BIDS MUST BE SEALED AND ADDRESSED TO: State of Wisconsin

BIDS MUST BE SEALED AND ADDRESSED TO: State of Wisconsin
State of Wisconsin
Wis. Statutes s.16.75
DOA-3070 (R08/2003)
BIDS MUST BE SEALED AND ADDRESSED TO:
AGENCY ADDRESS:
Department of Administration
Consolidated Agency Purchasing Services
th
101 E. Wilson Street, 6 Floor
Madison, WI 53703
REQUEST FOR BID #AG140549
Remove from bidder list for this commodity/service. (Return this page only.)
Bid envelope must be sealed and plainly marked in lower corner with due date and Request
for Bid # AG140549. Late bids will be rejected. Bids MUST be date and time stamped by
the soliciting purchasing office on or before the date and time that the bid is due. Bids dated
and time stamped in another office will be rejected. Receipt of a bid by the mail system does
not constitute receipt of a bid by the purchasing office. Any bid which is inadvertently opened
as a result of not being properly and clearly marked is subject to rejection. Bids must be
submitted separately, i.e., not included with sample packages or other bids. Bid openings
are public unless otherwise specified. Records will be available for public inspection after
issuance of the notice of intent to award or the award of the contract. Bidder should contact
person named below for an appointment to view the bid record. Bids shall be firm for
acceptance for sixty (60) days from date of bid opening, unless otherwise noted. The
attached terms and conditions apply to any subsequent award.
Bids MUST be in this office no later than
THIS IS NOT AN ORDER
BIDDER (Name and Address)
January 2, 2014 at 2:00 PM CST
Name (Contact for further information)
Mike Morris ([email protected]
Phone
Date
(608)261-5051
December 10, 2014
Quote Price and Delivery FOB
FOB Destination Freight Prepaid and Included
Item
No.
Quantity
and Unit
Price
Per Unit
Description
Total
Request for Bid
Microsoft Dynamics AX Customized Solution
Payment Terms
Delivery Time
We claim minority bidder preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder must be
certified by the Wisconsin Department of Commerce. If you have questions concerning the certification process, contact the Wisconsin Department of Commerce, 5th Floor, 201 W. Washington
Ave., Madison, Wisconsin 53702, (608) 267-9550. Does Not Apply to Printing Bids.
We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center
Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-2605.
Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in
our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United
States.
Yes
No
Unknown
In signing this bid we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free
competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder,
competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate under penalty of
perjury.
We will comply with all terms, conditions and specifications required by the state in this Request for Bid and all terms of our bid.
Name of Authorized Company Representative (Type or Print)
Title
Signature of Above
Date
Phone
Fax
Page 1 of 23
(
Federal Employer Identification No.
(
)
)
Social Security No. if Sole
Proprietor (Voluntary)
INSTRUCTIONS TO BIDDERS
You received this Request for Bid because of the NIGP codes selected during your registration on the State of Wisconsin’s
VendorNet system. If you received this RFB in any other way, please contact the purchasing agent identified in this RFB.
You should also register to become a Bidder at: http://vendornet.state.wi.us. This RFB contains all necessary statutory
language required by law. It is organized to help you determine if this is a business opportunity for your company. The RFB
contains information regarding what the State intends to purchase, how pricing should appear and describes a clear process
you must follow in order to submit a response to the RFB.
1.
Review Section 1.0, “Introduction and Purpose” to gain a general understanding of what the State intends to purchase.
Reviewing this section will help you determine your ability to meet the Purchasing Agency’s needs.
2.
Review Section 2.0 “Bidder Qualifications and Requirements” section. This section will explain what a company needs
in order to provide the commodity or service. This may include a specific license or certification, a history of providing
this commodity or service in a similar environment to the State or for you to be in a prescribed geographical location.
Reviewing this section will help you determine your ability to meet the Purchasing Agency’s needs.
3.
The details of the commodity or service will be found in Section 3.0, “Mandatory Required Specifications of Bid.” Read
this section carefully and determine if your product meets ALL requirements. RFB requirements are mandatory and
therefore, if you can’t meet a requirement, it is likely that your bid will be rejected unless no Bidder can meet an
individual RFB requirement. Reviewing this section will help you determine your ability to meet the Purchasing
Agency’s needs.
4.
Review Section 5.0, “Pricing Structure and Price Sheet.” This section explains how to submit Bid pricing (which is
critical because the bid pricing will determine what Bidder(s) will be allowed to enter into a contract with the State).
5.
The remaining sections of the RFB describe the process you must follow and the way you must present your bid to the
State. It also describes the process the State will use to determine the winning Bidder. If you decide to bid, be sure to
review the “Bid Procedure and Instructions” section and the “Bid Acceptance and Award” section.
6.
If you are still interested in competing for the State’s business, you should provide your best pricing and complete all the
required forms.
7.
Please note, your bid response be complete and accurate. You must follow all instructions exactly as asked. DO NOT
substitute your own materials in lieu of what is being asked in the RFB. DO NOT alter any of the forms or the price
sheet. If you have questions, contact the Procurement Manager identified in the RFB.
8.
Your RFB response must arrive at the proper location before the due date and time. Late bids will be rejected.
Thank you for your interest in providing commodities and/or services to the State. We wish you success with this and future
procurement opportunities.
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TABLE OF CONTENTS
1.0 INTRODUCTION AND PURPOSE ......................................................................................................................4
1.1 DEFINITIONS ................................................................................................................................................4
1.2 PURPOSE AND SCOPE OF THE REQUEST FOR BID ................................................................................5
1.3 CONTRACT TERM ........................................................................................................................................5
1.4 MODIFICATIONS OF CONTRACT ...............................................................................................................5
1.5 ORDER OF PRECEDENCE ..........................................................................................................................5
1.6 COOPERATIVE PURCHASING SERVICES.................................................................................................5
1.7 NON EXCLUSIVITY ......................................................................................................................................6
2.0 BIDDER QUALIFICATIONS & REQUIREMENTS ..............................................................................................6
3.0 MANDATORY REQUIRED SPECIFICATIONS OF BID .....................................................................................6
3.1 TECHNICAL REQUIREMENTS ....................................................................................................................6
3.2 PERFORMANCE AND SUPPORT REQUIREMENTS ..................................................................................6
4.0 SPECIAL TERMS AND CONDITIONS OF BID ..................................................................................................8
4.1 ACCEPTANCE TESTING..............................................................................................................................8
4.2
PAYMENT TERMS ..........................................................................................................................................8
5.0 PRICING STRUCTURE & PRICE SHEET INSTRUCTIONS ..............................................................................8
5.1 METHOD OF BID ..........................................................................................................................................8
5.2 REQUESTING PRICE ADJUSTMENTS .......................................................................................................8
5.3 COST SHEET INSTRUCTIONS .....................................................................................................................9
6.0 BID PROCEDURE AND INSTRUCTIONS ..........................................................................................................9
6.1 CALENDAR OF EVENTS ..............................................................................................................................9
6.2 CORRESPONDENCE, CLARIFICATIONS AND QUESTIONS ....................................................................9
6.3 REASONABLE ACCOMMODATIONS ..........................................................................................................9
6.4 VENDORNET REGISTRATION ..................................................................................................................10
6.5 SUBMITTING A BID ....................................................................................................................................10
6.6 FAXED BIDS ...............................................................................................................................................10
6.7 E-MAILED BIDS ..........................................................................................................................................10
6.8 FORMAT OF BID RESPONSE ....................................................................................................................10
6.9 MULTIPLE BIDS ..........................................................................................................................................11
6.10 INCURRING COSTS ...................................................................................................................................11
7.0 BID ACCEPTANCE AND AWARD ...................................................................................................................11
7.1 BID OPENING .............................................................................................................................................11
7.2 BID REVIEW ................................................................................................................................................11
7.3 BID ACCEPTANCE .....................................................................................................................................11
7.4 METHOD OF AWARD .................................................................................................................................11
7.5 BIDDER REFERENCES/CLIENT LIST .......................................................................................................11
7.6 AWARDEE'S USE OF SUBCONTRACTORS .............................................................................................12
7.7 SUPPLIER DIVERSITY ...............................................................................................................................12
7.8 AWARD NOTIFICATION .............................................................................................................................13
7.9 PROTEST AND APPEALS PROCESS .......................................................................................................13
8.0 REQUIRED FORMS ..........................................................................................................................................13
Page 3 of 23
1.0 INTRODUCTION AND PURPOSE
1.1 DEFINITIONS
For the purposes of this Request for Bid and resulting Contract(s), the following definitions of terms shall apply, unless otherwise
indicated.
