BIDS MUST BE SEALED AND ADDRESSED TO: State of Wisconsin DOA-3070 (R08/2003)

BIDS MUST BE SEALED AND ADDRESSED TO: State of Wisconsin DOA-3070 (R08/2003)
State of Wisconsin
Wis. Statutes s.16.75
DOA-3070 (R08/2003)
BIDS MUST BE SEALED AND ADDRESSED TO:
AGENCY ADDRESS:
Remove from bidder list for this commodity/service. (Return this page only.)
Bid envelope must be sealed and plainly marked in lower corner with due date and Request for Bid
#SS-1115. Late bids will be rejected. Bids MUST be date and time stamped by the soliciting
purchasing office on or before the date and time that the bid is due. Bids dated and time stamped
in another office will be rejected. Receipt of a bid by the mail system does not constitute receipt of
a bid by the purchasing office. Any bid which is inadvertently opened as a result of not being
properly and clearly marked is subject to rejection. Bids must be submitted separately, i.e., not
included with sample packages or other bids. Bid 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. Bidder should contact person named below for an appointment to view the
bid record. Bids shall be firm for acceptance for sixty (60) days from date of bid opening, unless
otherwise noted. The attached terms and conditions apply to any subsequent award.
University of Wisconsin-Eau Claire
Purchasing Office, Schofield Hall 103
105 Garfield Ave.
Eau Claire, WI 54701
REQUEST FOR BID SS-1115
Bids MUST be in this office no later than
THIS IS NOT AN ORDER
BIDDER (Name and Address)
March 11, 2011; 2:30 PM
Name (Contact for further information)
Steve Slind
Date
715-836-4643
March 1, 2011
Quote Price and Delivery FOB
Destination
Fax bids are accepted
Item
No.
Quantity
and Unit
Fax bids are not accepted
Price
Per Unit
Description
Total
University of Wisconsin-Eau Claire is accepting bids for
Theatrical Lighting and Control Equipment for Schofield
Auditorium.
Bids will be accepted per the attached:
Special Conditions of Bid
Standard Terms and Conditions
Itemized Bid Form
Fax Bids Accepted at 715-836-2020
Technical Questions Contact: Jason Anderson, University
Centers, Phone: 715-836-4809
Site Visit: Wednesday March 9, 2011 2:30-4:30 PM
This Project is Scheduled to Begin in Late May or Early June
2011
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. Does Not Apply to Printing Bids.
We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process 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 bid we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free
competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder,
competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate under penalty of
perjury.
We will comply with all terms, conditions and specifications required by the state in this Request for Bid and all terms of our bid.
Name of Authorized Company Representative (Type or Print)
Title
Signature of Above
Date
Phone
(
Fax
(
Federal Employer Identification No.
This form can be made available in accessible formats upon request to qualified individuals with disabilities.
)
)
Social Security No. if Sole
Proprietor (Voluntary)
Wisconsin Department of Administration
Chs. 16, 19, 51
DOA-3054 (R10/2005)
Page 1 of 3
Standard Terms and Conditions
1.0
SPECIFICATIONS: The specifications in this request are the minimum acceptable. When specific manufacturer and model numbers are used,
they are to establish a design, type of construction, quality, functional capability and/or performance level desired. When alternates are
bid/proposed, they must be identified by manufacturer, stock number, and such other information necessary to establish equivalency. The 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 othe r
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.
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 c osts 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 descr ibed 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 warrant ed
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.
23.0
INSURANCE RESPONSIBILITY: The contractor performing services for the State of Wisconsin 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 dama ge 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 state reserves the right to require higher or lower limits where warranted.
24.0
CANCELLATION: The State of Wisconsin reserves the right to cancel any contract in whole or in part without penalty due to non-appropriation 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
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.
28.0
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).
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 pr operty 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 appl y 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 provid ed 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.
STATE OF WISCONSIN
DOA-3027 N(R01/98)
DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION
The attached material submitted in response to Bid/Proposal # SS-1115 includes proprietary and confidential information which
qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or is otherwise material that can be kept confidential under the
Wisconsin Open Records Law. As such, we ask that certain pages, as indicated below, of this bid/proposal response be treated as
confidential material and not be released without our written approval.
Prices always become public information when bids/proposals are opened, and therefore cannot be kept
confidential.
Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s. 134.90(1)(c), Wis. Stats. as
follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique or
process to which all of the following apply:
1. The information derives independent economic value, actual or potential, from not being generally known to, and
not being
readily ascertainable by proper means by, other persons who can obtain economic value from its
disclosure or use.
2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.
We request that the following pages not be released
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 AND AGREES TO HOLD THE STATE HARMLESS FOR ANY COSTS OR DAMAGES ARISING OUT OF THE
STATE'S AGREEING TO WITHHOLD THE MATERIALS.
Failure to include this form in the bid/proposal response may mean that all information provided as part of the bid/proposal response will be open
to examination and copying. The state considers other markings of confidential in the bid/proposal document to be insufficient. The
undersigned agrees to hold the state harmless for any damages arising out of the release of any materials unless they are specifically identified
above.
Company Name
___________________________________________
Authorized Representative
___________________________________________
Signature
Authorized Representative
___________________________________________
Type or Print
Date
___________________________________________
This document can be made available in accessible formats to qualified individuals with disabilities
Division of State Agency Services
State Bureau of Procurement
State of Wisconsin
Department of Administration
DOA-3333 (R03/2004)
Vendor Agreement
Wisconsin’s Cooperative Purchasing Service
Wisconsin statutes (s. 16.73, Wis. Stats.) establish authority to allow Wisconsin municipalities to purchase from state contracts.
Participating in the service gives vendors opportunities for additional sales without additional bidding. Municipalities use the
service to expedite purchases. A "municipality" is defined as any county, city, village, town, school district, board of school
directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the
authority to award public contracts (s. 16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may
participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (2), Wis.Stats.
Interested municipalities:

will contact the contractor directly to place orders referencing the state agency contract number; and

are responsible for receipt, acceptance, inspection of commodities directly from the contractor, and making payment
directly to the contractor.
The State of Wisconsin is not a party to these purchases or any dispute arising from these purchases and is not liable for
delivery or payment of any of these purchases.
The State of Wisconsin will determine the contractor’s participation by checking a box below.
MANDATORY: Bidders/Proposers must agree to furnish the commodities or services of this bid/proposal to Wisconsin
municipalities. Vendors should note any special conditions below.
OPTIONAL: Bidders/Proposers may or may not agree to furnish the commodities or services of this bid/proposal to
Wisconsin municipalities. A vendor’s decision on participating in this service has no effect on awarding this contract.
A vendor in the service may specify minimum order sizes by volume or dollar amount, additional charges beyond normal
delivery areas, or other minimal changes for municipalities.
Vendor: please check one of the following boxes in response.
I Agree to furnish the commodities or services of this bid/proposal to Wisconsin municipalities with any special
conditions noted below.
I Do Not Agree to furnish the commodities or services to Wisconsin municipalities.
Special Conditions (if applicable):
Signature
Date (mm/dd/ccyy)
Name (Type or Print)
Title
Company
Telephone
(
Address (Street)
Commodity/Service
City
State
)
ZIP + 4
Request for Bid/Proposal Number
This form can be made available in accessible formats upon request to qualified individuals with disabilities
UW-Eau Claire
February 28, 2011
Theatrical Lighting and Control Equipment
Special Conditions of Bid
Request for Bid SS-1115
SCOPE:
Schofield Hall Retrofit Project
SCOPE of WORK: Theatrical Lighting and Control Equipment Supplier
Project Format: The Theatrical Lighting and Control Equipment Supplier will provide a package of equipment and
services to the University of Wisconsin, Eau Claire (subsequently called the Owner). The Owner will separately engage
an Electrical Contractor to accomplish the installation of part of the equipment. Some installation tasks are specifically
required to be accomplished by the Theatrical Equipment and Control Supplier as noted below.
Qualifications: The Theatrical Lighting and Control Equipment Supplier must have been in the business of specifying
and providing ETC dimming, control systems and fixtures for at least five years. The Supplier must have demonstrated
project management capabilities as evidenced by successful completion of at least five projects similar in size and scope
to this project. The Supplier must have a factory-certified field service technician on staff.
Bill of Materials: Equipment in the Bill of Materials is generally called out by specific manufacturer and model.
Alternates which are fully equal in capability and performance may be proposed to the Owner. Such proposals must be
made at least 5 days in advance of the bid opening date to allow Owner time to fully evaluate the proposed alternative
and either accept or reject it. Alternates which have not been approved by the Owner in advance will not be accepted.
