Master Bid Document

Master Bid Document
State of Wisconsin
Wis. Statutes s.16.75
DOA-3070 (R08/2003)
BIDS MUST BE SEALED AND ADDRESSED TO:
AGENCY ADDRESS:
WI Dept. of Natural Resources
Attn: Richard M. Straub
101 S. Webster St., FN/2
PO Box 7921
Madison, WI 53703-7921
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
A-025-08
Bid #
. 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 ninety (90) days from
date of bid opening, unless otherwise noted. The attached terms and conditions apply to any
subsequent award.
REQUEST FOR BID
Bids MUST be in this office no later than
THIS IS NOT AN ORDER
11:00 AM CST, Tuesday, February 22, 2011
BIDDER (Name and Address)
Name (Contact for further information)
Richard M. Straub
(email address: [email protected])
Phone
Date
(608) 261-6415
February 11, 2011
Quote Price and Delivery FOB
Destination
 Fax bids are accepted
Item
No.
Quantity
and Unit
Description
 Fax bids are not accepted
Price
Per Unit
Total
The WI DNR’s Bureau of Air Management is soliciting bids
for the provision of new self–contained instrumentation
capable of continuously monitoring ambient air for PM2.5
(PM Fine) using beta ray attenuation operating principles,
and for the provision of new outdoor weatherproof enclosures
for all instrumentation systems bid, per the attached
Special Conditions of Bid, Specifications, Bid Price Sheet
and Standard Terms and Conditions.
Note: Please complete, sign and return the following forms:
this Request for Bid Form, Bid Price Sheet, and Vendor Information Form (DOA-3477). Do not enter any prices on this
form, all prices should be entered on the Bid Price Sheet.
Special Note: technical questions about the required
equipment may be directed to Bruce Rodger (608) 575-5631.
Payment Terms: Net 30
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)
Signature of Above
Title
Phone
Date
Fax
Federal Employer Identification No.
This form can be made available in accessible formats upon request to qualified individuals with disabilities
(
(
)
)
Social Security No. if Sole
Proprietor (Voluntary)
Wisconsin Department of Administration
Chs. 16, 19, 51
DOA-3054 (R10/2005)
Page 1 of 3
Standard Terms And Conditions
(Request For Bids / Proposals)
1.0
2.0
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.
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
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.
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).
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.
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
DOA-3054
Page 2 of 3
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
16.0
17.0
18.0
19.0
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.
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.
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.
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.
Contracts estimated to be over twenty-five thousand
dollars ($25,000) require the submission of a written
affirmative action plan by the contractor. An exemption occurs from this requirement if the contractor
has a workforce of less than twenty-five (25)
employees. Within fifteen (15) working days after
the contract is awarded, the contractor must submit
the plan to the contracting state agency for approval.
Instructions on preparing the plan and technical
assistance regarding this clause are available from
the contracting state agency.
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:
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
24.0
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.
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.
DOA-3054
Page 3 of 3
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
27.2
28.0
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.
Any material submitted by the vendor in response to
this request that the vendor considers confidential
and proprietary information and which qualifies as a
trade secret, as provided in s. 19.36(5), Wis. Stats.,
or material which can be kept confidential under the
Wisconsin public records law, must be identified on
a Designation of Confidential and Proprietary
Information form (DOA-3027). Bidders/proposers
may request the form if it is not part of the Request
for Bid/Request for Proposal package. Bid/proposal
prices cannot be held confidential.
DISCLOSURE: If a state public official (s. 19.42, Wis.
Stats.), a member of a state public official's immediate
family, or any organization in which a state public official or
a member of the official's immediate family owns or controls
a ten percent (10%) interest, is a party to this agreement,
and if this agreement involves payment of more than three
thousand dollars ($3,000) within a twelve (12) month
period, this contract is voidable by the state unless appropriate disclosure is made according to s. 19.45(6), Wis.
Stats., before signing the contract. Disclosure must be
made to the State of Wisconsin Ethics Board, 44 East
Mifflin Street, Suite 601, Madison, Wisconsin 53703
(Telephone 608-266-8123).
State classified and former employees and certain
University of Wisconsin faculty/staff are subject to separate
disclosure requirements, s. 16.417, Wis. Stats.
29.0
RECYCLED MATERIALS: The State of Wisconsin is
required to purchase products incorporating recycled mate-
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 subunits, or any state official or employee for commercial promotion is prohibited.
News releases pertaining to this procurement shall not be
made without prior approval of the State of Wisconsin.
