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-1120_. 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 54702-4004
Phone: 715-836-4643 Fax: 715-836-2020
REQUEST FOR BID SS-1120
Bids MUST be in this office no later than
THIS IS NOT AN ORDER
BIDDER (Name and Address)
April 18, 2011; 2:30 PM
Name (Contact for further information)
Steve Slind
715-836-4643
April 5, 20110
Quote Price and Delivery FOB
Destination Delivered and Setup
Fax bids are accepted
Item
No.
Quantity
and Unit
1
Fax bids are not accepted
Price
Per Unit
Description
Total
Energy Generating System for UW-Eau Claire, McPhee
Physical Fitness Center Room 111.
Star Trac Pro Bikes will Generate Energy that will be put back
Into the Building’s Power Grid
Bids will be accepted per the attached:
Standard Terms and Conditions
Specifications of Bid
Itemized Bid Form
There will not be a public bid opening for this RFB
Technical Question Concerning this RFB Can be Directed to
Vicki Funne Reed, 715-836-4931
Delivery and Set-up Requested on or before May16, 2011
Fax Bids are Accepted at 715-836-2020
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 gr anted 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 W isconsin 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 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 r ecruitment 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 des cribed 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 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 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 cer tified 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.
April 4, 2011
University of Wisconsin-Eau Claire
Request for Bid SS-1120
Energy Generating System
Special Conditions of Bid
1.0 Scope
The University of Wisconsin-Eau Claire Department of Recreation and Sports Facilities intend to install an energy
generating system that will capture energy from twenty-two Star Trac Pro Spinner Bikes. The contractor receiving
an award will provide a module that mounts to the exercise bikes, a controller that interacts with the user to allow
them to adjust the load/workout level, and a grid interface. The contractor will be responsible for installing the
system, all setup of components and for general training of the students and staff working in the spin bike area. It is
requested that the installation be complete and the system up providing energy to the grid on or before May 16, 2011.
University Facilities Planning and Management will provide the main power panel in the building for distributing
energy to the building grid.
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.
All correspondence regarding this bid must refer to Bid #_SS-1120_
No revisions to this bid may be made unless in the form of official written addendum issued by the University of
Wisconsin-Eau Claire Purchasing Services office.
Retain a copy of your bid response for your file. If a contract is developed from this request for bid, these
documents will become terms and conditions of the contract.
Minority Business Participation: The University of Wisconsin-Eau Claire is committed to the promotion of
minority business in the State’s purchasing program and a goal of placing five (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), 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, 608-261-7729.
Questions regarding certification of minority businesses should be directed to DOA Minority Business Program at
608-267-7806.
Affirmative Action: As a State agency, the University requires contractors issued a purchase order exceeding
$25,000.00 to provide an Affirmative Action Plan. Failure to comply appropriately with these requirements can lead
to your company being banned from doing business with any agency of the State of Wisconsin. Additionally, failure
to comply can result in termination of this contract, or withholding of payment. On the Bidder Response Sheet
please provide the requested information.
For additional information see section 19.0 of the Standard Terms and Conditions. Some exceptions may apply, and
instructions for completing a plan are available upon request.
Wisconsin Sales and Use Tax Registration: No award can be made to a vendor who is not in compliance with Sec.
77.66 of the Wisconsin State Statutes(vendornet.state.wi.us/vendornet/wocc/certtax.asp) relating to sales and use tax
certification. If you have not established a certification for Collection of Sale and Use Tax status with the Wisconsin
Department of Revenue, the University or any other state agency can not issue any purchase orders to your firm. For
additional information see http://www.dor.state.wi.us/html/vendlaw.html
VendorNet: The State of Wisconsin has implemented a registration service on an internet system called
“VendorNet” to enable vendors to receive notice of all official sealed 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 264-7898.
2.0
Contract Term: The initial term of this contract shall be May 16, 2011, or date a purchase order is issued,
through April 30, 2012, or one year after date of award. Additional systems, components and services can be
purchased during this contract term. This contract will be renewed, with agreement of both parties for two additional
one-year terms with a contract end date of April 30, 2014.
3.0
Contract Termination:
The University may discontinue the contract, in whole or in part, without penalty at any time due to nonappropriation of funds.
The University may cancel the contract for breach of any terms or condition of this contract or failure to perform the
service as specified in this contract and the successful proposer’s response.
The University shall provide ten (10) calendar days written notice of the contract breach and unless within ten (10)
calendar days such neglect has ceased and arrangements made to correct, the University may cancel the contract by
giving sixty (60) days notice in writing of its intention to cancel the contract.
