University of Wisconsin - Madison REQUEST FOR BID

University of Wisconsin - Madison REQUEST FOR BID
University of Wisconsin - Madison
REQUEST FOR BID
THIS IS NOT AN ORDER
AGENT: Susanne Matschull
Questions regarding this bid – see Section 3.1
For Submittal of Bid Instructions – see Section #1.
OFFICIAL SEALED
CONTRACT NUMBER: 12-5123
Bid prices and terms shall be firm for sixty (60) days
from the date of bid opening, unless otherwise specified
in this Request for Bid by the UW-Madison Purchasing
Services.
ISSUE DATE: 12/20/11
DUE DATE: 1/12/12
2:00 PM CST
If NO BID (check here)
and return.
Unless otherwise noted, public openings will be on the
date and time specified. Award(s), if any, will be made
as soon thereafter as possible.
The bid abstract will be on file and is open to public
inspection only after award determination has been
made.
DESCRIPTION
Dell/EqualLogic Storage Area Network Equipment and Maintenance
for the period February 1, 2012 through January 31, 2013 or one year after date of award, and will be
automatically renewed for two (2) additional one-year terms.
The current contract may be viewed at http://www.bussvc.wisc.edu/purch/contract/wp5123.html.
In signing this bid, we have read and fully understand and agree to all terms, conditions and specifications and acknowledge
that the UW-Madison Purchasing Services bid document on file shall be controlling. We certify that we have not, either directly
or indirectly, entered into any contract or participated in any collusion or otherwise taken any action in restraint of free
competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has
been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid has not
been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the stated statement is accurate
under penalty of perjury. I certify that the information I have provided in this bid is true and I understand that any false,
misleading or missing information may disqualify the bid.
COMPANY NAME:
COMPANY STREET ADDRESS:
COMPANY CITY, STATE & ZIP:
SIGNATURE:
DATE :
TYPE OR PRINT NAME:
TITLE:
TELEPHONE NUMBER: (
)
FAX NUMBER:
EMAIL ADDRESS:
FEIN NUMBER:
DUNS #:
(
)
UNIVERSITY OF WISCONSIN
CONTRACT NO.: 12-5123
TABLE OF CONTENTS
SECTION #1: SUBMITTAL INSTRUCTIONS
PAGE
1-2
SECTION #2: GENERAL INFORMATION
2.1 Purpose
2.2 Definitions
2.3 Eligible Purchasers
2.4 Affirmative Action
2.5 Wisconsin Sales and Use Tax Registration
2.6 VendorNet
2.7 Orders
2.8 Electronic Commerce/Online Ordering
2.9 Campus Delivery Requirements
2.10 Parking
2.11 Smoke-Free Environment
2.12 Promotional Materials
2.13 Energy Star
2.14 Supplier Diversity
3-6
SECTION #3: RFB PROCESS INSTRUCTIONS
3.1 Clarifications and/or Revisions through Designated Contact
3.2 Applicable Dates
3.3 Contract Term
3.4 Conflict of Interest
3.5 Oral Presentations, Product Demonstrations and Site Visits (Pre Award)
3.6 Proprietary Information
3.7 Reasonable Accommodations
3.8 Method of Bid
3.9 Method of Award
7-8
SECTION #4: BIDDER QUALIFICATIONS
4.1 Bidder Contact Information
4.2 Bidder Experience
4.3 Authorization
4.4 Client List/References
4.5 Fair Price Analysis
4.6 Minimum Order
4.7 Debarment
9
SECTION #5: PERFORMANCE AND CONTRACT REQUIREMENTS
5.1 Firm Discounts
5.2 F.O.B. Destination, Freight Prepaid and Allowed –AND5.2 On Site Service
5.3 Timeliness of Delivery
5.4 Item Return Policy
5.5 Additional Items/Services
5.6 Acceptance and Testing (Post Award)
5.7 Invoicing Requirements
5.8 Invoice Payment
5.9 Shipments, Duplicates and Overshipments
5.10 Training
5.11 Insurance
5.12 Subcontracting
5.13 Activity Reports
5.14 Contract Termination
5.15 Record and Audit
5.16 Executed Contract to Constitute Entire Contract
10-13
UNIVERSITY OF WISCONSIN
CONTRACT NO.: 12-5123
TABLE OF CONTENTS (Continued)
PAGE
SECTION #6: SPECIFICATIONS
6.2 Warranty
6.3 Maintenance and Repair
6.4 Employee Identification
6.5 Environmentally Friendly (“Green”) Product
14
ATTACHMENT A
ATTACHMENT B
ATTACHMENT C
ATTACHMENT D
ATTACHMENT E
ATTACHMENT F
ATTACHMENT G
ATTACHMENT H
ATTACHMENT I
15-18
19
20
21
22
23-27
28-31
32-37
38-43
BIDDER RESPONSE SHEET
SPECIFICATIONS
ITEMIZED BID LIST
CLIENT REFERENCE LIST
BIDDER INFORMATION SHEET
STANDARD TERMS AND CONDITIONS
APPLICABLE FEDERAL RULES
HARDWARE RIDER
HARDWARE MAINTENANCE RIDER
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 1 OF 43
INTRODUCTION
SECTION #1: SUBMITTAL INSTRUCTIONS
A completed and signed bid response must be received and date/time stamped in by UW-Madison Purchasing Services prior to 2:00 p.m. CST on the stated bid due
date to be considered. Bids not so date/time stamped shall be considered late. Late bids shall be rejected. We have supplied you with a pre-addressed return
label. Please fill in your vendor name and address on the return label to help us identify this bid response. Please use one of the options below for return of your bid.
MAIL TO:
[Purchasing Services, 21 N. Park Street, Suite 6101, Madison, WI 53715-1218]
Original and one (1) copy of mailed bids must be received and date/time stamped prior to 2:00 p.m. CST on the stated bid due date.
HAND DELIVER TO:
[Purchasing Services, 21 N. Park Street, Suite 6101, Madison, WI 53715-1218]
Original and one (1) copy of hand-delivered bids may be delivered by vendor or third-party/courier service in a sealed envelope or package. Call 608-262-1526
for assistance upon arrival. Bids must be received and date/time stamped prior to 2:00 p.m. CST on the stated bid due date.
FAX TO:
[FAX: (608) 262-4467 (AVAILABLE 24 HOURS A DAY)]
For your faxed bid to be considered valid by UW-Madison Purchasing Services:
1.
A complete copy of the entire transmitted response must be received and date/time stamped at Purchasing Services prior to 2:00 p.m. CST on the stated bid
due date.
E-MAIL TO:
[[email protected]]
For your e-mailed bid to be considered valid by UW-Madison Purchasing Services:
1.
A completed copy of the entire response must be received and be available for printing or processing prior to 2:00 p.m. CST on the stated bid due date via email. Submitting a bid to any other e-mail address than [email protected] does not constitute receipt of a valid bid by Purchasing Services. Prior to the
bid deadline, bidder is responsible for confirming that their e-mailed bid response has been successfully received. Proof of transmission doesn't constitute
proof of receipt.
If the e-mail submission does not contain ACTUAL signatures and initials (not computer generated), then those pages that require signatures and/or
initials should be signed and returned via fax (608-262-4467) and should be received prior to 2:00 p.m. CST on the stated due date.
VENDOR NOTE: FOR THE PURPOSES OF THE RETURN ADDRESS LABEL, IF THE ADDRESS IS THE SAME AS YOU LISTED ON THE REQUEST FOR BID
FORM – YOU DO NOT NEED TO FILL OUT THE RETURN ADDRESS LABEL.
RETURN ADDRESS LABEL:

OFFICIAL SEALED
NUMBER: 12-5123
DUE DATE: 1/12/12
TIME: 2:00 PM CST
INSERT
VENDOR NAME HERE: ______________________________________
ADDRESS: ________________________________________________
________________________________________________
________________________________________________
UNIVERSITY OF WISCONSIN-MADISON
PURCHASING SERVICES
21 N PARK ST, SUITE 6101
MADISON, WI 53715-1218
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
1.1
BID RESPONSE REQUIREMENTS:
In order for your bid to be considered, the following forms/information must be completed and submitted as
part of your bid response. Failure to provide these forms/information with your bid submittal may disqualify
your bid.
1.
2.
3.
4.
5.
6.
1.2
CONTRACT NO.: 12-5123
PAGE 2 OF 43
Request for Bid Form (signed)
Bidder Response Sheet (including attachments as requested on Bidder Response Sheet) (Attachment A)
Specifications, descriptive brochure and detail for the item(s) bid (Section 6) (Attachment B)
Itemized Bid List (Attachment C)
Client Reference List (Attachment D)
Bidder Information Sheet (Attachment E)
PLEASE SEND TWO (2) COMPLETE SETS OF YOUR BID (If faxing or e-mailing your bid, one copy is
sufficient – do not submit twice).
RETAIN A COPY OF YOUR BID RESPONSE FOR YOUR FILES.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 3 OF 43
SECTION #2: GENERAL INFORMATION
Conditions of bid which include the word “must” or “shall” describe a mandatory requirement. All specifications are defined
as mandatory minimum requirements unless otherwise stated. If no bidder is able to comply with a given specification,
condition of bid or provide a specific item/service on the Itemized Bid List, Purchasing reserves the right to delete that
specification, condition of bid or item without having to complete the bid process again. FAILURE TO MEET A
MANDATORY REQUIREMENT SHALL DISQUALIFY YOUR BID. This contract bid document and the awarded
bidder’s (Contractor’s) response information shall become the Contract.
2.1
Purpose:
The University of Wisconsin-Madison, hereinafter referred to as the "University", through its Purchasing Services
Department, hereinafter referred to as "Purchasing," on behalf of the entire campus, requests bids for the purchase
of Dell/EqualLogic Storage Area Network Equipment and Maintenance.
Scope:
See Specifications (Section 6 and Attachment B) and/or Itemized Bid List (Attachment C) for the minimum
acceptable specifications for items/services desired. The estimated item quantities identified on the Itemized Bid
List are for bid purposes only. The University does not guarantee to purchase any specific quantity or dollar
amount.
2.2
Definitions:
The following definitions are used throughout the Special Conditions of Bid:
Agent means UW Madison Purchasing Agent responsible for this Request for Bid. Full contact information can
be found in Section 3.1.
Bidder means a firm submitting a bid in response to this Request for Bid.
CIC means Committee on Institutional Cooperation, a consortium of the Big Ten universities plus the University
of Chicago.
Contractor means successful Bidder awarded the bid.
Department means a department of UW-Madison.
DVB means Disabled Veteran-Owned Business.
ENTERPRISE The total business operations in the United States of Department without regard to geographic
location where such operations are performed or the entity actually performing such operations on behalf of
Department.
ENTERPRISE LICENSE A license grant of unlimited rights to deploy, access, use and execute Product anywhere
within the Enterprise up to the maximum capacity stated on the Purchase Order.
ENTERPRISE PARTICIPANTS A designated group of one or more Licensees acquiring Product under this
Contract on an aggregated basis.
ERROR CORRECTIONS Machine executable software code furnished by Contractor which corrects the Product
so as to conform to the applicable warranties, performance standards and/or obligations of the Contractor.
MBE means Minority Business Enterprise.
Proprietary Information shall mean information owned by the Contractor to which the Contractor claims an
interest to be protected under law. Proprietary Information is information 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.
Purchasing card means State credit card.
RFB means Request for Bid.
Software shall mean the computer programs licensed pursuant to this Contract. Software also means
Modules, a collection of routines and data structures that perform a specific function; or a System, a collection
of multiple modules designed to function or is represented by Contractor as being capable of functioning as
an entity. Software includes all prior, current, and future versions of the Software and all maintenance
updates and error corrections.
State means State of Wisconsin.
Technical Support shall mean a service provided by Contractor for the support of Contractor’s Products.
University shall report warranty or maintenance problems to Contractor’s Technical Support area for initial
troubleshooting and possible resolution of the problems or for the initiation of repair or replacement services.
University and UW both mean University of Wisconsin-Madison.
WBE means Woman-Owned Business Enterprise.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
2.3
CONTRACT NO.: 12-5123
PAGE 4 OF 43
Eligible Purchasers:
All University of Wisconsin-Madison campus locations must be eligible to purchase from this contract.
In addition, other U.W. System campuses, State of Wisconsin agencies, Wisconsin municipalities, other CIC
member institutions and Non-Profit Organizations specifically linked by their mission to the University of Wisconsin
Madison, may desire to purchase from this contract. Bidders should state on the Bidder Response Sheet whether
they agree to provide contract items/services to these other locations.
A Wisconsin municipality is defined by Wisconsin Statute 16.70(8) to include counties, cities, villages, towns,
school boards, sewage, drainage, vocational, technical and adult education districts, and other bodies with the
power to award public contracts.
This contract must not be construed as mandatory upon any University campus, State agency or municipality. The
University reserves the right to issue separate bids when deemed in the best interest of the University.
2.4
Affirmative Action:
As a State agency, the University requires contractors issued any purchase order exceeding $25,000.00 to provide
an Affirmative Action Plan. Failure to comply appropriately with these requirements may lead to your company
being banned from doing business with any agency of the State of Wisconsin. Additionally, failure to comply
with this requirement may result in termination of this contract and withholding of payment. On the Bidder
Response Sheet please provide the requested information.
For additional information see Section 17.0 of the Standard Terms and Conditions
(http://www.bussvc.wisc.edu/purch/stdterms1.html). Some exceptions may apply. FAQ info is available at:
http://www.bussvc.wisc.edu/purch/VendorInfo/AffAction/AffirActionInfo.html. Instructions for completing a plan are
available upon request.
