State of Wisconsin Wis. Statutes s.16.75 DOA-3070 (R08/2003) BIDS MUST BE SEALED AND ADDRESSED TO: AGENCY ADDRESS: Bid envelope must be sealed and plainly marked in lower corner with due date and Request for Bid # CS-5302. 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. CYNDA SOLBERG/PURCHASING SERVICES DEPARTMENT OF CORRECTIONS 3099 E WASHINGTON AVENUE P.O. BOX 7991 MADISON WI 53707 7991 REQUEST FOR BID Bids MUST be in this office no later than THIS IS NOT AN ORDER August 14, 2015 3:00 PM CT Name (Contact for further information) BIDDER (Name and Address) Cynda Solberg, Purchasing Section Chief Phone Date 608-240-5581 July 22, 2015 Quote Price and Delivery FOB Destination – various locations within Wisconsin Item No. Quantity and Unit Fax bids are not accepted Price Per Unit Total Description The Department of Corrections is requesting bids for Inmate Clothing per attached terms, conditions and specifications. Bid prices must include all packing, freight and insurance costs Bid must also include a no-charge, non-returnable, Postage-paid sample(s) as indicated in Section 4.2 before the bid due date and time. Samples to be submitted in separate package – NOT WITH BID RESPONSE. Before submitting this bid be sure to include all requirements listed in Section 2.4 and 8. Payment Terms Net 30 Delivery Time: per specifications 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 ( ) This form can be made available in accessible formats upon request to qualified individuals with disabilities. RFB # CS-5302 Inmate Clothing Due Date: August 14, 2015 Page 2 of 17 STATE OF WISCONSIN REQUEST FOR BID (RFB) # CS-5302 FOR: INMATE CLOTHING TABLE OF CONTENTS DEFINITIONS 1.0 INTRODUCTION, PURPOSE, AND SCOPE 2.0 BID PROCEDURE AND INSTRUCTIONS 3.0 BID ACCEPTANCE, REVIEW AND AWARD 4.0 TECHNICAL REQUIREMENTS 5.0 PRICING 6.0 ORDERS, DELIVERY, AND TERMS 7.0 STANDARD TERMS AND CONDITIONS 8.0 REQUIRED FORMS AND ATTACHMENTS ATTACHMENTS: ATTACHMENT A - BID PRICE SHEET ATTACHMENT B- PRODUCT SPECIFICATIONS RFB # CS-5302 Inmate Clothing Due Date: August 14, 2015 Page 3 of 17 DEFINITIONS: The following definitions may be used throughout the bid: ARO: BCE: BSL: Bidder: Contractor: DAI: WWCS: After Receipt of Order Bureau of Correctional Enterprises Badger State Logistics Firm submitting a bid in response to this Request for Bid Successful vendor awarded the contract Division of Adult Institutions, administration of all state correctional incarceration facilities except those Juvenile facilities operated by Division of Juvenile Corrections – headquartered at DOC Central Offices, 3099 E Washington Ave., Madison, WI Division of Community Corrections, supervises offenders outside secure facilities Division of Juvenile Corrections, operates the two correctional ‘schools’ – headquartered at DOC Central Offices, 3099 E Washington Ave., Madison, WI Department of Administration has statutory authority [WI Stats. Chapter 16] to define, regulate and delegate all aspects of procurement of commodities and services for state agencies. Department of Corrections, also referred to as the department or the DOC – headquartered at DOC Central Offices, 3099 E Washington Ave., Madison, WI Minority Business Enterprise Person under the custody or supervision of the Wisconsin Department of Corrections Procurement Card (State credit card) Department of Corrections’ Purchasing Services Section Request for Bid State of Wisconsin Firm submitting a bid in response to this Request for Bid Wisconsin Correctional Center System, a system of small minimum security centers located around the state which offer work-release options to offenders to prepare them for release Wisconsin Women’s Correctional System Must: Shall: Should: Requirement is mandatory Requirement is mandatory Desired but not mandatory DCC: DJC: DOA: DOC: MBE: Offender: P-Card: Purchasing: RFB: State: Vendor: WCCS: RFB # CS-5302 Inmate Clothing 1.0 Due Date: August 14, 2015 Page 4 of 17 INTRODUCTION, PURPOSE, AND SCOPE 1.1 PURPOSE OF THIS REQUEST FOR BID The Department of Corrections hereinafter referred to as the "DOC", through its Purchasing Services Section, hereinafter referred to as "Purchasing,” is seeking bids for inmate clothing per the attached specifications. The clothing will be ordered by DOC institutions and centers for inmate use. The items will be shipped to the locations ordering. A link to all DOC facility locations is found here: http://doc.wi.gov/families-visitors/find-facility. Other State agencies may use the resulting contract, if agreeable to both the DOC and the vendor, to obtain the benefits of volume purchases and/or reduction in administrative expenses. 1.2 CONTRACT TERM The initial contract term will be for one year after date of award, with options to renew the contract for four additional one-year terms. Renewal(s) beyond the initial contract term is contingent upon the performance of the contractor during the contract period and upon availability of funds. Renewals will execute automatically unless the Contractor takes action and notifies the DOC, in writing, of their desire to modify the terms or terminate the contract at least ninety (90) days prior to the deadline date 1.3 EXECUTED CONTRACT TO CONSTITUTE ENTIRE AGREEMENT In the event of contract award, the contents of this RFB (including all attachments), RFB addenda and revisions, and the bid of the successful bidder, and additional terms agreed to, in writing, by the DOC and the contractor shall become part of the contract. Failure of the successful bidder to accept these as a contractual agreement may result in a cancellation of award. The following priority for contract documents will be used if there are conflicts or disputes. Standard Terms and Conditions (Form DOA-3054); Official State of Wisconsin Purchase Order Bidder’s written bid document Request for Bid CS-5302, including any amendments; Other exhibits/attachments Successful Bidder(s) should retain a copy of this DOC Request for Bid document and their own response to the RFB solicitation, as it becomes part of the awarded contract. 