RFB Document
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
101 E Wilson Street, 6th Floor
Madison WI 53703
If using PO Box, P.O. Box 7867, 53707-7867
REQUEST FOR BID #MA160635
Bid envelope must be sealed and plainly marked in lower corner with due date and Request for Bid
number MA160635. 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 date and time stamped no later than:
THIS IS NOT AN ORDER
BIDDER (Name and Address)
Thursday, October 8, 2015 at 2:00 PM CT
Name (Contact for further information)
Amy Schroeder
Phone
Date
608-266-0462
September 17, 2015
Quote Price and Delivery FOB
Destination
Item
No.
Quantity
and Unit
Fax and e-mail bids are not accepted
Price
Per Unit
Description
Total
REQUEST FOR BID
Department of Military Affairs
Snow and Ice Removal Services for West Bend Army Aviation Support
Facility #1 & West Bend National Guard Armory
All pricing shall be provided on the Price Sheet – Attachment A
IMPORTANT: Any snow and ice removal services BEFORE November 1
or AFTER March 31 MUST have the approval of the Area Buildings &
Grounds Superintendent BEFORE commencing the services.
MANDATORY PRE-BID SITE VISIT IS REQUIRED OF ALL BIDDERS
SEE SECTION 6.1 FOR DATE & TIME
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 Administration. If you have questions concerning the certification process, contact the Wisconsin Department of Administration, 101 E. Wilson St., 6th
Floor, Madison, WI 53703, (608) 261-2510. Does Not Apply to Printing Bids.
We claim Wisconsin certified disabled veteran-owned business preference. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED disabled veteran-owned business.
Bidder must be certified by the Wisconsin Department of Administration. If you have questions concerning the certification process, contact the Wisconsin Department of Administration, 101 E.
Wilson St., 6th Floor, Madison, WI 53703, (608) 261-2510. 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
(
)
E-mail
This form can be made available in accessible formats upon request to qualified individuals with disabilities.
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INSTRUCTIONS TO BIDDERS
You received this Request for Bid (RFB) 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.
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.
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 AND ACRONYMS ................................................................................................................................................. 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
2.0 BIDDER QUALIFICATIONS & REQUIREMENTS ......................................................................................................................... 5
3.0 MANDATORY REQUIRED SPECIFICATIONS OF BID ................................................................................................................ 6
3.1
SPECIFIC SITE SNOW AND ICE REMOVAL REQUIREMENTS ........................................................................................... 6
3.2
TECHNICAL REQUIREMENTS. ................................................................................................................................................ 6-7
3.3
GENERAL REQUIREMENTS ..................................................................................................................................................... 7-8
4.0 SPECIAL TERMS AND CONDITIONS OF BID ............................................................................................................................... 8
4.1
ADDITION OR REDUCTION OF SERVICES ............................................................................................................................. 8
4.2
PERFORMANCE FAILURE ........................................................................................................................................................... 8
4.3
CONTRACTOR POINT OF CONTACT.......................................................................................................................................... 8
4.4
FRATERNIZATION/AGENCY WORK RULES ........................................................................................................................... 8
4.5
PAYMENT TERMS ..................................................................................................................................................................... 8-9
4.6
CERTIFICATES OF INSURANCE ................................................................................................................................................. 9
4.7
TAX EXEMPTION AND CERTIFICATION OF COLLECTION OF SALES TAX ...................................................................... 9
4.8
CANCELLATION AND TERMINATION ................................................................................................................................. 9-10
4.9
DEBARMENT ............................................................................................................................................................................... 10
5.0 PRICING STRUCTURE & PRICE SHEET INSTRUCTIONS ....................................................................................................... 10
5.1
METHOD OF BID .......................................................................................................................................................................... 10
5.2
PRICE SHEET INSTRUCTIONS .................................................................................................................................................. 10
5.3
REQUESTING PRICE ADJUSTMENTS ...................................................................................................................................... 10
6.0 BID PROCEDURE AND INSTRUCTIONS ...................................................................................................................................... 11
6.1
PRE-BID SITE VISIT .................................................................................................................................................................... 11
6.2
CALENDAR OF EVENTS ............................................................................................................................................................. 11