Should the University breach any terms or provisions of the contract, the contractor may serve written notice on the
University setting forth the alleged breach and demanding compliance with the contract. Unless within ten (10)
calendar days after receiving such notice, the allegation shall be contested or such breach shall cease and
arrangements be made for corrections, the contractor may cancel the contract by giving sixty (60) days notice in
writing of its intention to cancel the contract.
The contract shall include two parties; the State of Wisconsin, Board of Regents of the University of Wisconsin-Eau
Claire, hereafter referred to as the “university” and the successful bidder hereafter referred to as the “contractor” for
the provision of an energy generation system according to the terms set forth therein. The contract may not be
assigned by either party. The University reserves the right to immediately terminate the contract if it is assigned.
4.0
Firm Prices and Discounts: Prices accepted for this specific project shall be held constant for the period of 90
days. Price increases after 90 days will require justification of industry wide increases or business trends. The
increases shall be submitted to University of Wisconsin Eau Claire Purchasing Office sixty days before they are
effective. All price increases must be approved in written form by the purchasing office.
5.0
F.O.B. Destination, Freight Prepaid and Allowed (vendor responsible for freight costs):
Equipment is to be shipped or delivered to the receiving dock at McPhee Physical Education Center, 509/503
University Dr, Eau Claire WI 54701. Operating instructions/manuals and parts manuals are to be furnished to
the University at the time of delivery. Bid prices are to include all packing, insurance, transportation,
instructional and manual charges.
If bidding other than F.O. B. Destination, as stated, 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.
CFR/CPt) – DDU Delivered Duty Unpaid. Bidders must include costs from bidder’s door to port of destination
and local delivery charges. The University will be responsible for all United States duty fees, port of entry
documentation fees, custom clearance, tax, etc., if applicable.
6.0
Method of Bid: Bidder will provide a price and extend the totals for each line item of the Itemized Bid Form. A
Total project cost is required.
7.0
Method of Award: Award shall be made on the basis of the lowest project total price for the system that is in the
best interest of the University of Wisconsin-Eau Claire. Life cycle cost methods and timeliness of delivery may
be used in evaluation of bid submittals, when appropriate.
8.0
Bidder Qualifications
Bidders and awarded contractor must be qualified and able to provide the following;
8.1 Bidders must be in the business of energy generating technology for a minimum of three (3) years.
8.2 Bidder must designate a person in their company to provide on-going communication, coordinate service,
answer questions and expedite delivery and installation.
8.3 Bidder must supply upon request a client list of at least three fitness centers where their system is in place
and operating. If contacted, information received from those clients will be used to determine whether bidder
meets qualifications.
9.0
Specifications/Product Information
The specifications shown are the minimum acceptable specifications.
10.0
Invoicing Requirements:
Contractor must agree that all invoices and purchasing card charges shall reflect the prices and discounts
established for the items on this contract for all orders placed by the University even thought the contract
number and/or correct prices may not be referenced on each order.
The University must meet a statutory mandate to pay or reject invoices within 30 days of receipt by University
Accounts Payable. Before payment is made, it also must verify that all invoiced charges are correct as per this
Contract. Only properly submitted invoices will be officially processed for payment. Prompt payment requires
that your invoice be clear and complete in conformity with the instructions below. All invoices must be itemized
showing.
 Contractor Name
 Remit to address
 Purchase order number
 Release number if given
 Date of order
 Item manufacturer’s name or abbreviation (if applicable)
 Complete item description including model and/or stock number (s) identical to stated in bid
 Prices per the Contract
The original invoice and two copies must be sent to University of Wisconsin-Eau Claire, Accounts Payable, P.O.
Box 5008, Eau Claire, WI 54702-5008.
11.0
Additional Information
Questions regarding this bid should be directed to Steve Slind 715-836-4643.
Technical questions about the system requested should be directed to Vicki Funne Reed, 715-836-4931
11.1
Eligible Purchasers:
In addition to 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. Bidders are to
state on the Itemized Bid Form and Vendor Agreement whether they will agree to provide service
to these other locations. Any contract resulting from this bid shall not be construed as mandatory upon
any campus or state agency.
11.2
Indemnification:
The contractor agrees to indemnify, defend and hold harmless the Board of Regents of the University
of Wisconsin System, its officers, employees and agents from and against any and all claims, losses,
liability, costs or expenses (hereinafter collectively referred to as “claims”) occurring in connection
with or in any way incidental to or arising out of the occupancy, use, service, operations or
performance of work in connection with this contract, but only to the extent that such claims are caused
by the negligence, misconduct or other fault of the contractor, its agents, employees, subcontractors
or contractors.
11.3
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 general, automobile and contractor’s liability policies on any insurance certificate
provided.
11.4
Warranty:
The bidder shall offer the manufacturer’s standard warranty for the equipment that is bid. The warranty
being offered must be stated on the Itemized Bid Form.