2.5
Wisconsin Sales and Use Tax Registration:
No award can be made to a vendor who is not in compliance with Sec. 77.66 of the Wisconsin State Statutes
(vendornet.state.wi.us/vendornet/wocc/certtax.asp) relating to sales and use tax certification.
If you have not established a certification for Collection of Sale and Use Tax status with the Wisconsin Department
of Revenue, the University and any other state agency can not issue any purchase orders to your firm. For
additional information see http://www.dor.state.wi.us/html/vendlaw.html
2.6
VendorNet:
The State of Wisconsin has implemented a web-based registration system called “VendorNet” to enable
registered vendors to receive notice of all Official Sealed Bids/Request for Proposals (over $50,000.00) as solicited
by all state agencies.
To obtain information on the state’s bidder registration, please visit the VendorNet Web site at
http://vendornet.state.wi.us or call the VendorNet Information Center (1-800-482-7813). In the Madison area,
please call 264-7898.
2.7
Orders:
Under this contract, Specific order(s), Contract blanket order(s), or Purchasing Card orders (defined below) may be
issued to the Contractor(s). Bidder should identify method by which you will accept orders against this contract
(e.g. e-mail, fax, internet, mail, phone, etc.).
2.7.1 Specific order(s): issued as one-time orders.
2.7.2 Contract blanket order(s): issued for a specified period of time, to allow departmental personnel to issue
releases against the Contract blanket order(s) as needed.
2.7.3 Purchasing Card order(s): issued as one-time order(s).
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
2.8
CONTRACT NO.: 12-5123
PAGE 5 OF 43
Electronic Commerce/Online Ordering:
Customers of this contract may want to take advantage of electronic ordering and “E-Commerce opportunities that
may be offered by the Contractor. If electronic ordering methods are used, the following conditions will apply:
The terms of this RFB will take precedence over any auxiliary or ancillary contract that may be accepted by any
employee of the University or State. Any terms, conditions, clauses or specifications that are not consistent with
the terms, conditions, or specifications of the RFB will be considered null and void and will not be enforceable by
the Contractor unless agreed to in a written amendment format signed by the Contract Administrator. These
contracts include, at a minimum, “Wrap Around”, “Click and Wrap”, Electronic Commerce contracts, auxiliary or
ancillary service contracts, or any other additional contracts that further define or add additional service elements
to the master contract.
2.9
Campus Delivery Requirements:
2.9.1 Delivery of orders shall be made to University departments five days per week, Monday through Friday,
during normal University business hours.
2.9.2 The University of Wisconsin-Madison no longer permits access to trucks over 30 ft. in length on several
designated streets on this campus. The exceptions are trucks necessary for the delivery or pick up of
perishable commodities, private construction vehicles, vehicles carrying radioactive materials, and campus
service vehicles. For specific policy language, a campus map and restrictions, see the University
Transportation Services website at http://transportation.wisc.edu/resources/large_truck.aspx.
2.9.3 This contract requires that Contractor deliver goods to the stated delivery address in accordance with the 30’
truck policy referenced in Section 2.9.2 above. Any unique delivery arrangements must be pre-approved by
contacting the ordering department or Material Distribution Services (MDS) at (608) 497-4400. MDS
reserves the right to charge Contractor reasonable material handling fees for any deliveries they make for
the Contractor.
2.10
Parking:
University parking is very limited. Each Contractor and/or Contractor employee(s) shall make their own
arrangements for parking through UW Transportation Services at 610 N. Walnut Street, WARF Building Room
#120, Madison, WI 53726 (608) 263-6667. No additional Contractor costs will be allowed for parking fees or
violations. Unauthorized vehicles parking in University lots or loading docks without permits will be ticketed and/or
towed.
2.11
Smoke-Free Environment:
All University buildings are smoke-free buildings.
2.12
Promotional Materials/Endorsements:
Contractor agrees that they will not use any promotional or marketing material which states expressly or implies
that the University endorses either the Contractor or any party related to the Contractor or this Contract.
2.13
Energy Star:
The State encourages the use of equipment which meets the Environmental Protection Agency (EPA) Energy
Star™ requirements. The Energy Star Program is a voluntary contract between an Original Equipment
Manufacturer (OEM) and the EPA. It is not mandatory that every device offered under this bid meet Energy Star
requirements but the bulk of the product line should be energy efficient. Bidder should identify those items which
meet the Energy Star requirements on the Bidder Response Sheet.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
2.14
CONTRACT NO.: 12-5123
PAGE 6 OF 43
Supplier Diversity
2.14.1 Minority Business Enterprise Program (MBE)
The State of Wisconsin is committed to the promotion of minority business in the state's purchasing
program and a goal of placing 5% of its total purchasing dollars with certified minority businesses.
Authority for this program is found in ss. 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin
Statutes. The University of Wisconsin-Madison is committed to the promotion of minority business in the
state's purchasing program.
The State of Wisconsin policy provides that minority-owned business enterprises certified by the
Wisconsin Department of Commerce, Bureau of Minority Business Development should have the
maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly
urged to use due diligence to further this policy by awarding subcontracts to minority-owned business
enterprises or by using such enterprises to provide goods and services incidental to this agreement, with
a goal of awarding at least 5% of the contract price to such enterprises.
The supplier/contractor shall furnish appropriate information about its effort to achieve this goal, including
the identities of such enterprises certified by the Wisconsin Department of Commerce and their contract
amount.
A listing of certified minority businesses, as well as the services and commodities they provide, is
available from the Department of Administration, Office of the Minority Business Program, 608/267-7806.
The listing is published on the Internet at: http://doa.wi.gov/mbe/minority_search.asp?locid=0
2.14.2
Woman Owned Business (WBE)
The State of Wisconsin is committed to the promotion of Woman-Owned Businesses as outlined in
560.035, Wisconsin Statutes.
The State of Wisconsin policy provides that Woman-Owned Businesses certified by the Wisconsin
Department of Commerce should have the maximum opportunity to participate in the performance of its
contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding
subcontracts to Woman-Owned Businesses or by using such businesses to provide goods and services
incidental to this agreement.
2.14.3
Disabled Veteran Owned Business (DVB)
The State of Wisconsin policy provides that Disabled Veteran-Owned businesses certified by the
Wisconsin Department of Commerce should have the maximum opportunity to participate in the
performance of its contracts. The supplier/contractor is strongly urged to use due diligence to further this
policy by awarding subcontracts to Disabled Veteran-Owned businesses or by using such enterprises to
provide goods and services incidental to this agreement.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 7 OF 43
SECTION #3: RFB PROCESS INSTRUCTIONS
3.1
Clarifications and/or Revisions through Designated Contact:
All communications and/or questions in regard to this request must be in writing and must reference the bid
number. Bidders are encouraged to FAX or e-mail written questions to the Agent. Verbal questions, when
permitted, must be directed to the Agent.
If a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission or other deficiency in this
RFB, they have five (5) business days after the bid issue date and time to notify, in writing, the Agent at the
address shown below of such error and request modification or clarification of the RFB document. All written
questions will be responded to in writing and provided to all bidders.
Susanne Matschull
UW Purchasing
21 N Park St, Suite 6101
Madison, WI 53715-1218
E-mail: [email protected]
PHONE 608/262-3198 -- FAX 608/262-4467
If a Bidder fails to notify the Purchasing Office of an error in the RFB document which is known to the Bidder, or
which should have reasonably been known to the Bidder, then the Bidder shall submit a bid response at the
Bidder’s risk and if awarded a contract, shall not be entitled to additional compensation or delivery or installation
time by reason of the error or its later correction.
In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of
this RFB, amendments and revisions will be provided to all recipients of this initial RFB.
3.2
Applicable Dates:
Date
Event
December 20, 2011
Date of Issue of the RFB
January 5, 2012
Written questions due
January 12, 2012 -- 2:00 PM CST
RFB Due Date (Local Madison Time)
3.3
Contract Term:
The initial term of this contract shall be February 1, 2012, (CONTRACT START DATE) or date of award, through
January 31, 2013, (CONTRACT END DATE) or one year after date of award. This contract will be automatically
renewed for two additional one-year terms, unless Purchasing is notified, in writing, by the Contractor; or notifies
the Contractor, in writing, 90 calendar days prior to expiration of the initial and/or succeeding Contract term(s).
3.4
Conflict of Interest:
By submitting a bid, the bidder certifies that no relationship exists between the bidder and the University that
interferes with fair competition or is a Conflict of Interest, and no relationship exists between such bidder and
another person or firm that constitutes a Conflict of Interest. Further, bidder certifies that no employee of the
University whose duties relate to this request for bid assisted the bidder in preparing the bid in any way other than
in his or her official capacity and scope of employment.
3.5
Oral Presentations, Product Demonstrations and Site Visits (Pre Award)
The University, at its sole discretion, may require oral presentations, product demonstrations and/or vendor
location site visits to supplement the bids. Failure of a bidder to conduct a presentation on the date scheduled or
allow an on-site/vendor site visit may result in rejection of the bid. Oral presentations cannot be used as an
opportunity to alter bids submitted.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 8 OF 43
3.6
Proprietary Information:
Any information contained in the Bidder’s response that is proprietary must be detailed separately on form DOA3027. Marking of the entire response as proprietary will neither be accepted nor honored. The University
cannot guarantee that all such material noted remains confidential, particularly if it becomes a significant
consideration in contract award. Information will only be kept confidential to the extent allowed by State of
Wisconsin Public Disclosure Law (refer to Standard Terms and Conditions, Section 27.0). A copy of the form
needed to designate portions of your submission as proprietary can be found at:
http://vendornet.state.wi.us/vendornet/doaforms/doa-3027.doc
3.7
Reasonable Accommodations:
The University will provide reasonable accommodations, including the provision of informational material in an
alternative format, for qualified individuals with disabilities upon request. If you think you need accommodations for
your site visit, contact Agent.
3.8
Method of Bid:
Bidder must submit a bid in the form of a percent discount from the most current US Commercial price list
identified on the Itemized Bid List for each column. Bidder must identify current price list by title and date on the
Itemized Bid List.
3.8.1
For Non-Listed, Related Items: Bidder shall submit on the ITEMIZED BID LIST a discount from current
manufacturer's published price list. Bidder must identify by title and date which price list is being used.
Discounts bid must be rounded to whole numbers, (e.g., 54% or 48%, NOT 54.2% or 48.1%) from the
price list. Failure to provide the rounded discount as requested may result in rejection of your bid for nonspecified, related items.
If there is more than one price list, each price list and the related discounts should be identified. If the
price list(s) has more than one price column, Bidder must identify from which price column discounts are
taken.
3.8.2
If the price list includes more than one column, bidder must identify to which column the percent bid is
applied or your bid for that item may be disqualified. If not identified by the bidder, the UW may use the
highest priced column for award consideration.
The column identified shall be used as the basis for award and all subsequent orders unless a lower
priced column is negotiated by the parties.
3.9
Method of Award:
Award(s) shall be made on the basis of the highest percentage discount(s) bid for each lot identified on the
Itemized Bid List. Bids that state the state the University shall guarantee a specific quantity or dollar amount will
be disqualified.
Supplier Diversity Preferences
State of Wisconsin agencies may make awards to certified Minority Business Enterprise (MBE), or Disabled
Veteran-Owned Business (DVB) firms submitting the lowest qualified bid when that qualified bid is not more than
5% higher than the apparent low bid or the proposal is no more than 5% lower than the apparent high point score.
Authority for this program is found in ss. 16.75(3m)(b)2,3, 16.75(3m)(c)(4) and 560.0335(1)(b)(3), 15.107(2),
16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes.
3.9.1
GSA Pricing:
This bid may qualify for GSA Pricing. If you have a GSA contract covering any of the items specified,
enclose a copy of that contract or information on use of that contract.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 9 OF 43
SECTION #4: BIDDER QUALIFICATIONS
To be eligible for a Contract award, you must be qualified and able to provide the following as required or your bid will be
disqualified (respond on "Bidder Response Sheet".)
4.1
Bidder Contact Information:
Bidder must designate a person(s) to provide information on: Contract Problems, Contract Renewal/ Cancellation,
Invoice Information, Ordering/Expediting, Returns, Supplier Diversity, Affirmative Action and Sales Representative.
(See Attachment A – Bidder Response Sheet)
4.2
Bidder Experience:
Bidder company or its principals must be in the business of providing/reselling EqualLogic equipment and
maintenance and must have done so for the past three years.
4.3
Authorization:
Bidder must be an original manufacturer, authorized distributor, or dealer authorized by manufacturer.
4.4
Client List/References:
Bidder must supply with their bid a client list of three (3) firms to which similar items/services have been provided
during the past three (3) years to a comparable sized institution or company (see Attachment D). If contacted,
information received from those clients will be used to determine whether bidder can reasonably meet contract
requirements and specifications. Client references may be used in the award consideration.
4.5
Fair Price Analysis:
Purchases made under this contract may require further fair price analysis if only one bidder responds. Bidders
must identify on the Bidder Response Sheet the type of documentation they will provide (i.e. published price list,
copies of previous invoices, etc.) to allow the University to complete this analysis. The awarded Bidder will be
required to provide this documentation prior to the order being issued.
4.6
Minimum Order:
Bids that require any minimum order quantity or dollar amount may be disqualified.
4.7
Debarment:
Federal Executive Order (E.O.) 12549 “Debarment“ requires that all contractors receiving individual awards, using
federal funds, and all subrecipients certify that the organization and its principals are not debarred, suspended,
proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from
doing business with the Federal Government. By signing this document you certify that your organization and its
principals are not debarred. Failure to comply or attempts to edit this language may disqualify your bid. Information
on debarment is available at the following websites: www.epls.gov and
https://www.acquisition.gov/far/current/html/Subpart%209_4.html.