Agency:
Authority:
Authorized Users:
Bid:
Bidder:
Commodity:
Contract:
Contract
Administrator:
Contractor:
Contract Manager:
Contractual Services
or Services:
Minority Business
Enterprise (MBE):
MFRPS Standard #2
Municipality:
Notice of Intent to
Protest:
Notice of Intent to
Award:
Notice of Award
Purchasing Card (pcard)
Prime Contractor:
Procurement
Manager:
Procuring Agency:
RFB:
Specification:
an office, department, agency, institution of higher education, association, society or other body in state
government created or authorized to be created by the constitution or any law, which is entitled to expend
moneys appropriated by law, including the legislature and the courts, but not including an authority.
a body created under subch. II of ch. 114 or subch. III of ch. 149 or under ch. 231, 232, 233, 234, 235,
237, or 279.
includes any State Agency, University of Wisconsin campus, or other state or local public body
authorized to use statewide contracts, as established in §§ 16.70 (1b), (1e), (2), (4) and (8), 16.73 and
66.0301 of the Wisconsin Statutes and § PRO-D-30 of the State Procurement Manual.
a price quotation specifically given to a prospective purchaser by a prospective seller; a Bid is an offer to
sell.
a person or firm that responds to this Request for Bid.
a tangible article of trade or item of merchandise; goods, products, materials, supplies, or finished
products. A Commodity is not a Service for purposes of this RFB, but a Commodity may include
incidental or related Services.
the written agreement between the successful Bidder and the State covering the commodities and services
to be performed pursuant to this RFB.
the Procuring Agency employee responsible for oversight of the implementation, administration, and
completion of the Contract.
the person or entity that has been awarded the Contract as a result of this Bid, and who is required to
provide equipment, materials, supplies, contractual services, or leasing real property to, the Procuring
Agency.
the employee of an Agency responsible for 1) resolving contractual matters that cannot be resolved with
the Contract Administrator; and 2) facilitating and/or completing all official actions under the contract
including but not limited to amendments, renewals and termination.
an intangible product, including actions, recommendations, plans, research, customizations,
modifications, documentation, and maintenance and support, including all related materials necessary to
fulfill that which the successful Bidder is obligated to accomplish or provide under this RFB, and any
limited trades work involving less than $30,000 to be done for or furnished to the State or any Agency. A
Service is not a Commodity under this RFB.
a business that has been certified under s. Comm 105.14, 105.21, or 105.23.
Manufactured Food Regulatory Program Standards, a set of standards developed by the FDA, along with
selected state program managers, that can be used by the states as a guide for continuous improvement for
state food manufacturing programs. Standard # 2 ensures the State’s training so that inspectors can
adequately conduct work assignments.
any county, city, village, town, school district, board of school directors, sewer district, drainage district,
vocational, technical and adult education district, or any other public body having the authority to award
public contracts (s. 16.70(8), Wis.Stats.).
a writing submitted by a Bidder or other aggrieved party to the Procuring Agency protesting the
solicitation process or the selection of a Bidder for a service contract as provided under Chapter Adm
10.15 of the Wisconsin Administrative Code.
a writing issued by the Procuring Agency notifying all Bidders of the Procuring Agency’s intent to award
a service contract to the successful Bidder.
a writing issued by the Procuring Agency notifying all Bidders of the Procuring Agency’s intent to award
a Commodity contract to the successful Bidder.
a charge card issued to an authorized state employee through the Department of Administration, State
Bureau of Procurement’s Purchasing Card Contract.
a Bidder who receives an award in response to this RFB
the Procuring Agency’s procurement specialist or other person responsible for overseeing and
administering the procurement process for a Bid.
the state Agency conducting this Request for Bid.
Request for Bid
a descriptive statement of the physical, functional and performance characteristics of the commodity or
service required by the Procuring Agency. A Specification may be a description of the physical or
functional characteristics, or of the nature of a supply. It may include a description of any requirement for
inspecting, testing or preparing a supply item for delivery, or the necessary performance criteria.
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1.2 PURPOSE AND SCOPE OF THE REQUEST FOR BID
The Department of Administration (DOA), Consolidated Agency Procurement Process (CAPS), on behalf of the Department of
Agriculture Trade and Consumer Protection, requests bids to execute configuration and implementation of Microsoft Dynamics
AX that unifies the training data of the Bureau of Food Safety and Inspection, and intends to use the results of this process to
award a Contract. The Department of Agriculture Trade and Consumer Protection does not guarantee it will purchase any specific
quantity or dollar amount. Bids that require a minimum number of commodities or services ordered will be rejected.
Wisconsin’s Department of Agriculture, Trade and Consumer Protection (DATCP) has embarked on a three-year plan to
implement customized solutions that include development, configuration and implementation of Microsoft Dynamics AX.
DATCP’s Bureau of Food Safety and Inspection (DFS) enrolled in Federal Department of Agriculture’s (FDA) Manufactured
Food Regulatory Program (MFRP) in order to achieve full conformance with MFRP standards (MFRPS). The importance of
conforming to MFRPS is how DATCP chose the development of this as its first customized solution. This customized solution will
integrate MFRPS processes into IT infrastructure to create a fully functional training system standardizing training documentation,
creating a training evaluation system and increasing access to records needed to effectively manage training as required by FDA
MFRPS Standard #2: Training Program. In order to meet business requirements, this solution must be fully configured and
implemented no later than March 14, 2014.
DATCP recognizes its role in the State of Wisconsin as one that work towards a healthy environment, a healthy food supply and
healthy business practices. In its pursuit of this, DATCP will continue to embark on creating customized solutions to unify data
across DATCP. After MFRPS customized solution is implemented, DATCP shall embark on future customized solutions, further
enhancing its ability to meet the mission of DATCP.
1.3 CONTRACT TERM
The RFB documents, the awarded Bidder’s response as accepted by the State of Wisconsin and any purchase order related to this
RFB shall become the contract between the parties unless a separate contract is executed.
This contract will run for an initial one - year period. The DATCP and the Contractor, upon written mutual agreement, may renew
the Contract for up to an additional two (2) one - year periods. The Contract shall be effective on the date it is executed by the
DATCP. If no formal contract is executed, the effective date of the contract is the date of the purchase order.
1.4 MODIFICATIONS OF CONTRACT
The Contract must not be used for purchasing commodities or services outside of the general scope and intent of the original
Request for Bid. Any modifications made to the Contract must fall within the scope of the Bid and be rendered in writing and
signed by both parties or they will be void.
1.5 ORDER OF PRECEDENCE
In the event of contract award, the contents of this RFB (including all attachments), RFB addenda and revisions, the Bid response
from the successful Bidder as accepted by the Procuring Agency, and any additional terms agreed to in writing by the parties shall
be incorporated into the Contract. Failure of the successful Bidder to accept these elements into the Contract will result in the
cancellation of the contract award.
In the event of conflict with the incorporated elements of the Contract, the following order of precedence will prevail:
 Official Purchase Order
 Final Signed Contract with clarifications included
 Bid Response as accepted by the State of Wisconsin
 Request for Bid
1.6 COOPERATIVE PURCHASING SERVICES
Commodities and services may be made available to Municipalities upon agreement of the Contractor. See Vendor AgreementWisconsin’s Cooperative Purchasing Services (DOA-3333), for definitions and other information on Municipalities. Municipalities
must be able to obtain the commodities and services procured under the Contract at the same rates agreed to by the Procuring
Agency and the Contractor. The Contractor shall be responsible for confirming the status of potential Municipalities with the
Procuring Agency and providing appropriate documentation and support and reporting contract usage by Municipalities (see
Vendor Agreement – Wisconsin’s Cooperative Purchasing Services, DOA-3333 attached to this RFB).
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1.7 NON EXCLUSIVITY
Nothing herein is intended nor shall be construed as creating any exclusive arrangement with the Contractor. This Contract shall
not restrict DATCP from acquiring similar, equal or like services from other entities or sources.
2.0 BIDDER QUALIFICATIONS & REQUIREMENTS
All Bidder qualifications in this section are mandatory. Failure to meet a qualification will disqualify your Bid. However, the
Procuring Agency reserves the right to waive any qualification if no Bidder is able to satisfy that qualification.
2.1 The Bidder shall be in the business of providing customized solutions including development, configuration and
implementation of Microsoft Dynamics AX 2012 Government, Microsoft CRM and Microsoft SharePoint 2013 for the past
two years as a minimum.
It is the Bidder’s responsibility to demonstrate its qualifications by submitting appropriate references that indicate a minimum of
two years of experience, technical capacity and qualifications. Evidence of this shall be demonstrated on Vendor Reference form
(DOA-3478).
3.0 MANDATORY REQUIRED SPECIFICATIONS OF BID
All requirements in this section are mandatory. The following requirements must be met at no additional cost above the pricing
provided in the Bid. All Specifications are defined as mandatory minimum requirements unless otherwise stated. Bidder must use
Appendix A – Response to Bid Requirements to respond to this section. Failure to meet any mandatory requirement will result in
rejection of the Bid. However, in the event that no Bidder is able to meet an individual mandatory requirement, the State reserves
the right to continue the review of Bids and to select the Bid that most closely meets the requirements specified in this RFB.
3.1 TECHNICAL REQUIREMENTS
Bidder must use Appendix A – Response to Bid Requirements to respond to this section.