Services: The Theatrical Lighting and Control Equipment Supplier must provide the following services to the Owner as
part of this project:
1. All ellipsoidal fixtures are to be bench focused at the suppliers shop prior to delivery to the job site. All
fixtures are to be delivered with both lamp and connector installed. C-clamps are to be delivered loose.
2. All LED fixtures are to be delivered with connectors installed.
3. Equipment supplier must make a minimum of three visits to the job site during the course of the project
a. One visit prior to bid submittal to ensure a complete understanding of the Owner’s requirements
b. One visit upon delivery of the dimming and control equipment to the site to answer any Electrical
Contractor questions and ensure that EC understands the proper installation location and wiring
requirements for each unit.
c. One visit upon delivery of fixtures to the job site. At this visit Equipment Supplier will furnish labor
to hang, cable and focus (under direction of Owner) all instruments per the plot provided. Owner will
furnish lifts and ladders as required as well as provide color media and consumables such as tie line
and gaffers tape.
4. Equipment Supplier is to furnish start-up services to include low voltage wiring terminations, installation of
Unison control stations and faceplates, system checkout and energization, verification of all control and load
circuits and any required Paradigm Architectural Control processor programming. These checkout and startup
services must be provided by a certified ETC field service technician. This service can be subcontracted to
ETC at Equipment Supplier’s expense if desired.
5. Equipment Supplier is responsible for providing technical information and programming information to the
Audio/Visual supplier to enable A/V supplier to interface the planned Creston control system with the Unison
dimming system to allow integrated control as desired by Owner.
Equipment Supplier is responsible for removal and proper recycling or disposal of all cardboard and other packing
materials from lighting fixtures and accessories from the site at completion of project.
See SPECIFICATIONS and/or ITEMIZED BID LIST for the minimum acceptable specifications for products desired.
If you are bidding an alternative product, please provide complete specifications (performance features, and descriptive
brochure or detail for units you propose to furnish), clearly identified by manufacturer’s name and catalog number. See
“Standard Terms and Conditions,” items 1.0, 2 .0 and 3.0.
Conditions of bid, which include the word “must” or “shall” describe a mandatory minimum requirement. All
specifications are defined as mandatory minimum requirements unless otherwise stated. If no bidder is able to comply
with a given specification or condition of bid, purchasing reserves the right to delete that specification, condition of bid
or item.
Failure to meet a mandatory requirement could disqualify your bid.
Revisions to this bid may be made only by an official written amendment issued by Purchasing.
Retain a copy of your bid response for your files. If a contract is developed from this request for bid, these documents
will become terms and conditions of the contract.
MINORITY BUSINESS PARTICIPATION:
The UW-Eau Claire is committed to the promotion of minority business in the State’s purchasing program and a goal of
placing 5 percent of its total purchasing dollars with certified minority businesses. Authority for this program is found in
Wisconsin Statutes 15.107(2), 16.75(4), and 16.755 and 560.036(2).
A listing of certified minority businesses, as well as services and commodities they provide is available from Department
of Commerce, Office of Minority Business Development: 608-267-8379. Questions regarding certification of minority
businesses should be directed to DOA Minority Business Program at 608-267-7806.
BID RESPONSE REQUIREMENTS:
Send Two Copies of Each
1. Request for Bid form
2. Itemized Bid form
3. Vendor Agreement Wisconsin’s Cooperative Purchasing Service
5. Designation of Confidential and Proprietary Information
BIDDER QUALIFICATIONS:
To be eligible for an award, you must be qualified and be able to provide the following as required. Failure to meet the
qualifications or to provide this information may be cause for disqualification of your bid.
1. Bidder must designate a person in their company to provide on-going communication, coordinate service, answer
questions and expedite delivery.
2. Bidder must be an original manufacturer, distributor or a dealer authorized by the manufacturer to sell the product
bid. All of the manufacturer’s product liability shall apply through bidders contractual relationship with the
manufacturer of the equipment proposed. Bidder shall be able to provide service and support for the equipment and
be an authorized equipment service center.
3. Bidder must be prepared to honor the manufacturer’s standard warranty at a minimum. Indicate the warranty term on
the appropriate line of the itemized bid form.
4. Bidder must be able to provide upon request, by the University, at least three higher education institutions or firms
that the vendor has supplied with a similar sound system components. If contacted, information received from these
clients or customers will be used to determine if the bidder meets qualifications.