1.4 CANCELLATION AND TERMINATION This Contract may be terminated for the following conditions: 1.4.1 The DOC may terminate the Contract at any time, with or without cause and without penalty by delivering thirty (30) days written notice to the Contractor. 1.4.2 The DOC has a Vendor Performance Evaluation process for soliciting feed-back from contract users about vendor performance and compliance with contract specifications. Vendor noncompliance with the terms, conditions or specifications that is persistent and/or significantly impacts the quality and performance provided pursuant to the contract may be considered breach of contract. Negative Vendor Performance Evaluation Surveys may result in non-renewal or termination of contract. 1.4.3 If at any time the Contractor performance threatens the health and/or safety of the DOC, the DOC has the right to cancel and terminate the Contract without notice. 1.4.4 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 RFB # CS-5302 Inmate Clothing Due Date: August 14, 2015 Page 5 of 17 provided in #23 of the Standard Terms and Conditions, the DOC has the right to cancel and terminate the Contract without notice. 1.5 1.4.5 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 DOC has the right, in addition to any other rights of whatsoever nature that it may have at law or inequity, to terminate the Contract by giving 10 calendar days notice in writing of such termination. 1.4.6 Failure of the DOC to comply with contract terms, conditions or specifications shall provide the sole cause for which the Contractor is entitled to terminate the contract. The Contractor shall notify the Department in writing within thirty (30) days after the Contractor becomes aware of the alleged noncompliance with a complete description of the same. If the DOC does not, within forty-five (45) days after its receipt of the Contractor’s notice, either (1) effect a cure or (2) if the noncompliance is not one that can reasonably be cured within forty-five (45) days, develop a plan to cure the noncompliance and diligently proceed according to that plan until a cure is effected, then the Contractor may terminate the Contract for cause by written notice to the DOC. The Contractor may not terminate the Contract without cause unless express written consent to do so is provided by the DOC. VENDORNET REGISTRATION Department of Administration and State Bureau of Procurement policies no longer require maintenance of bidder’s lists or individual notification of vendors on bidders’ lists. In addition, there is no requirement to post solicitations for bids/proposals in the Legal Notices of the Official State Newspaper. Vendors who fail to register with VendorNet may not receive notification of procurement solicitations. The State of Wisconsin’s purchasing information and vendor notification service is available to all businesses and organizations that want to sell to the state. Anyone may access VendorNet on the Internet at http://vendornet.state.wi.us to get information on state purchasing practices and policies, commodities and services that the state buys, and tips on selling to the state. Vendors may use the same Web site address for inclusion on the bidders list for commodities and services that the organization wants to sell to the state. A subscription with notification guarantees the organization will receive an e-mail message each time a state agency, including any campus of the University of Wisconsin System, posts a request for bid or a request for proposal in their designated commodity/service area(s) with an estimated value over $25,000. Organizations without Internet access receive paper copies in the mail. Increasingly, state agencies also are using VendorNet to post simplified bids valued at $25,000 or less. Vendors also receive e-mail notices of these simplified bid opportunities. To obtain information on the state’s bidder registration, 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, call 608-264-7898. Make sure to select all the appropriate NIGP (Commodity) Codes. Bid lists are generated by NIGP codes. Consider using a generic email address that is accessed or delivered to multiple recipients (example: [email protected]). This will insure that the bid notice is received. 