Request for Proposal H0-33

Request for Proposal H0-33
State of Wisconsin
DOA-3261 (R08/2003)
s.16.75, Wis. Statutes
PROPOSALS MUST BE SEALED AND ADDRESSED TO:
AGENCY ADDRESS:
University Of Wisconsin Milwaukee Purchasing Office
Mail To:
P.O. Box 777
Milwaukee, WI 53201
Deliver To:
Engelmann Hall Room 180
2033 E. Hartford Ave.
Milwaukee, WI 53211
REQUEST FOR PROPOSAL H0-33-O
(Replaces H0-20-O)
Remove from proposer list for this commodity/service. (Return this page only.)
Proposal envelope must be sealed and plainly marked in lower corner with due date and Request
for Proposal #
. Late proposals will be rejected. Proposals MUST be date and time
stamped by the soliciting purchasing office on or before the date and time that the proposal is due.
Proposals dated and time stamped in another office will be rejected. Receipt of a proposal by the
mail system does not constitute receipt of a proposal by the purchasing office. Any proposal which
is inadvertently opened as a result of not being properly and clearly marked is subject to rejection.
Proposals must be submitted separately, i.e., not included with sample packages or other
proposals. Proposal openings are public unless otherwise specified. Records will be available for
public inspection after issuance of the notice of intent to award or the award of the contract.
Proposer should contact person named below for an appointment to view the proposal record.
Proposals shall be firm for acceptance for sixty (60) days from date of proposal opening, unless
otherwise noted. The attached terms and conditions apply to any subsequent award.
Proposals MUST be in this office no later than
THIS IS NOT AN ORDER
PROPOSER (Name and Address)
FRIDAY 3/5/10
4:00 PM CDT
Public Opening
No Public Opening X
Name (Contact for further information)
Howard Shimon
Phone
414-229-5212
Quote Price and Delivery FOB
DESTINATION
Description
A REQUEST FOR PROPOSAL (RFP)
FOR
PARKING PAY STATIONS AND SOFTWARE
RFP # H0-33-O
Issued By :
STATE OF WISCONSIN
UNIVERSITY OF WISCONSIN MILWAUKEE
2/12/10
Proposals must be submitted no later than
2:00 P.M. CDT on 3/5/10
LATE PROPOSALS WILL BE REJECTED
Payment Terms:
Delivery Time:
We claim minority bidder preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder must be
certified by the Wisconsin Department of Commerce. If you have questions concerning the certification process, contact the Wisconsin Department of Commerce, 5th Floor, 201 W. Washington
Ave., Madison, Wisconsin 53702, (608) 267-9550.
We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center
Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-2605.
Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in our
bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States.
Yes
No
Unknown
In signing this proposal we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free
competition; that no attempt has been made to induce any other person or firm to submit or not to submit a 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 statement
is accurate under penalty of perjury.
We will comply with all terms, conditions and specifications required by the state in this Request for Proposal and all terms of our proposal.
Name of Authorized Company Representative (Type or Print)
Title
Signature of Above
Date
Phone
(
Fax
(
Federal Employer Identification No.
)
)
Social Security No. if Sole
Proprietor (Voluntary)
This form can be made available in accessible formats upon request to qualified individuals with disabilities.
University Wisconsin – Milwaukee Request for Proposal
Table of Contents
1.0 GENERAL INFORMATION ............................................................................................................................................. 2 1.1 Introduction and background ................................................................................................................................. 3 1.2 Scope of the project ................................................................................................................................................ 3 1.3 Procuring and contracting agency .......................................................................................................................... 4 1.4 Definitions ............................................................................................................................................................... 4 1.5 Clarification and/or revisions to the specifications and requirements ................................................................... 5 1.6 Reasonable accommodations ................................................................................................................................. 6 1.7 Calendar of events .................................................................................................................................................. 6 1.8 Contract term and funding ...................................................................................................................................... 6 1.9 VendorNet registration ........................................................................................................................................... 6 2.0 PREPARING AND SUBMITTING A PROPOSAL .............................................................................................................. 7 2.1 General instructions ................................................................................................................................................ 7 2.2 Incurring costs ......................................................................................................................................................... 7 2.3 Submitting the proposal .......................................................................................................................................... 7 2.4 Proposal organization and format .......................................................................................................................... 8 2.5 Multiple proposals .................................................................................................................................................. 8 2.6 Oral presentations and site visits ............................................................................................................................ 8 2.7 Demonstrations ....................................................................................................................................................... 9 2.8 Withdrawal of proposals ........................................................................................................................................ 9 3.0 PROPOSAL SELECTION AND AWARD PROCESS ........................................................................................................... 9 3.1 Preliminary evaluation ............................................................................................................................................ 9 3.2 Proposal scoring .................................................................................................................................................... 10 3.3 Evaluation criteria ................................................................................................................................................. 10 3.4 Right to reject proposals and negotiate contract terms ....................................................................................... 10 3.5 Award and final offers ........................................................................................................................................... 10 4.0 GENERAL PROPOSAL REQUIREMENTS ...................................................................................................................... 10 4.1 Evaluation Criteria and Mandatory requirements ................................................................................................ 11 4.2 Organization capabilities ....................................................................................................................................... 20 4.3 Proposer references .............................................................................................................................................. 20 5.0 TECHNICAL REQUIREMENTS ..................................................................................................................................... 20 5.1 Deleted .................................................................................................................................................................. 20 5.2 Maintenance and Support .................................................................................................................................... 20 -1-
5.3 6.0 Application Architecture ....................................................................................................................................... 21 COST PROPOSAL ........................................................................................................................................................ 21 6.1 General instructions on preparing cost proposals ................................................................................................ 21 6.2 Fixed price period .................................................................................................................................................. 21 6.3 Inflationary adjustment ........................................................................................................................................ 21 7.0 SPECIAL CONTRACT TERMS AND CONDITIONS ......................................................................................................... 22 7.1 Payment requirements ......................................................................................................................................... 22 7.2 Prime contractor and minority business subcontractors ...................................................................................... 22 7.3 Confidentiality of Information .............................................................................................................................. 22 7.4 Executed contract to constitute entire agreement ............................................................................................... 22 7.5 Termination of contract ........................................................................................................................................ 23 7.6 Required submission of contractual documents .................................................................................................. 23 8.0 STANDARD TERMS AND CONDITIONS ....................................................................................................................... 23 9.0 FINANCIAL VERIFICATION.......................................................................................................................................... 23 10.0 REQUIRED FORMS ..................................................................................................................................................... 23 STANDARD TERMS AND CONDITIONS .................................................................................................................................. 30 Designation of Confidential and Proprietary Information (DOA-3027) .....................................................24
Vendor Information (DOA-3477) ...............................................................................................................25
Vendor Reference (DOA-3478) ..................................................................................................................26
Appendix A- Cost Proposal .........................................................................................................................27
Appendix B- Total Cost of Ownership........................................................................................................29
Appendix C – Standard Terms and Conditions Form .................................................................................30
Standard Terms and Conditions for Bids/Proposals....................................................................................31
NOTE: REVISIONS TO REQUEST FOR PROPOSAL H0-20-O ARE INDICATED IN BOLD ITALICS
IN THIS REQUEST FOR PROPOSAL (H0-33-O).
1.0
GENERAL INFORMATION
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1.1
Introduction and background
The purpose of this Request for Proposal (RFP) is to provide interested parties with information
to enable them to prepare and submit a proposal to install 38 pay stations with vendor hosted
software and the removal of existing pay stations.
The State as represented by The University Of Wisconsin-Milwaukee (UWM) intends to use the
results of this solicitation to award a contract for installed pay stations with vendor hosted
software.
1.2
Scope of the project
1.2.1
Project description
This project includes:
•
•
•
1.2.2
The purchase of 38 new pay stations that can accept both cash and credit cards
The web based, vendor hosted software to run the pay stations 24/7
The removal and disposal of the existing pay stations
Objectives
The objective of this RFP is to procure thirty-eight (38) new parking stations, which operate with
vendor hosted web based software. The new parking stations will increase customer service by
offering the ability to pay for parking with cash, credit cards, and smart cards. The Parking and
Transit office will experience a number of efficiencies in the area of monitoring parking events
from the office via the parking stations.
Equipment furnished shall be the latest improved model in current production as offered to
commercial trade, and shall be of quality workmanship and material. Used, shopworn,
demonstrator, prototype, or discontinued models are not acceptable. All parts not specifically
mentioned which are necessary for the unit to be complete and ready for operation, or which are
normally furnished as standard equipment, shall be furnished by the successful vendor. All parts
shall conform in strength, quality, and workmanship to the accepted standards of the industry.