3.1.1 Business Requirements
3.1.1.1 To fully implement FDA MFRPS #2, Training Program, the solution shall meet the following:
3.1.1.1.1 Standardized training documentation.
3.1.1.1.2 Create a training evaluation process.
3.1.1.1.3 Identify names of qualified trainers.
3.1.1.1.4 Formalize its basic, advanced and continuing education training elements.
3.1.1.2 The training program must maintain a training history of all basic and advanced courses listed on the
inspector’s/sanitarian’s training record. Documentation to verify that an inspector/sanitarian has successfully
completed a course shall be retained.
3.1.1.3 A method for validating each inspector/sanitarian has completed the minimum field training requirements within 18
months of start date.
3.1.1.4 A method for validating each inspector/sanitarian has completed basic and advanced training coursework curriculum
within 24 months of his/her start date.
3.1.1.5 A method to determine that all basic training curriculum has been completed before advanced curriculum can be
completed (for specific area of advanced, i.e., retail, dairy etc.).
3.1.1.6 A method to record and validate each inspector/sanitarian has participated in a minimum of 10 joint or audit
inspections with a qualified trainer and receives a minimum of 2 acceptable evaluations from the trainer.
3.1.1.7 A method to validate that each inspector/sanitarian has participated in continuing education that includes coursework
and inspections. A method to validate that every 36-month interval, each inspector/sanitarian has completed 36
contact hours of classroom training and participated in at least 2 joint or audit inspections with a qualified trainer.
3.1.2 Delivery Requirements
3.1.2.1 Delivery of the customized solution meeting requirements defined in 3.1 and 3.2 shall be fully developed, configured
and implemented on or before March 14, 2014.
3.1.2.2 Delivery of potential future customized solutions including development, configuration and implementation shall be
agreed upon by DATCP and the Contractor.
3.2 PERFORMANCE AND SUPPORT REQUIREMENTS
Bidder must use Appendix A – Response to Bid Requirements to respond to this section.
3.2.1 Platform
3.2.1.1 Microsoft Dynamics AX 2012 Government will be the primary platform used. The HR module provides the majority
of the functionality using course and tracks.
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3.2.1.2 The AX Enterprise Portal deployed thru SharePoint can be used to deliver most of the functionality. Some
customization may be required to deliver all requirements.
3.2.1.3 Microsoft CRM 2011
3.2.1.4 SharePoint 2013
3.2.1.5 MyDATCP Public Portal
3.2.2 User Requirements
3.2.2.1 The inspectors/sanitarians shall have the ability to view their training records.
3.2.2.2 The Operational Program Analyst (OPA) shall have the ability to attach documents (e.g. letters, forms, emails, etc.)
to the training request.
3.2.2.3 The OPA shall have the ability to review training requests before they are approved.
3.2.2.4 The OPA or trainee shall have the ability to attach certificates to the training records.
3.2.2.5 The supervisor or OPA shall have the ability to enter and or update data for course catalog.
3.2.2.6 The supervisor and Division Office Manager (DOM) shall have the ability to approve training requests.
3.2.2.7 The supervisors and trainers shall have the ability to view staff training records.
3.2.2.8 The supervisor, DOM or OPA shall have the ability to review course cost, payment and reimbursement statuses
online.
3.2.2.9 All users (i.e. inspectors, sanitarians, supervisors, DOM, OPA, managers, etc.) shall have the ability to generate
reports using the data from the system.
3.2.2.10 All users (i.e. inspectors, sanitarians, supervisors, DOM, OPA, managers, etc.) shall have the ability to save, export,
or email generated reports.
3.2.2.11 The supervisor shall have the ability to update the security permissions for the training records.
3.2.3 Functional Requirements
3.2.3.1 The system shall allow inspectors/sanitarians to request training electronically.
3.2.3.2 The system shall alert supervisor, trainee and OPA that training has been requested.
3.2.3.3 This system shall allow making all training request approvals electronic.
3.2.3.4 The system shall allow a training request form to be printed.
3.2.3.5 The system shall have capability to have a status, showing the progress for each course being registered. This will be
broken into two requirements; one for reminders sent at appropriate intervals to individuals of courses, and one for
approvers to view status of all course requests for their employees as well as ones they need to take action on.
Notifications or method for supervisors to view includes the following information in the notification:
3.2.3.5.1 Who needs an approval
3.2.3.5.2 Who has been approved
3.2.3.5.3 If the course has been scheduled
3.2.3.6 The system shall allow OPA to attach documents to training request.
3.2.3.7 The system shall include course description attachments (descriptions that are provided by external vendors).
3.2.3.8 The system shall track training each employee has completed.
3.2.3.9 The system shall track training each employee provides.
3.2.3.10 The system shall track trainings provided to non-DATCP personnel and update their accounts in the system.
3.2.3.11 The system shall capture and track information, including but not limited to course catalogue, position information
and certifications.
3.2.3.12 The system shall allow tracking and attaching certificate of completion to the appropriate person.
3.2.3.13 The system shall allow creating new catalog item in course catalog.
3.2.3.14 The system shall allow linkage of course materials (ppt., doc.,) to catalogue listings.
3.2.3.15 The system shall be capable of attaching web based multi-media training modules (YouTube Videos), launched for in
house training.
3.2.3.16 The system shall provide the ability to generate targeted staff alerts tied to certification renewal and continuing
education requirements.
3.2.3.17 The system shall allow linking of field training components to the course catalog - to capture the components and
track field training.
3.2.3.18 The system shall document, score and store field training/On the Job Training (OJT) records for staff.
3.2.3.19 The system shall have a capability to collect field training data, using electronic fillable forms.
3.2.3.20 The system shall have capability to have a secure channel for candidate feedback sent to supervisor. Comments
should be invisible to the trainees, visible only to trainers and supervisors.
3.2.3.21 The system shall have capability for all system training courses to show information on one screen, identifying the
names of staff that have finished each system training course.
3.2.3.22 The system shall have a capability for supervisors to attach training records to trainee’s electronic file.
3.2.3.23 The system shall create training history records.
3.2.3.24 The system shall allow tracking of training history.
3.2.3.25 The system shall allow the field supervisor to record the results of each inspection checklist item.
3.2.3.26 The system shall make the data associated with a training record confidential from those without proper security
permissions to these types of records
3.2.3.27 The system shall alert the OPA when courses (including dates) are added, modified or removed, so proper
documentation can be sent.
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3.2.3.28 The system shall allow report generation for all course related data fields, including but not limited to:
3.2.3.28.1 Courses completed by employee(s) name(s) (training history)
3.2.3.28.2 Date range (within performance evaluation periods)
3.2.3.28.3 Participants listing for each course number and title.
3.2.3.28.4 Course description
3.2.3.28.5 Training provider (FDA, USDA, etc.)
3.2.3.28.6 Course level (beginning, advanced, continuing)
3.2.3.28.7 Course delivery mode (field/ojt, classroom, online)
3.2.3.28.8 Positions curriculum (see complete training requirements by position)
3.2.3.28.9 Contact hours - CEUs (if offered)
3.2.3.28.10 Prerequisite required
3.2.3.28.11 How often refresher required
3.2.3.28.12 Previous course names
3.2.3.28.13 Total staff training hours by bureau or division; by specified by specified date range (example-year/quarter)
3.2.3.28.14 Travel costs
3.2.3.28.15 Course registration costs
3.2.3.29 The system shall set up user accounts and apply appropriate security permissions for staff relating to the Training
Records.
3.2.3.30 The system shall allow people associated with the Training Program be distinguished by role / responsibility /
relationship.
3.2.4 Training
3.2.4.1 Bidder shall provide training of customized solution in two phases.
3.2.4.1.1 Subject Matter Expert (SME) training shall occur once customized solution is ready for Acceptance Testing, see
4.1. This level of training shall be sufficient for the SME to validate the Mandatory Required Specifications of Bid
are met.
3.2.4.1.2 Once SME confirms all Acceptance Testing, Bidder shall provide user training to fully use the customized solution.
This training shall include SME, Information Technology (IT) staff and Department of Food Safety and Inspection
(DFS) staff.
4.0 SPECIAL TERMS AND CONDITIONS OF BID
The State reserves the right to negotiate these terms and conditions when it is in the best interest of the State to do so. The bidder
may not submit its own contract document as a substitute for the State’s Special Terms and Conditions.
Bidders must accept all terms and conditions or submit point-by-point exceptions along with proposed alternative or additional
language for each point. The State may or may not consider any of the Bidder’s suggested revisions. Any changes or amendment
to any of the terms and conditions will occur only if the change is in the best interest of the State.
4.1 ACCEPTANCE TESTING
As customized solutions are developed and configured, DATCP reserves the right to perform testing of the solution to confirm it
meets the requirements defined in 3.1 and 3.2. Failure of any customized solution to meet required specifications will require
configuration changes at the Contractor’s cost, allowing the solution to meet defined requirements. DATCP shall be the sole
determiner of acceptance testing. The Bidder is responsible for providing sufficient time for DATCP to perform acceptance testing
and allow Bidder sufficient time to correct any failures of testing prior to delivery requirements defined in 3.1.2.