Release of broadcast e-mails pertaining to this procurement
shall not be made without prior written authorization of the
contracting agency.
32.0
HOLD HARMLESS: The contractor will indemnify and save
harmless the State of Wisconsin and all of its officers,
agents and employees from all suits, actions, or claims of
any character brought for or on account of any injuries or
damages received by any persons or property resulting
from the operations of the contractor, or of any of its
contractors, in prosecuting work under this agreement.
33.0
FOREIGN CORPORATION: A foreign corporation (any
corporation other than a Wisconsin corporation) which
becomes a party to this Agreement is required to conform
to all the requirements of Chapter 180, Wis. Stats., relating
to a foreign corporation and must possess a certificate of
authority from the Wisconsin Department of Financial
Institutions, unless the corporation is transacting business
in interstate commerce or is otherwise exempt from the
requirement of obtaining a certificate of authority. Any
foreign corporation which desires to apply for a certificate of
authority should contact the Department of Financial
Institutions, Division of Corporation, P. O. Box 7846,
Madison, WI 53707-7846; telephone (608) 261-7577.
34.0
WORK
CENTER
PROGRAM:
The
successful
bidder/proposer shall agree to implement processes that
allow the State agencies, including the University of
Wisconsin System, to satisfy the State's obligation to
purchase goods and services produced by work centers
certified under the State Use Law, s.16.752, Wis. Stat. This
shall result in requiring the successful bidder/proposer to
include products 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.
SPECIAL CONDITIONS OF BID
RFB #A-025-08
New Continuous PM2.5 (PM Fine) Federal Equivalent Method (FEM) Monitoring Systems
1.
Subject: The Department of Natural Resources requests bids for self-contained instrumentation capable of
continuously monitoring ambient air for PM2.5 (PM Fine) as shown on the attached list of Specifications.
The agency plans to make an initial purchase of between one to four (1 - 4) complete systems based on the
prices bid and the available funding during the intial contract period. Any purchases after the initial
contract term will be subject to agency need and funding availability. All correspondence regarding this
bid must refer to bid #A-025-08. After an award is made any correspondence, documents, price lists, etc.,
concerning this contract must include this bid number and must be sent to the DNR Purchasing Office to be
acknowledged.
2.
Contract Term and Contract Extensions: A one year contract term is anticipated as a result of
this bid and shall run for one-year from the date of intial DNR purchase order issuance. This
contract is subject to two optional one-year extensions. These extensions are not automatic and are
subject to mutual agreement between the DNR and the awarded contractor.
3.
Firm Prices: Pricing must remain firm for the initial contract period. Any price increase after the
initial one year term must be received in writing and approved by this agency prior to any one-year
contract extension.
4.
Bidder Qualifications and Warranty/Product Support Information: Bidder must either be a
manufacturer, or a manufacturer’s authorized distributor or dealer, with the ability to provide
replacement parts for the equipment as specified. All bidders shall supply a statement indicating if
they are a manufacturer or authorized dealer or authorized distributor for the specified equipment
being bid. A statement must also be provided detailing the warranty scope and time frame for all
items bid.
5.
F.O.B. Destination: All initial equipment orders are to be delivered to the attention of Jason Lohr
at 2801 Progress Rd., Madison, WI, 53716, FOB Destination, with all operating instructions,
operating manuals, and maintenance manuals furnished to DNR personnel. Future orders are
anticipated to be delivered to this same location. Bid prices are to include all shipping, packing,
insurance, instructional, and manual charges, as well as any duties or custom clearance charges, if
any apply. Vendors shall indicate an expected delivery time frame for all new equipment that may
be ordered in the designated place on the Request for Bid form.
6.
Specifications: The specifications shown on the attached are the minimum acceptable
specifications of the equipment desired. Any equipment bid must be clearly identified by
manufacturer and model or stock number, and adequate detailed product information must be
furnished to support conformity to specifications. All bidders shall clearly indicate any exceptions
to the indicated specifications for the units they have bid. If exceptions to the specifications are
noted by the bidder the Department will be the sole judge of the acceptability and conformance of
the product bid to the stated specifications.
7.
Method of Bid: Bidders must submit their total system price for the analytical equipment specified
on the attached Bid Price Sheet. Bidders should also show unit prices and part numbers for the
specified outdoor weather proof enclosures where indicated on the Bid Price Sheet. Bidders shall
indicate on the outside of their bid response envelope or on the first page of their fax, the bid
number, the date and time of the bid opening, and in large letters “SEALED BID ENCLOSED”.