1.2.3
Vendor Qualification
Vendor must be a factory authorized representative. If requested, Vendor must be able to
provide appropriate account numbers for the manufacturer(s) represented. Venders must include
with bid two (2) sets of the latest printed literature and detailed specifications for the items.
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1.3
Procuring and contracting agency
This Request for Proposal (RFP) is issued by the University of Wisconsin – Milwaukee, which
shall be the sole point of contact for the State of Wisconsin during the selection process. The
person responsible for managing the procurement process is Howard Shimon, telephone number:
414-229-5212, FAX Number: 414-906-8406, E-MAIL: [email protected] .
The contract resulting from this RFP will be administered by the University of Wisconsin –
Milwaukee. The contract administrator will be Howard Shimon.
1.4
Definitions
The following definitions are used throughout the RFP.
Term or
Acronym
Description
Agency
Agency means the University of Wisconsin – Milwaukee
Back office
system
Software used to communicate with the pay stations to collect daily
transaction information, alarms, and other statuses.
CBORD
Name of the company who holds the contract for UWM’s Panther Card.
Coin canister
The container in which the coins are secured after acceptance of payment
Contractor
Proposer awarded the contract.
Cost
The purchase price of the pay stations and the use of the software, including
repair service for the pay stations, maintenance of the software, archiving,
storage, consulting, training and travel costs. The requirement of the Cost
Proposal is defined in section 6.0. The Cost Proposal document is located in
Appendix A.
Face plate
Informational areas on the pay station that use words or pictures/symbols to
communicate pay station information to the customer.
Upper part of the pay station that encloses the mechanism.
Housing
Panel
Part used to identify the pay station as a parking pay station by the affixing
of the letter "P.”
Where applicable, a part of the panel is painted a distinguishing color to
show the zone in which the pay station is installed.
Panther
Card
Smart card issued by the university that uses a declining balance system of
payment. Used to pay for services and items sold by the University.
Parking
mechanism
All the electromechanical and/or electronic components of the pay station
used to provide the parking payment function. When a set amount is paid,
the mechanism dispenses a receipt indicating, at a minimum, the time of
purchase, the date of purchase and the expiration of the parking time
purchased by the customer.
Part that enables the pay station to be fixed to the ground.
Pedestal
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Term or
Acronym
Description
Proposer/
Vendor
A firm submitting a proposal in response to this RFP.
RFP
Request for Proposal contained in this document
Smart card
Includes credit cards, Panther card, and any other card using current card
technology.
State of Wisconsin.
State
T2flexsystem System used by UWM to collect payment of parking citations.
Tariff
1.5
TCO
Method or type of payment such as, semester amount, special event amount,
semester break amount, holiday amount, etc.
Total Cost of Ownership. This is a financial estimate of direct and indirect
costs. The TCO reflects not only the cost of the purchase but all aspects in
the future use and maintenance of the system.
UWM
University of Wisconsin-Milwaukee.
Vault
Container(s) where the pay station stores coins and bills collected from
customers.
Clarification and/or revisions to the specifications and requirements
Any questions concerning this RFP must be submitted in writing on or before Monday, 2/22/10,
to:
Howard Shimon
Purchasing Agent
University of Wisconsin - Milwaukee
P.O. Box 777
Milwaukee WI 53201-0777
Phone: 414-229-5212
Fax: 414-906-8406
Vendors are expected to raise any questions, exceptions, or additions they have concerning the
RFP DOCUMENT at this point in the RFP process. If a vendor discovers any significant
ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the vendor
should notify immediately the above named individual of such error and request modification or
clarification of the RFP.
In the event that it becomes necessary to provide additional clarifying data or information, or to
revise any part of this RFP, revisions/amendments, and/or supplements will be provided to all
recipients of this initial RFP.
Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions of
this RFP and any supplements or revisions thereof.
Any contact with State employees concerning this RFP is prohibited, except as authorized by the
RFP manager during the period from date of release of the RFP until the contract is released.
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1.6
Reasonable accommodations
The Department will provide reasonable accommodations, including the provision of
informational material in an alternative format, for qualified individuals with disabilities upon
request. If you think you need accommodations at a proposal opening/vendor conference,
contact Howard Shimon at 414-229-5212.
1.7
Calendar of events
Listed below are specific and estimated dates and times of actions related to this Request for
Proposal (RFP). The actions with specific dates must be completed as indicated unless
otherwise changed by the State. In the event that the State finds it necessary to change any of the
specific dates and times in the calendar of events listed below, it will do so by issuing a
supplement to this RFP. There may or may not be a formal notification issued for changes in the
estimated dates and times.
DATE
2/12/10
2/22/10
2/25/10
3/05/10
3/30/10
4/06/10
4/30/10
5/03/10
1.8
EVENT
Date of issue of the RFP.
Last day for submitting written inquires.
Notification to vendors of supplements or revisions to RFP
Proposals due from vendors.
Initial scoring of proposals complete.
Requirements demonstration by invited vendor(s) at UW-Milwaukee, if
needed.
Contract negotiations complete.
Contract start date.
Contract term and funding
The contract shall be effective on the date indicated on the purchase order or the contract
execution date and shall run for one (1) year from that date, with an option by mutual agreement
of the agency and contractor, to renew for four (4) additional one (1) year periods.
1.9
VendorNet registration
The State of Wisconsin’s purchasing information and vendor notification service is available to
all businesses and organizations that want to sell to the state. Anyone may access VendorNet on
the Internet at http://vendornet.state.wi.us to get information on state purchasing practices and
policies, goods and services that the state buys, and tips on selling to the state. Vendors may use
the same Web site address for inclusion on the bidders list for goods and services that the
organization wants to sell to the state. A subscription with notification guarantees the
organization will receive an e-mail message each time a state agency, including any campus of
the University of Wisconsin System, posts a request for bid or a request for proposal in their
designated commodity/service area(s) with an estimated value over $25,000. Organizations
without Internet access receive paper copies in the mail. Increasingly, state agencies also are
using VendorNet to post simplified bids valued at $25,000 or less. Vendors also may receive email notices of these simplified bid opportunities.
The subscription to VendorNet is not a fee to do business with the State of Wisconsin.
Alternatively, an organization may read the legal notices of the official state newspaper, the
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Wisconsin State Journal, to learn about request for bid and request for proposal opportunities
over $25,000 and request a copy from the contracting agency.
In the future, requests for bids and requests for proposals from the University for this commodity
or service will be sent automatically only to vendors subscribing to VendorNet. If questions
exist about VendorNet, call the VendorNet Information Center at 1-800-482-7813 or, for
Madison area organizations, call 264-7898.
2.0
PREPARING AND SUBMITTING A PROPOSAL
2.1
General instructions
The evaluation and selection of a contractor and the contract will be based on the information
submitted in the vendor's proposal plus references and any required on-site visits or oral
interviews. Failure to respond to each of the requirements in the RFP may be the basis for
rejecting a response.
Elaborate proposals (e.g., expensive artwork), beyond that sufficient to present a complete and
effective proposal, are not necessary or desired.
2.2
Incurring costs
The State of Wisconsin is not liable for any cost incurred by Proposer(s) in replying to this RFP.
2.3
Submitting the proposal
Proposer(s) must submit an original and four (4) printed copies, or one copy sent
electronically, either faxed or e-mailed, of all materials required for acceptance of their
proposal by 4:00 P.M. CST March 5, 2010, to:
Howard Shimon
Purchasing Agent
University Of Wisconsin - Milwaukee
Engelmann Hall, Room 180
2033 E. Hartford Ave
Milwaukee, WI 53211
Fax number: 414-906-8406
E-mail: [email protected]
Proposals must be received in the above office by the time specified above. All proposals must
be time-stamped as accepted by the Purchasing Office by the specified time. Proposals not so
stamped will not be accepted. Receipt of a proposal by the State mail system does not constitute
receipt of a proposal by the Purchasing Office, for purposes of this RFP.
To ensure confidentiality of the document, all proposals must be packaged, sealed, and show the
following information on the outside of the package:
—Proposer’s name and address
—Request for proposal title
—Request for proposal number
—Proposal due date
One (1) copy of the Cost Proposal must be sealed and submitted with the package or sent
electronically as a separate part of the proposal. The form provided in Appendix A must be
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used for the cost proposal. The outside of the envelope must be clearly labeled with the words
“Cost Proposal, RFP H0-33-O” and name of the vendor and due date. The cost proposal is due
to the addressee on the due date and time noted above. Information regarding cost is prohibited
in the body of the proposal.