DELIVERY:
Equipment delivery from the contractor is requested for the week of May 23, 2011. Please indicate on the Itemized Bid
Form if you can meet the delivery schedule. The actual delivery schedule will be coordinated with Jason Anderson.
F.O.B. Destination Freight Prepaid Included and Installed:
Products are to be delivered to our Central Receiving dock at 651 University Drive, Eau Claire WI 54701. Bid prices are
to include all packing, transportation, set-up, insurance charges and instructional, service and operators manual
charges.
If bidding other than F.O.B. Destination, as stated above, F.O.B. point and shipping charges must be identified on the
Itemized Bid Form. This cost will be added to the bid total for determining the award.
Duty charges (FOB=DDP Destination Duty Paid), if applicable (includes but not limited to documentation fees, freight,
customs clearance, tax, etc.), must be included in the proposed price and referenced as separate costs on the Itemized Bid
List. A copy of the duty free paperwork, with the vendor portion filled out must be submitted to Purchasing at time of
award.
ON SITE SERVICE:
In carrying out the scope of this RFB, the contractor may be required to perform services on University property.
Bidders cost must include all business transportation and insurance charges.
The insurance requirements listed in section 23.0 of the Standard Terms and Conditions are the minimum required by the
State of Wisconsin. The contractor and any subcontractor receiving an award, from this bid must send a certificate of
insurance to the purchasing office at UW-Eau Claire, which indicates compliance, prior to providing services.
METHOD OF BID:
Bidder shall submit net unit prices and extended totals for items listed on the Itemized Bid Form.
If required a total lot price must be provided.
METHOD OF AWARD:
Award shall be made on the basis of the lowest net total price which is judged to be in the best interest of the University.
The University however reserves the right to make awards based on the lowest lot totals if there is a cost savings to
justify multiple awards. Timeliness of delivery may be used in the evaluation of bid submittals when appropriate.
INVOICING AND PAYMENT:
Invoices shall be sent to the Accounts Payable address indicated on the purchase order. All invoices shall reference the
purchase order number. The University must meet a statutory mandate to pay or reject an invoice within 30 days of
receipt of a properly submitted invoice.
POSSIBLE PURCHASERS:
In addition to the UW-Eau Claire, all UW-System campuses, State of Wisconsin agencies and municipalities, shall be
eligible to purchase from this bid or contract if one is developed. Any contract resulting from this bid shall not be
construed as mandatory upon any campus or state agency.
ADDITIONAL INFORMATION:
1. Indemnification: Contractor shall hold the State Harmless and shall indemnify the State and its agencies and
employees against any and all claims, suits, action, liabilities and costs of any kind, including attorney’s fees, for
personal injury or to property arising from the acts or omissions of the Contractor, its agents, officer, employees or
subcontractors. Contractor shall not be liable for any injury or damage as a result of any negligent act or omission
committed by the State.
2. Property Damage: Should university equipment or buildings be damaged as a result of sole negligence of the
contractor during the installation and training the contractor will be responsible for repairing to the original condition
or replacement. The university will have the final say on whether repair or replacement is acceptable.
3. Technical questions regarding this commodity should be directed to Jason Anderson 715-836-4809. Contact Steve
Slind, 715-836-4643 if you have questions regarding this bid.
4.
Insurance Requirements: The contractor shall maintain insurance levels as required in Standard Terms and
Conditions, Section 23.0. A certificate of insurance must be provided prior to beginning work covered by any
contract that results from this solicitation.
If a certificate is required, the contractor shall have added “The Board of Regents of the University of
Wisconsin System, its officers, employees and agents” as additional insured’s under the commercial
automobile and contractor’s liability policies on any insurance certificate provided.
general,
NOTIFICATION TO BIDDERS:
The State has implemented a registration service on an internet system called “VendorNet” to enable vendors to receive
notice of all official sealed bids/proposals (over $25,000.00) as solicited by all state agencies.
To obtain information on the state’s bidder registration, please visit the VendorNet web site at
http://vendornet.state.wi.us or call the VendorNet Information Center (1-800-482-7813). In the Madison area, please call
264-7897.
SAFETY:
Any equipment bid must come complete with all safety shield, decals and warning labels at time of delivery. Equipment
must meet all safety regulations in place for this type of research equipment.
WARRANTY:
The Manufacturer’s standard warranty period shall be offered. Indicate the warranty period on the Itemized Bid Form.