All Bidders are directed to use the attached Bid Checklist as a tool to help them submit a
complete bid package.
Faxed bid responses will be allowed and should be faxed to 608-264-6277. All faxed bid responses
must have a facsimile transmission cover letter. This letter will include:
Date
Agency fax number (608-264-6277)
Agency name (Wisconsin Dept. of Natural Resources)
Agency contact person and telephone number (Richard M. Straub, 608-261-6415)
Bidder fax number (if available)
Bidder name
Bidder contact person and telephone number
Number of pages (including cover) being transmitted
All faxed replies to bid requests must be signed. Each page should be initialed and numbered
"page 1 of 5, page 2 of 5," etc. Faxed bids will be rejected if they do not arrive on time, i.e., the
last page of the fax transmission must be completed prior to the bid opening due date and time.
Bidders who fax their bids must also submit an original copy of the bid within one week of the bid
opening.
Bids must be submitted by Tuesday, February 22, 2011 at 11:00 AM CST by fax or to one of the following
two addresses depending on the bidders planned method of delivery:
USPS
Richard M. Straub FN/2
WI Department of Natural Resources
PO Box 7921
Madison, WI 53707-7921
COMMON CARRIER AND
HAND DELIVERY ADDRESS
Richard M. Straub FN/2
WI Department of Natural Resources
101 S. Webster St.
Madison, WI 53703
Receipt of a bid by the State mail system does not constitute receipt of a bid by the Purchasing
Office, for purposes of this RFB. All bidders are responsible for the delivery of their bid
package to this purchasing office prior to the stated bid opening time. Late bids and
unsigned bids will be rejected.
8.
Method of Award: Award will be made to the lowest responsive and responsible bidder based on
the Total System Price submitted on the Bid Price Sheet. Bidders are directed to use the attached
Bid Checklist as a tool to help them submit a complete bid package.
9.
Bid Opening: There will be a public bid opening on Tuesday, February 22, 2011 at 11:00 AM
(CST) at the address indicated for bid submission on the Request for Bid Form.
10.
How to get on the State of Wisconsin’s Bidders List: Vendors are directed to the State of
Wisconsin’s computerized vendor information system, ”VendorNet”, for additional electronic
copies of this bid package, and for information on receiving automatic notification of all state
agency procurements over $25,000 in a vendors particular area of interest. The web address for
VendorNet is http://vendornet.state.wi.us. If there is a need to solicit bids for additional equipment
upon the completion of the contract initiated by this procurement, only vendors registered with
“VendorNet” will receive automatic notification of the bid. Your firms’ receipt of this bid in the
mail does not guarantee receipt of future bids for these services.
11.
Minority Business (MBE) requirements: 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 business enterprises certified by the Wisconsin
Department of Commerce, Bureau of Minority Business Development should have the maximum
opportunity to participate in the performance of its contracts. The supplier/contractor is strongly
urged to use due diligence to further this policy by awarding subcontracts to minority-owned
business enterprises or by using such enterprises to provide goods and services incidental to this
agreement, with a goal of awarding at least 5% of the contract price to such enterprises.
12.
Certification for Collection of Sales and Use Tax: 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.
SPECIFICATIONS
RFB #A-025-08
New Continuous PM2.5 (PM Fine) Federal Equivalent Method (FEM) Monitoring Systems
All PM Fine monitoring system equipment provided through this bidding process must be new equipment and must
meet the following requirements and specifications:
A. Requirements
1.
Method of analysis must be a "designated reference" or "equivalent" method according to US-EPA capable
of measuring PM2.5 (PM Fine) continuously with a PM-10 cut point inlet in accordance with Federal
Register, 40 CFR Part 53 "40 FR 7049, 18 February 1975. This unit shall be equipped with the Very Sharp
Cut Cyclone (VSCC) PM-2.5 inlet to measure PM-2.5 concentrations continuously in the monitoring
system. The analyzer shall display a label or sticker indicating the reference designation number assigned
by USEPA.
Must have the capability of being operated as a part of a beta attenuation Federal Equivalent Method
PMCoarse (PM10 – PM2.5) system to serve as a back-up component for a PMCoarse system.
2.
Operating Principle - Measures ambient particulate concentrations using beta ray attenuation
3.
Measurement Resolution of ± 0.1 μg/m3 for a 24 hour average.
A. System Specifications
1.
The power required to operate the unit shall be 115 volt AC, 60 HZ. All functions shall perform within
specifications at any line voltage from 105 to 125 volts AC.