2.4
Proposal organization and format
Proposals should be typed and submitted on 8.5 by 11 inch paper bound securely or sent
electronically. Proposals should be organized and presented in the order and by the number
assigned in the RFP. Proposals must be organized with the following headings and subheadings.
Each heading and subheading should be separated by tabs or otherwise clearly marked. The RFP
sections which should be submitted or responded to are:
Cover page
Introduction
Response to general proposal requirements
Evaluation criteria and mandatory requirements (Section 4.1)
Organizational qualifications (Section 4.2)
Staff qualifications (Section 4.3)
Company’s audited financial statements from the two (2) most recently completed
fiscal years (Section 9.0)
References (Section 4.4) Use Vendor Reference form in Section 9.0.
Required forms
Financial Verification Form (Section 8.0)
Designation of Confidential and Proprietary Information (Section 9.0)
Vendor Information (Section 9.0)
Cost proposal (Appendix A)
Total Cost of Ownership (Appendix B)
Standard Terms and Conditions form (Appendix C)
Statement or report of controls (PA-DSS certification, summary of annual SAS 70
report, or statement indicating UWM’s Internal Audit may audit the controls on an
annual basis)
PCI-DSS certification and any licensing agreement(s) per Section 7.6.
PCI-PTS (for vendors who accommodate the use of PIN numbers)
PCI certification of hardware used in the pay station and hand-held (when hand-helds
are available.)
At the sole discretion of UWM, failure to utilize the prescribed format and/or provide the
requested information could result in disqualification of the proposal.
2.5
Multiple proposals
Multiple proposals from a vendor will be permissible; however, each proposal must conform
fully to the requirements for proposal submission. Each such proposal must be submitted
separately and labeled as Proposal #1, Proposal #2, etc. on each page included in the response.
Alternate acquisition plans do not constitute multiple proposals.
2.6
Oral presentations and site visits
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Top scoring vendors based on an evaluation of the written proposal may be required to
participate in interviews and/or site visits to support and clarify their proposals, if requested by
the State. The State will make every reasonable attempt to schedule each presentation at a time
and location that is agreeable to the Proposer. Failure of a Proposer to interview or permit a site
visit on the date scheduled may result in rejection of the vendor's proposal.
2.7
Demonstrations
Top-scoring vendor(s) may be required to install and demonstrate its product(s) and/or service(s)
at a State site. Product(s) being demonstrated must be delivered to the State site upon two (2)
weeks notice by the State to the vendor(s) and must be installed and ready for the demonstration
within one (1) week of delivery. The State will furnish detailed specifications concerning the
demonstration site and the particular test it will use to exercise the vendor's product(s) and/or
service(s). Web demonstrations are not preferred but are permissible if the University is able to
schedule an appropriately sized facility for the web-demonstration. The vendor would be
responsible for all technical issues related to the transmission and conduct of the web
demonstration. The university will only provide the conference phone and video projector with
data feed.
Failure of a vendor to furnish the product(s) and/or service(s) it has proposed for demonstration
within the time constraints of the preceding paragraph may result in rejection of that proposal.
Failure of any product(s) and/or service(s) to meet the State's specified requirements during the
demonstration may result in rejection of the vendor's proposal.
The successful demonstration of the vendor's product(s) and/or service(s) does not constitute
acceptance by the State. Any product(s) and/or service(s) furnished by the vendor for the
purposes of this demonstration must be identical in every respect to those, which will be
furnished if a contract results.
2.8
Withdrawal of proposals
Proposals shall be irrevocable until contract award unless the proposal is withdrawn.
Proposer(s) may withdraw a proposal in writing at any time up to the proposal closing date and
time or upon expiration of three (3) days after the due date and time if received by the RFP
project manager. To accomplish this, the written request must be signed by an authorized
representative of the Proposer and submitted to the RFP project manager. If a previously
submitted proposal is withdrawn before the proposal due date and time, the Proposer may submit
another proposal at any time up to the proposal closing date and time.
3.0
PROPOSAL SELECTION AND AWARD PROCESS
3.1
Preliminary evaluation
The proposals will be reviewed initially to determine if mandatory requirements are met. Failure
to meet any mandatory requirement will result in rejection of the proposal. In the event that all
vendors fail to meet one or more of the mandatory requirements, the State reserves the right to
continue the evaluation of the proposals and to select the proposal that most closely meets the
requirements specified in this RFP.
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3.2
Proposal scoring
Accepted proposals will be reviewed by an evaluation committee and scored against the stated
criteria. A proposer may not contact any member of an evaluation committee except at the
State’s direction. The committee may review references, request interviews, and/or conduct onsite visits and use the results in scoring the proposals. Proposals from certified Minority
Business Enterprises 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 (Wis. Stats. 16.75(3m)). The evaluation
committee’s scoring will be tabulated and proposals ranked based on the numerical scores
received.
3.3
Evaluation criteria
Evaluation criteria for Proposers:
All proposals will be scored using the following criteria:
1
2
3
4
5
6
Description
Mandatory Requirements
Functionality
Maintenance and Support
Cost
References
Company Viability
Total
Points Available
0*
550
250
100
350
150
1,500
Percent
0%*
43%
17%
7%
23%
10%
100%
*Failure to meet the mandatory requirements will result in an automatic rejection of the proposal, and
further scoring will not proceed.
3.4
Right to reject proposals and negotiate contract terms
The State reserves the right to reject any and all proposals. The State may negotiate the terms of
the contract, including the award amount, with the selected Proposer prior to entering into a
contract. If contract negotiations cannot be concluded successfully with the highest scoring
Proposer, the agency may negotiate a contract with the next highest scoring Proposer.
3.5
Award and final offers
The State will compile the final scores (technical and cost) for each proposal. The award will be
granted in one of two ways. The award may be granted to the highest scoring responsive and
responsible Proposer. Alternatively, the highest scoring Proposer(s) may be requested to submit
final and best offers. If final and best offers are requested by the State and submitted by the
vendor, they will be evaluated against the stated criteria, scored, and ranked by the evaluation
committee. The award then will be granted to the highest scoring Proposer. However, a
Proposer should not expect that the State will request a final and best offer.
4.0
GENERAL PROPOSAL REQUIREMENTS
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4.1
Evaluation Criteria and Mandatory requirements
The following section includes mandatory requirements, which the Proposer must satisfy, and
recommended criteria that will earn points for the proposal. Failure to meet any of the
requirements in section 4.1 (labeled as a “must”) will result in the proposal not being eligible for
further consideration (see 3.1, above). Failure to meet any of the recommended criteria will
result in a lower category score as illustrated in section 3.3.
4.1.1
Pay Station Mandatory Requirements:
Will the equipment and software provided to UWM under this proposal meet the following
requirements: (Answer YES or NO. Any answer other than “YES” will be interpreted as
“NO.”)
1. The pay station must be programmed to offer customers pay-by-space and pay-and-display
options.
2. Pay stations and the back office system must be available 24/7 except for pre-determined
maintenance windows.
3. The pay station must provide real time information to UWM’s bank for credit card
authorization and payment processing. Vendor must provide interface for this
communication.
4. The vendor must provide certification of all applicable PCI compliance (e.g. PCI-DSS,
PA-DSS, PCI-PTS) and compliant hardware (e.g. pay station, hand-held device, etc.)
5. The vendor must immediately notify the university when their status changes in regard to
PCI compliance.
6. A coin must not be able to be retrieved through the coin slot.
7. The coin selector must accept all U.S. coins and any approved tokens.
8. The coin selector must reject all non-U.S. coins and any unapproved tokens and return them
to the customer.
9. The transaction number used by the pay station must not be able to be reset.
10. The pay station must display information in English.
11. The customer must enter the parking space number and the amount of time the customer
wants to park into the pay station.
12. The pay station must calculate and display the price of the parking based on the amount of
time requested by the customer.
13. The customer must be able to cancel the current transaction any time before the transaction is
completed.
14. No longer mandatory. Moved 4.1.3 Question 8.
15. The number of coins must be counted.
16. Coins must be restricted to the coin path, selector, escrow, and vault and not have the ability
to end up anywhere else in the station.
17. The pay station must detect malfunctioning of the coin receptor and turn on an alarm
indicator on the pay station and in the back office system. (1.8.10, 1.8.12)
18. No longer mandatory. Moved to 4.1.3 Question.2.
19. Sub-assemblies must be interchangeable between pay stations of the same type and model
without the necessity for major modification.
20. The alarm indicator thresholds must have the capability of being modified.
21. All events or alarms must be presented in real time at the pay station and in the back office
system.
22. The vendor must have a disaster recovery plan.
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23. The vendor will back up UWM data as frequently as once every 24 hours at no additional
cost if required by UWM.