4.2 PAYMENT TERMS
DATCP will require monthly invoicing from Vendor. At close of each month, Vendor shall submit total number of hours worked
on project, identify which requirements noted under 3.0 Mandatory Required Specifications of Bid were completed during the
month and the percent of work remaining to be accomplished.
5.0 PRICING STRUCTURE & PRICE SHEET INSTRUCTIONS
5.1 METHOD OF BID
The Bidder shall use Appendix B – Bid Cost Sheet and must submit a total cost for completion of requirements defined in 3.0
Mandatory Required Specifications of Bid, 4.0 Special Terms and Conditions of Bid and Standard and Supplemental Terms and
Conditions. Prices must be in U.S. dollars.
5.2 REQUESTING PRICE ADJUSTMENTS
Page 8 of 23
5.2.1
5.2.2
Bid pricing shall remain firm for the initial one-year term of the contract.
A change order shall be defined as a modification to the original Mandatory Required Specifications of Bid as defined in
3.1 and 3.2. If the Bidder feels a change order is necessary; the Bidder shall notify DATCP Project Manager in writing of
the need for a change order and the cost to execute said change including total hours for completion and dedicated staff
resources at contracted staff hourly rate. Bidder shall not proceed with change order until receiving written agreement
from DATCP to proceed with change and agreement with price adjustment.
5.3 COST SHEET INSTRUCTIONS
Bidders must complete Appendix B – Bid Cost Sheet. Bidders may not alter the Bid Cost Sheet in any manner unless instructions
on the Bid Cost Sheet indicate otherwise. Failure to follow Bid Cost Sheet instructions shall result in disqualification of the Bid.
6.0 BID PROCEDURE AND INSTRUCTIONS
6.1 CALENDAR OF EVENTS
Listed below are important dates and times by which actions related to this Request for Bid must be completed. In the event that
the Procuring Agency finds it necessary to change any of these dates and times, it will do so by posting an amendment to this RFB
on VendorNet.
DATE
EVENT
December 10, 2013
Date of Issue of the RFB.
December 17, 2013 at 2:00 PM CST
Date Questions Due
December 20, 2013
Responses to Questions Posted to VendorNet
January 2, 2014 at 2:00 PM CST
Bids Due from Bidders
January 10, 2014
*Anticipated Intent to Award Date
January 12, 2014
*Contract Start Date
*Estimated dates will not be changed by issuing an amendment to this RFB.
6.2 CORRESPONDENCE, CLARIFICATIONS AND QUESTIONS
Bidders are expected to raise any questions, exceptions, or additions they have concerning the RFB document Tuesday, December
17, 2013 by 2:00 PM CST. If a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other
deficiency in this RFB, the Bidder must immediately notify the Department of Administration representative named below of the
issue in writing and request modification or clarification of the RFB document.
Email is the preferred method of written contact: Please email: Mike Morris at [email protected] --or —
USPS ADDRESS
Mike Morris / RFB#AG140549
Department of Administration
State Bureau of Procurement
PO Box 7867
Madison, WI 53707-7867
COMMON CARRIER ADDRESS
Mike Morris / RFB#AG140549
Department of Administration
State Bureau of Procurement
101 East Wilson Street, 6th Floor
Madison, WI 53703
All communication and/or questions on all matters regarding this Bid must be in writing, refer to Request for Bid #AG140549, and
be directed to Mike Morris.
In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFB,
supplements or revisions will be posted on VendorNet (http://vendornet.state.wi.us).
All contact or communication with any employee or officer of the State of Wisconsin concerning this RFB, except Mike Morris is
strictly prohibited during the period from the date this RFB is released until the date the notice of intent to award is issued. Mike
Morris may authorize in writing contact or communication with another state employee or officer as circumstances may dictate.
Prospective Bidders who hold a current contract with the Procuring Agency may continue to communicate with the Procuring
Agency Contract Administrator regarding the performance of that current contract only.
6.3 REASONABLE ACCOMMODATIONS
Page 9 of 23
Upon request, the Department of Administration must provide reasonable accommodations, including the provision of
informational material in an alternative format, for qualified individuals with a disability. If accommodations are needed at a Bid
opening or Bidders’ Conference, please contact: Mike Morris at [email protected] or (608)261-5051.
6.4 VENDORNET REGISTRATION
Registration on the State of Wisconsin’s VendorNet System (http://vendornet.state.wi.us) is available free of charge to all
businesses and organizations that wish to sell commodity and services to the State. By registering on VendorNet, a Bidder may
register for a bidders list for any commodity or service the Bidder is interested in providing to the State. VendorNet also provides
automatic email notification each time a Procuring State Agency, including University of Wisconsin System campuses, posts a
Request for Bid with an estimated value over $50,000 in their designated commodity and or service area(s). Only registered
Bidders with a valid email address at the time an RFB is posted will receive email notifications of amendments. Bidders who
obtain the RFB from a third party, through the State of Wisconsin Public Notices website or by any other means assume
responsibility for checking for updates to the RFB.
6.5 SUBMITTING A BID
Bidders must submit an original signed Bid, marked as stated below, and four (4) hard copies of all materials required for
acceptance of their Bid by the deadline shown on the Request for Bid (DOA-3070) form to:
USPS ADDRESS
Mike Morris / RFB#AG140549
Department of Administration
State Bureau of Procurement
PO Box 7867
Madison, WI 53707-7867
COMMON CARRIER ADDRESS
Mike Morris / RFB#AG140549
Department of Administration
State Bureau of Procurement
101 East Wilson Street, 6th Floor
Madison, WI 53703
All Bids must be received and time-stamped at the above location prior to January 2, 2014 at 2:00 PM CST. Bids not stamped
will be considered late and rejected. Receipt of a Bid by the State mail system does not constitute receipt of a Bid by the
Department of Administration Purchasing Office.
All Bids must be packaged, sealed in a box or envelope and clearly marked with the following information on the outside of the
package:
BIDDER NAME AND ADDRESS
RFB Microsoft Dynamics AX
RFB Due: January 2, 2014
6.6 FAXED BIDS
Faxed Bids will not be accepted.
6.7 EMAILED BIDS
Emailed Bids will not be accepted.
6.8 FORMAT OF BID RESPONSE
Bidders responding to this RFB must comply with the following format requirements:
6.8.1
Signed Request for Bid Sheet
6.8.1.1
Include the signed Request for Bid Sheet (DOA-3070, front page of this document) with the bid and those
certifications required for submittal of a bid. Bids submitted in response to this RFB shall be signed by the
person in the vendor’s organization who is responsible for the decisions as to the process being offered in the bid
or by a person who has been authorized in writing to act as the agent for the person responsible for the decision
on prices. DO NOT COPY AND RETURN THE ENTIRE BID DOCUMENT.
6.8.1.2
By submitting a signed bid, the vendor’s signatories certify that in connection with this procurement:
6.8.1.2.1
The vendor’s organization or an agent of the vendor’s organization has arrived at the prices in its bid
without consultation, communication or agreement with any other respondent or with any competitor for
the purpose of restricting competition.
6.8.1.2.2
The prices quoted in the bid have not been knowingly disclosed by the vendor’s organization and shall not
be knowingly disclosed by same, directly or indirectly, to any other respondent or to any competitor.
Page 10 of 23
No attempt has been made or shall be made by the vendor’s organization or by any agent of the vendor’s
organization to induce any other person or firm to submit or not to submit a bid for the purpose of
restricting competition.
6.8.2
Vendor Information
6.8.2.1
Include the completed and signed Bidder Information Sheet (DOA-3477) attached to this document.
6.8.3
Designation of Confidential and Proprietary Information
6.8.3.1
Include the completed and signed Designation of Confidential and Proprietary Information Sheet (DOA-3027)
attached to this document.
6.8.4
Vendor Agreement
6.8.4.1
Include the completed and signed Vendor Agreement – Wisconsin’s Cooperative Purchasing Service (DOA3333) attached to this document.
6.8.5
Vendor Reference
6.8.5.1
Include the completed Vendor Reference Sheet (DOA-3478) attached to this document.
6.8.6
Response to Bid Requirements
6.8.6.1
Include the completed and signed Response to Bid Requirements (Appendix A).
6.8.7
Bid Cost Sheet
6.8.7.1
Include the completed and signed Bid Cost Sheet (Appendix B).
6.8.1.2.3
Any alteration of the Bid forms or Appendices is prohibited and will result in rejection of the Bid.
6.9 MULTIPLE BIDS
Multiple Bids are permitted. However, each separate Bid must conform fully to the requirements for a Bid submission. Each bid
must be submitted separately and labeled as Bid #1, Bid #2, etc.; on each page included of the Bid response.
