitchen ordering system
POS used outdoors
x
Location uses Choice Ticketing software
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
PROPOSAL NO.: 12-5387
PAGE 43 OF 43
Vending
Vilas Hall box office
Wisconsin Union
Wisconsin Union
Vending
Retail
Vending
Activity
Waisman Coffee Kiosk
Wiscard Office
Wisconsin Union
Wisconsin Union
Food Service
ID office
POS
Activity
ITC 7020
Verifone
IBM
SurePOS
Verifone
Other
Miscellaneous
POS
IBM
SurePOS
Test devices
TOTALS2
1 CD/PD/PR
Model #
Scale
Not primary POS
Reader/POS
Type
Scanner
Type of operation
# of
Reader
or POS
Device
s
Kitchen Printer
Department
Location Name
CD/PD/PR1
UW Madison Hardware Needs by Location
Comments
20
1
1
1
1
receipt printer + cash drawer
2
2
184
121
- point-of-sale configuration includes cash drawer, patron display, and receipt
printer.
2 Totals reflect approximate hardware needs. Actual purchase will be determined after vendor has been
selected.
1
Backup/Test devices
14
16
51
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