.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 10 OF 43
SECTION #5: PERFORMANCE AND CONTRACT REQUIREMENTS
PRICE LISTS: All price lists should be submitted via paper copy and CD ROM, Excel, Word or PDF format. Referencing
your website for pricing information is not sufficient.
5.1
5.2
Firm Discounts:
5.1.1
Prices for the items listed on this contract shall be based on a firm discount from the price list identified on
the Itemized Bid List. The percentage must remain firm during the initial and each succeeding contract
term; or may be renegotiated by the University and the Contractor.
5.1.2
One (1) paper copy and two (2) CD Rom copies of the price list in searchable Excel, Word or PDF format
should accompany your bid response. After award, Contractor must provide additional copies to
Purchasing and University departments upon request.
5.1.3
Should prices change during the contract term, it is the responsibility of the Contractor to submit a letter,
referencing the contract number, and one (1) paper copy and two (2) CD Rom copies of the price list in
searchable Excel, Word or PDF format of the new price list or revised portions, to Purchasing, 30 days
prior to any price increases becoming effective. Invoices shall be audited using the most current price list
on file in Purchasing on the date the order was placed. An acceptance of the price list change will be in
the form of an amendment to the contract.
5.1.4
Price lists should be labeled with the contract number and lot(s) if applicable, to which they apply.
F.O.B. Destination, Freight Prepaid and Allowed: (vendor responsible for freight costs with ownership
changing at UW delivery location).
Delivery will be made by common carrier or Contractor’s truck, with unloading to be performed by the
carrier/contractor and carton(s) transported to the interior/ground floor or inside dock at various locations. Bid
prices must include all packing, freight, insurance charges and installation/operation manuals.
If bidding other than F.O.B. Destination, as stated, F.O.B. point and shipping charges must be identified on the
Itemized Bid List. This cost will be added to the bid total for determining the award.
Delivered Duty Unpaid (DDU). Bidders must include costs from bidders 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.
Please indicate on the Bidder Response Sheet the Country of Origin and Shipping Point.
NOTE: As necessary, awarded Contractor must use the University's contracted customs broker, to be
identified on the purchase order.
Custom duty costs and forms (if applicable) will be handled by the University through the University’s contracted
customs broker.
Failure to bid FOB DESTINATION, FREIGHT PREPAID AND ALLOWED in bid price or discount may disqualify
your bid.
-AND5.2
On Site Service:
In carrying out the scope of this Contract, the Contractor shall be required to perform services on University
property. Bidders cost must include all transportation charges.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
5.3
CONTRACT NO.: 12-5123
PAGE 11 OF 43
Timeliness of Delivery:
Delivery is desired on or before 30 days after receipt of an order. Please state if this requirement can be met. If
unable to deliver by the stated date, please indicate on the Bidder Response Sheet the earliest delivery date
possible. Timeliness of delivery may be used in evaluation for bid award.
The Contractor is required to notify the ordering department of any back order, discontinuation of item(s) or other
delays in shipping within five working days of receipt of order or release against existing order(s).
5.4
Item Return Policy:
Contractor should provide for return of items ordered in error for up to 30 calendar days from receipt with the
University paying only the return shipping costs. Bidder should indicate in detail on the Bidder Response Sheet
their company’s return policy.
5.5
Additional Items/Services:
Similar items/services may be added to this Contract provided it was mutually agreeable to both Purchasing
Services and the Contractor. Scope of work and pricing (including discounts) must be consistent with the current
contract items/services.
Contractor should promptly notify Purchasing of new or discontinued items.
5.6
Acceptance and Testing
See Hardware Rider, Attachment I, for Acceptance Testing Terms and Conditions.
5.7
Invoicing Requirements:
Invoices for Purchase Orders:
5.7.1
Contractor must agree that all invoices and purchasing card charges shall reflect the discounts and net
prices established for the items/services on this contract for all orders placed even though the contract
number and/or correct prices may not be referenced on each order or at time of purchasing card order.
The University must meet a statutory mandate to pay or reject invoices within 30 days of receipt of
properly submitted invoices by University Accounts Payable. Before payment is made, Accounts Payable
must verify that all invoiced charges are correct per this Contract. Only properly submitted invoices will
be officially processed for payment. The Prompt Payment Policy requires that your invoices be clear and
complete and in conformity with the list below and must be itemized showing:








Contractor name
remit to address
purchase order number
release number if given
date of order/release
item manufacturer’s name or abbreviation (if applicable)
complete item description including catalog, model and/or stock number(s) identical to those stated in
bid
prices per the Contract
The original invoice must be sent to University Accounts Payable, 21 N Park St, Suite 5301, Madison, WI
53715-1218 unless the customer identifies and establishes a different bill-to location.
Purchasing Card:
Order confirmation shall contain the same detail as listed in Section 5.7.1 and should be sent to the address given
at the time of the order is placed.
5.7.2
In some cases and at the discretion of the University department customers, final payment may not be
made until the item/service meets specifications and has been accepted by the University.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 12 OF 43
5.8
Invoice Payment:
Payment will not be made until the item/service is determined to meet all specifications and has been accepted by
the University of Wisconsin-Madison.
5.9
Shipments, Duplicates and Overshipments:
Upon notification by the University of a duplicated order or overshipment, the items identified must be removed at
the Contractor's expense. If the duplicated or overshipment items are not removed within 30 days of written
notification, the University reserves the right to dispose of them as its own property and shall not be held liable for
any cost for the items.
5.10
Training:
If requested, Contractor must provide personnel with instructions on set-up and operation of the items at no charge
to the customer. Training requirements will be negotiated with the Contractor if not specified in the bid
specifications.
5.11
Insurance:
The Contractor shall maintain insurance levels as required in Standard Terms and Conditions, Section 22.0. A
certificate of insurance must be provided upon award and provided on an annual basis throughout the term of the
Contract.
The Contractor shall add: “The Board of Regents of the University of Wisconsin System, its officers,
employees and agents as an ‘additional insured’ under the commercial general, automobile and Contractor’s
liability policies.”
5.12
5.13
Subcontracting:
5.12.1 Any Contract resulting from this bid shall not be, in whole or in part, subcontracted, assigned, or
otherwise transferred to any Subcontractor without prior written approval by Purchasing. Upon request
Contractor must provide Subcontractor’s complete contact information including EIN# (TIN#, SS#) and
signed W-9 form.
5.12.2
The Contractor shall be directly responsible for any subcontractor's performance and work quality when
used by the Contractor to carry out the scope of the job. University reserves the right to assess Contractor
Liquidated Damages in excess of the contract amount for Subcontractor’s failure to perform or inability to
complete required project milestones.
5.12.3
Subcontractors must abide by all terms and conditions under this Contract.
5.12.4
If Subcontractors are to be used, the Contractor must clearly explain their participation, deliverables, and
project milestones prior to commencing work.
Activity Reports:
Contractor should be able to report on an annual basis all items/services purchased against this Contract.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
5.14
CONTRACT NO.: 12-5123
PAGE 13 OF 43
Contract Termination
This Contract may be terminated by either party for the following conditions:
5.14.1 After the initial term of the Contract, the University may terminate the Contract at any time, without cause,
by providing 30 days written notice to the Contractor. If the Contract is so terminated, the University is
liable only for payments for products provided or services performed, to the extent that any actual direct
costs have been incurred by the Contractor pursuant to fulfilling the contract. The University will be
obligated to pay such expenses up to the date of the termination.
5.14.2 Shall either party fail to perform under the terms of this Contract; the aggrieved party may notify the other
party in writing by mail of such failure and demand that the same be remedied within 10 calendar days.
Should the defaulting party fail to remedy the same within said period, the other party shall then have the
right to terminate this Contract immediately. Performance failure can be defined as but not limited to:
delivery of used or refurbished goods in place of new, repeated instances of lost orders by the contractor,
failure to meet the contract delivery deadline or failure to provide any of the Terms, Conditions,
Specifications or Special Conditions of Bid.
5.14.3 If at any time the Contractor performance threatens the health and/or safety of the University, its
staff, students or others who may be on campus, the University has the right to cancel and terminate
the Contract without notice.
5.14.4 Failure to maintain the required Certificates of Insurance, Permits and Licenses shall be cause for
Contract termination. If the Contractor fails to maintain and keep in force the insurance as provided
in Standard Terms and Conditions, Section 22.0, the University has the right to cancel and terminate
the Contract without notice.
5.14.5 If at any time a petition in bankruptcy shall be filed against the Contractor and such petition is not
dismissed within 90 calendar days, or if a receiver or trustee of Contractor's property is appointed and
such appointment is not vacated within 90 calendar days, the University has the right, in addition to
any other rights of whatsoever nature that it may have at law or in equity, to terminate this contract by
giving 10 calendar days notice in writing of such termination.
5.14.6 All notices of performance failure must be submitted in writing to Purchasing, 21 N Park St, Suite
6101, Madison, WI 53715-1218. Purchasing shall be final authority for all performance failure
determinations not resolved through the ordering department.
5.15
Record and Audit
The Contractor shall establish, maintain, report as needed, and submit upon request records of all transactions
conducted under the contract. All records must be kept in accordance with generally accepted accounting
procedures. All procedures must be in accordance with federal, State of Wisconsin and local ordinances.
The University shall have the right to audit, review, examine, copy, and transcribe any pertinent records or
documents held by the Contractor related to this contract. The Contractor shall retain all applicable documents for
a period of not less than five years after the final contract payment is made. The University reserves the right to
inspect any facilities used to support this Contract.
5.16
Executed Contract to Constitute Entire Contract
The University's Request for Bid the bid responses, written communications and this Contract constitute the entire
Contract between the parties. The hierarchy of documents in descending order for resolution is as follows:
A.
B.
C.
D.
Contract Award Letter
Original Request for Bid Number 12-5123, dated December 20, 2011 including amendments/attachments
Bidder response to RFB
Official Purchase Order (when applicable)
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 14 OF 43
SECTION #6 SPECIFICATIONS
SPECIFICATIONS OF ITEM(S)/SERVICE(S) TO BE PROVIDED: (see Attachment B)
See Specifications (Section 6 and Attachment B) and/or Itemized Bid List (Attachment C) for the minimum acceptable
specifications for item(s)/service(s) desired. If you are bidding alternate item(s)/service(s), provide complete
specifications, documents and materials showing performance features and details for the item(s)/service(s) you propose
to furnish for the item(s)/service(s) being bid. For alternate item(s)/service(s) being bid, the Bidder must clearly identify by
manufacturer’s name, catalog and model number. See Standard Terms and Conditions, Sections 1.0, 2.0, 3.0 and 5.1.
Failure to provide product specifications and information for item(s)/service(s) bid may disqualify your bid. The University
will be the sole judge of equivalent acceptability between Bidders responses.
UW Specifications may not be revised without an official written amendment issued by Purchasing.
6.1
Specific manufacturer(s) and/or catalog/model/stock numbers are provided to establish the design, type of
construction, quality, functional capability and performance level desired. The bidder may offer alternate
item(s)/service(s) believed to be an equal. Any alternate item(s)/service(s) bid must be clearly identified by
manufacturer, catalog, model or stock number. Adequate detailed specifications (including brochures, operating
manuals, maintenance manuals or other written materials) of any alternate item(s)/service(s) offered must be
included with your bid to establish equivalency.
6.2
Warranty:
6.2.1
Contractor must honor, at a minimum, the manufacturer's standard warranty on items and/or parts
purchased under this contract. Bidder should indicate warranty term on Bidder Response Sheet and
enclose standard warranty documents with your bid.
6.2.2
6.3
Contractor is requested to provide a copy of maintenance contracts and quote on maintenance available
after expiration of the warranty term. Please include terms, which components shall be covered and
annual cost on the Itemized Bid List or on attachments to the bid response as necessary.
Maintenance and Repair:
6.3.1
Contractor must provide 24-hour priority online and telephone support. Hardware Support must include
Advanced Hardware Replacement by the next business day. If Contractor cannot complete all services
within this time, the contractor must provide a progress report of the repair to the department.
6.3.2
Contractor shall provide unlimited telephone support service during normal business hours.
6.3.3
Contractor should provide remote installation service.
6.3.4
Purchasing shall have the option to contract with another vendor to repair or service machines if
Contractor is unable to repair equipment for any reason or make necessary repairs on a timely basis.
6.4
Employee Identification:
All Contractor’s employees, while working on University property, must wear a clearly displayed photo identification
badge or uniform showing name of employee and/or company represented. Any identification must be provided by
the Contractor at the Contractor’s cost.
6.5
Environmentally Friendly (“Green”) Product:
Contractors are encouraged to identify products that are made of recycled products, that use environmentally
friendly production methods, or that can be recycled at the end of their service life. The UW will make every effort
to purchase “Green” products wherever feasible or possible based on individual project needs and funding
available.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 15 OF 43
ATTACHMENT A: BIDDER RESPONSE SHEET
NOTE: This form must be returned with your bid response. Numbers identified correspond to those Sections shown in
the SPECIAL CONDITIONS OF BID. Bidder may attach additional relevant information to their bid response; identify
sections to which information applies.
YES
NO
SUPPLIER DIVERSITY PARTICIPATION:
Bidder understands that if they are awarded the contract, they agree to provide upon request,
information related to their Supplier Diversity expenditures related to this contract?
==========================================================================================
Terms and Conditions
A contract will be awarded based on the criteria established in this bid. The Specifications, Special and Standard Terms
and Conditions, Attachments to the bid document, Bidder response and any UW Madison Purchase Order will become
the Contract between the University and the Contractor. Bidder must accept these Specifications, Special and Standard
Terms and Conditions or submit detailed and defined exceptions along with proposed alternative or additional language
for each exception.