2.0 BID PROCEDURES AND INSTRUCTIONS 2.1 REASONABLE ACCOMMODATIONS The DOC will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If accommodations at a bid opening/vendor conference are needed, contact Cynda Solberg via telephone at 608-240-5581 or mail at [email protected] RFB # CS-5302 Inmate Clothing 2.2 Due Date: August 14, 2015 Page 6 of 17 BID SUBMITTAL Bidders must submit an original, marked as such, and one copy of all materials required (see section 2.4 and 8) for acceptance of their bid. Receipt of a bid by the State mail system does not constitute receipt of a bid by the Purchasing Services Section, for purposes of this RFB. Use one of the options below for return of the bid. Fax and email bids will not be accepted. The Bid(s) must be received at the Purchasing Services Section, at the office listed below, no later than August 14, 2015, 3:00 PM Central Time. Any bids received after that time and date will be rejected. CYNDA SOLBERG PURCHASING SERVICES DEPARTMENT OF CORRECTIONS 3099 EAST WASHINGTON AVE MADISON WI 53704 4338 All bids must be packaged, sealed, and show the following information on the outside of the package: Vendor’s Name and Address Request for Bid Title: Inmate Clothing Request for Bid Number: CS-5302 Bid Due Date: July 28, 2015 2.3 CALENDAR OF EVENTS Listed below are important dates and times by which actions related to this Request for Bid (RFB) must be completed. In the event that the State finds it necessary to change any of these dates and times it will do so by issuing an amendment to this RFB, unless the event is listed as estimated or approximate DATE July 22, 2015 July 29, 2015 July 31, 2015 August 12, 2015, 3:00 PM CT August 14, 2015 September 1, 2015 2.4 EVENT RFB posting date Last day for submitting written questions Answers to questions posted on VendorNet (estimated) Bids due from vendors Award Date (estimated) Contract Start Date (estimated) FORMAT OF BID Responses to this RFB must comply with the following format requirements (reference Section 8): 2.4.1 SIGNED REQUEST FOR BID FORM DOA-3070– Cover sheet of this RFB Include here the signed Request for Bid form included with the bid and those certifications required for submittal of a bid. Bids submitted in response to this RFB must be signed by the person in the vendor's organization who is responsible for the decision as to the prices being offered in the bid or by a person who has been authorized in writing to act as agent for the person responsible for the decision on prices. 2.4.2 COST SUBMITTAL INFORMATION Bidders must fully complete Attachment A-Bid Price Sheet, which includes a price per unit for each item, and extended total for each item. Cost must include packing, freight and insurance. All costs to furnish the product(s) included in the bid, in accordance with the terms and conditions of this RFB, must be included. 2.4.3 VENDOR INFORMATION DOA-3477 Provide proper contact information as requested on the form. RFB # CS-5302 Inmate Clothing Due Date: August 14, 2015 Page 7 of 17 2.4.4 DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION DOA-3027 Information submitted as part of the bid document which is proprietary and confidential in nature and which qualifies as a trade secret may be kept confidential under the Wisconsin Open Records Law – Section 19.36(5), Wis. Stats. Complete and sign the attached form. 2.4.5 WISCONSIN’S COOPERATIVE PURCHASING SERVICE DOA-3333 Vendors are encouraged to extend the contract resulting from this RFB to local governments in Wisconsin. Indicate your willingness to allow Wisconsin municipalities to participate in this contract by completing Form DOA-3333, Wisconsin’s Cooperative Purchasing. 2.4.6 VENDOR REFERENCE DOA-3478 Complete the Vendor Reference form with names of businesses your company has supplied these types of clothing products. 2.4.7 SAMPLES Samples are to be submitted separately from bid response documents per Section 4.5. 2.4.8 STATE OF WISCONSIN STANDARD TERMS AND CONDITIONS DOA-3054 The standard terms and conditions shall govern this RFB and subsequent award. Vendors must accept these terms and conditions or submit point-by-point exceptions along with proposed alternative or additional language for each point, including any vendor contracts. Submission of any standard vendor contracts as a substitute for language in the terms and conditions is not a sufficient response to this requirement and may result in rejection of the vendor's proposal. The State reserves the right to negotiate contractual terms and conditions other than those in the State of Wisconsin Contract when it is in the best interest of the State to do so. 2.5 MULTIPLE BIDS Multiple bids from a vendor will be permissible; however each bid must conform fully to the requirements for bid submission. Each such bid must be separately submitted and labeled as Bid #1, Bid #2, etc. on each page included in the response. 2.6 INCURRING COSTS The State of Wisconsin is not liable for any cost incurred by a vendor in the process of responding to this RFB. 2.7 QUESTIONS, CLARIFICATIONS AND/OR REVISIONS THROUGH DESIGNATED CONTACT All communications and/or questions regarding this request must be written and submitted via E-mail to [email protected] 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 posting date to notify the purchasing manager at the email address above. From the date of release of this RFB through the entire RFB process, all contacts with the DOC regarding this RFB shall be made through Cynda Solberg or her designee in purchasing services. Violation of this condition may be considered sufficient cause for rejection of a bid, irrespective of any other considerations. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFB, amendment(s) will be posted on VendorNet. It is the bidders’ responsibility to check VendorNet for this information. Bids submitted based on outdated information may be rejected. No revisions to this bid will be made unless in the form of an official addendum issued by the DOC and posted to VendorNet. RFB # CS-5302 Inmate Clothing 3.0 Due Date: August 14, 2015 Page 8 of 17 BID ACCEPTANCE, REVIEW AND AWARD 3.1 BID OPENING Bids will be opened on the date and time indicated on the Request for Bid Form (DOA-3070) at 3099 East Washington Ave. Madison, WI 53704. Bidders wishing to attend the bid opening shall check in at the front desk and the front desk with call Cynda Solberg in purchasing. 