6.10
INCURRING COSTS
Neither the State of Wisconsin nor the Procuring Agency is liable for any costs incurred by the Bidder in responding to this RFB.
7.0 BID ACCEPTANCE AND AWARD
7.1 BID OPENING
A public Bid opening will be held on Tuesday, January 2, 2014 at 2:00 PM CST at 101 East Wilson Street, 6th Floor, Madison WI.
The names of all Bidders may be read aloud at that time.
7.2 BID REVIEW
All Bids will be reviewed by the Department of Administration’s Procurement Manager to ensure compliance with submittal
requirements. Department of Administration shall be the sole judge as to Bidders’ compliance with the Bid instructions.
7.3 BID ACCEPTANCE
Bids that do not comply with the Specifications set forth in Section 3.0 will be rejected. Bids that do not comply with the Special
Terms and Conditions of Bid in Section 4.0 may be rejected. Department of Administration in its sole discretion retains the right to
accept or reject any or all Bids, or accept or reject any part of a Bid, if deemed to be in the best interest of the State.
7.4 METHOD OF AWARD
The Bid Award(s) will be made on the basis of the lowest responsive, responsible Bidder. Prices Bid must be in US dollars. Bids
that require a specific quantity or dollar amount will be disqualified. In the event of Bidder error in calculation, unit price shall
prevail in award.
Lowest Bid price will be determined from Bid Cost Sheet – Appendix B. The dollar amount entered into column D, row 1 will
determine low Bidder.
Bid Cost Sheet, rows two – four are for informational purposes only and will be used to validate pricing on potential future
Microsoft Dynamics customization projects of similar size and scope. This is required information and failure to provide the
complete rate card, position titles and hourly rates for you company shall eliminate your bid from further consideration.
7.5 BIDDER REFERENCES/CLIENT LIST
Page 11 of 23
The Bid response must include a completed Bidder Reference Form (DOA-3478) listing at least three (3) names or companies with
whom the Bidder has done business similar in size and scope as required by this RFB within the last three (3) of years. For each
organization listed, the Bidder must include the company name, address, contact person, email address and telephone number
along with a brief description of the product or service that formed the basis of the business relationship. The Procuring Agency
will determine which references to contact in order to assess the quality of the product or service.
7.6 AWARDEE’S USE OF SUBCONTRACTORS
The Contractor will be responsible for the contract performance of its subcontractors. The contract will be between the Department
of Agriculture Trade and Consumer Protection and the awardee. The Contractor will be responsible for its subcontractors’
performance of the pertinent contract obligations including related Specifications, insurance requirements and applicable
regulations. The Bidder must identify any potential subcontractor it intends to use to provide the product or service it will provide
if awarded the contract. All subcontractors must be approved in writing by the Procuring Agency. Any proposed substitution of an
approved subcontractor must be submitted in writing to the Department of Agriculture Trade and Consumer Protection 30 days
prior to implementation of the substitution, and include the substitute’s qualifications, the reason for the change, and the intended
effective date of the substitution. Failure to notify the Department may result in cancellation of the contract without notice and
without penalty to the State.
7.7 SUPPLIER DIVERSITY
7.7.1 MINORITY-OWNED BUSINESS ENTERPRISE
Minority-owned business enterprises (MBEs) are certified by the Wisconsin Supplier Diversity Program. This program can be
found at: http://www.doa.state.wi.us/section.asp?linkid=232&locid=0 The State of Wisconsin is committed to the promotion of
MBEs in the State's purchasing program. Wisconsin statutes provide for a permissive 5% price preference for certified MBEs that
compete for State contracts. This means that State agencies may make an award to the MBE submitting the lowest qualified bid
when that qualified bid is not more than 5% higher than the apparent low bid. (A MBE Bidder preference will not be considered on
a printing or stationery procurement.) Policy provides that MBEs should have the maximum opportunity to participate in the
performance of its contracts. The Contractor is strongly urged to use due diligence to further this policy by awarding subcontracts
to MBEs or by using such enterprises to provide commodities and services incidental to this agreement.
The Contractor shall furnish appropriate quarterly information about its efforts, including the identities of such businesses certified
by the Wisconsin Supplier Diversity Program, their contract amount, and spend for each period to the Procuring Agency.
A listing of certified MBEs, as well as the services and commodities they provide, is available at:
http://www.doa.state.wi.us/section.asp?linkid=226&locid=171
7.7.2 VETERAN-OWNED BUSINESS
The State Bureau of Procurement encourages the participation of veteran-owned businesses (VBs) in the statewide purchasing
program by inviting VBs to actively solicit public purchasing business and by reducing undue impediments to such participation.
VBs are certified by the Department of Veterans Affairs (DVA). Applicants must complete a Veteran-owned Business Request for
Certification form (WDVA 1037). Contact the DVA at: http://dva.state.wi.us/ There is no price preference for certified VBs that
compete for State contracts.
7.7.3 DISABLED VETERAN-OWNED BUSINESS
Disabled veteran-owned businesses (DVBs) are certified by the Wisconsin Supplier Diversity Program. This program can be found
at: http://www.doa.state.wi.us/section.asp?linkid=232&locid=0 The State of Wisconsin is committed to the promotion of DVBs
in the State's purchasing program. Wisconsin statutes provide for a permissive 5% price preference for certified DVBs that
compete for State contracts. This means that State agencies may make an award to the DVB submitting the lowest qualified bid
when that qualified bid is not more than 5% higher than the apparent low bid. (A bidder preference will not be considered on a
printing or stationery procurement.) Policy provides that DVBs 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 DVBs or by using such enterprises to provide commodities and services incidental to this agreement.
The supplier/contractor shall furnish appropriate quarterly information about its efforts, including the identities of such businesses
certified by the Supplier Diversity Program and their contract amount.
A listing of certified DVBs, as well as the services and commodities they provide, is available at:
http://www.doa.state.wi.us/section.asp?linkid=226&locid=171
7.7.4
WOMAN-OWNED BUSINESS ENTERPRISE
Page 12 of 23
Woman-owned business enterprises (WBEs) are certified by the Woman's Business Ombudsman. This program can be found at:
http://doa.wi.gov/category.asp?linkcatid=1104&linkid=217&locid=172
State certified WBEs are able to provide both governmental entities and private companies with a credible recognition of the
business’ ownership. The WBE certification may serve as an additional marketing tool when seeking contract opportunities with
entities that place a value on having a diverse supplier base. There is no price preference for certified WBEs that compete for State
contracts.
A listing of certified WBEs, as well as the services and commodities they provide, is available at:
http://doa.wi.gov/category.asp?linkcatid=1104&linkid=217&locid=172
7.8 AWARD NOTIFICATION
All Bidders who respond to this RFB with a Bid shall be notified in writing of the Agency’s intent to contract.
7.9 PROTEST AND APPEALS PROCESS
7.9.1 PROTESTS
A Notice of Intent to protest a proposed Bid award and the actual protest must be made in writing to the head of the Procuring
Agency (or his or her designee) as set forth below. The protest must be as specific as possible, setting forth the basis for each
alleged procedural irregularity or statutory or administrative code provision.
The Notice of Intent to Protest must be filed with the individual listed below, and received by the head of the Procuring Agency
Head (or designee) no later than five (5) business days after the Notice of Intent to Award is issued.
The actual Protest also must be filed with the individual listed below, and must be received by the head of the Procuring Agency
(or designee) within ten (10) business days after the Notice of Intent to Award is issued.
US MAIL ADDRESS
Rick Hughes, Bureau Director
Department of Administration
State Bureau of Procurement
PO Box 7867
Madison, WI 53707-7867
DELIVERY ADDRESS
Rick Hughes, Bureau Director
Department of Administration
State Bureau of Procurement
101 East Wilson Street, 6th Floor
Madison, WI 53703
7.9.2 APPEALS
The decision of the head of the Procuring Agency may be appealed to the Secretary of the Department of Administration, in
writing, within five (5) business days of the Procuring Agency’s issuance of its written Protest decision.
A copy of the Appeal must also be filed with the head of the Procuring Agency. The Appeal must be as specific as possible, setting
forth the basis for each alleged statutory or administrative code provision alleged to have been violated.
Appeals must be sent to:
Mike Huebsch, Secretary
Wisconsin Department of Administration
P.O. Box 7864
101 E Wilson Street, 10th Floor
Madison, WI 53703-7864
8.0 REQUIRED FORMS
The following is a list of forms pertaining to this RFB. An “X” preceding the form indicates that it must be completed and returned
with the Bid response.
X
X
X
X
X
X
X
Request for Bid (bid cover sheet)
Vendor Information
Designation of Confidential and Proprietary Information
Vendor Agreement-Wisconsin’s Cooperative Purchasing Service
Vendor Reference form
Response to Bid Requirements
Bid Cost Sheet
Page 13 of 23
DOA-3070
DOA-3477
DOA-3027
DOA-3333
DOA-3478
Appendix A
Appendix B
Wisconsin Department of Administration
DOA-3054 (R10/2005)
Ch. 16, 19, 51, Wis. Stats.