Submitting a standard Bidder Contract as a complete substitute or alternative for the language in this solicitation will not
be accepted and may result in rejection of the vendor’s bid.
The University reserves the right to negotiate contractual terms and conditions or reject the Bidder’s response and
proceed to the next qualified bidder.
==========================================================================================
Do you have the capability of putting the University’s specific pricing on a WEB site that is
accessible to University Purchasers through a unique logon ID?
If yes, does your Website provide a means of on-line ordering with our specific
pricing being applied automatically?
If yes, does your Order System accept Purchasing Cards for payment?
If yes, does your Order System provide a self service means for the customer to track
their order via Internet?
1.1
Have you completed and returned all forms required?
1.2
Have you included two (2) complete sets of your bid?
(only one (1) copy required if faxing or e-mailing)
2.3
Do you agree to extending the contract to other:
University of Wisconsin System campuses?
State of Wisconsin Agencies?
Wisconsin Municipalities?
Other CIC member institutions?
Non-Profit Organizations specifically linked by their mission to the
University of Wisconsin Madison?
If YES, indicate whether other charges will be added and what those
charges would be: ___________________________________________________
2.7
What order method will you accept orders against this contract:
E-mail
Fax
Internet
Mail
Phone
Other: ______________________________________________
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 16 OF 43
YES
2.13
Which of your items meet the Energy Star requirements?
_______________________________________________________
_______________________________________________________
_______________________________________________________
3.9.1
If applicable, have you included a copy of the GSA contract information?
Contract #__________________
4.1
Bidder must designate a person(s) to provide information on: Contract Problems, Contract
Renewal/Cancellation, Invoice Information, Ordering/Expediting, Returns, Supplier Diversity Reporting,
Affirmative Action, Questions on this RFB and Sales Representative.
NO
CONTACT NAME
PHONE NUMBER
FAX NUMBER
CONTACT NAME
PHONE NUMBER
FAX NUMBER
CONTACT NAME
PHONE NUMBER
FAX NUMBER
CONTACT NAME
PHONE NUMBER
FAX NUMBER
CONTACT NAME
PHONE NUMBER
FAX NUMBER
Contract Problems
Contract Renewal/Cancellation
Invoice Information
Ordering/Expediting
Returns
SUPPLIER DIVERSITY
REPORTING:
Address:
E-mail:
AFFIRMATIVE ACTION:
Address:
E-mail:
QUESTIONS ON THIS RFB:
Corporate Address:
E-mail:
SALES REPRESENTATIVE:
E-mail:
Website:
4.2
Are you in the business of providing EqualLogic items/services and has your company
or its principals done so for the past three years?
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 17 OF 43
YES
4.3
Are you:
a) an original manufacturer for the product lines being bid?
b) an authorized distributor for the products/product lines being bid?
c) a dealer authorized by manufacturer?
d) do you have service and repair capabilities for the item(s) being bid?
(Identify account number with manufacturer, as applicable.)
Account # ___________________________
4.4
Have you provided a client list?
4.5
What type of documentation (i.e. published price list, copies of previous invoices, etc.) will you
provide to assist the University in its fair price analysis in the event there is only one bidder
responding to the bid?
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
4.6
Do you agree to no minimum order quantity or dollar amount?
4.7
Do you certify that neither your organization nor your principals are presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participation in this transaction by any federal department or agency?
5.1.1
5.1.2
Firm Discounts
Do you agree to firm discounts as stated?
Have you provided one (1) paper copy and two (2) CD Rom copies of price lists
as required?
Will you provide additional copies to Purchasing and University departments upon request?
5.1.3
Do you agree with process and timeframe identified for accepting price increases?
5.2
Are you bidding all prices F.O.B. Destination, Freight Prepaid and Allowed?
(Be sure to read Section 5.2 carefully)
Country of Origin ___________________________________________
Shipping Point ____________________________________________
5.2
Are you bidding all prices On Site Service? (Be sure to read Section 5.2 carefully)
5.3
Can you meet delivery requirement?
If not, please state delivery time ____ days After Receipt of Order (ARO).
Will you notify ordering department of backorders, discontinuation or delays
as stated?
5.4
Do you agree with return policy? If not, state your return policy in detail.
NO
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 18 OF 43
YES
5.7
Will you agree that all invoices will reflect prices established for items on this Contract
for all orders placed even though the Contract number and/or correct prices may not be
referenced on each order?
Will you accept orders placed using a Purchasing Card?
If YES, orders placed using a purchasing card must reflect current contract pricing.
Any fees charged for use of the University’s purchasing card program are not allowed
according to Visa Procurement card rules.
_________________________________________________________________________
5.9
Do you agree to terms regarding duplicates and overshipments?
5.10
Will you provide instructions on set-up and operation as required?
5.11
Will you provide insurance certificate(s) indicating coverage and agree to maintain
coverage as required in 5.1 and have you added the following language to the
insurance certificate?:
“The Board of Regents of the University of Wisconsin System, its officers, employees and agents
are added as an ‘additional insured’ under the commercial general, automobile and
Contractor’s liability policies on any insurance certificate provided”.
5.12
Do you agree to subcontracting terms and conditions?
5.13
Can you report on items purchased on this contract if requested?
6.2
Will you honor manufacturer standard warranty?
If YES, have you enclosed standard warranty documents?
Warranty term: __________________
6.2.2
Have you included the maintenance information and a sample maintenance contract form?
6.3.1
Will you provide 24-hour priority online and telephone support?
6.3.2 Will you provide unlimited call-back maintenance service during normal business hours?
6.3.3 Will you provide remote installation service?
6.4
Will you agree to have all employees wear appropriate identification?
6.5
Have you identified products that are made of recycled products that use environmentally
friendly production methods, or that can be recycled at the end of their service life?
NO
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 19 OF 43
ATTACHMENT B: SPECIFICATIONS
A. Instruction Manuals/Software & Documentation: Product shall be furnished, at no extra charge, with one
complete set of standard operator instruction manuals and documentation (hard copy or CD Rom) as would
normally accompany such Product(s). Departments may purchase additional sets of technical manuals, if needed.
Where software documentation is provided in electronic or CD-ROM format, Department shall be entitled to make
copies to the extent necessary to fully enjoy the rights granted under this Contract.
B. SERVICE LEVEL AGREEMENTS (SLAs): Departments will be encouraged to enter into formal written Service
Level Agreements (SLAs) with the Contractor prior to placing orders for Product under this Contract, particularly
for mission critical, high availability systems. It will be further recommended that the purchase order specifically
reference the SLA. The SLA will serve, at a minimum, the following important functions: (a) Defines the services
that the Contractor will provide, assigns priorities to these services, and establishes baseline standards,
responsibilities, and commitments. (b) Becomes the basis for performance measurement reporting and provides
the opportunity to identify (c) potential service level improvements The SLA will contain at a minimum; a scope of
work including deliverables; delivery and acceptance timeframes; contact information; and payment terms.
C. CONSULTING SERVICES: Consulting Services may include qualified, professional analysis, recommendations,
or design expertise to the Department relating to Systems & Peripherals hardware and software. Said expertise
must include a current knowledge of the technology marketplace, related Systems & Peripherals issues and
trends, and may include the ability to: (a). Analyze existing technological environment, including hardware,
software, and live operations and transaction volumes. (b) Design and develop new systems, add-ons or
modifications to existing Systems & Peripherals systems, including single platform computer systems and
distributed systems. (c) Develop functional and/or design specifications, technical writing and documentation.
D. CONFIGURATION SERVICES: Configuration Services are an option and may include, but are not limited to, the
following:
a. System Set-Up - Set time and date
b. Board-Level Enhancements - Memory upgrades; I/O Boards; etc.
c. System Integration (configure install and integrate products acquired from the Contract)
d. Customized Configurations
e. Hardware And Software Management (including hardware and software asset tracking and tagging if
requested)
Contractor may provide configuration services, including installation of third party software or ancillary options, in
order that Departments shall be able to take delivery of completed systems. Unless Contractor separately
enumerates a fee for basic configuration services, it shall be presumed that the pricing set forth in Attachment C
includes basic software configuration for software that is acquired from Contractor under this Contract.
E. MAINTENANCE, GENERAL PROVISIONS: The Contractor shall advise Departments of the maintenance
options that may be ordered with the Product and the costs associated with each option. Maintenance may be
ordered separately at any time during the contract period and/or license term. Departments will have the option of
selecting a monthly/annual maintenance contract or maintenance on a time and materials basis. The Purchase
Order, or equivalent, shall identify which option has been selected. The initial maintenance term and any
renewal(s) thereof may survive expiration of the contract term. Where Department elects support and
maintenance services, Contractor shall maintain the Product so as to provide Department with the ability to utilize
the Product without interruption, delay or significant functional downtime to the Department’s ongoing business
operations during the maintenance term in accordance with the terms and conditions of the applicable service
descriptions. Unless the agreement (SLA) between the Department and the Contractor specifies otherwise and so
long as the malfunction is attributable to Contractor’s Product, Contractor guarantees that within forty-eight (48)
continuous hours of its response for any maintenance as provided above that repairs will be successfully
completed and that system service will be fully restored
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 20 OF 43
ATTACHMENT C: ITEMIZED BID LIST
All Dell/EqualLogic Systems & Peripherals hardware and software products, peripherals and accessories
offered by the Contractor in its US Commercial Price List or GSA Supply Schedule may be included
under this contract. (Note: This Contract does not include Microcomputers, PC or network printers or the
accessories for these items.)
Discount Percentage, Systems
__________
Discount Percentage, Peripherals
__________
Discount Percentage, Software
__________
Pricing is Based On:
US Commercial List, Dated _________________
GSA Supply Schedule Number ______________. Dated ____________
All non-listed, related items from manufacturer's catalog or product list are available at ____% discount. The current
manufacturer’s catalog/price list is titled ______________________ and is dated _______ and/or numbered
____________. (Attach additional pages as needed to identify all catalog and price lists and identify on the Itemized Bid
List the discounts for each of the catalogs or price lists offered.) If more than one price column exists on the price list,
Bidder must identify which column will be used as the "list price" from which the discount would be applied.
Maintenance & Support
(Description of Services, including response times, severity level, support phone numbers, hours of availability, etc. )
The Maintenance and support price list submitted must contain at least the
following items:
Category Description: ______________________________
Contract Discount: _________%.
Include information on extended warranties and discounts on longer term plans.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 21 OF 43
ATTACHMENT D - CLIENT REFERENCE LIST
Bidder Name:____________________________________________________________________________________
The Bidder must provide a minimum of three (3) business references.
1.
Reference Name: _____________________________________________ Contact: ___________________________
Address: _____________________________________________________________________________________________
Phone #: (
) ____________________
E-mail
address_______________________________________________________
Fax/Internet address:____________________________________________________________________________________
Description and date(s) of commodities and services provided: __________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
2.
Reference Name: _____________________________________________ Contact: ___________________________
Address: _____________________________________________________________________________________________
Phone #: (
) ____________________
E-mail
address_______________________________________________________
Fax/Internet address:____________________________________________________________________________________
Description and date(s) of commodities and services provided: __________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
3.
Reference Name: _____________________________________________ Contact: ___________________________
Address: _____________________________________________________________________________________________
Phone #: (
) ____________________
E-mail
address_______________________________________________________
Fax/Internet address:____________________________________________________________________________________
Description and date(s) of commodities and services provided: __________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
References may be contacted to confirm the Bidder’s abilities and qualifications as stated in the Bidder’s
response. The University may perform due diligence by contacting any applicable business reference, including
references from within the UW System. The University reserves the right to disqualify any Bidder whose
references don’t support their stated claim of qualifications in their response.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 22 OF 43
ATTACHMENT E: BIDDER INFORMATION SHEET
VENDOR NOTE: THIS SECTION MUST BE COMPLETED AND THIS FORM RETURNED WITH YOUR BID
RESPONSE
1. In accordance with Wisconsin Statutes 560.035, 560.0335 and 560.036, please indicate below if you are a
Wisconsin certified Minority Business Enterprise (MBE), Work Center (WC), Disabled Veteran-Owned
Business (DVB) or Woman-owned Business Enterprise (WBE) (see websites:
http://www.commerce.state.wi.us/bd/BD-MinorityandWomen.html or
http://stateuseprogram.wi.gov/section.asp?linkid=1424&locid=65).
____ Minority (MBE)
____ Work Center (WC)
____Disabled Veteran-Owned Business (DVB)
____ Woman Owned Business Enterprise (WBE)
___ Not applicable
(If no answer is indicated above, we will assume that you are none of the above when making the award.)
2. Pursuant to Public Law 95-507, indicate which of the following classifications apply to your organization.
All vendors are considered Large Business unless otherwise indicated (see website: www.sba.gov/).
(Check √ all that apply.)
____________ LARGE BUSINESS (LG)
____________ SMALL BUSINESS (SB)
____________ VETERAN OWNED SMALL BUSINESS (VOSB)
____________ SERVICE DISABLED VETERAN OWNED SMALL BUSINESS (SDVOSB)
____________ HISTORICALLY UNDER UTILIZED BUSINESS ZONE (HUBZONE)
____________ SMALL DISADVANTAGED BUSINESS (SDB)
____________ WOMAN-OWNED SMALL BUSINESS (WOSB)
3. AMERICAN MADE: Wisconsin Statutes S. 16.754, directs the state to purchase materials which are
manufactured to the greatest extent in the United States when all other factors are substantially equal.
“Substantially equal” means when bids are tied or proposal scores are equal. Indicate whether the
material covered in your bid/proposal were manufactured in whole or in substantial part within the United
States, or the majority of the component parts thereof were manufactured in whole or in substantial part in
the United States.