ENERGY STAR:
The State encourages the use of equipment which meets the Environmental Protection Agency (EPA) Energy Star
requirements. The Energy Star Program is a voluntary contract between an Original Equipment Manufacturer (OEM)
and the EPA. It is not mandatory that every device offered meet Energy Star requirements but the bulk of the product
line should be energy efficient.
February 28, 2011
University of Wisconsin Eau Claire
Schofield Hall Retrofit Project
The information below is for Informational Purposes Only. This Request for Bid does not include work to be
performed by Electrical Contractor.
SCOPE of WORK: Electrical Contractor
1. Theatrical Lighting and Control Equipment for this project is being furnished by the Owner via a separatelybid purchase. EC is responsible for furnishing all installation material including wire, conduit, fittings, etc.
needed to complete the installation. Note: Control cables to interconnect the theatrical control system
components are to be furnished and pulled by EC. The Theatrical Equipment Supplier is responsible for
terminating these control cables.
2. Some support structures (box boom pipes in balcony and four ceiling-mounted fixture pipes on auditorium
ceiling) are furnished by the Theatrical Equipment Supplier and are to be installed by the Electrical
Contractor. The pipe grid over the stage is to be fabricated and installed by the General Contractor/Electrical
Contractor. All hangers and associated hardware are to be furnished by the EC/GC.
3. Power feeds:
a. The existing Unison dimmer rack (located stage right) is to be removed and replaced by a new ETC
SR-48 Sensor+ dimmer rack. The 24 D20 dimmer modules will be reused in the new rack. The new
rack is fed with 400A 3-phase 4-wire plus ground.
b. A new Architectural Control Processor and Station Power Supply will be installed in a small wallmount rack (furnished by Theatrical Equipment Supplier). This rack requires a 120 volt, 20A single
phase circuit from an existing panelboard.
c. A new SmartSwitch relay panel (SS48) is to be installed in the vicinity of the existing Unison dimmer
rack. Location of this rack is to be discussed and confirmed with owner as there are several possible
locations The 34 circuits controlled by this relay panel originate in a new branch circuit panelboard
(supplied by EC). This panelboard will require a minimum 60A, 120/208 volt 4 wire W/ ground
feeder.
4. Branch circuits:
a. The 48 20-ampere branch circuits coming from the existing Unison dimmer rack stage right will all be
reused, although the termination points around the theatre change for many of them. All 48 circuits
will now originate in the new SR48 Sensor + rack.
b. Some of the branch circuit plug strips and boxes are new while others are being reused (with field
modifications by EC):
i. The Front-of-House position currently consists of 2 12-circuit plugstrips. Both will be reused
in the same location, but rewired so that each has only 7 dimmed circuits and one switched
circuit from Panel SS48.
ii. The APRON 2 ceiling position is new. Five two-gang faceplates with one pin plug (dimmed
circuit) and one T/L outlet (switched circuit) will be provided by the Equipment Supplier. E/C
will provide 2-gang backboxes.
iii. The APRON 1 ceiling position is essentially new. The existing fixtures and plug boxes are to
be taken down, and the ceiling patched to match existing. The following will be provided by
the Equipment Supplier:
1. One 3-gang faceplate with one pin plug (dimmed circuit) and two 2 T/L outlets
(switched circuits).
2. Three two-gang faceplates with one pin plug (dimmed circuit) and one T/L outlet
(switched circuit).
3. One 1-gang faceplate with one T/L outlet (switched circuit).
Appropriate back boxes are to be provided by the E/C.
iv. The First Electric (1E) position on stage currently consists of a 12-circuit plugstrip. This strip
will be reused in its present location, but rewired to have 11 dimmed circuits and 2 new 20A
T/L outlets (both on a single switched circuit from Panel SS48. This plugstrip will be installed
over a new fixture–support pipe grid to be installed as part of this project. It may be necessary
to take the plug strip down, modify it and then reinstall it after the new pipe grid is complete.
v. The Third Electric (3E) position on stage currently has 10 pin connectors which are wired in
pairs to 5 dimmed circuits. This strip is to be modified to have 6 pin plugs fed from individual
dimmed circuits. The four remaining pin plugs are to be replaced with 20A T/L connectors
(fed from Panel SS48).