2.
The manufacturer shall guarantee the availability of all replacement parts or comparable substitutes for a
period of not less than 7 years after the last comparable model was produced.
3.
For all units supplied there must be operation manuals available online which contain: a general description
of the instrument functions and components, complete and specific operating instructions, necessary
maintenance instructions, complete replacement parts lists showing manufacturers and locations,
commercial identification and list price of all spare parts, a high mortality parts list, complete detailed
wiring and schematic diagrams noting test points and voltages, troubleshooting procedures, detailed
removal and reinstallation instructions for components subject to replacement and a list of all fuses and
replacement fuse ratings.
4.
For all units supplied the vendor must be able to provide outdoor weatherproof enclosures that protect the
units from the elements and that still permit the equipment to accurately monitor for PM2.5. All bidders
must include manufacturer & part number information and pricing for these enclosures on their Bid Price
Sheet. The agency will determine based on the prices bid and agency need if any weatherproof enclosures
are purchased. There is no guarantee that any such enclosures are purchased but they must be available to
the agency from the vendor at the price bid if the DNR decides it needs such equipment. Bidders must
provide detailed product information with their bid package for all weatherproof enclosures bid.
B. Design and Performance Specifications
Measurement Resolution
Display Resolution
Lower Detection Limit
Lower Detection Limit
Standard Range
Measurement Cycle Time
0.1 μg/m3
1 μg/m3
< 4.8 μg/m3 (less than 4.0 μg/m3 typical) (2σ) 1 hour
< 1.0 μg/m3 (2σ) 24 hour
0 – 1.000 mg/m3 (0 - 1000 μg/m3)
1 hour
Flow Rate
Filter Tape
Span Check
Beta Source
16.7 liters/minute adjustable 0–20 LPM range actual or standardized
flow
Continuous glass fiber filter tape, 30mm x 21m roll > 60 days/roll
Automatic 0.800 mg (typical) span foil, verified hourly
14C (carbon -14), 60 μCi ±15 μCi (< 2.22 x 106 Beq), half-Life 5730
years
Operating Temperature
Ambient Temperature
Ambient Humidity
Sample Humidity Control
0 to +50˚C
-30˚ to +60˚C
0 – 90% RH, noncondensing
10 – 99% RH setpoint
User Interface
Menu-driven interface with 8 - line 40-character LCD display and
dynamic keypad
Isolated 0 –1 VDC output standard 0 –10 V, 4–20 mA, 0 –16 mA
switch-selectable
RS - 232 two-way serial port for PC or modem communications
Output-only serial port for data or diagnostic output to a PC or serial
printer
Clock reset (voltage or contact closure), telemeter fault (contact
closure)
Data error, tape fault, flow error, power failure, maintenance
User-configurable available through serial port, display, and relay
outputs
minimum of 4369 records (182 days at 1 record/hr)
Report/data processing ability that enables direct digital communication
via RS-232 to the Wisconsin DNR’s existing data acquisition system
Analog Output
Serial Interface
Printer Output
Telemetry Inputs
Alarm Contact Closures
Error Reporting
Memory
Data Processing
All Measurement System equipment supplied must include the following standard equipment:
Automatic Span Membrane
Internal Flow Sensor
Internal Flow Controller
Internal Filter Temperature, Pressure, and RH Sensors
Six-Channel Data logger for Accessory Sensors
Serial Communications Cable
Universal Power Cable
Pump Control Cable and Air Tubing
Rack Mounting Hardware
Reusable Packing Materials
Data Collection Software
Report Processer for hourly digital output (meeting specifications above)
Glass Fiber Filter Tape, minimum of One Roll that meets above specifications
Pump
Power Supply
Medo Linear Piston Vacuum Pump
100 –230 VAC, 50/60 Hz. Factory configured.
D. Contract Conditions
1.
The vendor shall negotiate the delivery of their instruments with the Wisconsin DNR. With each instrument
delivered, the vendor shall assure that each analyzer is affixed with an EPA Designation Sticker, that the
equipment is operating properly, and that it will pass the Design and Performance Specifications listed
above.
2.
The Wisconsin DNR will perform an evaluation of each instrument to determine compliance or
noncompliance with above performance specifications. Such evaluation will begin on receipt of the
instrument by DNR. The DNR shall notify the vendor in writing if the instrument is accepted. In addition,
the delivered monitoring systems must provide 95% of all hourly averages of the pollutant concentration
(with the instrument performing within the limits of the purchase specifications) during this period,
provided that the monitoring system is operated in accordance with the manufacturers operating manual and
provided there is no power interruption.