24. Prior to any data purges, data must be archived and transferred to UWM for validation
testing.
25. The vendor/manufacturer must meet the data security standards of UWM posted at:
https://www4.uwm.edu/uits/security/resources/standards_guidelines.cfm
26. The coin recognition system must fully control the movement of the coin in the pay station.
(1.8.10)
27. Pay stations must be fully ADA compliant. All user controls and interfaces at or below a
maximum height of 48 inches.
28. All pay stations must be connected to the back office system.
29. Vendor must be a factory authorized representative.
30. No longer mandatory. Moved to 4.1.7 Question 10
31. No longer mandatory. Moved to 4.1.12 Question 17
32. The vendor must have the ability to install 38 pay stations using UWM parameters.
33. The vendor must have the ability to remove and dispose of all current pay stations.
34. The vendor or manufacture must have managed installations for customers who have used
this product or similar product for at least 4 (four) years and have worked with a parking
system comprised of at least 38 pay stations accommodating 2,600 parking spacing.
35. UWM must have the ability to increase or decrease the number of pay stations to meet the
needs of the campus.
36. The vendor must increase or decrease the cost of the project, on an equitable basis, to reflect
changes in the number of pay stations.
37. The customer must have the ability to add additional parking time using a different station
other than the original one used to pay for the parking.
38. In order to be awarded the contract based on this proposal, you will provide the previous 2
years of audited financial statements prior to contract negotiations.
39. This is a vendor hosted system independent of UWM.
40. All machines must accept bills, coins, and credit cards.
41. The vendor must use UWM’s merchant number for processing credit cards.
4.1.2
General Requirements
1. Describe the types of payments or combination of payments accepted by the pay station.
Include information regarding what happens when a customer submits a type of payment
the station doesn’t accept, such as a smart card, coins, etc.
2. Is the pay station fully ADA compliant? (Answer YES or NO)
3. Describe the types of parking options the pay station offers, such as pay and display,
parking by space number, etc.
4. Describe the pay station’s ability to offer information in different languages. Name the
languages and the number of languages available at one time on the pay station.
5. Describe how the pay station displays operational directions. Include information such as,
changeability of information, location on the pay station, readability, etc.
6. See 4.1.7 Question 5
- 12 -
7. Discuss the pay station’s ability to be programmed for special parking transactions such
as, daily maximum, end of parking time posted, special events, etc.
8. Describe the customer’s experience during special parking transactions such as, daily
maximum, end of parking time posted, special events, etc.
9. Provide history of down time (non-maintenance) for the pay stations, hand-held device,
and back office system.
10. From where can alarm thresholds be modified? Back office system, pay station, or
both.
11. Components that are replaced routinely should be generally available in the market
place. Indentify any proprietary components and any components that are generally
found in the market place, but are modified.
4.1.3
Customer Requirements - Payment:
1. Describe the physical way(s) a credit card can be used with the pay station (swipe, insert,
insert, and immediate return, position of magnetic strip or chip, etc.)
2. Name the card issuers the pay station can accept, and describe the capability to add new
issuers to the system.
3. Describe how the customer’s credit card is debited for the parking charge.
4. Discuss how the pay station works when accepting cash. Include:
a. The number of slots and the cash denominations the pay station will accept
b. Any features that protect the slot(s) against rainfall, fluid ingress, vandalism, or
payment fraud
c. The path taken by cash inserted into the pay station from insertion to the end of
transaction
d. What information or messages are displayed during a cash transaction
5. Discuss the pay station’s ability to accept and process UWM’s “Panther card.”
6. Discuss the pay station’s ability to accept and process smart cards. Include comments on the
following:
a. The ability to accept cards that use or do not use pin numbers.
b. The ability to adjust a dollar amount coded on the smart card
7. State how a parking customer reports problems with a parking station.
8. State whether the pay station will automatically return coin(s )or bill(s) and stop
processing any card information once the transaction has been canceled.
4.1.5
Customer Receipt Requirements
1. List and/or comment on the information available to be printed on the customer’s receipt.
2. State how long the pay and display receipt will remain visible in sunlight.
- 13 -
3. Does the parking station accept payments if the station runs out of receipts? What
information, if any, does the station give the customer when no receipts are available?
4. What is the average elapsed time from payment to issuance of a receipt? What is the
maximum elapsed time? What conditions can cause the elapsed time to increase?
4.1.6
Citation Payment Requirements
1. Describe the process used by the customer to pay a parking fine at the pay station. Include:
a. How the pay station knows a customer is paying a citation
b. The information needed to pay
2. Discuss the ability of the pay station to connect to the T2flexsytem used by UWM for
parking citations.
4.1.7
Operation Requirements
1. Describe any alarms or messages used by the pay station to notify the customer some part of
the pay station is not working.
2. Discuss how your company will set up credit card authorizations through US Bank.
3. Discuss the ability of your company to set up Panther card authorizations with CBORD.
4. Describe the receipt exit aperture and its ability to resist vandalism.
5. At a high level, describe how the customer buys parking. Discuss what actions are
performed by the customer and the pay station for each type of payment. Include what
information is listed on the information screen:
a. prior to payment
b. while payment is being entered
c. at the completion of the transaction what actions are performed by the customer and
the pay station for each type of payment
6. Discuss the features of the coin selector and coin path design. Include:
d.
e.
f.
g.
h.
Distance traveled
Amount of control over movement of coin within pay station
Information on the coin measuring sensors
Information on the coin recognition system
What alarm or messages are used in what part of the system when there is a malfunction
along the coin path
i. Capacity of the vault
7. List the information collected by the back office software when a customer purchases
parking. Include information for cash, credit cards, smart cards, and panther cards.
8. Discuss the ability of the pay station to accept payment of parking citations and to
communicate that information to the back office system and to a T2flexsystem.
- 14 -
9. Discuss for each type of sky condition(amount of sun) approximately how long it takes the
solar panel to charge to the point where it is capable of powering the pay station for a 24
hour period.
10. The pay station shall conform to the following operational environment standards:
a. Cold tests specified at -10°F
b. Hot tests specified at +130°F
c. Damp heat tests specified at 95 % humidity at a temperature of 122°F
The pay station must continue to operate within the manufacturer’s specifications while
meeting the operational environment standards stated above.
Discuss temperature and humidity conditions at which coins, bills, and credit cards will
operate normally when powered by solar and AC.
4.1.8
Parking Office Requirements
1. Describe the type of documentation and training offered for using, maintaining, and
repairing: the pay stations.
2. Discuss the maintenance and repair of the pay station. Include the following points in your
discussion:
a. How the machine is turned off and restarted
b. What information is recorded on the back office system when a pay station is down for
maintenance or repair
c. An explanation of the locks on the pay station and how they work
d. deleted
e. How graffiti and other markings are cleaned off of the pay station
f. Discuss what maintenance and repairs can and cannot be performed by UWM and vendor
personnel on site. Include what types of tools are needed to handle maintenance and
replacement parts.
g. deleted
h. Describe a regular pay station maintenance schedule. Include activities performed and
how they are logged and verified
i. Whether the pay station is considered modular, if so, name the modular areas and what is
housed in each area
i. How are the modules protected when the door is open
ii. Discuss how to access the vault and maintenance areas
iii. Describe how safety concerns are addressed during general operation and while
doing maintenance
j. Sub-assemblies
i. What sub-assemblies are found in the pay stations
ii. What needs to be done to change them
iii. What assemblies need to be dismantled to access other sub-assemblies
iv. Describe the connectors for the following sub assemblies:
• Ticket roll
• Display
• Card reader
• Coin selector
• Printer
- 15 -
•
•
•
Main board
Describe the electrical connectors on the assemblies
Discuss which sub assemblies are interchangeable between stations of the
same type and model
3. Describe how alarms and failures are indicated on the back office software, pay station,
and/or hand-held device.
4. Describe how the coin path is tested and results are reported.
5. Describe the card reader. Include:
a. How it is tested
b. How results are reported
c. Whether all card readers:
i. Are identical
ii. Are from the same supplier
iii. Accept all the same cards
6. Discuss how testing is handled in the transaction logs.
7. Describe how tariffs are set at the back office system, pay station, and/or hand-held device.
8. Describe the hand-held device used in conjunction with the pay station.
a. State what functions are available via the hand- held
b. State the memory capacity, type, and whether the memory is expandable to cover new
fixes and/or functionality
c. The hand-held’s battery
i.
ii.
iii.
State the typical life of the battery used
Is the battery rechargeable
Can the battery be purchased and disposed of through a domestic vendor. If so,
give some examples of vendors and price
9. Describe how cash is collected from the pay station. Include comments on the following
points:
a.
b.
c.
d.
e.
f.
g.
h.
i.