____________ YES
____________ NO
____________ UNKNOWN
4. RECYCLED PRODUCTS/PACKAGING/DISPOSAL TECHNIQUES: The University is committed to
promote environmentally sound procurement, usage and disposal methods which are in compliance with
State of Wisconsin County, and Municipal regulations. Currently the University has a recycling program for
starch and Styrofoam packing peanuts. The University’s preference is to receive starch peanuts whenever
possible. The Contractor shall not use INSTAPAK (or similar) or mix starch and Styrofoam peanuts
under any circumstances. Each product shall be separately pre-packed in accordance with commercially
accepted methods. Small products may be packaged in protective envelopes (Mail-Lite or Bubble-Jet
packs).
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 23 OF 43
ATTACHMENT F: STANDARD TERMS AND CONDITIONS
1.0 SPECIFICATIONS: The specifications in this request are the minimum acceptable. When specific
manufacturer and model numbers are used, they are to establish a design, type of construction, quality,
functional capability and/or performance level desired. When alternates are bid/proposed, they must be
identified by manufacturer, stock number, and such other information necessary to establish equivalency.
The UW-Madison shall be the sole judge of equivalency. Bidders/proposers are cautioned to avoid bidding
alternates which may result in rejection of their bid/proposal.
2.0 DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from original text, terms, conditions, or
specifications shall be described fully, on the bidder's/proposer's letterhead, signed, and attached to the
request. Each deviation and exception must be identified by the section, page and paragraph to which it
applies. In the absence of such statement, the bid/proposal shall be accepted as in strict compliance with all
terms, conditions, and specifications and the bidder/proposer shall be held liable.
3.0 QUALITY: Unless otherwise indicated in the request, all material shall be first quality. Items which are used,
demonstrators, obsolete, seconds, or which have been discontinued are unacceptable without prior written
approval by the University.
4.0 QUANTITIES: The quantities shown on this request are based on estimated needs.
reserves the right to increase or decrease quantities to meet actual needs.
The University
5.0 PRICING AND DISCOUNT: The University qualifies for governmental discounts and its educational
institutions also qualify for educational discounts. Unit prices shall reflect these discounts.
5.1 Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz.,
ea.) as stated on the request or contract. For any given item, the quantity multiplied by the unit price
shall establish the extended price, the unit price shall govern in the bid/proposal evaluation and contract
administration.
5.2 Prices established in continuing agreements and term contracts may be lowered due to general market
conditions, but prices shall not be subject to increase for ninety (90) calendar days from the date of
award. Any increase proposed shall be submitted to the University thirty (30) calendar days before the
proposed effective date of the price increase, and shall be limited to fully documented cost increases to
the Contractor which are demonstrated to be industry-wide. The conditions under which price increases
may be granted shall be expressed in bid/proposal documents and contracts or agreements.
5.3 In determination of award, discounts for early payment will only be considered when all other conditions
are equal and when payment terms allow at least fifteen (15) days, providing the discount terms are
deemed favorable. All payment terms must allow the option of net thirty (30).
6.0 UNFAIR SALES ACT: Prices quoted to the University are not governed by the Wisconsin Unfair Sales Act.
7.0 ACCEPTANCE-REJECTION: The University reserves the right to accept or reject any or all bids/proposals,
to waive any technicality in any bid/proposal submitted, and to accept any part of a bid/proposal as deemed
to be in the best interest of the State of Wisconsin.
8.0 ORDERING: Purchase orders or releases via purchasing cards shall be placed directly to the Contractor by
University. No other purchase orders are authorized.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 24 OF 43
9.0 PAYMENT TERMS AND INVOICING: The University normally will pay properly submitted vendor invoices
within thirty (30) days of receipt providing goods and/or services have been delivered, installed (if required),
and accepted as specified.
9.1 Invoices presented for payment must be submitted in accordance with instructions contained on the
purchase order including reference to purchase order number and submittal to the correct address for
processing. Invoice payment processing address is shown on the upper left corner of the purchase
order. Send invoices to the Accounts Payable address on the purchase order. Do not send invoices to
the ship to address.
9.2 Payment shall be considered timely if the payment is mailed, delivered, or transferred within thirty (30)
days after receipt of a properly completed invoice, unless the vendor is notified in writing by the agency
of a dispute before payment is due.
9.3 Bidders/proposers shall include discounts for early payment (See 5.3) as a percent reduction of invoice.
Invoice discounts shall be determined, where applicable, from the date of acceptance of goods and/or
the receipt of invoice, whichever is later. Discounts for early payment terms stated on the bid/proposal
must be shown plainly on the invoice; discounts for early payment not shown on the invoice will be
taken.
9.4 Invoices submitted not in accordance with these instructions will be removed from the payment process
and returned within ten (10) days.
9.5 Payment terms and invoicing for purchasing card will be made in accordance with the purchasing card
contact.
10.0 TAXES: The University, an agency of the State of Wisconsin, is exempt from payment of all federal tax and
Wisconsin state and local taxes on its purchases except Wisconsin excise taxes as described below. The
Department of Revenue of the State of Wisconsin does not issue a tax exempt number; however, University
is exempt from State of Wisconsin sales or use tax under s.77.54(9a)(a). Registration No. 39-73-1021-K,
was issued by the Internal Revenue Service to authorize tax-free transactions under Chapter 32 of the
Internal Revenue Code.
10.1 The University, an agency of the State of Wisconsin, is required to pay the Wisconsin excise or
occupation tax on its purchase of beer, liquor, wine, cigarettes, tobacco products, motor vehicle fuel and
general aviation fuel. However, it is exempt from payment of Wisconsin sales or use tax on its
purchases. The University may be subject to other states' taxes on its purchases in that state
depending on the laws of that state. Contractors performing construction activities are required to pay
state use tax on the cost of materials.
11.0 GUARANTEED DELIVERY: Failure of the Contractor to adhere to delivery schedules as specified or to
promptly replace rejected materials shall render the Contractor liable for all costs in excess of the contract
price when alternate procurement is necessary. Excess costs shall include the administrative costs.
12.0 ENTIRE AGREEMENT: These Standard Terms and Conditions shall apply to any contract or order awarded
as a result of this request except where special requirements are stated elsewhere in the request; in such
cases, the special requirements shall apply. Further, the written contract and/or order with referenced parts
and attachments shall constitute the entire agreement and no other terms and conditions in any document,
acceptance, or acknowledgment shall be effective or binding unless expressly agreed to in writing by the
University.
13.0 APPLICABLE LAW: This Agreement shall be construed under the laws of the State of Wisconsin.
Jurisdiction and venue for any disputes under this Agreement shall be in Dane County, Wisconsin. The
contractor shall at all times comply with and observe all federal and state laws, local laws, ordinances and
regulations which are in effect during the period of this contract and which in any manner affect the work or
its conduct.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 25 OF 43
14.0 ANTITRUST ASSIGNMENT: The Contractor and the University recognize that in actual economic practice,
overcharges resulting from antitrust violations are in fact usually borne by the purchaser. Therefore, the
Contractor hereby assigns to the University any and all claims for such overcharges as to goods, materials or
services purchased in connection with this contract.
15.0 ASSIGNMENT: No right or duty in whole or in part of the Contractor under this contract may be assigned or
delegated without the prior written consent of the University.
16.0 DISPUTES: Disputes should be addressed to the University Purchasing Office, Director of Purchasing
Services, 21 N Park St, Suite 6101, Madison, WI 53715 1218.
17.0 NONDISCRIMINATION/ AFFIRMATIVE ACTION:
17.1 In connection with the performance of work under this contract, the Contractor agrees not to
discriminate against any employe or applicant for employment because of age, race, religion, color,
handicap, sex, physical condition, developmental disability as defined in s.51.01(5), Wisconsin Statutes,
sexual orientation as defined in s.111.32(13m) Wis. Stats., or national origin. This provision shall
include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or
recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection
for training, including apprenticeship. Except with respect to sexual orientation, the Contractor further
agrees to take affirmative action to ensure equal employment opportunities.
17.2 Contracts estimated to be over twenty-five thousand dollars ($25,000) require the submission of a
written affirmative action plan by the Contractor. An exemption occurs from this requirement if the
Contractor has a workforce of less than twenty-five (25) employes. Within fifteen (15) working days
after the contract is awarded, the Contractor must submit the plan to the contracting state agency for
approval. Instructions on preparing the plan and technical assistance regarding this clause are
available from the contracting state agency.
17.3 The Contractor agrees to post in conspicuous places, available for employes and applicants for
employment, a notice to be provided by the contracting state agency that sets forth the provisions of the
State of Wisconsin nondiscrimination law.
17.4 Failure to comply with the conditions of this clause may result in the Contractor's becoming declared an
"ineligible" Contractor, termination of the contract, or withholding of payment.
17.5 To the extent required by law, 41 CFR 60-1.4(a) and (b) are incorporated by reference in these
Standard Terms and Conditions. Additionally, the Contractor certifies compliance with 41 CFR 60-1.8
and does not and will not maintain any facilities provided for employees in a segregated manner. The
Contractor further agrees to obtain identical certifications from any subcontractors prior to the award of
a subcontract exceeding $25,000 which is not exempt and will retain such certification for audit
purposes.
18.0 PATENT INFRINGEMENT: The Contractor selling to the University the articles described herein guarantees
the articles were manufactured or produced in accordance with applicable federal labor laws. Further, that
the sale or use of the articles described herein will not infringe any United States patent. The Contractor
covenants that it will at its own expense defend every suit which shall be brought against the University
(provided that such Contractor is promptly notified of such suit, and all papers therein are delivered to it) for
any alleged infringement of any patent by reason of the sale or use of such articles, and agrees that it will
pay all costs, damages, and profits recoverable in any such suit.
19.0 SAFETY REQUIREMENTS: All materials, equipment, and supplies provided to the University must comply
fully with all safety requirements as set forth by the Wisconsin Administrative Code, Rules of the Industrial
Commission on Safety, and all applicable OSHA Standards.
20.0 MATERIAL SAFETY DATA SHEET: If any item(s) on an order(s) resulting from this award(s) is a
hazardous chemical, as defined under 29CFR 1910.1200, provide one (1) copy of a Material Safety Data
Sheet for each item with the shipped container(s) and one (1) copy to UW Safety Department, 30 East
Campus Mall, Madison WI 53715-2609.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 26 OF 43
21.0 WARRANTY: Unless otherwise specifically stated by the bidder/proposer, equipment purchased as a result
of this request shall be warranted against defects by the bidder/proposer for one (1) year from date of receipt.
The equipment manufacturer's standard warranty shall apply as a minimum and must be honored by the
Contractor.
22.0 INSURANCE RESPONSIBILITY: The Contractor performing services to the University shall:
22.1 Maintain worker's compensation insurance as required by Wisconsin Statutes for all employees
engaged in the work.
22.2 Maintain commercial liability, bodily injury and property damage insurance against any claim(s) which
might occur in carrying out this agreement/contract. Minimum coverage shall be one million dollars
($1,000,000) liability for bodily injury and property damage including products liability and completed
operations. Provide motor vehicle insurance for all owned, non-owned and hired vehicles that are used
in carrying out this contract. Minimum coverage shall be one million dollars ($1,000,000) per
occurrence combined single limit for automobile liability and property damage.
22.3 The state reserves the right to require higher or lower limits where warranted.
22.4 Upon request by the University, the Contractor is required to provide a Certificate of Insurance, from an
insurance company licensed to do business in the State of Wisconsin, with a minimum AM Best rating
of A-, and signed by an authorized agent. A minimum 60 day cancellation notice is desired.
23.0 CANCELLATION: The University reserves the right to cancel any contract in whole or in part without
penalty due to nonappropriation of funds or for failure of the Contractor to comply with terms, conditions, and
specifications of this contract.
24.0 VENDOR TAX DELINQUENCY: Vendors who have a delinquent Wisconsin tax liability may have their
payments offset by the State of Wisconsin.
25.0 OMNIBUS RECONCILIATION ACT: (Public Law 96-499) To the extent required by law, if this contract is for
acquisition of services with a cost or value of $25,000 or more within any 12-month period, including
contracts for both goods and services in which the services component is worth $25,000 or more within any
12-month period, the Contractor shall in accordance with 42 C.F.R., Part 420, Section 1861 of the Omnibus
Reconciliation Act of 1980 (P.L. 96499) and permit the comptroller general of the United States, the United
States Department of Health and Human Services, and their duly authorized representatives, access to the
Contractor's books, documents and records until the expiration date of four (4) years after the approval of
procurement activities.
26.0 PUBLIC RECORDS ACCESS: It is the intention of University to maintain an open and public process in the
solicitation, submission, review, and approval of procurement activities. Bid/proposal openings are public
unless otherwise specified. Records may not be available for public inspection prior to issuance of the notice
of intent to award or the award of the contract.
27.0 PROPRIETARY INFORMATION: Any restrictions on the use of data contained within a request must be
clearly stated in the bid/proposal itself. Proprietary information submitted in response to a request will be
handled in accordance with applicable State of Wisconsin procurement regulations and the Wisconsin public
records law. Proprietary restrictions normally are not accepted. However, when accepted, it is the vendor's
responsibility to defend the determination in the event of an appeal or litigation.
27.1 Data contained in a bid/proposal, all documentation provided therein, and innovations developed as a
result of the contracted commodities or services cannot be copyrighted or patented. All data,
documentation, and innovations become the property of the State of Wisconsin.