Page 1 of 3
Standard Terms And Conditions
(Request For Bids / Proposals)
1.0 SPECIFICATIONS: The specifications in this request are the
minimum acceptable. When specific manufacturer and
model numbers are used, they are to establish a design,
type of construction, quality, functional capability and/or
performance level desired.
When alternates are
bid/proposed, they must be identified by manufacturer, stock
number, and such other information necessary to establish
equivalency. The State of Wisconsin shall be the sole judge
of equivalency. Bidders/proposers are cautioned to avoid
bidding alternates to the specifications which may result in
rejection of their bid/proposal.
2.0 DEVIATIONS AND EXCEPTIONS: Deviations and exceptions
from original text, terms, conditions, or specifications shall
be described fully, on the bidder's/proposer's letterhead,
signed, and attached to the request. In the absence of such
statement, the bid/proposal shall be accepted as in strict
compliance with all terms, conditions, and specifications and
the bidders/proposers shall be held liable.
3.0 QUALITY: Unless otherwise indicated in the request, all
material shall be first quality. Items which are used,
demonstrators, obsolete, seconds, or which have been
discontinued are unacceptable without prior written approval
by the State of Wisconsin.
4.0 QUANTITIES: The quantities shown on this request are
based on estimated needs. The state reserves the right to
increase or decrease quantities to meet actual needs.
5.0 DELIVERY: Deliveries shall be F.O.B. destination freight
prepaid and included unless otherwise specified.
6.0 PRICING AND DISCOUNT: The State of Wisconsin qualifies
for governmental discounts and its educational institutions
also qualify for educational discounts. Unit prices shall
reflect these discounts.
6.1
6.2
6.3
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.
Prices established in continuing agreements and
term contracts may be lowered due to general market
conditions, but prices shall not be subject to increase
for ninety (90) calendar days from the date of award.
Any increase proposed shall be submitted to the
contracting agency thirty (30) calendar days before
the proposed effective date of the price increase, and
shall be limited to fully documented cost increases to
the contractor which are demonstrated to be industrywide. The conditions under which price increases
may be granted shall be expressed in bid/proposal
documents and contracts or agreements.
In determination of award, discounts for early
payment will only be considered when all other conditions are equal and when payment terms allow at
least fifteen (15) days, providing the discount terms
are deemed favorable. All payment terms must allow
the option of net thirty (30).
7.0 UNFAIR SALES ACT:
Prices quoted to the State of
Wisconsin are not governed by the Unfair Sales Act.
8.0 ACCEPTANCE-REJECTION:
The State of Wisconsin
reserves the right to accept or reject any or all
bids/proposals, to waive any technicality in any bid/proposal
submitted, and to accept any part of a bid/proposal as
deemed to be in the best interests of the State of
Wisconsin.
Bids/proposals MUST be date and time stamped by the
soliciting purchasing office on or before the date and time
that the bid/proposal is due. Bids/proposals date and time
stamped in another office will be rejected. Receipt of a
bid/proposal by the mail system does not constitute receipt
of a bid/proposal by the purchasing office.
9.0 METHOD OF AWARD: Award shall be made to the lowest
responsible, responsive bidder unless otherwise specified.
10.0 ORDERING: Purchase orders or releases via purchasing
cards shall be placed directly to the contractor by an
authorized agency.
No other purchase orders are
authorized.
11.0 PAYMENT TERMS AND INVOICING:
The State of
Wisconsin normally will pay properly submitted vendor
invoices within thirty (30) days of receipt providing goods
and/or services have been delivered, installed (if required),
and accepted as specified.
Invoices presented for payment must be submitted in
accordance with instructions contained on the purchase
order including reference to purchase order number and
submittal to the correct address for processing.
A good faith dispute creates an exception to prompt payment.
12.0 TAXES: The State of Wisconsin and its agencies are exempt
from payment of all federal tax and Wisconsin state and
local taxes on its purchases except Wisconsin excise taxes
as described below.
The State of Wisconsin, including all its agencies, is required
to pay the Wisconsin excise or occupation tax on its
purchase of beer, liquor, wine, cigarettes, tobacco products,
motor vehicle fuel and general aviation fuel. However, it is
exempt from payment of Wisconsin sales or use tax on its
purchases. The State of Wisconsin may be subject to other
states' taxes on its purchases in that state depending on
the laws of that state. Contractors performing construction
activities are required to pay state use tax on the cost of
materials.
13.0 GUARANTEED DELIVERY: Failure of the contractor to
adhere to delivery schedules as specified or to promptly
replace rejected materials shall render the contractor liable
for all costs in excess of the contract price when alternate
procurement is necessary. Excess costs shall include the
administrative costs.
Page 14 of 23
14.0 ENTIRE AGREEMENT:
These Standard Terms and
Conditions shall apply to any contract or order awarded as
a result of this request except where special requirements
are stated elsewhere in the request; in such cases, the
special requirements shall apply. Further, the written
contract and/or order with referenced parts and attachments shall constitute the entire agreement and no other
terms and conditions in any document, acceptance, or
acknowledgment shall be effective or binding unless
expressly agreed to in writing by the contracting authority.
15.0 APPLICABLE LAW: This contract shall be governed under
the laws of the State of Wisconsin. The contractor shall at
all times comply with and observe all federal and state
laws, local laws, ordinances, and regulations which are in
effect during the period of this contract and which in any
manner affect the work or its conduct. The State of
Wisconsin reserves the right to cancel this contract if the
contractor fails to follow the requirements of s. 77.66, Wis.
Stats., and related statutes regarding certification for
collection of sales and use tax. The State of Wisconsin
also reserves the right to cancel this contract with any
federally debarred contractor or a contractor that is
presently identified on the list of parties excluded from
federal procurement and non-procurement contracts.
16.0 ANTITRUST ASSIGNMENT: The contractor and the State of
Wisconsin recognize that in actual economic practice,
overcharges resulting from antitrust violations are in fact
usually borne by the State of Wisconsin (purchaser).
Therefore, the contractor hereby assigns to the State of
Wisconsin any and all claims for such overcharges as to
goods, materials or services purchased in connection with
this contract.
17.0 ASSIGNMENT: No right or duty in whole or in part of the
contractor under this contract may be assigned or delegated without the prior written consent of the State of
Wisconsin.
18.0 WORK CENTER CRITERIA: A work center must be certified
under s. 16.752, Wis. Stats., and must ensure that when
engaged in the production of materials, supplies or
equipment or the performance of contractual services, not
less than seventy-five percent (75%) of the total hours of
direct labor are performed by severely handicapped
individuals.
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.
The contractor agrees to post in conspicuous places,
available for employees and applicants for employment, a notice to be provided by the contracting state
agency that sets forth the provisions of the State of
Wisconsin's nondiscrimination law.
19.3
Failure to comply with the conditions of this clause
may result in the contractor's becoming declared an
"ineligible" contractor, termination of the contract, or
withholding of payment.
20.0 PATENT INFRINGEMENT: The contractor selling to the State
of Wisconsin the articles described herein guarantees the
articles were manufactured or produced in accordance with
applicable federal labor laws. Further, that the sale or use
of the articles described herein will not infringe any United
States patent. The contractor covenants that it will at its
own expense defend every suit which shall be brought
against the State of Wisconsin (provided that such
contractor is promptly notified of such suit, and all papers
therein are delivered to it) for any alleged infringement of
any patent by reason of the sale or use of such articles, and
agrees that it will pay all costs, damages, and profits recoverable in any such suit.
21.0 SAFETY REQUIREMENTS: All materials, equipment, and
supplies provided to the State of Wisconsin must comply
fully with all safety requirements as set forth by the
Wisconsin Administrative Code and all applicable OSHA
Standards.
22.0 WARRANTY: Unless otherwise specifically stated by the
bidder/proposer, equipment purchased as a result of this
request shall be warranted against defects by the
bidder/proposer for one (1) year from date of receipt. The
equipment manufacturer's standard warranty shall apply as
a minimum and must be honored by the contractor.
23.0 INSURANCE RESPONSIBILITY: The contractor performing
services for the State of Wisconsin shall:
19.0 NONDISCRIMINATION / AFFIRMATIVE ACTION: In
connection with the performance of work under this
contract, the contractor agrees not to discriminate against
any employee or applicant for employment because of age,
race, religion, color, handicap, sex, physical condition,
developmental disability as defined in s. 51.01(5), Wis.
Stats., sexual orientation as defined in s. 111.32(13m), Wis.
Stats., or national origin. This provision shall include, but
not be limited to, the following: employment, upgrading,
demotion or transfer; recruitment or recruitment advertising;
layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship. Except with respect to sexual orientation, the
contractor further agrees to take affirmative action to
ensure equal employment opportunities.
19.1
19.2
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) employees.
Within fifteen (15) working days after the contract is
Page 15 of 23
23.1
Maintain worker's compensation insurance as
required by Wisconsin Statutes, for all employees
engaged in the work.