Number of doors needed to be opened
Type of lock(s) and how it works
What happens when the vault is full
How the money is removed from the pay station
What information the pay station prints out at the time of collection
Does the transaction number continue in sequence when the machine is re-started
How are the transaction logs effected by the collection of money
How money is removed from the vault
What type of design is used for the vault(s), and how many vaults are included with
each pay station
10. Discuss how the pay station is re-started after maintenance and cash collection procedures.
Include information regarding:
a. Can a customer purchase parking during maintenance and collection procedures
- 16 -
b. If the pay station is not reset after maintenance or collection procedures, does the pay
station continue to process transactions or if not, what is displayed on the pay station
screen
c. How long does it take for the pay station to be in operating condition after the power is
turned on
11. Discuss the memory used in the pay station. State the memory capacity, type, and whether
the memory is expandable to cover new fixes and/or functionality.
4.1.9
Back Office System
1. Describe the back office system functionality. Include:
a. How the system identifies any alarms or problems occurring on any of the pay stations.
Include information regarding how soon after the event an alarm or message is sent, is
the alarm or message constant or intermittent, is the manager notified by email, etc
b. The number of parking rate level(s) available and how they are set
c. What equipment (such as hand-held, pay station, back office system) can be used to
program different parking periods such, as after hours, holiday, etc.
d. How pay stations communicate with the back office system, such as Wi-Fi, wired
Ethernet, cellular communications, etc.
e. How an employee accesses the back office system
f. What settings can be set individually, by group, or globally via the back office system,
hand-held device, and pay station such as daily charging limits, maximum number of
coins accepted in one transaction, etc.
g. Explain any audit features for maintenance, repair, and setting changes
h. Describe how the back office system software is accessed. For example, web based,
dedicated computer workstation, etc.
2. Discuss what information is collected by the back office system.
a. State what information is stored in the back office system when maintenance events,
customer transactions, security edits, and alarms are reported
b. Discuss how often new information is reported to the back office system
3. Discuss reporting possibilities of the back office system. Include:
a. How the software performs database searches
b. The system’s ability to work with filters during query and reporting functions
c. Any standard reports produced by the back office system and the frequency that they can
be run
d. Ad hoc reporting capabilities
e. The output formats available for system queries
f. How report information can be sorted and searched
4.1.10 Smart Cards
1. Describe the process for programming smart cards by UWM, which can be sold by the
parking office and used in the pay stations to pay for parking.
2. Describe how smart cards interact with the pay station.
- 17 -
4.1.11 Data
1. Discuss back office system’s ability to transfer to UWM archived data that is scheduled for
disposal.
2. Describe the back office system’s compatibility across browsers and platforms.
4.1.12 Other Attributes
1. Discuss the coin selector and coin circuit. Include:
a.
b.
c.
d.
Distance the coin travels
Any control over the movement and position of coin from inlet to acceptance opening
How “free” travel of the coin is restricted
Speed control of coin in regards to the coin measuring sensors, coin recognition, and antijamming
2. Describe pay station printing capabilities. Include the following points:
a.
b.
c.
d.
e.
Type of printing used on parking receipt
The ability to buy printing supplies from a third party
The types of receipt stock used in the pay station
Number of receipts printed from one roll of receipt stock
The use of non-pre-printed ticket stock
3. Discuss your company’s ability to remove and dispose of all of the old pay stations.
4. Discuss your company’s ability to install 38 pay stations. Include:
a. Preprogramming the pay stations using UWM parameters
b. Testing the pay stations once they are installed
c. The ability to supply pay stations that are no bigger than:
i. Width: 11.4” (29 cm)
ii. Depth: 10.8” (27.4 cm)
iii. Height: 62” (157.5 cm) without solar panel
iv. Height: 67” (175.3 cm) with solar panel
v.
Weight: 180 lbs. (fully loaded) including solar panel, card reader and mobile coin
canister
5. Discuss the pay stations ability to use wireless communication by GPRS/GSM, Wi-Fi, and
Mobitex supplied by the vendor. Functionality of wireless system is the sole
responsibility of the vendor and must be installed by the vendor. This may include
boosters that are needed for communication from inside buildings or in underground
garages.
6. Discuss what other commercial applications the statistical, revenue, and maintenance data
can be downloaded to for review, such as, Access, Excel, etc.
7. Discuss the pay stations ability to connect to CBORD, a UWM declining balance debit card
system. Provided by CBORD Corp, www.cbord.com
8. Describe any security features for cash collection.
- 18 -
9. Describe the pay station clock. Include:
a.
b.
c.
d.
Accuracy
How the clock is reset
The automatic programming of daylight savings time
The manual setting of daylight savings time
10. Describe the replacement of the door and door open detection device on the pay station.
11. Discuss whether mounting the pay station with its back to a wall will affect the working of
the pay station or hinder operation and maintenance procedures.
12. Discuss the terms, limitations, and duration of the warranty for the pay stations and handheld devices. Include any actions by UWM that would void or restrict the warranty.
13. Deleted
14. Discuss the pay station’s ability to retain revenue and sold parking space data for a minimum
of 10 days in case of power supply and buffer battery failure (when the battery is in good
condition.)
15. Describe the type of training and/or training materials you provide. Include information for:
a)
b)
c)
d)
Using the pay station
Programming the pay station
Maintenance
The back office system (include any type of on-line help available for the system)
16. State whether the batteries for the pay stations can be purchased and disposed of through a
domestic vendor. Include examples of vendors and published prices.
17. State how long the hardware and software will be supported without additional cost and,
within that period, the corresponding guaranteed response times.
4.1.13 Security
1. Describe the security specific to the hand-held devices, pay stations, and back office system.
Include:
a. The local administrator's ability to assign and modify user profiles and passwords, to
control access to the application security and delete different campus roles; i.e. allow
users to be assigned to different functional roles (viewing, entry, modifying, etc.) from a
list of available users.
b. The systems password policies, such as limiting the number of logins a given user may
execute; manually disable accounts, password complexity, password resets, and password
expiration.
c. Whether the system can accommodate doing settings at an individual, group, or system
level.
d. Describe the security measures in place to prevent unauthorized access to the system.
2. Discuss whether the machine shall send an alert to the back office if the machine is
opened or turned off. Include information on:
- 19 -
a. What kind of alert
b. Does the alert identify who is opening or turning off the machine?
c. Is the alert in real time?
4.1.14 Quality Requirements
1. Discuss how requests for fixes and enhancements are defined and tracked.
2. Describe your support processes. Include how issues are classified and escalated.
3. Indentify any UWM IT support needed during installation, fixes, upgrades, or on an on-going
basis.
4. Discuss the maintenance schedule for the back office system. Include:
a.
b.
c.
d.
4.2
Type of maintenance performed
Day of the week and time usually performed
Length of time the system is down for maintenance
The frequency of scheduled maintenance
Organization capabilities
Describe the firm’s experience and capabilities in providing similar services to those required. Be
specific and identify projects, dates, and results.
4.3
Proposer references
Proposer must provide a list of customers as part of this RFP. Include customers who have used
this product or a similar product for at least 4 (four) years and have worked with a parking
system comprised of at least 38 pay stations accommodating 2,600 parking spacing. Provide
summary implementation timelines for all projects referenced. For each client/ buyer/
organization, the Proposer must include the name, title, address, and telephone number of a
contact person along with a brief description of the project or assignment, which was the basis
for the business relationship. The procuring agency will determine which, if any, references to
contact to assess the quality of work performed and personnel assigned to the project. The
results of any references will be provided to the evaluation committee and used in scoring the
proposal. The Proposer must submit this information utilizing the vendor reference form,
Appendix C, in section 9.
5.0
TECHNICAL REQUIREMENTS
5.1
Deleted
5.2
Maintenance and Support
The vendor will respond to each of the sub-paragraphs below. Points will be awarded in this
area based on the completeness of the responses.
1. Specify what is included as part of the yearly maintenance agreement after the warranty
period. This would include, but not be limited to:
- 20 -
a.
b.
c.
d.
e.
f.