6.3
CORRESPONDENCE, CLARIFICATIONS AND QUESTIONS ................................................................................................. 11
6.4
REASONABLE ACCOMMODATIONS ....................................................................................................................................... 11
6.5
VENDORNET REGISTRATION .................................................................................................................................................. 11
6.6
SUBMITTING A BID .................................................................................................................................................................... 12
6.7
FAXED BIDS ................................................................................................................................................................................. 12
6.8
E-MAILED BIDS ........................................................................................................................................................................... 12
6.9
FORMAT OF BID RESPONSE................................................................................................................................................. 12-13
6.10 MULTIPLE BIDS ........................................................................................................................................................................... 13
6.11 INCURRING COSTS ..................................................................................................................................................................... 13
7.0 BID ACCEPTANCE AND AWARD................................................................................................................................................... 13
7.1
BID OPENING ............................................................................................................................................................................... 13
7.2
BID REVIEW ................................................................................................................................................................................. 13
7.3
BID ACCEPTANCE ...................................................................................................................................................................... 13
7.4
METHOD OF AWARD.................................................................................................................................................................. 13
7.5
BIDDER REFERENCES/CLIENT LIST ....................................................................................................................................... 13
7.6
USE OF SUBCONTRACTORS ..................................................................................................................................................... 13
7.7
SUPPLIER DIVERSITY ................................................................................................................................................................ 14
7.8
AWARD NOTIFICATION ............................................................................................................................................................ 14
7.9
PROTEST AND APPEALS PROCESS ......................................................................................................................................... 15
8.0 REQUIRED FORMS ........................................................................................................................................................................... 15
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1.0 INTRODUCTION AND PURPOSE
1.1 DEFINITIONS AND ACRONMYMS
For the purposes of this Request for Bid and resulting Contract(s), the following definitions of terms shall apply, unless otherwise indicated.
an office, department, agency, institution of higher education, association, society or other body in
Agency:
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.
Army Aviation Support Facility #1
AASF# 1
a body created under subch. II of ch. 114 or subch. III of ch. 149 or under ch. 231, 232, 233, 234, 235,
Authority:
237, or 279.
includes any State Agency, University of Wisconsin campus, or other state or local public body
Authorized Users:
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
Bid:
to sell.
a person or firm that responds to this Request for Bid.
Bidder:
Consolidated Agency Purchasing Services
CAPS:
the written agreement between the successful Bidder and the State covering the commodities and
Contract:
services to be performed pursuant to this RFB.
the Procuring Agency employee responsible for oversight of the implementation, administration, and
Contract Administrator:
completion of the Contract.
the employee of an Agency responsible for 1) resolving contractual matters that cannot be resolved
Contract Manager:
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.
the person or entity that has been awarded the Contract as a result of this Bid, and who is required to
Contractor:
provide equipment, materials, supplies, contractual services, or leasing real property to, the Procuring
Agency.
an intangible product, including actions, recommendations, plans, research, customizations,
Contractual Services or
modifications, documentation, and maintenance and support, including all related materials necessary
Services:
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 by the Wisconsin Department of Administration, Supplier Diversity
Disabled Veteran-Owned
Program. https://wisdp.wi.gov/
Business (DVB):
Department of Military Affairs
DMA:
DOA:
Minority Business Enterprise
(MBE):
Municipality:
Notice of Award:
Prime Contractor:
Procurement Manager:
Procuring Agency:
RFB:
POC
Snow Event:
Specification:
Department of Administration
a business that has been certified by the Wisconsin Department of Administration, Supplier Diversity
Program. https://wisdp.wi.gov/
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 issued by the Procuring Agency notifying all Bidders of the Procuring Agency’s intent to
award a Commodity contract to the successful Bidder.