23.2
Maintain commercial liability, bodily injury and property damage insurance against any claim(s) which
might occur in carrying out this agreement/contract.
Minimum coverage shall be one million dollars
($1,000,000) liability for bodily injury and property
damage including products liability and completed
operations. Provide motor vehicle insurance for all
owned, non-owned and hired vehicles that are used
in carrying out this contract. Minimum coverage shall
be one million dollars ($1,000,000) per occurrence
combined single limit for automobile liability and
property damage.
23.3
The state reserves the right to require higher or lower
limits where warranted.
24.0 CANCELLATION: The State of Wisconsin reserves the right
to cancel any contract in whole or in part without penalty
due to nonappropriation of funds or for failure of the
contractor to comply with terms, conditions, and specifications of this contract.
25.0 VENDOR TAX DELINQUENCY:
Vendors who have a
delinquent Wisconsin tax liability may have their payments
offset by the State of Wisconsin.
26.0 PUBLIC RECORDS ACCESS: It is the intention of the state
to maintain an open and public process in the solicitation,
submission, review, and approval of procurement activities.
Bid/proposal openings are public unless otherwise specified.
Records may not be available for public inspection prior to
issuance of the notice of intent to award or the award of the
contract.
27.0 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.
28.0 DISCLOSURE: If a state public official (s. 19.42, Wis. Stats.),
a member of a state public official's immediate family, or
any organization in which a state public official or a member
of the official's immediate family owns or controls a ten
percent (10%) interest, is a party to this agreement, and if
this agreement involves payment of more than three
thousand dollars ($3,000) within a twelve (12) month
period, this contract is voidable by the state unless appropriate disclosure is made according to s. 19.45(6), Wis.
Stats., before signing the contract. Disclosure must be
made to the State of Wisconsin Ethics Board, 44 East
Mifflin Street, Suite 601, Madison, Wisconsin 53703
(Telephone 608-266-8123).
State classified and former employees and certain State of
Wisconsin faculty/staff are subject to separate disclosure
requirements, s. 16.417, Wis. Stats.
rials whenever technically and economically feasible.
Bidders are encouraged to bid products with recycled
content which meet specifications.
30.0 MATERIAL SAFETY DATA SHEET: If any item(s) on an
order(s) resulting from this award(s) is a hazardous chemical, as defined under 29CFR 1910.1200, provide one (1)
copy of a Material Safety Data Sheet for each item with the
shipped container(s) and one (1) copy with the invoice(s).
31.0 PROMOTIONAL ADVERTISING / NEWS RELEASES:
Reference to or use of the State of Wisconsin, any of its
departments, agencies or other sub-units, or any state official or employee for commercial promotion is prohibited.
News releases pertaining to this procurement shall not be
made without prior approval of the State of Wisconsin.
Release of broadcast e-mails pertaining to this procurement
shall not be made without prior written authorization of the
contracting agency.
32.0 HOLD HARMLESS: The contractor will indemnify and save
harmless the State of Wisconsin and all of its officers,
agents and employees from all suits, actions, or claims of
any character brought for or on account of any injuries or
damages received by any persons or property resulting
from the operations of the contractor, or of any of its
contractors, in prosecuting work under this agreement.
33.0 FOREIGN CORPORATION:
A foreign corporation (any
corporation other than a Wisconsin corporation) which
becomes a party to this Agreement is required to conform
to all the requirements of Chapter 180, Wis. Stats., relating
to a foreign corporation and must possess a certificate of
authority from the Wisconsin Department of Financial
Institutions, unless the corporation is transacting business
in interstate commerce or is otherwise exempt from the
requirement of obtaining a certificate of authority. Any
foreign corporation which desires to apply for a certificate of
authority should contact the Department of Financial
Institutions, Division of Corporation, P. O. Box 7846,
Madison, WI 53707-7846; telephone (608) 267-7577.
34.0 WORK
CENTER
PROGRAM:
The
successful
bidder/proposer shall agree to implement processes that
allow the State agencies, including the State of Wisconsin
System, to satisfy the State's obligation to purchase goods
and services produced by work centers certified under the
State Use Law, s.16.752, Wis. Stat. This shall result in
requiring the successful bidder/proposer to include
products provided by work centers in its catalog for State
agencies and campuses or to block the sale of comparable
items to State agencies and campuses.
35.0 FORCE MAJEURE: Neither party shall be in default by
reason of any failure in performance of this Agreement in
accordance with reasonable control and without fault or
negligence on their part. Such causes may include, but are
not restricted to, acts of nature or the public enemy, acts of
the government in either its sovereign or contractual
capacity, fires, floods, epidemics, quarantine restrictions,
strikes, freight embargoes and unusually severe weather,
but in every case the failure to perform such must be
beyond the reasonable control and without the fault or
negligence of the party.
29.0 RECYCLED MATERIALS:
The State of Wisconsin is
required to purchase products incorporating recycled mate-
Page 16 of 23
State of Wisconsin
Department of Administration
DOA-3681 (01/2001)
ss. 16, 19 and 51, Wis. Stats.
Division of Agency Services
Bureau of Procurement
Supplemental Standard Terms and Conditions
for Procurements for Services
1.0 ACCEPTANCE OF BID/PROPOSAL CONTENT: The contents
of the bid/proposal of the successful contractor will become
contractual obligations if procurement action ensues.
3.2
2.0 CERTIFICATION
OF
INDEPENDENT
PRICE
DETERMINATION:
By signing this bid/proposal, the
bidder/proposer certifies, and in the case of a joint
bid/proposal, each party thereto certifies as to its own organization, that in connection with this procurement:
2.1
The prices in this bid/proposal have been arrived at
independently, without consultation, communication,
or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any
other bidder/proposer or with any competitor;
2.2
Unless otherwise required by law, the prices which
have been quoted in this bid/proposal have not been
knowingly disclosed by the bidder/proposer and will
not knowingly be disclosed by the bidder/proposer
prior to opening in the case of an advertised procurement or prior to award in the case of a negotiated
procurement, directly or indirectly to any other
bidder/proposer or to any competitor; and
2.3
No attempt has been made or will be made by the
bidder/proposer to induce any other person or firm to
submit or not to submit a bid/proposal for the purpose
of restricting competition.
2.4
Each person signing this bid/proposal certifies that:
He/she is the person in the bidder's/proposer's organization responsible within that organization for the
decision as to the prices being offered herein and that
he/she has not participated, and will not participate, in
any action contrary to 2.1 through 2.3 above; (or)
He/she is not the person in the bidder's/proposer's
organization responsible within that organization for
the decision as to the prices being offered herein, but
that he/she has been authorized in writing to act as
agent for the persons responsible for such decisions
in certifying that such persons have not participated,
and will not participate in any action contrary to 2.1
through 2.3 above, and as their agent does hereby so
certify; and he/she has not participated, and will not
participate, in any action contrary to 2.1 through 2.3
above.
4.0 DUAL EMPLOYMENT: Section 16.417, Wis. Stats., prohibits an
individual who is a State of Wisconsin employee or who is
retained as a contractor full-time by a State of Wisconsin
agency from being retained as a contractor by the same or
another State of Wisconsin agency where the individual
receives more than $12,000 as compensation for the
individual’s services during the same year. This prohibition
does not apply to individuals who have full-time appointments
for less than twelve (12) months during any period of time that
is not included in the appointment. It does not include
corporations or partnerships.
5.0 EMPLOYMENT: The contractor will not engage the services of
any person or persons now employed by the State of
Wisconsin, including any department, commission or board
thereof, to provide services relating to this agreement without
the written consent of the employing agency of such person or
persons and of the contracting agency.
6.0 CONFLICT OF INTEREST: Private and non-profit corporations
are bound by ss. 180.0831, 180.1911(1), and 181.0831 Wis.
Stats., regarding conflicts of interests by directors in the
conduct of state contracts.
7.0 RECORDKEEPING AND RECORD RETENTION:
The
contractor shall establish and maintain adequate records of all
expenditures incurred under the contract. All records must be
kept in accordance with generally accepted accounting
procedures. All procedures must be in accordance with
federal, state and local ordinances.
The contracting agency shall have the right to audit, review,
examine, copy, and transcribe any pertinent records or
documents relating to any contract resulting from this
bid/proposal held by the contractor. The contractor will retain
all documents applicable to the contract for a period of not
less than three (3) years after final payment is made.
3.0 DISCLOSURE OF INDEPENDENCE AND RELATIONSHIP:
3.1
Prior to award of any contract, a potential contractor
shall certify in writing to the procuring agency that no
relationship exists between the potential contractor
and the procuring or contracting agency that
interferes with fair competition or is a conflict of
interest, and no relationship exists between the
contractor and another person or organization that
constitutes a conflict of interest with respect to a state
contract. The Department of Administration may
waive this provision, in writing, if those activities of the
potential contractor will not be adverse to the interests
of the state.