A fifth 20A T/L connector is also installed on this strip. This plugstrip will be installed over a
new fixture–support pipe grid to be installed as part of this project. It may be necessary to take
the plug strip down, modify it and then reinstall it after the new pipe grid is complete.
vi. The Second Electric position on stage is new and consists of 5 new distribution boxes – two 2gang and three 1-gang. These boxes are mounted to the pipe grid after it is in place. The
complete box assembly (faceplate/outlets/backbox and mounting clamp is furnished as a unit
by the Equipment Supplier.
vii. Six Floor Pockets (complete assembly consisting of hinged top/outlets/backbox) will be
furnished by the Equipment Supplier. Three are installed along the right wall of the stage and
three along the left wall. Each box has one pin connector (dimmed circuit) and one T/L outlet
(switched circuit.
viii. Two 20A T/L outlets (switched circuits) are to be installed in a floor pocket box being
provided by the A/V contractor. E/C to coordinate with A/V contractor.
ix. Two switched circuits (fed from Panel SS48) control aisle lights which are integrated into new
seats. E/C to coordinate with Seating Contractor.
x. Two switched circuits control Curtain machines for main (front) and video wall (rear) curtain.
c. An allowance has been made for 12 new houselight circuits (Fixtures TBD by architect and interior
design team). Six new D20 (dual 20A) modules are being furnished with the new Sensor+ dimmer
rack to accommodate these new auditorium fixtures.
d. All branch circuits require a separate neutral conductor.
5. Control Wiring:
a. All Unison System low voltage control wiring (as shown on the drawing) is to be furnished and
installed by the Electrical Contractor. The Equipment Supplier will terminate these wire runs. These
runs are topology free and alternatives to the wire routing shown on the drawing can be made after
consultation with the Equipment Supplier.
b. All DMX Distribution low voltage control wiring (as shown on the drawing) is to be furnished and
installed by the Electrical Contractor. The Equipment Supplier will terminate these wire runs. These
runs are NOT topology free and must be installed as shown on the drawing. Each run is to be labeled
with the “D” number shown on the drawing.
6. Unused Conduit and equipment removal:
One of the objectives of this project is to “clean up” the entire stage area. Any unused/abandoned
conduit/boxes/etc. are to be removed and holes patched.
UW-Eau Claire
February 28, 2011
Theatrical Lighting and Control Equipment
Itemized Bid Form
Request for Bid SS-1115
Item
Price
Total
Price
_________
_________
_________
_________
_________
_________
_________
_________
_________
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_________
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__________
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_________
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10
ETC Source4 lens tube #419LT
_________
10
ETC Source4 lens tube #436LT
_________
5
ETC Source4 lens tube #450LT
_________
NOTE: All fixtures below are to be furnished with MEGA C-clamp model MAB , gel frame, black safety cable
and NEMA L5-15P connector (installed)
8
ETC Source4 19 degree ellipsoidals model 419
_________
2
ETC Source4 19 degree ellipsoidals with DOUBLE CLUTCH
_________
29
ETC Source4 26 degree ellipsoidals model 426
_________
7
ETC Source4 26 degree ellipsoidals with DOUBLE CLUTCH
_________
4
ETC Source4 36 degree ellipsoidals with DOUBLE CLUTCH
_________
5
ETC Source4 50 degree ellipsoidals model 450
_________
5
ETC Source4 50 degree ellipsoidals with DOUBLE CLUTCH
_________
6
ETC Source4 10 degree ellipsoidals with DOUBLE CLUTCH
_________
9
ETC Source4 14 degree ellipsoidals model 450
_________
9
ETC Source4 14 degree ellipsoidals with DOUBLE CLUTCH
_________
46
HPL 750W/77V lamps (includes 12 spares)
_________
52
HPL 550W/77V lamps (includes 12 spares)
_________
37
City Theatrical #2450 6.25” black flocked top hat
_________
10
City Theatrical #2440 6.25” black flocked top hat
_________
9
City Theatrical #2480 7.5” black flocked top hat
_________
27
City Theatrical #2453 10” black flocked top hat
_________
6
City Theatrical #2452 12” black flocked top hat
_________
4
Custom 15’ fixture hanging pipe assembly per drawings