Version upgrades
System instability
Data feed issues
Amount of time needed to respond to repair request
Performance issues
deleted
2. Specify what is included as part of the hosting fee.
5.3
Application Architecture
1. Indicate how long the current version of software has been in use and discuss any minor or
major changes needed or expected to be made over the length of the contract in the:
1. Pay stations
2. Hand-held machines
3. Back office system and future plans for upgrading (particularly platform changes).
2. The vendor should describe the typical process for updates and fixes.
6.0
COST PROPOSAL
6.1
General instructions on preparing cost proposals
The cost proposal must be submitted in a separate envelope with the written proposal. Reference
COST PROPOSAL FORM in Appendix A. The proposal will be scored according to five year
costs. The proposal will be scored using a standard quantitative calculation where 100% of the
points will be awarded to the proposal with the lowest cost. The lowest cost proposal will be
given the highest score. All other proposals will be scored using the following formula:
Lowest Proposed Cost
_
(Constant)____ X Maximum evaluation points given to cost = SCORE
Other Proposer’s Cost
The maximum score for this area is 100 points.
6.2
Fixed price period
All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for
acceptance for ninety (90) calendar days after the deadline for the submission of final offers as
listed in the timeline in Section 1.7.
6.3
Inflationary adjustment
The contractor may receive an inflationary adjustment to his/her software support/maintenance
rates at the start of each annual contract extension/renewal period.
- 21 -
7.0
SPECIAL CONTRACT TERMS AND CONDITIONS
7.1
Payment requirements
The payment schedule will be established during contract negotiations and will comply with all
university policies and state regulations.
7.2
Prime contractor and minority business subcontractors
The prime contractor will be responsible for contract performance when subcontractors are used.
However, when subcontractors are used, they must abide by all terms and conditions of the
contract. If subcontractors are to be used, the Proposer must clearly explain their participation.
The State of Wisconsin is committed to the promotion of minority business in the state’s
purchasing program and a goal of placing 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 contracting agency 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 quarterly 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://www.doa.state.wi.us/dsas/mbe/index.asp.
7.3
Confidentiality of Information
Contractor will be required to sign a confidentiality agreement prior to accessing university
information.
7.4
Executed contract to constitute entire agreement
In the event of contract award, the contents of this RFP (including all attachments), RFP
addenda, and revisions, and the proposal of the successful Proposer, and additional terms agreed
to, in writing, by the agency and the contractor shall become part of the contract. Failure of the
successful Proposer to accept these as a contractual agreement may result in a cancellation of
award.
- 22 -
The following priority for contract documents will be used if there are conflicts or disputes.
Official Purchase Orders
Vendor's Proposal
State Request for Proposal Dated (Issue date)
Standard Terms and Conditions
7.5
Termination of contract
The agency may terminate the contract at any time at its sole discretion by delivering 30 days
written notice to the contractor. Upon termination, the agency's liability will be limited to the
pro rata cost of the services performed as of the date of termination plus expenses incurred with
the prior written approval of the agency. In the event that the contractor terminates the contract,
for any reason whatsoever, it will refund to the agency within 10 business days of said
termination, all payments made hereunder by the agency to the contractor for work not
completed or not accepted by the agency.
Contract renewal termination by the vendor will require written notice to that effect to be
delivered by the contractor to the agency not more than 120 days and not less than 90 days prior
to the annual contract renewal date.
7.6
Required submission of contractual documents
The proposer must attach a statement or report of controls (PA-DSS certification, summary of
annual SAS 70 report, or statement indicating UWM’s Internal Audit may audit the controls
on an annual basis) and any licensing agreement(s) that will be used to initiate the
implementation process. This requirement is also summarized in Section 2.4.
The State of Wisconsin shall not enter into a contract with a vendor, and reserves the right to cancel
any existing contract, if the vendor or contractor has not met or complied with the requirements of s.
77.66, Wis. Stats., and related statutes regarding certification for collection of sales and use tax.
8.0
STANDARD TERMS AND CONDITIONS
Moved to Appendix C.
9.0
FINANCIAL VERIFICATION
In a separate marked envelope, provide the company’s audited financial statements from the two (2)
most recently completed fiscal years.
We will use the audited financial statements to determine the financial stability of each RFP response. .
An additional response regarding your financial stability can be provided, limited to no more than 100
words, to assist UWM in making an informed decision. 150 Points will be awarded for this category.
10.0
REQUIRED FORMS
See pages 24 through 30
- 23 -
STATE OF WISCONSIN
DEPARTMENT OF ADMINISTRATION
DIVISION OF STATE FACILITIES (DSF)
Mailing Address: Post Office Box 7866, Madison, WI 53707-7866
Street Address: 101 E. Wilson Street, 7th Floor, Madison, WI 53702
Phone: 608 / 266-2731; FAX: 608 / 267-2710
http://www.doa.state.wi.us/dsf
DOA-3027 N (R09/97)
s. 19.36(3) Wisconsin Statutes
DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION
The attached material submitted in response to proposal/Proposal #D5-50-O includes proprietary and confidential information which
qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or is otherwise material that can be kept confidential under the
Wisconsin Open Records Law. As such, we ask that certain pages, as indicated below, of this proposal/proposal response be treated
as confidential material and not be released without our written approval.
Prices always become public information when Proposals/proposals are opened, and therefore cannot be kept confidential.
Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s.134.90(1) (c), Wis. Stats. as
follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique, or process
to which all of the following apply:
1.
2.
The information derives independent economic value, actual or potential, from not being generally known to, and not being
readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.
The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.
We request that the following pages not be released
Section
Page #
Topic
IN THE EVENT THE DESIGNATION OF CONFIDENTIALITY OF THIS INFORMATION IS CHALLENGED, THE
UNDERSIGNED HEREBY AGREES TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE TO DEFEND
THE DESIGNATION OF CONFIDENTIALITY.
Failure to include this form in the proposal/proposal response may mean that all information provided as part of the proposal/proposal
response will be open to examination and copying. The state considers other markings of confidential in the proposal/proposal
document to be insufficient. The undersigned agrees to hold the state harmless for any damages arising out of the release of any
materials unless they are specifically identified above.
Name - Authorized Representative
Signature - Authorized Representative
Company Name
Date
This form can be made available in accessible formats upon request to qualified individuals with disabilities.
- 24 -
.STATE OF WISCONSIN
Bid / Proposal #
DOA-3477 (R05/98)
Commodity / Service
1.
VENDOR INFORMATION
BIDDING / PROPOSING COMPANY NAME
FEIN
Phone
(
)
Toll Free Phone
FAX
(
)
E-Mail Address
(
)
Address
City
2.
State
Zip + 4
Name the person to contact for questions concerning this bid / proposal.
Name
Title
Phone
(
)
Toll Free Phone
FAX
(
)
E-Mail Address
(
)
Address
City
3.
State
Zip + 4
Any vendor awarded over $25,000 on this contract must submit affirmative action information to the
department. Please name the Personnel / Human Resource and Development or other person responsible
for affirmative action in the company to contact about this plan.
Name
Title
Phone
(
)
Toll Free Phone
FAX
(
)
E-Mail Address
(
)
Address
4.
City
State
Zip + 4
Mailing address to which state purchase orders are mailed and person the department may contact
concerning orders and billings.
Name
Title
Phone
(
)
Toll Free Phone
FAX
(
)
E-Mail Address
(
)
Address
City
5.
State
Zip + 4
CEO / President Name
This document can be made available in accessible formats to qualified individuals with disabilities.
- 25 -
STATE OF WISCONSIN
Bid / Proposal #
DOA-3478 (R12/96)
VENDOR REFERENCE
FOR VENDOR:
Provide company name, address, contact person, telephone number, and appropriate information on the
product(s) and/or service(s) used for four (4) or more installations with requirements similar to those included in
this solicitation document. If vendor is proposing any arrangement involving a third party, the named references
should also be involved in a similar arrangement.
Company Name
Address (include Zip +
4)
Contact Person
Phone No.
Product(s) and/or Service(s) Used
Company Name
Address (include Zip +
4)
Contact Person
Phone No.
Product(s) and/or Service(s) Used
Company Name
Address (include Zip +
4)
Contact Person
Phone No
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person
Phone No.
Product(s) and/or Service(s) Used
This document can be made available in accessible formats to qualified individuals with disabilities.
- 26 -
APPENDIX A: COST PROPOSAL
(Proposer/Company Name)
Category
Back Office
System
Software
Item
The purchase and
maintenance cost for:
1. one user
2. three concurrent user
3. three seats
Please treat the above three
options as independent of
each other and provide
separate quotes for each.
Hand-held
devices
Price of hand-held device.
Include any price break for
additional devises purchased.
Purchase of 38 pay stations.
Pay stations
CBORD
integration
T2flexsystem
integration
Sub-assemblies
2.2.1
List of sub-assemblies as
spare parts and their prices.