3.2 BID ACCEPTANCE Bids which do not comply with instructions or are unable to comply with specifications contained in this RFB may be rejected by DOC. DOC retains the right to accept or reject any or all bids, or accept or reject any part of a bid deemed to be in the best interest of the DOC. DOC shall be the sole judge as to compliance with the Instructions contained in this RFB. 3.3 BID REVIEW Bids and samples will be reviewed by the DOC's purchasing agent and program manager to verify that they will meet all specified requirements in this RFB. DOC may request additional required information such as requesting reports on the vendor's financial stability, additional samples of products, product durability information, past contract performance for other entities and/or to the State of Wisconsin. FAILURE TO MEET A MANDATORY REQUIREMENT OR TO SUCESSFULLY RESPOND TO REQUESTS FOR ADDITIONAL INFORMATION MAY BE CAUSE TO DISQUALIFY THE BID. If no bidder is able to comply with a given requirement, condition of bid or provide a specific item, DOC reserves the right to delete that requirement, condition of bid, or item. 3.4 METHOD OF AWARD Award(s) shall be made on the basis of the lowest price per item group (caps, gloves, etc.) from a responsive, responsible bidder(s) meeting bid specifications and requirements, which is judged to be in the best interest of the DOC. The DOC reserves the right to accept or reject any and all bids in whole or in part. Bids that state the DOC shall guarantee a specific quantity or dollar amount will be disqualified. In the event of bidder error in calculation, unit price shall prevail in award. DOC reserves the right to award second and third place vendors for each of the items. If at any time the awarded vendor is unable to fulfil the terms of the contract, DOC reserves the right to place orders with the second and third place vendors as necessary. If the awarded vendor cannot fulfil the terms of the contract in its entirety, DOC reserves the right to cancel that award and go to the next placed vendor on the contract. If a responsive, responsible State qualified work center meets the fair market price and other work center program criteria, the award will be made to the work center (Wisconsin State Statute 16.752). Product samples NOT meeting bid specifications in this RFB shall be rejected and the bid shall be disqualified. The DOC will be the sole judge of equivalency and acceptability. 4.0 3.5 MINORITY BUSINESS ENTERPRISE Bids from certified Minority Business Enterprises may be provided up to a five percent (5%) bid preference in accordance with Wis. Stats. s. 16.75(3m). 3.6 DISABLED VETERAN-OWNED BUSINESSES Bids from certified Disabled Veteran-Owned Business (DVB) may be provided up to a five percent (5%) bid preference in accordance with Wis. Stats. s. 16.75(3m). DVB must be certified the by the Department of Administration to be eligible for the preference. Indicate if applicable by checking the box on the front page, form DOA-3070 TECHNICAL REQUIREMENTS RFB # CS-5302 Inmate Clothing Due Date: August 14, 2015 Page 9 of 17 The following specifications are the requirements of the products desired. If not bidding on all particulars as specified, the bidder may offer the product they believe to be an “equal” alternate product. Failure to provide alternate product information in the bid response may result in disqualification of the bid. The DOC will be the sole judge of equivalency and acceptability. 4.1. MANDATORY QUALIFICATIONS 4.1.1 Bidder must be in the business of providing inmate clothing products and must have done so for the past 3 (three) years. (Allowances will be made at the WI-DOC’s discretion in regards to companies that have branched off of a parent company, merged, sold, etc.) 4.1.2 Bidder must be an original manufacturer, authorized distributor, or a dealer authorized by the manufacturer. 4.2 Bidder shall submit documentation of being in the business of providing inmate clothing for the past 3 (three) years. Bidder shall submit documentation of being an original manufacturer, authorized distributor, or dealer authorized by manufacturer. GENERAL SPECIFICATIONS The following are mandatory specifications and must be strictly adhered to. Attachment B provides greater detail of specifications for each specific type of item requested in this solicitation. Attachment B also includes details of samples to be provided. 4.2.1 4.2.2 4.3 4.4 All garments MUST be first quality. No seconds or irregulars. All garments MUST be clean, well pressed, well shaped, well finished and free from any defects which may affect appearance or service ability. 4.2.3 All garments are to be clearly marked or ticketed with size. 4.2.4 All garments must be fully labeled as to fiber content. WASHABILITY Must withstand industrial laundering. Maximum shrinkage allowed is – 2%. SIZES Each specification includes sizes commonly found in the industry for that type of item. Please refer to the specifics on Attachment B- Product Specifications for the size parameters that must be followed. Failure to product products within the specified size range may lead to disqualification of the bid, rejection of orders, or cancellation of the contract. 