27.2 Any material submitted by the vendor in response to this request that the vendor considers confidential
and proprietary information and which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats.,
or material which can be kept confidential under the Wisconsin public records law, must be identified on
a Designation of Confidential and Proprietary Information form (DOA-3027). Bidders/proposers may
request the form if it is not part of the Request for Bid/Request for Proposal package. Bid/proposal
prices cannot be held confidential.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 27 OF 43
28.0 DISCLOSURE: If a state public official (s. 19.42, Wisconsin Statutes), a member of a state public official's
immediate family, or any organization in which a state public official or a member of the official's immediate
family owns or controls a ten percent (10%) interest, is a party to this agreement, and if this agreement
involves payment of more than three thousand dollars ($3,000) within a twelve (12) month period, this
contract is voidable by the state unless appropriate disclosure is made according to s. 19.45(6), Wis. Stats.,
before signing the contract. Disclosure must be made to the State of Wisconsin Ethics Board, 44 E. Mifflin
Street, Suite 601, Madison, Wisconsin 53703 (Telephone 608-266-8123). State classified and former
employes and certain University faculty/staff are subject to separate disclosure requirements, s. 16.417, Wis.
Stats.
29.0 ANTI-KICKBACK ACT of 1986: (41 USC 51 et. seq): To the extent required by law, the officer or employe
responsible for submitting this bid shall certify, in accordance with 48 CFR 52.203-7, to the best of their
knowledge, that they have no information concerning the violation of the Anti- Kickback Act in connection
with the submitted bid/proposal. Signing the bid/proposal with a false statement shall void the submitted
bid/proposal and any resulting contract(s).
30.0 RECYCLED MATERIALS: The University is required to purchase products incorporating recycled materials
whenever technically or economically feasible. Bidders/proposers are encouraged to bid/propose products
with recycled content which meet specifications.
31.0 HOLD HARMLESS: The Contractor will indemnify and save harmless the State of Wisconsin and all of its
officers, agents and employees from all suits, actions, or claims of any character brought for or on account of
any injuries or damages received by any persons or property resulting from the operations of the Contractor,
or of any of its Contractors, in prosecuting work under this agreement.
32.0 PROMOTIONAL ADVERTISING/NEWS RELEASES: Reference to or use of the State of Wisconsin, any of
its departments, agencies (University) or other subunits, or any state official or employee for commercial
promotion is prohibited. News releases pertaining to this procurement shall not be made without prior
approval of the University. Release of broadcast e-mails pertaining to this procurement shall not be made
without prior written authorization of the contracting agency.
33.0 WORK CENTER CRITERIA: A work center must be certified under s. 16.752, Wisconsin Statutes, and must
ensure that when engaged in the production of materials, supplies or equipment or the performance of
contractual services, not less than seventy-five percent (75%) of the total hours of direct labor are performed
by severely handicapped individuals.
34.0 FOREIGN CORPORATION: A foreign corporation (any corporation other than a Wisconsin corporation)
which becomes a party to this Agreement is required to conform to all the requirements of Chapter 180, Wis.
Stats., relating to a foreign corporation and must possess a certificate of authority from the Wisconsin
Department of Financial Institutions, unless the corporation is transacting business in interstate commerce or
is otherwise exempt from the requirement of obtaining a certificate of authority. Any foreign corporation
which desires to apply for a certificate of authority should contact the Department of Financial Institutions,
Division of Corporation, P.O. Box 7846, Madison, WI 53707-7846; telephone (608) 261-7577.
35.0 FORCE MAJEURE: Neither party shall be in default by reason of any failure in performance of this
Agreement in accordance with reasonable control and without fault or negligence on their part. Such causes
may include, but are not restricted to, acts of nature or the public enemy, acts of the government in either its
sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes
and unusually severe weather, but in every case the failure to perform such must be beyond the reasonable
control and without the fault or negligence of the party.
36.0 WORK CENTER PROGRAM: The successful bidder/proposer shall agree to implement processes that allow
the State agencies, including the University of Wisconsin System, to satisfy the State's obligation to purchase
goods and services produced by work centers certified under the State Use Law, s.16.752, Wis. Stat. This
shall result in requiring the successful bidder/proposer to include products provided by work centers in its
catalog for State agencies and campuses or to block the sale of comparable items to State agencies and
campuses.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 28 OF 43
ATTACHMENT G - APPLICABLE FEDERAL RULES
COMPLIANCE WITH LAWS:
The preferred vendor shall warrant and certify that in the performance of the resultant agreement it has complied with or
will comply with all applicable statutes, rules, regulations and orders of the United States, and any state or political
subdivision thereof, including laws and regulations pertaining to labor, wages, hours and other conditions of employment.
All materials, equipment, and supplies provided to the members must comply fully with all safety requirements, rules of
the Industrial Commission on Safety, and all applicable OSHA Standards.
DEBARMENT:
Federal Executive Order (E.O.) 12549 “Debarment“ requires that all contractors receiving individual awards, using federal
funds, and all subrecipients certify that the organization and its principals are not debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the
Federal Government. As a part of this bid document there is debarment language and a signature block for you to self
certify your debarment status on the Bidder Response Sheet. Failure to supply this information may disqualify your bid.
Information on debarment is available at the following websites: www.epls.gov and www.arnet.gov/far/.
DEVELOPMENT OF DISADVANTAGED SUPPLIERS:
The University is committed to encouraging the development of minority, women-owned, and otherwise small and
disadvantaged businesses. The selected preferred vendor shall make effort to subcontract with minority, women-owned
and otherwise small and disadvantaged businesses. A quarterly report will be required indicating the extent of effort and
members’ participation. The report will be in a format acceptable to University.
GENERAL PROVISIONS AND CERTIFICATIONS FOR GOVERNMENT CONTRACTS:
The following clauses are applicable and are hereby incorporated by reference into solicitations and any purchase orders
with the same force and effect as if set forth in full text. To the extent that an earlier version of any such clause is included
in the prime contract or subcontract under which solicitation or purchase order is issued, the date of the clause as it
appears in such prime contract or subcontract shall be controlling and said version is incorporated herein. Where
necessary to make the context of the Federal Acquisition Regulations (FAR), Department of Defense Federal Acquisition
Regulation Supplement (DFARS), and Code of Federal Regulations (CFR) clauses set forth in these General Provisions
applicable to this solicitation or subcontract, the term “Contractor” shall mean “Subcontractor”, “Seller” or “Supplier”, the
term “Contract” or “Subcontract” shall mean “Purchase Order”, the term “Government” shall mean “Buyer” or “University”
and the term “Contracting Officer” shall mean “Buyer’s Purchasing Representative”. It is intended that the referenced
clauses shall apply to Seller, the legal entity which contracts with the University under any solicitation or purchase order,
in such manner as is necessary to reflect the position of Seller as a Supplier to the University, Buyer and legal entity
issuing a solicitation or purchase order; to insure Seller’s obligations to the University and the United States Government;
and to enable the University to meet its obligations under its prime contract or subcontract.
The clauses incorporated by reference may be found in the Federal Acquisition Regulations (FAR), the DOD Federal
Acquisition Regulation Supplement (DFARS), or the Code of Federal Regulations (CFR). Copies may be purchased from
the Superintendent of Documents, U.S. Government Printing Office, Washington, DC 20402, or see the following websites
for more information: http://farsite.hill.af.mil/VFFARA.HTM (click “FARSEARCH” tab)
http://www.gpoaccess.gov/cfr/index.html
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 29 OF 43
FAR (52 Series) / DFARS (252 Series)
52.202-1
Definitions (Dec 2001)
52.204-2
Security Requirements (Aug 1996) (Alt. I)
52.215-16
Facilities Capital Cost of Money (Oct 1997)
52.215-17
Waiver of Facilities Capital Cost of Money (Oct 1997) (when cost of money is not proposed)
52.227-10
Filing of Patent Applications – Classified Subject Matter (Apr 84)
52.232-8
52.232-25
Discount for Prompt Payment (May 1997)
Prompt Payment (Feb 2002)
52.233-3
52.243-1
52.245-2
52.245-18
52.249-1
52.249-8
52.251-1
52.253-1
252.225-7001
252.225-7002
252.225-7007
252.225-7009
252.225-7016
252.227-7013
252.227-7026
252.227-7027
252.227-7030
252.227-7037
252.227-7039
252.251-7000
Protest After Award (Aug 96) (Alt. I)
Changes – Fixed Price – Alt. II (Apr 84)
Government Property (Fixed Price Contracts) (Dec 89)
Special Test Equipment (Feb 93)
Termination for Convenience of the Government (Fixed Price) (Short Form) (Apr 84)
Default (Fixed-Price Supply and Service) (Apr 84)
Government Supply Sources (Apr 94)
Computer Generated Forms (Jan 91) March 27, 1997
Buy American Act and Balance of Payments Program (Mar 1998)
Qualifying Country Sources as Subcontractors (Dec 91)
Trade Agreements Act (Sep 2001)
Duty-Free Entry-Qualifying Country End Products and Supplies (Aug 2000)
Restriction on Acquisition of Ball and Roller Bearings (Dec 2000)
Rights in Technical Data and Computer Software (Nov 1995)
Deferred Delivery of Technical Data or Computer Software (Apr 88)
Deferred Ordering of Technical Data or Computer Software (Apr 88)
Technical Data - Withholding of Payment (Mar 2000)
Validation of Restrictive Markings on Technical Data (Sep 1999)
Patents-Reporting of Subject Inventions (Apr 90)
Ordering from Government Supply Sources (May 1995)
CFR : 2 CFR 215 Uniform Administrative Requirements for Grants and Agreements With
Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations (OMB Circular A-110)
Applicable when fixed price is greater than $2,500:
FAR (52 Series)
52.222-3
52.222-19
52.225-13
52.232-23
52.232-23
Convict Labor (Aug 1996)
Child Labor – Cooperation with Authorities and Remedies (Dec 2001)
Restrictions on Certain Foreign Purchases (Jul 2000)
Assignment of Claims (Jan 86)
Assignment of Claims (Jan 1986)
Applicable when fixed price is greater than $10,000:
FAR (52 Series)
52.222-20
52.222-21
52.222-22
52.222-26
52.222-36
Walsh-Healy Public Contracts Act (Dec 96)
Prohibition of Segregated Facilities (Feb 1999)
Previous Contracts & Compliance Reports (Feb 1999)
Equal Opportunity (Apr 2002)
Affirmative Action for Workers with Disabilities (Jun 1998)
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 30 OF 43
Applicable when fixed price is greater than $25,000:
By submitting a signed proposal or quotation in response to the University’s solicitation, the supplier is providing a
negative assurance in accordance with FAR 52.209-5 Certification Regarding Debarment, Suspension, Proposed
Debarment, and Other Responsibility Matters. Certification in paragraph (a) of this clause is material representation of fact
upon which reliance is placed when making any resulting award.
FAR (52 Series) / DFARS (252 Series)
52.209-6
Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or
Proposed for Debarment (Jul 95)
52.222-35
Affirmative Action for Special Disabled and Vietnam Era Veterans (Dec 2001)
52.222-37
Employment Reports on Special Disabled Veterans and Veterans of the Vietnam Era (Dec 2001)
252.227-7036
Certification of Technical Data Conformity (May 87)
252.231-7000
Supplemental Cost Principles (Dec 91)
252.246-7000
Material Inspection and Receiving Report (Dec 91)
(Note: Not required for subcontracts for which the deliverable is a scientific or technical report.)
Applicable when price is greater than $100,000:
By submitting a signed proposal or quotation in response to the University’s solicitation, the supplier is providing positive
assurance to the best of his or her knowledge and belief that on or after December 23,1989:
(1) No federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an
officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a
Member of Congress on his or her behalf in connection with the awarding of any Federal contract, the making of any
Federal grant, loan, or cooperative agreement;
(2) If any funds other than Federal appropriated funds (including profit or fee received under a covered federal
transaction) have been paid, or will be paid, to any person for influencing or attempting to influence an officer or employee
of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress on
his or her behalf in connection with the awarding of any resulting purchase order; and
(3) He or she will include the language in this assurance in all subcontract awards at any tier and require that all recipients
of subcontract awards in excess of $100,000 shall certify and provide disclosure accordingly.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 31 OF 43
Assurance and disclosure by submission of your signed proposal is a prerequisite for making or entering into any resulting
purchase order imposed by section 1352, title 31, United States Code. Any person who makes an expenditure prohibited
under this provision or who fails to file or amend the disclosure form to be filed or amended by this provision, shall be
subject to a civil penalty of not less than $10,000 and not more than
FAR (52 Series) / DFARS (252 Series)
52.203-3
Gratuities (Apr 84)
52.203-5
Covenant Against Contingent Fees (Apr 84)
52.203-6
Restrictions on Sub-Contractor Sales to the Government (Jul 95)
52.203-7
Anti-Kickback Procedures (Jul 95)
52.203-9
Procurement Integrity-Service Contracting (Sep 90)
52.203-10
Price or Fee Adjustment for Illegal or Improper Activity (Jan 1997)
52.203-12
Limitation on Payments to Influence Certain Federal Transactions (Jun 1997)
52.215-2
Audit and Records- Negotiation (Jun 1999) (Alt. II)
52.219-8
Utilization of Small Business Concerns (Oct 2000)
52.222-4
Contract Work Hours and Safety Standards Act - Overtime Compensation (Sep 2000)
52.223-2
Clean Air and Water (Apr 84)
52.223-6
Drug-Free Workplace (Mar 2001)
52.227-1
Authorization and Consent (Jul 95)
52.227-2
Notice and Assistance Regarding Patent and Copyright Infringement (Aug 96)
52.242-13
Bankruptcy (Jul 1995)
52.244-5
Competition in Subcontracting (Dec 96)
52.246-2
Inspection of Supplies - Fixed Price (Aug 96)
52.246-4
Inspection of Services - Fixed Price (Aug 96)
52.246-24
Limitation of Liability-High Value Items (Feb 97)
52.249-2
Termination for Convenience of the Government (Fixed Price) (Sep 96)
252.203-7000
Statutory Prohibitions on Compensation to Former Department of Defense Employees (Dec 91)
252.203-7001
Prohibition on Persons Convicted on Fraud or Other Defense Contract Related Felonies (Mar 99)
252.209-7000
Acquisitions from Subcontractors Subject to On-Site Inspection Under the Intermediate-Range Nuclear
Forces (INF) Treaty (Nov 95)
252.233-7000
Certification of Claims and Requests for Adjustment or Relief (May 94)
252.242-7004
Material Management and Accounting System (Dec 2000)
252.247-7023
Transportation of Supplies by Sea (May 2002)
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 32 OF 43
ATTACHMENT H: Hardware Rider
HARDWARE RIDER
1.0
2.0
3.0
4.0
5.0
6.0
7.0
8.0
9.0
10.0
11.0
12.0
13.0
14.0
15.0
16.0
ACCEPTANCE/STANDARD OF PERFORMANCE
ACCESS TO EQUIPMENT
ALTERATIONS AND ATTACHMENTS
DOCUMENTATION AND OPERATING MANUALS
EMERGENCY EQUIPMENT
ENGINEERING CHANGES AND/OR FIELD MODIFICATIONS
INSTALLATION
MAINTENANCE CONTINUITY
ONGOING PERFORMANCE REQUIREMENT
RELOCATION OF EQUIPMENT
RETURN OF EQUIPMENT
SITE PREPARATION
SPARE PARTS
SUPPLIES
TECHNICAL SERVICES
TRAINING
STATEMENT OF PURPOSE: The Hardware Rider provides terms and conditions relating to acquisition of data
processing hardware.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
1.0
CONTRACT NO.: 12-5123
PAGE 33 OF 43
ACCEPTANCE/STANDARD OF PERFORMANCE:
A standard of performance must be met before any of the equipment is accepted by the University. It is also applicable to
any replacement or substitute machines which are added or field modified after the equipment has completed a successful
performance period.