3.
In the event of noncompliance with above performance specifications, the vendor may, within 30 days,
repair and report any changes made, as well as any resulting change in performance. If more than two
performance testing periods are required, the DNR retains the right to either reject the unit and request
delivery of a different unit, or accept the unit. If the instrument must be returned to the vendor for repair
before acceptance, shipping charges shall be paid by the vendor. No modifications may be made which
have not been authorized by U.S. EPA as a condition of approval as a reference or equivalent analyzer.
4.
Payment by DNR will be forthcoming after each instrument has satisfactorily passed the acceptance tests
covered in the purchase order.
5.
The instruments shall be warranted by the vendor to meet DNR specifications for a period of at least two
years from date start-up is completed.
6.
a.
b.
All components shall be warranted by the vendor against faulty material and workmanship for a period
of at least two years from date of start-up.
The vendor shall provide a statement of the actual warranty coverage to DNR for each unit accepted,
within one week of notification of equipment acceptance. This statement of the actual warranty
coverage will include the date of initial coverage and the date of expiration of coverage.
7.
The vendor shall warrant, for at least two years, either on-site repairs within 72 hours, or factory repairs,
after notification of instrument failure - such warranty not to include regular maintenance requirements or
malfunctions induced by the operator. If the instruments must be returned to the factory, the manufacturer
must provide within 72 hours of receipt the repaired instrument.
8.
For at least one year following the date of acceptance, the vendor shall warrant that the period or periods
each instrument is inoperable will not exceed a total of 30 days. Each inoperable period shall begin when
the vendor is notified by DNR of instrument failure and continuing until the instrument is again operating
within specifications. Such warranty does not include malfunctions induced by the operator, or when forces
beyond the control of the vendor cause a delay in operation greater than 30 days.
9.
Any exception to DNR bid specifications shall be explained by the vendor in writing. The explanation shall
include the extent of the deviation and the reason for it.
10. Bid prices must be shown on "Bid Price Sheet" form.
BID PRICE SHEET
RFB #A-025-08
New Continuous PM2.5 (PM Fine) Federal Equivalent Method (FEM) Monitoring Systems
NOTE: This form must be used to submit your bid. Fill it out completely and return it along with a completed Vendor
Information Form and a Request for Bid Form. Do not put prices on the Request for Bid Form; fill in the bottom half of the
form only.
ITEM DESCRIPTION
UNIT COST
New Continuous PM2.5 (PM Fine) Monitoring System per attached
Specifications and Special Conditions of Bid.
____________
Part No._________________________________________
Manufacturer____________________________________
Other costs: (explain below)
___________________________________________________________
___________________________________________________________
___________________________________________________________
___________________________________________________________
____________
TOTAL SYSTEM PRICE:
___________________
Outdoor Weather Proof Enclosure for the analytical equipment bid above:
Part No._________________________________________
Manufacturer____________________________________
Company Name & Address
UNIT COST
___________
_________________________________________
_________________________________________
_________________________________________
_________________________________________
Name
_________________________________________
Title
_________________________________________
Signature
_________________________________________
Date
_________________________________________
STATE OF WISCONSIN
Bid / Proposal #
A-025-08
DOA-3477 (R05/98)
Commodity / Service
NEW PM 2.5 SYSTEMS
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.
State of Wisconsin
Department of Natural Resources
Request for Bid No. A-025-08
BID CHECKLIST
Bidders are to complete, sign and return the following forms, and provide the information as required by the
Specifications and the Special Conditions of Bid. Use the list below to check off the items as they are completed and
as a mailing check list. A complete bid package must contain all the items lited below.
1.
____ DOA-3070, Request for Bid Form (signed)
2.
____ Bid Price Sheet (signed)
3.
____ DOA-3477, Vendor Information form
4.
____ Bidders must provide detailed product information that supports conformance with the specifications and
note any exceptions to the specifications for the items they bid.
5.
____ All bidders shall supply a statement indicating if they are a manufacturer or authorized dealer or
authorized distributor for the specified equipment being bid. A statement must also be provided detailing
the warranty scope and time frame for all items bid per Special Conditions of Bid Section 4.
6.
____ All bidders must indicate on the outside of their response the bid number, date and time of bid opening,
and in large letters “SEALED BID ENCLOSED”. Fax bids must follow all instructions included in
Special Conditions of Bid.
NOTE:
The State reserves the right to reject incomplete bids.
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