4.5 ALTERNATE PRODUCTS The products shown on the Bid Cost Sheet are currently being used at the DOC. Bidder may offer alternate manufacturer’s products believed to be an equal. Any alternate product(s) bid must be clearly identified by manufacturer and catalog, model or stock number. Adequate detailed specifications of the product offered must be included with the bid to establish equivalency and to insure that the product being bid meets all specifications. The DOC will be the sole judge of equivalency and acceptability. 4.6 SAMPLES AND EVALUATION Bidder shall be required to submit at no charge to DOC one non-returnable sample as indicated in Attachment A- cost submittal. Attachment A lists which products need to be submitted in which sizes as samples. Samples must be submitted in a separate package from the bid documents, but must arrive at the time of the bid opening, or the samples and the corresponding bid will be rejected. Samples will be used as part of the evaluation process to verify the product bid meets all of the specifications. If awarded the bid, the product delivered must be equivalent or better than samples provided. Failure to provide equal or better product than the samples will result in the rejection of the RFB # CS-5302 Inmate Clothing Due Date: August 14, 2015 Page 10 of 17 order, non-payment of the invoice and/or cancellation of the contract. DOC will be sole judge of products equivalency. Non-returnable samples must be clearly labeled as “sample” and must be identified with the bidder’s name, bid number, due date and bid item number. All samples become the property of the DOC and will not be returned. NOTE: Do not include the bid response documents in the same package as the samples. 5.0 6.0 PRICING 5.1 FIRM PRICES Prices must remain firm for the initial contract period of one year. Vendor(s) may submit price increase requests no later than 60 days prior to the contract renewal date for consideration. All requests for price increases must be fully documented. DOC reserves the right to accept or reject the price increase request. If DOC and the vendor are not able to successfully negotiate an agreement on price, DOC reserves the right to go to the next awarded bidder on the contract. 5.2 PRICE INCREASE REQUESTS Price increase requests proposed after the initial contract term must be received by the Purchasing Services Section in writing 60 calendar days prior to the beginning of the next contract term for acceptance or rejection. Proposed price increases are limited to fully documented cost increases submitted with the request and may not increase more than the Consumer Price Index. If Purchasing deems cost increases are not acceptable, it reserves the right to rebid the contract in whole or part. Acceptance of the price increases shall be in the form of an amendment to the contract. Price increases must be labeled with the contract number and be submitted in the same format as the original RFB. Any price increase requested that is not submitted in the proper format may be rejected. 5.3 TIMELINESS OF DELIVERY Clothing items must be delivered with 30 days of the date of the order. The contractor is required to notify the ordering department of any back order, discontinuation of item(s) or other delays in shipping within 72 hours of receipt of order or release order. ORDERS, DELIVERY, AND TERMS 6.1 INVOICING / PAYMENT REQUIREMENTS 220.127.116.11 All invoices shall reflect the prices and discounts established for the items on this contract for all orders placed by the DOC. 18.104.22.168 DOC must meet a statutory mandate to pay or reject invoices within 30 days of receipt by DOC Accounts Payable. Before payment is made, DOC staff will verify all invoiced charges are correct as per the contract. Only properly submitted invoices will be processed for payment. All invoices must be itemized showing: Contractor name Remit to address Purchase order number Date of order Item(s) descriptions Prices per the Contract 6.2 PRIME CONTRACTOR: MINORITY BUSINESS SUBCONTACTORS AND DISABLED VETERANOWNED BUSINESS SUBCONTRACTORS RFB # CS-5302 Inmate Clothing Due Date: August 14, 2015 Page 11 of 17 The prime contractor will be responsible for contract performance when subcontractors are used. However, when subcontractors are used, they must abide by all terms and conditions of the contract. If subcontractors are to be used, the bidder must clearly explain their participation. The State of Wisconsin is committed to the promotion of minority business in the state's purchasing program and a goal of placing 5% of its total purchasing dollars with certified minority businesses. Authority for this program is found in ss. 