1.1
The performance period shall begin when the University notifies Contractor in writing that acceptance testing may
commence and shall end when the equipment has met the standard of performance for a period of thirty (30)
consecutive days. The performance period will determine whether the following acceptance criteria are met:
a.
Equipment operates in conformance with Contractor's technical specifications and functional descriptions.
b.
Equipment meets the specifications and performs the functions as contained in the University's solicitation
document.
c.
Equipment is capable of running on a repetitive basis using a variety of live data, as supplied by the
University, without failure.
d.
Equipment is capable of meeting the University's performance requirement as expressed in the University's
solicitation document.
e.
Equipment does not require modifications to other operational systems and does not cause performance
degradation of other systems operating on the University's computing system(s) and network(s).
Equipment must operate at an effectiveness level of 99.999% or more. (See items 1.5 through 1.10 below.)
1.2
In the event the equipment does not meet the standard of performance during the initial ninety (90) consecutive
days, the standard of performance test shall, at the option of the University, continue on a day-to-day basis until the
standard of performance is met for a total of ninety (90) consecutive days.
1.3
If the equipment fails to meet the standard of performance after ninety (90) calendar days, from commencement of
acceptance testing, the University may, at its option, terminate this Agreement without penalty, request replacement
equipment or continue the performance test. Contractor shall be liable for all inbound and outbound preparation and
shipping costs for equipment returned pursuant to this provision. The University's option to terminate this
Agreement shall remain in effect until such time as a successful completion of the performance period is attained.
1.4
The date of acceptance shall be the first day after the completion of the successful performance period.
1.5
The effectiveness level for equipment acquired under this Agreement is computed by dividing the operational use
time by the sum of that time plus system failure downtime.
1.6
Operational use time for performance testing for the equipment acquired under this Agreement is defined as the
accumulated time during which the equipment is in actual use.
1.7
Equipment failure downtime is that period of time when the equipment is unavailable due to equipment malfunction.
1.8
During any period of equipment downtime, the University may use operable equipment when such action does not
interfere with maintenance of the inoperable equipment.
1.9
Downtime for each incident shall start from the time the University makes a bona fide attempt to contact
Contractor's designated representative until equipment is returned to the University in proper operating condition.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 34 OF 43
2.0
ACCESS TO EQUIPMENT:
Contractor, its agents or employees shall have full access to the equipment at reasonable times when access
locations can be open to inspect the equipment or observe its use upon first giving notice to the University of
Contractor's intent to perform such inspection.
3.0
ALTERATIONS AND ATTACHMENTS:
Following acceptance by the University of the equipment that is the subject of this Agreement, the University
may make alterations or attachments to the equipment upon prior written notice to Contractor.
3.1
The University shall be responsible for making such University initiated alterations or attachments to
equipment, its use, and the results obtained there from, and the University shall also be responsible for
paying all charges incurred and related to any such alteration or attachment. The University shall also
be responsible for removing any such alteration or attachment and for restoring the equipment to its
normal unaltered condition prior to its return to Contractor or upon written notice from Contractor that the
alteration or attachment creates a safety hazard or renders maintenance of the equipment impractical,
provided that such written notice sets forth the particular factual basis relied upon by the Contractor in
making such determination.
3.2
When such alterations or attachments are made by the University or its authorized agents: (1) the
University shall be responsible for damage to the equipment caused by or resulting directly or indirectly
from such alterations or attachments; (2) Contractor shall not be held responsible for defects in software
or documentation provided such defects are caused by or result directly from such alterations or
attachments; (3) Contractor will not be liable for any performance degradation of the equipment caused
by or resulting directly from such alterations or attachments; (4) Contractor will not be responsible for
the proper or efficient operation of, or the cost or effort to modify any software or documentation
affected directly or indirectly by such alterations or attachments.
4.0
DOCUMENTATION AND OPERATING MANUALS:
Contractor shall provide, at no additional charge, operating manuals which describe equipment capabilities, its
operation, malfunction identification and troubleshooting procedures. The copy of these manuals should be in
electronic form and will be furnished for each individual piece of equipment ordered by the University. Electronic
manual updates or revisions published by the Contractor shall be provided free of charge. Contractor agrees
that the University may make such additional copies of supplied documentation as are needed for use by
University employees.
5.0
EMERGENCY EQUIPMENT:
Contractor agrees to make every reasonable effort to assist the University in obtaining the use of equipment
compatible with that used by the University to meet emergencies such as a major system or equipment failure or
loss which extends or is expected to extend beyond twenty-four (24) hours. The University, at its option, may
accept or reject the offer of use of emergency equipment from the Contractor.
6.0
ENGINEERING CHANGES AND/OR FIELD MODIFICATIONS:
Contractor sponsored modifications and/or engineering changes shall be made with the consent of the
University at no additional charge. The University reserves the right at all times to schedule these Contractor
sponsored modifications and/or engineering changes to minimize the impact on the daily operations of the
University. Contractor warrants that, to their knowledge, installation of such engineering changes and/or field
modifications as are required or recommended from time to time, shall not cause the performance of the
equipment modified to degrade below the standard of performance established for acceptance of the equipment
or as described in Contractor's technical specifications and accepted by the University.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
7.0
INSTALLATION:
The University agrees to have the equipment installation site prepared in accordance with vendor's written
specifications prior to the installation date. The University shall provide access to the installation site to enable
Contractor to plan the installation. A complete minimum disruption installation plan for installing equipment must
be provided by Contractor. The plan must detail all activities required to successfully install and operate the
equipment. This includes, for example, access to facilities, configuration specifications, method of procedure for
installing equipment, documentation of installation (e.g. digital photos, dressing and labeling of cabling), security
authorization, and operating instructions. Except for equipment specifically designated in Contractor's proposal
as customer set-up or unless otherwise specified in the University's solicitation document, Contractor shall be
responsible for unpacking, uncrating and installing the equipment, including the installation of all necessary
cabling, connection with power, utility and communications services, and in all other respects making the
equipment ready for operational use. Upon completion, Contractor shall provide written certification to the
University that each unit of equipment has incorporated within it all of the Contractor's current engineering
changes and that the equipment is ready for acceptance testing. For those units of equipment designated as
customer set-up in Contractor's response to the University's solicitation document, the University shall:
-
8.0
CONTRACT NO.: 12-5123
PAGE 35 OF 43
unpack each unit of equipment;
inspect each unit of equipment for damaged or missing items;
perform the physical set-up and connections as prescribed by Contractor;
provide any data communications equipment that may be required in order for the equipment to
function;
install all required programming aids;
utilize equipment validation and diagnostic tests as prescribed by Contractor to verify that the equipment
functions properly;
notify Contractor of equipment that is missing, damaged or apparently malfunctioning;
MAINTENANCE CONTINUITY:
Contractor agrees to make available maintenance services to meet the University's ongoing performance
requirement for as long as the equipment is utilized by the University. Such services shall be available in
accordance with Contractor's generally listed prices, but shall in no event exceed current prices plus 5% per
year for each year after the date of acceptance of the equipment.
If Contractor is unable to provide maintenance services pursuant to this Agreement and in the University's sole
opinion is unlikely to resume providing maintenance services to meet the University's ongoing performance
requirement, then Contractor or its receiver or trustee shall provide the following items to the University.
8.1
All information necessary for the University to perform or to have such maintenance service performed
including, but not limited to, logic diagrams, maintenance manuals, system and unit schematics.
8.2
A listing of suppliers capable of supplying necessary spare parts and equipment support.
8.3
Available information adequate to permit the University to have spare parts manufactured elsewhere.
8.4
A listing of spare parts and their frequency of use to enable the University to create a centralized
inventory of spare parts.
Any information in items 8.1, 8.2, 8.3, and 8.4 above which is identified by Contractor as proprietary information
shall be maintained in confidence by the University except where disclosure to a third party is necessary in order
for the University to continue the maintenance service; however, any third party to whom disclosure is made
pursuant thereto shall agree to hold such proprietary information in confidence and to make no further
disclosure thereof. Further, the University agrees that any such proprietary information shall be used solely to
perform the Contractor's obligations hereunder and shall be returned to Contractor upon completion of such use.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
9.0
CONTRACT NO.: 12-5123
PAGE 36 OF 43
ONGOING PERFORMANCE REQUIREMENT:
Any equipment installed as a result of this Agreement must perform at an effectiveness level of 99.9% each
month following acceptance during the effective life cycle of the equipment as specified in the University's
solicitation document and as provided for in Contractor's response with respect to costs.
Should any equipment fail to meet this standard of performance, the University may at its option, choose to
liquidate the damages it suffers as a result of equipment failure. In the event that equipment is inoperative, due
to equipment failure, and the effectiveness level is below 99.9% of the total operational use time for three (3)
consecutive calendar months, the University reserves the right to terminate this Agreement without penalty or to
require Contractor to replace the equipment. As applicable, the purchase option credits for any replacement
equipment shall not be less than the credits accrued from the date of acceptance of the original equipment,
regardless of whether the replacement is made at the request of the University or for the convenience of
Contractor.
10.0
11.0
RELOCATION OF EQUIPMENT:
10.1
The University reserves the right to move the equipment acquired under this contract from one location
to any other location with the Network.
10.2
The University will prepare a relocation site that conforms to the Contractor's specifications in
accordance with other provisions of this Rider.
10.3
Rearrangement of equipment within shall be entirely at University expense. Contractor may provide
paid assistance and supervision.
10.4
The University shall notify Contractor at least thirty (30) days in advance of the relocation of any
equipment which is not designated as customer set-up in Contractor's response to the University's
solicitation document. Contractor shall be responsible for disconnecting, packing, and crating this
equipment for shipping as well as all tasks associated with installation as detailed elsewhere in this
Hardware Rider subject to charges as specifically stated in Contractor's response to the University's
solicitation document.
RETURN OF EQUIPMENT:
11.1
11.2
If equipment is returned to Contractor for failure to fulfill contractual obligations, the following procedure
will be used:
a.
Within twenty (20) days of written notification Contractor will prepare equipment for removal and
shall provide the University with the required shipping instructions.
b.
Within thirty (30) days following preparation of equipment for shipping, the University shall ship
the equipment in accordance with instructions from Contractor.
c.
All shipping cost will be borne by Contractor.
If equipment is returned to Contractor for any other reason, the University shall be responsible for all
costs associated with preparation of equipment for shipping and for shipping costs to Contractor's
nearest location.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
12.0
CONTRACT NO.: 12-5123
PAGE 37 OF 43
SITE PREPARATION:
Equipment environmental specifications shall be furnished in writing by Contractor to the ordering agency at
least sixty (60) days prior to delivery. These specifications shall be in such detail to ensure that the equipment
to be installed shall operate efficiently from the point of view of its environment.
The University shall prepare the site at its own expense and in accordance with the Contractor's equipment
environmental specifications not later than fifteen (15) days prior to delivery, and shall make the site available
thereafter for inspection by Contractor. Failure by Contractor to inspect the site prior to delivery shall be
deemed to be approval of the site as meeting Contractor's equipment environmental specifications.
Contractor will notify the University in writing as to the adequacy of the site and the University's planned layout
of the equipment within ten (10) days after inspection.
Contractor warrants that all equipment which is the subject of this Agreement has been approved by
Underwriters Laboratories or a recognized equivalent certification agency.
Contractor understands that all equipment installations must comply with building and facilities standards
established by the University.
13.0
SPARE PARTS:
Contractor agrees to furnish to the University price lists and instructions for ordering spare parts for all
equipment
proposed in the Contractor's response to the University's solicitation document. Contractor agrees that these
spare parts will be available, either to the University or to a third-party maintenance contractor retained by the
University for the purpose of maintaining Contractor's equipment if the University chooses not to contract for
maintenance service with Contractor.