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 which conducts the purchasing transaction.
Request for Bid
Point of Contact
Equals the amount of snow fallen from 7:00 a.m. day of snowfall to 7:00 a.m. next day.
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 State of Wisconsin, Department of Administration (DOA) Consolidated Agency Purchasing Services (CAPS) on behalf of the
Department of Military Affairs (DMA), requests bids for Snow and Ice Removal Services at the Department of Military Affairs West
Bend, WI sites.
The purpose of the bid is to establish a contractual agreement with one (1) Contractor to perform snow and ice removal services by
providing personnel, equipment, materials and supervision per the bid specifications at the two (2) DMA facilities located at:
1.
2.
West Bend Army Aviation Support Facility #1 (AASF#1), 105 Trenton Road, West Bend, Wisconsin
West Bend National Guard Armory, 125 Chopper Drive, West Bend, Wisconsin
The Site Map (Appendix 1) provides details of the location of the services required in this RFB.
1.3 CONTRACT TERM
This contract will run for an initial period November 1, 2015 thru October 31, 2016. The DMA, upon written mutual agreement, may
renew the Contract for up to an additional two (2) one-year renewal periods.
IMPORTANT: Any snow and ice removal services BEFORE November 1 or AFTER March 31 MUST have the approval of
the Area Buildings & Grounds Superintendent BEFORE commencing the services.
The RFB documents, the awarded Bidder’s response as accepted by the DMA and any purchase order related to this RFB shall
become the contract between the parties unless a separate contract is executed.
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(s)
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).
2.0 BIDDER QUALIFICATIONS AND 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.
Bidder must use Attachment B (Bid Response Qualifications and Requirements) to respond to this section.
2.1
Bidder must be in the business of providing commercial snow and ice removal services for at least the past three (3) years.
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3.0 MANDATORY TECHNICAL REQUIREMENTS
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 minimum mandatory requirements unless otherwise stated. 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.
Bidder must use Attachment B (Response to Bid Qualifications & Requirements) to respond to this section.
3.1
SITE SPECIFIC SNOW AND ICE REMOVAL REQUIREMENTS
3.1.1
West Bend AASF#1 Airfield Requirements (See Site Map – Appendix 1 for AREA 1, colors Yellow and Blue):
3.1.1.1 Contractor must plow snow and push off pavement at least 15 feet where directed on map.
3.1.1.2 Contractor must plow snow and push off of Fuel Pad at least 30 feet where directed on map.
3.1.2.3 Contractor must shovel gate area to allow the gate to fully open and close.
3.1.2.4 Contractor shall NOT use any Salt, only Urea, inside the fenced areas at this location. See ‘Yellow’ Areas on map.
3.1.2.5 Contractor shall clear and de-ice sidewalks and entryways using Magnesium Chloride. See ‘Blue’ Areas on map.
3.1.2
West Bend Armory Requirements (See Site Map – Appendix 1 for AREA 2, Red and Green):
3.1.2.1 Contractor must plow snow and push off pavement where directed on map.
3.1.2.2 Contractor must shovel gate area to allow the gate to fully open and close.
3.1.2.3 Contractor shall NOT use any Salt at this location.
3.1.2.4 Contractor shall clear and de-ice sidewalks and entryways using Magnesium Chloride. See ‘Green’ Areas on map.
3.2
TECHNICAL REQUIREMENTS
3.2.1
The Contractor shall perform snow and ice removal services at the two (2) West Bend, WI DMA sites. Contractor shall provide all
personnel, equipment, materials, and supervision to perform the snow and ice removal services.
3.2.2
When one (1) or more inches of snow is present at the sites, the Contractor shall complete all snow and ice removal services, without
notice, prior to 7:00 a.m. (unless prior arrangements have been made with the Area Buildings & Grounds Superintendent/Supervisor)
3.2.3
The preferred time for snow and ice removal services is between 1:00 a.m. and 6:00 a.m.
3.2.4
The Contractor shall be responsible to monitor weather conditions and respond accordingly to complete the snow and ice removal services.