Consumables
Parking receipts, batteries,
and any other consumables
Hosting fee for
38 pay station
Cost per
additional pay
station
Cost of
maintenance per
additional pay
station
Cost of hosting
fee per
additional pay
station
Hosting fee
credit per
subtracted pay
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Licensing Model/Specification
Year 1
Costs
Year 2
Costs
Year 3
Costs
Year 4
Costs
Year 5
Costs
APPENDIX A: COST PROPOSAL
(Proposer/Company Name)
station
Maintenance
cost credit per
subtracted pay
station
Cost of
developing
future UWM
requested
programs or
reports
Any additional
charge per credit
card and/or
parking citation
transaction
Category
Service
Specifications: Standard hours required
to complete each service requirement.
Service
Item
Disposal of old hardware and
installation of new hardware.
Training System &
Administration Costs (Specify
the maximum number of
attendees you will serve.)
Training UWM Trainer Costs
(Specify the maximum
number of attendees you will
serve.)
Yearly Maintenance Contract
Category
Item
Important: Travel costs are reimbursed at
the State Per Diem. Refer to the website
below.
Travel
Travel
Travel Cost Installation
Travel Costs Training
http://www.bfs.uwm.edu/ASM/Files/5.2.3.d/
2/13.0.0/5-2-03d.doc
Service
Service
- 28 -
Year 1
Year 2
Year 3
Hourly Rate
Charged
Hourly Rate
Charged
Hourly Rate
Charged
Total
Year 1
Costs
Total
Year 2
Costs
Standard Hours =
Standard Hours =
Year 4
Hourly
Rate
Charged
Year 5
Hourly
Rate Charged
APPENDIX B: TOTAL COST OF OWNERSHIP
PROPOSAL
Categor
y
Staffing
Staffing
Staffing
Staffing
(Proposer/Company Name)
Note:1 Staffing FTE* = 2,080
Hours
Item
Year 1
FTE
Number
Year 2
FTE
Number
Year 3
FTE
Number
Number of FTE for installation
supplied by UWM
Number of FTE for account
administration supplied by UWM
Number of FTE for system support
and maintenance supplied by UWM
Number of FTE for software
upgrade supplied by UWM
* If actual full-time equivalents are significantly different from the above estimates, UWM will seek compensation under the terms of the contract.
- 29 -
Year 4
FTE
Number
Year 5
FTE
Number
Appendix C
STANDARD TERMS AND CONDITIONS
The State of Wisconsin reserves the right to incorporate standard State contract provisions into any contract negotiated with any
proposal submitted in response to this RFP (Standard Terms and Conditions (DOA-3054)). Failure of the successful Proposer to accept
these obligations in a contractual agreement may result in cancellation of the award.
If awarded this proposal, we agree to all the terms and conditions of this proposal, addenda, and revisions. The proposal of the
successful submitter, and additional terms agreed to, in writing, by the agency and the contractor shall become part of the contract. I
understand that failure to accept and carry out this contractual agreement in its entirety may result in a cancellation of award.
Submitter:
Signature:
Printed name:
Title:
Date:
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STANDARD TERMS AND CONDITIONS (REQUESTS FOR BIDS/PROPOSAL)
WISCONSIN DEPT. OF ADMIN. CHS,16, 19, 51 WIS STATS. DOA-30549R09/2004 WITH UW-MILWAUKEE REVISIONS DATED(09/27/05)
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 State of Wisconsin shall be the sole judge of equivalency. Bidders/proposers are cautioned to avoid bidding
alternates to the specifications which may result in rejection of their bid/proposal.
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. In the absence of such statement, the bid/proposal shall
be accepted as in strict compliance with all terms, conditions, and specifications and the bidders/proposers shall be held liable.
3.0
QUALITY: Unless otherwise indicated in the request, all material shall be first quality. Items which are used, demonstrators, obsolete,
seconds, or which have been discontinued are unacceptable without prior written approval by the State of Wisconsin.
4.0
QUANTITIES: The quantities shown on this request are based on estimated needs. The state reserves the right to increase or
decrease quantities to meet actual needs.
5.0
DELIVERY: Deliveries shall be F.O.B. destination freight prepaid and included unless otherwise specified.
6.0
PRICING AND DISCOUNT: The State of Wisconsin qualifies for governmental discounts and its educational institutions also qualify for
educational discounts. Unit prices shall reflect these discounts.
6.1
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.
6.2
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 contracting agency thirty (30) calendar days before the proposed effective date of the price increase, and shall be limited to
fully documented cost increases to the contractor which are demonstrated to be industry wide. The conditions under which price
increases may be granted shall be expressed in bid/proposal documents and contracts or agreements.
6.3
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).
7.0
UNFAIR SALES ACT: Prices quoted to the State of Wisconsin are not governed by the Unfair Sales Act.
8.0
ACCEPTANCE-REJECTION: The State of Wisconsin reserves the right to accept or reject any or all bids/proposals, to waive any
technicality in any bid/proposal submitted, and to accept any part of a bid/proposal as deemed to be in the best interests of the State of
Wisconsin.
Bids/proposals MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the bid/proposal
is due. Bids/proposals date and time stamped in another office will be rejected. Receipt of a bid/proposal by the mail system does not
constitute receipt of a bid/proposal by the purchasing office.
9.0
METHOD OF AWARD: Award shall be made to the lowest responsible, responsive bidder unless otherwise specified.
10.0
ORDERING: Purchase orders or releases via purchasing cards shall be placed directly to the contractor by an authorized agency. No
other purchase orders are authorized.
11.0
PAYMENT TERMS AND INVOICING: The State of Wisconsin normally will pay properly submitted vendor invoices within thirty (30)
days of receipt providing goods and/or services have been delivered, installed (if required), and accepted as specified.
Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order including reference
to purchase order number and submittal to the correct address for processing.
A good faith dispute creates an exception to prompt payment.
12.0
TAXES: The State of Wisconsin and its agencies are exempt from payment of all federal tax and Wisconsin state and local taxes on its
purchases except Wisconsin excise taxes as described below.
The State of Wisconsin, including all its agencies, is required to pay the Wisconsin excise or occupation tax on its purchase of beer,
liquor, wine, cigarettes, tobacco products, motor vehicle fuel and general aviation fuel. However, it is exempt from payment of
Wisconsin sales or use tax on its purchases. The State of Wisconsin may be subject to other states' taxes on its purchases in that
state depending on the laws of that state. Contractors performing construction activities are required to pay state use tax on the cost of
materials.
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STANDARD TERMS AND CONDITIONS(REQUESTS FOR BIDS/PROPOSAL)
WISCONSIN DEPT. OF ADMIN. CHS,16, 19, 51 WIS STATS. DOA-30549R09/2004 WITH UW-MILWAUKEE REVISIONS DATED(09/27/05)
13.0
GUARANTEED DELIVERY: Failure of the contractor to adhere to delivery schedules as specified or to promptly replace rejected
materials shall render the contractor liable for all costs in excess of the contract price when alternate procurement is necessary.
Excess costs shall include the administrative costs.
14.0
ENTIRE AGREEMENT: These Standard Terms and Conditions shall apply to any contract or order awarded as a result of this request
except where special requirements are stated elsewhere in the request; in such cases, the special requirements shall apply. Further,
the written contract and/or order with referenced parts and attachments shall constitute the entire agreement and no other terms and
conditions in any document, acceptance, or acknowledgment shall be effective or binding unless expressly agreed to in writing by the
contracting authority.
15.0
APPLICABLE LAW AND COMPLIANCE: This contract shall be governed under the laws of the State of Wisconsin. The contractor
shall at all times comply with and observe all federal and state laws, local laws, ordinances, and regulations which are in effect during
the period of this contract and which in any manner affect the work or its conduct. The State of Wisconsin reserves the right to cancel
this contract if the contractor fails to follow the requirements of s. 77.66, Wis. Stats., and related statutes regarding certification for
collection of sales and use tax. The State of Wisconsin also reserves the right to cancel this contract with any federally debarred
contractor or a contractor that is presently identified on the list of parties excluded from federal procurement and non-procurement
contracts.
16.0
ANTITRUST ASSIGNMENT: The contractor and the State of Wisconsin recognize that in actual economic practice, overcharges
resulting from antitrust violations are in fact usually borne by the State of Wisconsin (purchaser). Therefore, the contractor hereby
assigns to the State of Wisconsin any and all claims for such overcharges as to goods, materials or services purchased in connection
with this contract.
17.0
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 State of Wisconsin.
18.0
WORK CENTER CRITERIA: A work center must be certified under s. 16.752, Wis. Stats., and must ensure that when engaged in the
production of materials, supplies or equipment or the performance of contractual services, not less than seventy-five percent (75%) of
the total hours of direct labor are performed by severely handicapped individuals.