Contractors shall agree as part of the contract for
services that during performance of the contract, the
contractor will neither provide contractual services nor
enter into any agreement to provide services to a
person or organization that is regulated or funded by
the contracting agency or has interests that are
adverse to the contracting agency. The Department
of Administration may waive this provision, in writing,
if those activities of the contractor will not be adverse
to the interests of the state.
8.0 INDEPENDENT CAPACITY OF CONTRACTOR: The parties
hereto agree that the contractor, its officers, agents, and
employees, in the performance of this agreement shall act in
the capacity of an independent contractor and not as an
officer, employee, or agent of the state. The contractor
agrees to take such steps as may be necessary to ensure that
each subcontractor of the contractor will be deemed to be an
independent contractor and will not be considered or
permitted to be an agent, servant, joint venturer, or partner of
the state.
Page 17 of 23
STATE OF WISCONSIN
Bid / Proposal #
DOA-3477 (R05/98)
RFB AG140549
Commodity / Service
VENDOR INFORMATION
1.
BIDDING / PROPOSING COMPANY NAME
FEIN
Phone
(
)
Toll Free Phone
FAX
(
)
E-Mail Address
(
)
Address
City
2.
State
Zip + 4
Name the person to contact for questions concerning this bid / proposal.
Name
Title
Phone
(
)
Toll Free Phone
FAX
(
)
E-Mail Address
(
)
Address
City
3.
State
Zip + 4
Any vendor awarded over $25,000 on this contract must submit affirmative action information to the
department. Please name the Personnel / Human Resource and Development or other person responsible
for affirmative action in the company to contact about this plan.
Name
Title
Phone
(
)
Toll Free Phone
FAX
(
)
E-Mail Address
(
)
Address
City
4.
State
Zip + 4
Mailing address to which state purchase orders are mailed and person the department may contact
concerning orders and billings.
Name
Title
Phone
(
)
Toll Free Phone
FAX
(
)
E-Mail Address
(
)
Address
City
5.
State
Zip + 4
CEO / President Name
This document can be made available in accessible formats to qualified individuals with disabilities.
Page 18 of 23
STATE OF WISCONSIN
DOA-3027 (R01/98)
DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION
The attached material submitted in response to Bid/Proposal #RFB AG140549 includes proprietary and confidential
information which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or is otherwise material that can be
kept confidential under the Wisconsin Open Records Law. As such, we ask that certain pages, as indicated below, of
this bid/proposal response be treated as confidential material and not be released without our written approval.
Prices always become public information when bids/proposals are opened, and therefore cannot be
kept confidential.
Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s. 134.90(1)(c), Wis.
Stats. as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device,
method, technique or process to which all of the following apply:
1. The information derives independent economic value, actual or potential, from not being generally known to, and
not being readily ascertainable by proper means by, other persons who can obtain economic value from its
disclosure or use.
2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.
DO NOT DESIGNATE PRICING INFORMATION AS CONFIDENTIAL
We request that the following pages not be released
Section
Page #
Topic
IN THE EVENT THE DESIGNATION OF CONFIDENTIALITY OF THIS INFORMATION IS CHALLENGED, THE
UNDERSIGNED HEREBY AGREES TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE TO
DEFEND THE DESIGNATION OF CONFIDENTIALITY AND AGREES TO HOLD THE STATE HARMLESS FOR ANY
COSTS OR DAMAGES ARISING OUT OF THE STATE'S AGREEING TO WITHHOLD THE MATERIALS.
Failure to include this form in the bid/proposal response may mean that all information provided as part of the bid/proposal
response will be open to examination and copying. The state considers other markings of confidential in the bid/proposal
document to be insufficient. The undersigned agrees to hold the state harmless for any damages arising out of the release of any
materials unless they are specifically identified above.
Company Name___________________________________________
Authorized Representative___________________________________________
Signature
Authorized Representative___________________________________________
Type or Print
Date___________________________________________
This document can be made available in accessible formats to qualified individuals with disabilities.
Page 19 of 23
Division of Enterprise Operations
State Bureau of Procurement
State of Wisconsin
Department of Administration
DOA-3333 (R03/2004)
Vendor Agreement
Wisconsin’s Cooperative Purchasing Service
Wisconsin statutes (s. 16.73, Wis. Stats.) establish authority to allow Wisconsin municipalities to purchase from state contracts.
Participating in the service gives vendors opportunities for additional sales without additional bidding. Municipalities use the
service to expedite purchases. A "municipality" is defined as any county, city, village, town, school district, board of school
directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the
authority to award public contracts (s. 16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may
participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (2), Wis.Stats.
Interested municipalities:
 will contact the contractor directly to place orders referencing the state agency contract number; and
 are responsible for receipt, acceptance, inspection of commodities directly from the contractor, and making payment
directly to the contractor.
The State of Wisconsin is not a party to these purchases or any dispute arising from these purchases and is not liable for
delivery or payment of any of these purchases.
The State of Wisconsin will determine the contractor’s participation by checking a box below.
MANDATORY: Bidders/Proposers must agree to furnish the commodities or services of this bid/proposal to Wisconsin
municipalities. Vendors should note any special conditions below.
OPTIONAL: Bidders/Proposers may or may not agree to furnish the commodities or services of this bid/proposal to
Wisconsin municipalities. A vendor’s decision on participating in this service has no effect on awarding this contract.
A vendor in the service may specify minimum order sizes by volume or dollar amount, additional charges beyond normal
delivery areas, or other minimal changes for municipalities.
Vendor: please check one of the following boxes in response.
I Agree to furnish the commodities or services of this bid/proposal to Wisconsin municipalities with any special
conditions noted below.
I Do Not Agree to furnish the commodities or services to Wisconsin municipalities.
Special Conditions (if applicable):
Signature
Date (mm/dd/ccyy)
Name (Type or Print)
Title
Company
Telephone
(
Address (Street)
City
State
Commodity/Service
)
ZIP + 4
Request for Bid/Proposal Number
This form can be made available in accessible formats upon request to qualified individuals with disabilities.
Page 20 of 23
STATE OF WISCONSIN
DOA-3478 (R12/96)
Bid / Proposal #
RFB AG140549
VENDOR REFERENCE
FOR VENDOR:
Provide company name, address, contact person, telephone number, and appropriate information on the
product(s) and/or service(s) used for all jobs with requirements similar to those included in this solicitation
document that were completed within the last three years (not selected references). If vendor is proposing
any arrangement involving a third party, the named references should also be involved in a similar arrangement.
Company Name
Address (include Zip + 4)
Contact Person
Phone No.
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person
Phone No.
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person
Phone No
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person
Phone No.
Product(s) and/or Service(s) Used
This document can be made available in accessible formats to qualified individuals with disabilities.
Page 21 of 23
APPENDIX A
RESPONSE TO BID REQUIREMENTS
REQUEST FOR BID (RFB) # AG140549
FOR: Microsoft Dynamics AX
Bidder: ________________________________
The following specifications/requirements are mandatory and the bidder must satisfy them. If the bid cannot meet ALL bid
specifications and/or requirements, the bid shall not be considered.
Check (X) either “Yes” or “No” for each bid item below to indicate if the bidder can certify the statement is true.
A blank response shall be interpreted as “NO”, we cannot certify the statement is true and cannot meet these bidder
requirements or qualifications. A response that has checked both “YES” and “NO” within the same section shall be
interpreted as “NO”, we cannot certify the statement is true and cannot meet these bidder specifications or requirements
BIDDER QUALIFICATIONS:
Bidder must verify that they can meet the qualifications as required in Section 2.0
YES, we certify we meet all these bid qualifications.
NO, we cannot certify we can meet all bid qualifications.
Please specify which qualification(s) could not be met and reasoning.
SPECIFICATIONS & REQUIREMENTS:
Bidder must verify that they can meet all the Specifications & Requirements in Section 3.0.
YES, we certify we meet all these bid requirements.
NO, we cannot certify we can meet all bid requirements.
Please specify which requirement(s) could not be met and reasoning.
I certify that the information I have provided in this bid response and specifically to the items above is true and accurate. I
understand that any false, misleading, or missing information shall disqualify my response.
Name_______________________________________
Company Name______________________________
Signature____________________________________
Date________________________________________
Page 22 of 23
APPENDIX B
BID COST SHEET
A
B
C
Item
Description
Total Cost
1.
Total Cost for customized solution using Microsoft Dynamics.
$
Rate Card Information
Bidder shall provide the Hourly Rate for the Position Titles below. Insert additional Position Titles and Hourly Rates
applicable to your firm’s hourly consultant billing structure for Microsoft Dynamics customization services. Bidder may
insert additional line items as necessary. This is required information and failure to provide the completed rate card titles for
your company shall disqualify bid.
Item
Position Title
Hourly Rate
2.
Project Manager
$
3.
Business Analyst
$
4.
Developer
$
$
$
$
Name_______________________________________
Company Name______________________________
Signature____________________________________
Date________________________________________
Page 23 of 23
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