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes. The contracting agency is committed to the promotion of minority business in the state's purchasing program. The State of Wisconsin policy provides that minority-owned and disabled business enterprises certified by the Wisconsin Department of Administration Minority Business Certification Program 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 and disabled owned business enterprises or by using such enterprises to provide goods and services incidental to this agreement, with a goal of awarding at least 5% of the contract price to such enterprises. The supplier/contractor shall furnish appropriate quarterly information about its effort to achieve this goal, including the identities of such enterprises certified by the applicable State of Wisconsin Supplier Diversity Certification Program (http://vendornet.state.wi.us/vendornet/doaforms/doa-3234.doc) and their contract amount. The Wisconsin Office of Business Development also certifies disabled veteran-owned business certification program and supplier/contractor should also include the identities of such businesses in their quarterly information. Quarterly reports shall be due fifteen (15) calendar days after the end of the quarter, 9/30, 12/31, 3/31 and 6/30. The form for submitting this information is available from the VendorNet Department of Administration Forms Page: http://vendornet.state.wi.us/vendornet/doaforms/doa-3234.doc . The report shall be submitted even if there is no activity. Submit to: [email protected] The State reserves the right to request additional reports from the Contractor at no additional cost. Contractor shall use every effort to provide such reports in a reasonable timeframe, but no later than thirty (30) calendar days from the time the request was submitted. These reports shall be in a form approved in advance in writing by the State. A listing of certified minority businesses, as well as the services and commodities they provide, is available from the Department of Administration, Minority Business Program, (608) 267-3293. The listing is published on the Internet at: http://www.doa.state.wi.us/mbe/report2.asp?locid=0 . A directory of certified disabled veteran-owned business can be accessed via this website: http://commerce.wi.gov/BusinessDirectory/. Information about the Disabled Veteran-Owned Business Program is available from the Department of Administration, (608) 267-3293. 6.3 AFFIRMATIVE ACTION 6.3.1 All contracts of more than Fifty Thousand Dollars ($50,000) require the submission of a written affirmative 6.3.2 of work force, (6) revision of all employment practices to ensure that they do not have discriminatory effects, (7) establishment of internal monitoring and reporting systems to measure progress regularly. 6.3.3 Failure to comply appropriately with these requirements can lead to bidder being banned from doing business with any agency of the State of Wisconsin. Additionally, failure to comply can result in termination of this contract, or withholding of payment. On the Vendor Information Sheet provide the requested information. For additional information see Section 19.0 of the Standard Terms and Conditions. RFB # CS-5302 Inmate Clothing 6.4 Due Date: August 14, 2015 Page 12 of 17 WISCONSIN SALES AND USE TAX REGISTRATION 6.4.1 The State of Wisconsin shall not enter into a contract with a vendor, and reserves the right to cancel any existing contract if the vendor or contractor has not met or complied with the requirements of s. 77.66, Wis. Stats., and related statutes regarding certification for collection of sales and use tax. 6.4.2 If you have not established a certification for Collection of Sale and Use Tax status with the Wisconsin Department of Revenue, the DOC 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 6.5 TOBACCO-FREE ENVIRONMENT All DOC Institutions are Tobacco-Free. Contractors are not to possess or use any tobacco product inside an institution. 6.6 INSIDE FACILITY DELIVERY 6.6.1 These products may be required to be delivered within the confines of a State of Wisconsin Correctional Facility to which access is tightly controlled. Delivery persons will need to be properly documented with approved identification: a valid Wisconsin or other State’s driver’s license. Vehicles will be subject to search upon entering and leaving said Facility. Vehicles containing weapons, drugs or drug paraphernalia, live animals, additional passengers, and/or any other restricted items will not be allowed to enter the facility. Possession of contraband may be reported to local law enforcement. 6.6.2 6.7 The DOC will not be responsible for any additional delivery charges resulting from being denied entry by non-compliant delivery personnel. CONTRACTOR AUDIT REQUIREMENT 6.7.1 Governmental entities shall comply with the Single Audit Act of 1984, OMB Circular A-128 and the State Single Audit Guidelines issued by the Department of Administration. They shall also comply with the Department of Health and Family Services' Allowable Cost Policy Manual. Single audit reports are due to the Department of Administration within 30 days from issuance of the report, but no later than one year after the end of the audit period. 6.7.2 Non-profit agencies that have been certified under USC 501(c)(3) shall comply with OMB Circular A-133, the Department's Contractor Agency Audit Guide, the Allowable Costs Policy Manual and ss. 301.08. Audits are due to the Contractor within one year of the close of the contract. 6.7.3 Profit agencies shall comply with the Department's Contractor Agency Audit Guide, the Allowable Costs Policy Manual, and ss. 301.08. Audits are due to the Contractor within one year of the close of the contract. 6.7.4 If a Contractor agency's audit is based on a calendar rather than state fiscal year (July 1 through June 30), the Contractor and/or auditor shall submit a worksheet which reconciles the expenditures based on the state fiscal year and the relevant purchase orders within one year of the close of the contract. 