19.0
NONDISCRIMINATION / AFFIRMATIVE ACTION: In connection with the performance of work under this contract, the contractor
agrees not to discriminate against any employee or applicant for employment because of age, race, religion, color, handicap, sex,
physical condition, developmental disability as defined in s. 51.01(5), Wis. Stats., sexual orientation as defined in s. 111.32(13m), Wis.
Stats., or national origin. This provision shall include, but not be limited to, the following: employment, upgrading, demotion or transfer;
recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training,
including apprenticeship. Except with respect to sexual orientation, the contractor further agrees to take affirmative action to ensure
equal employment opportunities.
19.1
Contracts estimated to be over twenty-five thousand dollars ($25,000) require the submission of a written affirmative action plan
by the contractor. An exemption occurs from this requirement if the contractor has a workforce of less than twenty-five (25)
employees. Within fifteen (15) working days after the contract is awarded, the contractor must submit the plan to the contracting
state agency for approval. Instructions on preparing the plan and technical assistance regarding this clause are available from
the contracting state agency.
19.2
The contractor agrees to post in conspicuous places, available for employees and applicants for employment, a notice to be
provided by the contracting state agency that sets forth the provisions of the State of Wisconsin's nondiscrimination law.
19.3
Failure to comply with the conditions of this clause may result in the contractor's becoming declared an "ineligible" contractor,
termination of the contract, or withholding of payment.
20.0
PATENT INFRINGEMENT: The contractor selling to the State of Wisconsin the articles described herein guarantees the articles were
manufactured or produced in accordance with applicable federal labor laws. Further, that the sale or use of the articles described
herein will not infringe any United States patent. The contractor covenants that it will at its own expense defend every suit which shall
be brought against the State of Wisconsin (provided that such contractor is promptly notified of such suit, and all papers therein are
delivered to it) for any alleged infringement of any patent by reason of the sale or use of such articles, and agrees that it will pay all
costs, damages, and profits recoverable in any such suit.
21.0
SAFETY REQUIREMENTS: All materials, equipment, and supplies provided to the State of Wisconsin must comply fully with all safety
requirements as set forth by the Wisconsin Administrative Code and all applicable OSHA Standards.
22.0
WARRANTY: Unless otherwise specifically stated by the bidder/proposer, equipment purchased as a result of this request shall be
warranted against defects by the bidder/proposer for one (1) year from date of receipt. The equipment manufacturer's standard
warranty shall apply as a minimum and must be honored by the contractor.
- 32 -
STANDARD TERMS AND CONDITIONS(REQUESTS FOR BIDS/PROPOSAL)
WISCONSIN DEPT. OF ADMIN. CHS,16, 19, 51 WIS STATS. DOA-30549R09/2004 WITH UW-MILWAUKEE REVISIONS DATED(09/27/05)
23.0
INSURANCE RESPONSIBILITY: The contractor performing services for the University shall provide the University a Certificate of
Insurance with the required coverage and limits of insurance issued by an insurance company that has an AM Best Rating of A-, is
licensed to do business in the State of Wisconsin, and signed by an authorized agent. The contractor shall:
23.1
Maintain worker's compensation insurance as required by Wisconsin Statutes, for all employees engaged in the work.
23.2
Maintain commercial liability, bodily injury and property damage insurance against any claim(s) which might occur in carrying out
this agreement/contract. Minimum coverage shall be one million dollars ($1,000,000) liability for bodily injury and property
damage including products liability and completed operations. Provide motor vehicle insurance for all owned, non-owned and
hired vehicles that are used in carrying out this contract. Minimum coverage shall be one million dollars ($1,000,000) per
occurrence combined single limit for automobile liability and property damage.
23.3
The University reserves the right to require higher or lower limits where warranted.
23.4
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 liability policy.
23.5
All policies of insurance shall contain a covenant requiring sixty (60) days written notice by the insurer and sent to the University
Risk Manager, before cancellation, reduction or other modifications of coverage. The insurance certificate shall be for the initial
contract period and shall be renewed by the contractor for each subsequent renewal period of the contract.
23.6
In the event of non-renewal, cancellation, or expiration, the contractor shall provide the University evidence of the new source(s)
of required insurance within twenty-one (21) calendar days after the University's receipt of the sixty (60) day notice. Failure to
maintain the required insurance in force may be cause for contract termination.
23.7
In the event that the contractor fails to maintain and keep in force the insurance herein required, the University shall have the
right to cancel and terminate the contract without notice.
24.0
CANCELLATION: The State of Wisconsin reserves the right to cancel any contract in whole or in part without penalty due to
nonappropriation of funds or for failure of the contractor to comply with terms, conditions, and specifications of this contract.
25.0
VENDOR TAX DELINQUENCY: Vendors who have a delinquent Wisconsin tax liability may have their payments offset by the State of
Wisconsin.
26.0
PUBLIC RECORDS ACCESS: It is the intention of the state to maintain an open and public process in the solicitation, submission,
review, and approval of procurement activities.
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
28.0
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.
DISCLOSURE: If a state public official (s. 19.42, Wis. Stats.), a member of a state public official's immediate family, or any
organization in which a state public official or a member of the official's immediate family owns or controls a ten percent (10%) interest,
is a party to this agreement, and if this agreement involves payment of more than three thousand dollars ($3,000) within a twelve (12)
month period, this contract is voidable by the state unless appropriate disclosure is made according to s. 19.45(6), Wis. Stats., before
signing the contract. Disclosure must be made to the State of Wisconsin Ethics Board, 44 East Mifflin Street, Suite 601, Madison,
Wisconsin 53703 (Telephone 608-266-8123).
- 33 -
STANDARD TERMS AND CONDITIONS(REQUESTS FOR BIDS/PROPOSAL)
WISCONSIN DEPT. OF ADMIN. CHS,16, 19, 51 WIS STATS. DOA-30549R09/2004 WITH UW-MILWAUKEE REVISIONS DATED(09/27/05)
State classified and former employees and certain University of Wisconsin faculty/staff are subject to separate disclosure requirements,
s. 16.417, Wis. Stats.
29.0
RECYCLED MATERIALS: The State of Wisconsin is required to purchase products incorporating recycled materials whenever
technically and economically feasible. Bidders are encouraged to bid products with recycled content which meet specifications.
30.0
MATERIAL SAFETY DATA SHEET: If any item(s) on an order(s) resulting from this award(s) is a hazardous chemical, as defined
under 29CFR 1910.1200, provide one (1) copy of a Material Safety Data Sheet for each item with the shipped container(s) and one (1)
copy with the invoice(s).
31.0
PROMOTIONAL ADVERTISING / NEWS RELEASES: Reference to or use of the State of Wisconsin, any of its departments,
agencies or other subunits, or any state official or employee for commercial promotion is prohibited. News releases pertaining to this
procurement shall not be made without prior approval of the State of Wisconsin. Release of broadcast e-mails pertaining to this
procurement shall not be made without prior written authorization of the contracting agency.
32.0
HOLD HARMLESS: The contractor will indemnify and save harmless the State of Wisconsin and all of its officers, agents and
employees from all suits, actions, or claims of any character brought for or on account of any injuries or damages received by any
persons or property resulting from the operations of the contractor, or of any of its contractors, in prosecuting work under this
agreement.
33.0
FOREIGN CORPORATION: A foreign corporation (any corporation other than a Wisconsin corporation) which becomes a party to this
Agreement is required to conform to all the requirements of Chapter 180, Wis. Stats., relating to a foreign corporation and must
possess a certificate of authority from the Wisconsin Department of Financial Institutions, unless the corporation is transacting business
in interstate commerce or is otherwise exempt from the requirement of obtaining a certificate of authority. Any foreign corporation
which desires to apply for a certificate of authority should contact the Department of Financial Institutions, Division of Corporation, P. O.
Box 7846, Madison, WI 53707-7846; telephone (608) 261-7577.
34.0
WORK CENTER PROGRAM: The successful bidder/proposer shall agree to implement processes that allow the State agencies,
including the University of Wisconsin System, to satisfy the State's obligation to purchase goods and services produced by work
centers certified under the State Use Law, s.16.752, Wis. Stat. This shall result in requiring the successful bidder/proposer to include
products provided by work centers in its catalog for State agencies and campuses or to block the sale of comparable items to State
agencies and campuses.
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
RELEASE OF INFORMATION:
Contractor shall not report or release information concerning UWM or its students, employees
or customers to third parties without UWM's prior written approval. Any such report or release of information shall, at a minimum,
comply with those requirements enumerated in the Gramm-Leach-Bliley Act, 15 USC 6801 et seq., UWM's standards for safeguarding
such information, and all other applicable laws regarding consumer privacy.
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