_________
2
Custom 8’ fixture hanging pipe assembly per drawings
_________
6
Safer Sidearm Model #210 with 30” 1 ½” pipe
_________
11
ETC Selador VIVID-R 11” LED fixtures with L5-20P connector (installed)
_________
11
SELYOKE11 Yoke Kit
_________
6
10” Boom Base – City Theatrical #4300
_________
10
ETC Selador VIVID-R 21” LED fixtures with L5-20P connector (installed)
_________
10
SELYOKE21 Yoke Kit
_________
21
MEGA-Coupler #MLB (black)
_________
__________
__________
__________
QTY
DESCRIPTION
1
ETC Unison DRd12-24-120 Rack Enclosure
1
P-DrD-TK Paradigm Termination Kit
1
ETC Paradigm Architectural Control Processor
1
ETC Paradigm Station Power Module
6
D20 Dual 120volt dimmer modules – 350ms rise time
1
ETC SmartSwitch SS48-341P Wall-mounted relay panel with DMX interface
1
ION 1000 control console
1
FADW 2x20 Universal Fader Wing
1
ETC RRFU Wireless Remote Focus Unit for ION console
1
Pathway 9015 8-way opto splitter with rear terminals
3
ETC ECPB DMX1N/DMX2 IN control plug-in stations with surface mount back box
6
ETC Unison Heritage control station Model UH10001-11 with surface mount back box
1
ETC Unison Heritage control station Model UH10010-11 with surface mount back box
1
ETC Unison Heritage control station Model UH11K00-11 with surface mount back box
1
ETC Unison Heritage control station Model UH30412-11 with surface mount back box
42
ETC DD-B Dimmer Doubler with pin plug installed on input lead
4
ETC 9801B White 1-gang cover with 1-20A Stage Pin connector
3
ETC 9801B/1C White 2-gang cover with 1-20A Stage Pin connector and 1-20A L5-20R
2
ETC 9801B/2C White 3-gang cover with 1-20A Stage Pin connector and 2-20A L5-20R
1
ETC 9801C White 1-gang cover with 1-20A L5-20R connector
1
ETC 9801/2C Black 2-gang cover with 2-20A L5-20R connectors
3
ETC 9101C Surface-mount outlet box with 1-20A L5-20R connector and 400CC C-clamp
8
9101B/1C Surface-mount outlet box with 1-20A stage pin connector and 1-20A L5-20R
(2 units with 400CC C-clamp)
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QTY
6
6
5
10
10
6
1
1
2
4
28
9
18
5
20
4
8
16
12
5
3
1
1
10
20
15
15
10
5
DESCRIPTION
SELLH30-11 30 degree horizontal lenses
SELLV30-11 30 degree vertical lenses
SELLH20-11 20 degree horizontal lenses
SELLH30-21 30 degree horizontal lenses
SELLV30-21 30 degree vertical lenses
Apollo SmartMove DMX Gobo Rotator
Apollo SmartPower Power Supply Model SP-200W with L5-20P connector (installed)
Apollo SmartPower Power Supply Model SP-400W with L5-20P connector (installed)
Apollo SmartPower Power Supply Model SP-600W with L5-20P connector (installed)
Mega-coupler (for power supplies)
Apollo MXR Color Scroller, factory modified to accept top hat accessory
Apollo Mounting Plate AC-MPLATE-2
Apollo Mounting Plate AC-MPLATE-3
DMX jumper - LEX #DMX-5P-5
DMX jumper – LEX #DMX-5P-10
DMX jumper – LEX #DMX-5P-25
Color scroller jumper – LEX #CC-4P-5
Color scroller jumper – LEX #CC-4P-10
Color scroller jumper – LEX #CC-4P-15
Color scroller jumper – LEX #CC-4P-25
Color scroller jumper – LEX #CC-4P-50
Color scroller juimper – LEX #CC-4P-75
Color scroller jumper – LEX #CC-4P-100
Stage pin – stage pin jumpers – 12/3 SO – 5’
Stage pin – stage pin jumpers – 12/3 SO – 10’
Stage pin – stage pin jumpers – 12/3 SO – 25’
L5-15 – L5-15 jumper – 12/3 SO – 5’
L5-15 – L5-15 jumper – 12/3 SO – 10’
L5-15 – L5-15 jumper – 12/3 SO – 25
Item
Price
Total
Price
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Total Lighting and Control Equipment
$_________
Standard Manufacturer’s Warranty is being Offered by the Vendor: Yes No
The requested delivery schedule of the week of May 23, 2011can be met: Yes
No
Bidder Information:
Company Name: _______________________________________________
Address: ______________________________________________________
______________________________________________________
Phone: _________________________________
Fax: __________________________________
Date: ____________________________________________
Authorized Signature: ______________________________________________
_________________________________________
Print Name
Customer Service Contact: __________________________________________
Phone: ___________________________
Fax: __________________________
E-mail: __________________________________
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