6.7.5 DOC shall notify Contractor within 90 days of receipt of the audit completed by the independent certified auditor, whether or not the audit meets the requirements of DOC's audit guidelines. DOC shall initiate resolution of audit findings with Contractor within 180 days following notification of the audit's acceptance. If the audit is not complete or is acceptable only in part, DOC shall rely upon the acceptable portion of the audit and any additional audit work shall build upon the work already done. RFB # CS-5302 Inmate Clothing Due Date: August 14, 2015 Page 13 of 17 6.7.6 DOC reserves the right to conduct an independent audit of Contractor if Contractor fails to secure an audit covering all funds, or a follow-up review of selected areas is determined to be necessary. In the event that Contractor fails to secure an audit, DOC's costs for completing an audit will be charged back to Contractor. 6.7.7 6.8 Contractor agrees that it is responsible to assure that all purchases of $25,000 or more meet the requirements of the Office of Management and Budget Circulars A-133 and A-128 that pertain to sub-recipient audits. . CONTRACTOR MAJOR STRUCTURAL CHANGE The Contractor is required to provide the Department of Corrections with a minimum of 90 days written advance notice of any planned or potential structural change (merger, buyout, acquisition, consolidation, etc.). Contract may not be automatically assigned to the new entity (since the underlying procurement may be affected). 6.9 F.O.B. DESTINATION All orders will be F.O.B. Destination. Delivery will be made by common carrier or contractors vehicles, with unloading to be performed by the carrier/contractor shipments transported to the interior/ground floor or inside dock. Prices must include all packing, freight and insurance charges. The delivery of orders to DOC institutions varies at each institution. Generally orders are only allowed to be delivered Monday through Friday, excluding holidays 6.10 DOC DELIVERY REQUIREMENTS 6.10.1 Packing: Each package of goods shall be delivered in standard containers so constructed as to ensure acceptance by common or other carriers for safe transportation at the lowest rate to the point of destination. 6.10.2 Preparation for Delivery – Commercial packages will be acceptable. Items shall be packed in substantial containers, so constructed as to ensure acceptance by common or other carriers for safe transportation, at lowest rate, to the point of delivery. If at all possible, packaging that can be returned or is recyclable or made from recycled materials should be used. The shipping containers shall be marked with the name of the material, size, type and quantity contained therein, name of contractor, and the purchase order number. 6.10.3 Marking – Each carton/case must be clearly marked with the product, style number, product type, size and color. 6.10.4 Delivery ticket will be in duplicate. All delivery tickets will be signed by DOC personnel who have checked order copy against delivery ticket. Delivering personnel will retain one copy of signed delivery ticket for billing purposes. 6.10.5 MSDS – Material Safety Data sheets should be on the outside of the carton as required. 6.11 DOC DOCKING REQUIREMENTS Shipments delivered to DOC must be on four way entry pallets. Pallets must be in good condition, no broken boards or rails. Multiple packages may be banded or shrink-wrapped on a single pallet. Products must not exceed the pallet dimensions (40”x48”x60”H), with no overhang. All hazardous materials must be picked, packed, wrapped, labeled, sorted and shipped per all Federal and State regulations. To facilitate delivery, dock level trucks must be used. . RFB # CS-5302 Inmate Clothing 6.12 Due Date: August 14, 2015 Page 14 of 17 ITEM RETURN POLICY / DEFECTIVE PRODUCT Contractor should provide for return of items ordered in error for up to 30 calendar days from receipt with the DOC paying only the return shipping costs. The State of Wisconsin reserves the right to reject any shipments that it deems to be faulty. Such shipments shall be returned at the contractor(s) expense. The state will not be responsible for charges incurred as a result of the defective product. If the contractor(s) is then unable to furnish an acceptable product, the State of Wisconsin may elect to purchase from another vendor such quantities as may be needed to fulfill the immediate requirement(s). Any difference in costs between the contract price and the price of such shipment(s) from another vendor shall be deducted from any monies, which may be due to the contractor. 7.0 6.13 RANDOM SAMPLING Upon delivery and before payment of the final invoice, any part of the final product may be pulled from the contractor’s delivery truck and inspected to assure the DOC that the specifications have been met in all respects. Failure to meet any specification will mean rejection of the entire order at no cost to the DOC. No changes in the specifications will be permitted without written authorization from Purchasing Services. 6.14 PRODUCT IDENTIFICATION Bid response must be clearly identified by manufacturer and catalog/model/stock number and/or appropriate identification as requested on the Bid Cost Sheet. Adequate detailed specifications of the items offered bid must be included with the bid to insure that the item(s) being bid meets all specifications. 