14.0
SUPPLIES:
Contractor's prices do not include operational supplies unless such supplies are specifically identified. All
supplies used by the University shall conform to Contractor's published specifications provided to the University
at the time of equipment installation. The University reserves the right to acquire such supplies from any vendor
of its choice.
15.0
TECHNICAL SERVICES:
Contractor's technical personnel shall be available to assist the University in implementation, review, and
improvement of existing systems and to advise on development, and implementation of new systems involving
Contractor's equipment. Charges, if any, for this assistance have been included in Contractor's response to the
University's solicitation document and these charges will increase by no more than 5% per year. Any actual
changes in the charges for technical services will require mutual agreement and are subject to the Pricing and
Discount provisions of the General Terms and Conditions of this Agreement.
16.0
TRAINING:
Contractor shall provide continuing training for personnel to achieve the level of proficiency necessary to support
the University's use of equipment provided by Contractor. Charges, if any, for training have been included in
Contractor's response to the University's solicitation document and these charges will increase by no more than
5% per year. Any actual changes in the charges for training will require mutual agreement and are subject to
the Pricing and Discount provisions of the General Terms and Conditions of this Agreement.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 38 OF 43
ATTACHMENT I - HARDWARE MAINTENANCE RIDER
1.0
2.0
3.0
4.0
5.0
6.0
7.0
8.0
9.0
10.0
11.0
12.0
13.0
14.0
ACCESS TO EQUIPMENT
COOPERATION WITH OTHER VENDORS
ESCALATION OF PROBLEMS
KEY PERSONNEL
PRINCIPAL PERIOD OF MAINTENANCE
RECERTIFICATION
RELOCATION
REPLACEMENT PARTS
SAFETY CHANGES
SCOPE OF MAINTENANCE SERVICE
SERVICE START-UP
STANDARD OF PERFORMANCE/RESPONSE TIME
TRAVEL EXPENSE
WITHDRAWAL OF EQUIPMENT FROM MAINTENANCE
STATEMENT OF PURPOSE: The Hardware Maintenance Rider provides terms and conditions relating to acquisition of
data processing hardware maintenance services. The Hardware Maintenance Rider is applicable to all Data Processing
Agreements which involve the provision of hardware maintenance services.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 39 OF 43
1.0
ACCESS TO EQUIPMENT: Contractor shall keep the equipment in good operating condition and, subject to
security regulations, the University shall provide Contractor with access to the equipment to perform
maintenance service.
2.0
COOPERATION WITH OTHER VENDORS: Contractor agrees to cooperate with University personnel,
hardware manufacturer representatives, other vendors' service personnel, and communications systems
suppliers to diagnose and correct equipment malfunctions. Contractor agrees, when requested by the
University, to coordinate diagnostic testing efforts involving other vendors and to accept direction from other
vendors' personnel in carrying out diagnostic testing of equipment malfunctions.
3.0
ESCALATION OF PROBLEMS: Contractor agrees that for problems with equipment covered by an on-site
maintenance agreement that Contractor's Field Engineer will notify a local Field Product Specialist after four (4)
hours (or less) of down time if no resolution of the problem is in sight. A District Product Specialist will be
notified if no resolution is in sight after eight (8) hours of down time. A National Product Specialist will be
notified if no resolution is in sight after twelve (12) hours of down time.
If the University notifies Contractor that a problem has recurred when placing a service call, Contractor agrees
that it will escalate the problem to the next level above the highest level reached during the previous event at the
same time that a Field Engineer is dispatched.
4.0
KEY PERSONNEL: Contractor agrees that it will identify all personnel who will normally be providing
maintenance service on the University's equipment, and will furnish the University with a means of identifying
these personnel. Contractor will notify the University at least thirty (30) days in advance of any reductions in
staffing levels of personnel at any local or district office serving Wisconsin.
5.0
PRINCIPAL PERIOD OF MAINTENANCE: Remedial maintenance shall be available twenty-four (24) hours of
every day and shall be performed promptly after notification that the equipment is inoperative. Contractor shall
provide the University with a mutually acceptable procedure which includes a positive response from the
Contractor's maintenance representative that is acceptable to the University.
The University declares and Contractor agrees that the principal period of maintenance service availability shall
be the period of 12 consecutive hours between the hours of 7:00 a.m. to 7:00 p.m. daily, Monday through
Friday, except the following legal holidays: New Year's Day, Memorial Day, Independence Day, Labor Day,
Thanksgiving Day and Christmas Day.
At the discretion of University agencies and Contractor, the principal period of maintenance service availability
may be changed for a site by attaching an amendment to this rider which states the alternative hours of
maintenance at that site.
All equipment at a single University site shall have a common principal period of maintenance service
availability.
If the University requests unscheduled on-call remedial maintenance to be performed at a time which is outside
the principal period of maintenance service availability, the service will be furnished at the applicable per call
rates and terms then in effect. Travel time and expenses are not billable in connection with such maintenance.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
6.0
CONTRACT NO.: 12-5123
PAGE 40 OF 43
RECERTIFICATION: To ensure an orderly transition of equipment being withdrawn from maintenance,
Contractor agrees that the following steps will be taken to assure the units are recertified for original
manufacturer maintenance:
-
Upon thirty (30) days written notification that equipment will be withdrawn from maintenance, Contractor
will establish a schedule for completing recertification which is agreeable with the University
representative at the site concerned.
-
After Contractor has checked a unit, the original equipment manufacturer will be notified by the
Contractor to inspect that unit with the understanding that it needs to be certified for maintenance.
-
If any repairs are required to recertify the equipment, Contractor will make said repairs at no additional
cost to the University or as outlined in their response to the University's solicitation document.
7.0
RELOCATION: The University will notify Contractor in writing of the relocation of any equipment within thirty
(30) days following its relocation. The University shall arrange and pay for all disconnection, packing, crating,
transportation, rigging, drayage, unpacking, and reconnection of any equipment being relocated.
8.0
REPLACEMENT PARTS: Contractor agrees that there shall be no additional costs or expense to the University
for replacement parts.
If the University sets up a float of spare parts and/or equipment, Contractor will work with the University to locate
said spares in key locations. Contractor will be responsible for loss or damage of any of spare parts and/or
equipment while in the possession of Contractor.
In an emergency on-site service situation, as determined by the University and Contractor, when a critical failing
unit is unable to be repaired in a timely manner, Contractor will assume the responsibility for transporting the
exchange equipment, repairing the initial failing unit and returning all equipment to original locations.
Contractor will provide a limited number of spare units of equipment to be used in case of a catastrophic outage.
This spare equipment will be used if the failing unit shuts down the operation within a University location and the
most expeditious solution would be exchanging said unit. The failing unit will be repaired and returned to the
same location at a time that would cause the least inconvenience to the University site's operation.
9.0
SAFETY CHANGES: Contractor will control and install, without charge, all safety devices it deems necessary
during the principal period of maintenance service availability. If the University refuses to permit installation of a
safety change, or removes a safety change already installed, Contractor may, at its option, discontinue providing
maintenance service until the hazard has been corrected.
If the University requests installation of engineering changes, including safety changes, at any time other than
during the principal period of maintenance service availability, Contractor reserves the right to charge for such
service at the applicable per call rates and terms then in effect.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
10.0
CONTRACT NO.: 12-5123
PAGE 41 OF 43
SCOPE OF MAINTENANCE SERVICE: Contractor will render maintenance service to keep equipment in, or
restore equipment to good working order. This maintenance service includes the preventive maintenance
service, installation of safety changes, and installation of engineering changes described above based upon the
specific needs of the individual item of equipment. This service shall include the repair and replacement of
maintenance parts which Contractor deems necessary to restore the equipment to good working order. For
purposes of this Agreement, equipment restored to good working condition shall be defined as equipment that
will perform all functions as prescribed in the manufacturer's published specifications for such equipment as
originally manufactured. Maintenance service provided under this Agreement does not assure uninterrupted
operation of equipment.
Maintenance will include adjustments and replacement of maintenance parts deemed necessary. Maintenance
parts may or may not be manufactured by the original equipment manufacturer, may be altered by Contractor to
enhance maintainability and may be new or reconditioned to perform as new but will be acceptable to the
original equipment manufacturer.
All maintenance parts will be furnished on an exchange basis, and the exchanged parts will become the
property of Contractor.
Contractor will exert best efforts to perform all fault isolation and problem determination including hardware,
software and network problem diagnosis, attributed to the equipment covered under this Agreement. There
shall be no additional charge to the University for the services performed by the Contractor whether or not the
actual cause was determined to be isolated to within the equipment included in this Agreement.
The following services are outside the scope of this Agreement:
10.1
Electrical work external to equipment.
10.2
Repair of damage or increase in service time due to any cause external to the equipment which shall
include but not be limited to, fire, flood, water, wind, lightning and transportation, or due to neglect or
misuse.
10.3
Repair and replacement work or increase in service time as a result of damage or loss resulting from
accident, casualty, transportation, neglect, misuse or abuse, damage resulting from improper packing
and/or failure to follow prescribed shipping instructions, failure of electrical power, air conditioning or
humidity control, use of supplies not approved by the original manufacturer of the equipment or causes
other than ordinary prudent use for the purposes for which the equipment was designed.
10.4
Repair of damage or increase in service time caused by the use of equipment for purposes other than
that for which it is designed.
10.5
Furnishing platens, supplies or accessories, painting or refinishing the machines or furnishing material
therefore, making specification changes, or adding or removing approved accessories, attachments or
other devices except as set forth herein.
10.6
Service or increase in service time resulting from or which is impractical for Contractor to render
because of any adjustment, repair, maintenance, alteration, attachment, addition or connection to
another machine or device or any attempt toward any such ends unless Contractor has agreed in
writing to such action.
10.7
Systems engineering services, programming, and operational procedures of any sort.
10.8
Activity required to restore equipment to good operating condition, if resulting from persons other than
Contractor's authorized service personnel repairing, modifying or performing any maintenance service
on any equipment.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
10.9
CONTRACT NO.: 12-5123
PAGE 42 OF 43
Service to bring any equipment into compliance with any law, rule or regulation of any government
authority having jurisdiction or any provision of any applicable insurance policy, or service to correct
any health hazard.
Upon request, the rendition of services outside the scope of this Agreement will be within the discretion of
Contractor and, if performed, will be at the applicable per call rates and terms as stated in Contractor's response
to the University's solicitation document.
11.0
SERVICE START-UP: Maintenance service shall generally begin upon expiration of the original equipment
manufacturer's warranty period. The University will provide Contractor with an order to start service at least
ninety (90) days prior to warranty expiration or to the date the University intends to commence receiving
maintenance service.
Contractor will notify the University at least sixty (60) days prior to the date the University intends to commence
receiving maintenance service for an item of equipment if, upon inspection by Contractor, the item of equipment
is not found to be in good operating condition. Contractor will provide an estimate of the cost to return the
equipment to good operating condition and notify the University prior to performing any work. Contractor will
proceed with needed repairs only upon receipt of an order from the University to do so. If the University
chooses to have needed repairs to equipment performed by someone other than Contractor, the University shall
notify Contractor when the needed repairs are complete so that Contractor may assure itself that the equipment
is in good operating condition prior to commencement of maintenance service by Contractor. In the absence of
notification to the University that an item of equipment is not in good operating condition, Contractor shall be
deemed to have accepted the equipment for maintenance service on the date specified in the University's order.
12.0
STANDARD OF PERFORMANCE/RESPONSE TIME:
12.1
General:
All service must meet the standards set forth in the University's solicitation document except as
specifically modified in this Agreement.
The standards of performance set forth below must be met and maintained by Contractor. Failure of
Contractor to meet or maintain these standards of performance provides the University the options of
terminating either all or part of this Agreement.
Contractor will staff adequate manpower and stock necessary levels of spare parts to provide
maintenance service to all access locations per the terms and conditions of this Hardware
Maintenance Rider and the University's solicitation document.
12.2
On-site Service Response Time:
Contractor's maintenance personnel shall arrive at the University's installation site within the standards
set forth in the University’s solicitations after notification by the University that service is required.
Response time adversely affected by natural disorders such as snowstorms, floods, etc., shall not be
included in this computation.
Contractor will make every effort to respond to emergency requests within four (4) hours.
12.3
Maximum Repair Time
Maximum repair time for on-site maintenance will be twenty-four (24) hours after notification by the
University that remedial maintenance is required excluding Saturdays, Sundays, and holidays as
stated herein for all University locations.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
CONTRACT NO.: 12-5123
PAGE 43 OF 43
13.0
TRAVEL EXPENSE: Time spent by Contractor's personnel traveling to and from the site, travel costs and time
spent after arrival at the site awaiting the arrival of additional maintenance personnel or delivery of parts after a
service call has commenced, and similar situations during the principal period of maintenance service
availability shall result in no additional costs to the University.
14.0
WITHDRAWAL OF EQUIPMENT FROM MAINTENANCE: The University may, at its sole option, withdraw any
item of equipment from maintenance service by Contractor at any time upon thirty (30) calendar days notice
without any liability provided only that the University furnishes the Contractor with a written notice of any such
withdrawal before such thirty (30) calendar day period begins. Contractor agrees to proceed with recertification
of any equipment withdrawn as provided in Section 6.0 of this Hardware Maintenance Rider.
15.0
MAINTENANCE COST ASSURANCE: Contractor agrees to make available maintenance services for the
Hardware. Such services shall be available at the prices contained in Contractor's response to the University's
solicitation document, but shall in no event exceed these prices increase more than the Consumer Price Index or
5%, whichever is lower, for each year after the date of acceptance of the
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