12.0
Bid Response Requirements:
In order for your bid to be considered, the following Forms/Information must be completed and submitted as
part of the bid response. Please send two (2) complete sets of you bid. If you are submitting your bid via fax;
fax one copy and mail the second copy. The second copy must be received in the Purchasing Office with two (2)
working days of the bid opening date. Failure to provide the forms/information with your bid submittal may
disqualify your bid.
1.
Request for Bid Form
2.
Designation of Confidential and Proprietary Information
3.
Vendor Agreement, Wisconsin’s Cooperative Purchasing Service
4.
Itemized Bid Form
5.
Detailed Product Brochure that includes system information
13.0
Bidders Site Inspection: Bidders may request a site inspection of the fitness room prior to submitting a bid. The
site visit shall be scheduled by calling Vicki Funne Reed at 715-836-4931.
14.0
Parking: The contractor will be responsible for obtaining a parking permit. Contractor parking permits are
available from University Parking, phone number 715-836-2002.
15.0
Property Damage: Should university equipment or buildings be damaged as a result of sole negligence of the
contractor during the cleaning service 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.
April 4, 2011
University of Wisconsin-Eau Claire
Request for Bid SS-1120
Energy Generating System
Specification of Bid
Delivery and Setup:
Equipment shall be delivered and set-up in multipurpose space in McPhee Physical Education Center room 111.
Delivery and set-up is requested on or before May 16, 2011.
Standard Components and Features:
1. The Star Trac Pro Bikes in the Fitness room shall be networked together to collect energy
2. Each bike will have a controller module that interacts with the bike user for the purpose of adjusting the load and
workout level of the rider.
3. Each bike will have a generator attached to create a DC power output
4. Cable system that connects bikes and then feeds the power grid panel shall be protected and meet all safety
codes.
5. The system shall include a grid interface. This interface will connect each generator to a grid inverter. The
inverter will convert DC power to AC power that will be fed back to building’s main grid.
6. The grid interface shall have an internet connection to allow monitoring of power being created by the system.
Energy should be able to be measured individually or as a group.
7. An in club wall meter shall be included.
Installation, Setup and Training:
1. The contractor will install components on the bikes in the fitness room.
2. All connections and cabling between the bikes, the grid inverter and up to the main power panel shall be the
responsibility of the contractor.
3. The contractor shall train university staff to work with them so staff can trouble-shoot and more clearly
understand servicing the system. It is expected that the contractor will train our student and academic staff with
technical usage and cycling techniques as they pertain to motivation of generating energy for the grid.
Electrical and Data Requirements:
The contractor will provide the university with all information in regards to the equipment and connections that the
university is required to provide.
Warranty:
Five-year Parts and Labor
STATE OF WISCONSIN
DOA-3027 N(R01/98)
DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION
The attached material submitted in response to Bid/Proposal # SS-1120_ 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
State of Wisconsin
Department of Administration
DOA-3333 (R03/2004)
Division of State Agency Services
State Bureau of Procurement
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.
X 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
April 4, 2011
University of Wisconsin-Eau Claire
Request for Bid SS-1120
Energy Generating System
Itemized Bid Form
System Manufacturer: __________________________
System Model Number: _________________________
Item
Price
Total
Price
Energy Generating System
Includes: Generator, Control Module
Part Number: ___________________
________
________
1 each
Grid Inverter Cabinet
Part Number: ___________________
________
________
3
1 each
In Club Display (Wall Meter)
Part Number: ___________________
________
________
4
22 each
Cables and Cable Floor Protection
Part Number: ___________________
________
________
5
1 each
Delivery and Transportation Charge
________
6
1 each
Installation and Setup
________
7
1 each
Faculty and Staff Training
________
Total System Cost
$_________
Item
Qty
Description
1
22 each
2
Warranty Period: __________________________
Earliest Possible Delivery and Installation Date after Contract Receives a Purchase Order: ________________ weeks.
April 5, 2011
Bidder Information:
Company Name: ______________________________________
Address: ____________________________________________
Address: ____________________________________________
City/State/Zip: _______________________________________
Phone: ______________________________ Fax: _____________________________
Authorized Signature: ______________________________________
______________________________________
Printed Name
Title: ___________________________________________________
Date: _________________________________
Customer Service Contact: __________________________________________
Phone: _____________________________ Fax: _____________________________
E-Mail: _____________________________
Check List for Items Requested to be returned with Bid Response:
1.
2.
3.
4.
5.
Request for Bid Form
Designation of Confidential and Proprietary Information
Vendor Agreement, Wisconsin’s Cooperative Purchasing Service
Itemized Bid Form
Detailed Product Brochure
___
___
___
___
___
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