6.16 SHIPMENTS, DUPLICATES AND OVER SHIPMENTS Upon notification by the DOC of a duplicate or over shipment, item must be removed at the contractor’s expense. If such goods are not removed within 30 days of written notification, the DOC reserves the right to dispose of them as its own property and shall not be held liable for the cost STANDARD TERMS AND CONDITIONS The Standard Terms and Conditions (DOA-3054) are by reference made a part of this RFB. The State of Wisconsin reserves the right to incorporate standard State contract provisions into any contract negotiated with any bid submitted responding to this RFB (Standard Terms and Conditions, DOA-3054). Failure of the successful bidder to accept these obligations in a contractual agreement may result in cancellation of the award. The Standard Terms and Conditions shall govern this RFB and subsequent contract 8.0 REQUIRED FORMS AND ATTACHMENTS The following forms must be completed and submitted with the bid. FORMS: Request for Bid Form (DOA-3070) - cover sheet, first page of this RFB Vendor Information Form (DOA-3477) Wisconsin’s Cooperative Purchasing Service Form (DOA-3333) Vendor Reference Form (DOA-3478) Attachment A Cost Sheet for Inmate Clothing Items STATE OF WISCONSIN Bid / Proposal # CS-5302 DOA-3477 (R05/98) Commodity / Service INMATE CLOTHING ITEMS VENDOR INFORMATION 1. BIDDING / PROPOSING COMPANY NAME FEIN Phone ( ) Toll Free Phone FAX ( ) E-Mail Address ( ) Address 2. City 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 3. City State Zip + 4 Any vendor awarded over $25,000 on this contract must submit affirmative action information to the department. Please name the Personnel / Human Resource and Development or other person responsible for affirmative action in the company to contact about this plan. Name Title Phone ( ) Toll Free Phone FAX ( ) E-Mail Address ( ) Address 4. City State Zip + 4 Mailing address to which state purchase orders are mailed and person the department may contact concerning orders and billings. Name Title Phone ( ) Toll Free Phone FAX ( ) E-Mail Address ( ) Address City 5. State Zip + 4 CEO / President Name This document can be made available in accessible formats to qualified individuals with disabilities. Division of State Agency Services State Bureau of Procurement State of Wisconsin Department of Administration DOA-3333 (R03/2004) Vendor Agreement Wisconsin’s Cooperative Purchasing Service Wisconsin statutes (s. 16.73, Wis. Stats.) establish authority to allow Wisconsin municipalities to purchase from state contracts. Participating in the service gives vendors opportunities for additional sales without additional bidding. Municipalities use the service to expedite purchases. A "municipality" is defined as any county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the authority to award public contracts (s. 16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (2), Wis.Stats. Interested municipalities: will contact the contractor directly to place orders referencing the state agency contract number; and are responsible for receipt, acceptance, inspection of commodities directly from the contractor, and making payment directly to the contractor. The State of Wisconsin is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases. The State of Wisconsin will determine the contractor’s participation by checking a box below. MANDATORY: Bidders/Proposers must agree to furnish the commodities or services of this bid/proposal to Wisconsin municipalities. Vendors should note any special conditions below. OPTIONAL: Bidders/Proposers may or may not agree to furnish the commodities or services of this bid/proposal to Wisconsin municipalities. A vendor’s decision on participating in this service has no effect on awarding this contract. A vendor in the service may specify minimum order sizes by volume or dollar amount, additional charges beyond normal delivery areas, or other minimal changes for municipalities. Vendor: please check one of the following boxes in response. I Agree to furnish the commodities or services of this bid/proposal to Wisconsin municipalities with any special conditions noted below. I Do Not Agree to furnish the commodities or services to Wisconsin municipalities. Special Conditions (if applicable): Signature Date (mm/dd/ccyy) Name (Type or Print) Title Company Telephone ( Address (Street) Commodity/Service City ) State ZIP + 4 Request for Bid/Proposal Number CS-5302 Inmate Clothing Items This form can be made available in accessible formats upon request to qualified individuals with disabilities. STATE OF WISCONSIN STATE OF WISCONSIN Bid / Proposal # DOA-3478 (R12/96) CS-4592 SURVEILLANCE VIDEO CAMERAS AND ACCESSORIES VENDOR REFERENCE FOR VENDOR: Provide company name, address, contact person, telephone number, and appropriate information on the product(s) and/or service(s) used for four (4) or more installations with requirements similar to those included in this solicitation document. If vendor is proposing any arrangement involving a third party, the named references should also be involved in a similar arrangement. Company Name Address (include Zip + 4) Contact Person Phone No. Product(s) and/or Service(s) Used Company Name Address (include Zip + 4) Contact Person Phone No. Product(s) and/or Service(s) Used Company Name Address (include Zip + 4) Contact Person Phone No Product(s) and/or Service(s) Used Company Name Address (include Zip + 4) Contact Person Product(s) and/or Service(s) Used This document can be made available in accessible formats to qualified individuals with disabilities. Phone No.
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