3.2.5
Contractor shall follow the Snow and Ice Removal Site Map – Appendix 1 and the Requirements in Section 3.0 for providing these
services. The Site Map – Appendix 1, indicates where the snow needs to be plowed, snow-blown/shoveled and piled. Any deviation must
be approved by the Area Buildings & Grounds Superintendent/Supervisor.
3.2.6
Contract shall install boundary markers of the areas to be plowed and snow-blown/shoveled, where approved by Area Buildings & Grounds
Superintendent/Supervisor.
3.2.7
Contract shall complete the installation of boundary markers where approved, including fire hydrants prior to first snowfall. Boundary
markers shall to be removed by May 1st of each year.
3.2.8
Windrows of snow shall not block any doorway, sidewalk or drive (plowed or unplowed).
3.2.9
Contractor shall ensure that snow blower discharging will at all times be aimed away from buildings, vehicles, and people.
3.2.10
Contractor shall not push snow onto areas that have shrubs or trees. Contractor shall be familiar with the location of any shrubs or trees at
the location.
3.2.11
Contractor shall not push or pile snow into handicapped parking stalls, access aisles or ramps.
3.2.12
Contractor shall not use street legal vehicles or heavy equipment on sidewalks, which includes but not limited to skid steers, pickup trucks
with plows, and graters.
3.2.13
Contractor shall clear snow from all fire hydrants and mailboxes.
3.2.14
Snow hauling off premises is required if requested by the Area Buildings & Grounds Superintendent/Supervisor.
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3.2
TECHNICAL REQUIREMENTS (cont.)
3.2.15
Property Damage:
3.2.15.1
Contractor shall be responsible for all damages to State property site structures, equipment, and materials in the course of the
snow and ice removal services. Items covered by this provision include, but are not limited to, building exterior, pavement,
sidewalks, pillars, curbs, curb stops, catch basins, lawns (to include scalped areas), plantings, trees, signs, downspouts, doors,
above-ground utilities, and refuse containers.
3.2.15.2
Contractor shall coordinate the repair or replacement of damaged property with the Area Superintendent/Supervisor, to their
complete satisfaction. Repairs or replacements will require the use of like materials/plantings, when needed, and/or new
materials/plantings, if needed.
3.2.15.3
Contractor shall acquaint themselves with the location of above-ground utilities, which may be encountered or affected by the
snow and ice removal services, to avoid damaging them.
3.2.15.4
Contractor shall notify the Area Buildings & Grounds Superintendent/Supervisor by e-mail of any defects in surfaces to be
serviced, such as pavement or sidewalks, before the beginning of each contract season. Otherwise, Contractor shall be held
responsible for repair to said defects at the end of the contract season.
3.2.15.5
Additionally, if any surface defect arises during the course of the contract season, Contractor must notify the Area Buildings &
Grounds Superintendent/Supervisor, by e-mail, of the said defects. The Area Buildings & Grounds Superintendent/Supervisor
will review and determine if Contractor will be required to repair the defect(s).
3.2.15.6
Contractor shall immediately report to the Area Buildings & Grounds Superintendent/Supervisor any Contractor-caused
damage to DMA property, DMA employee or customer personal property (such as personal vehicles parked at the site), or any
property not belonging the Contractor; or injury to any person. Costs to repair or injury will be the responsibility of the
Contractor.
3.2.15.7
All property damaged caused by the Contractor’s contract services shall be repaired/replaced at the Contractor’s expense no
later than May 1 after the end of the contract season, and to the complete satisfaction of the Area Buildings & Grounds
Superintendent/Supervisor. Personal property damage shall be repaired immediately.
3.3
GENERAL REQUIREMENTS
3.3.1
The DMA snow and ice removal contract season will begin on November 1 each year and end on March 31 each next year (for example,
November 1, 2015 thru March 31, 2016).
Any snow and ice removal services BEFORE November 1 or AFTER March 31 shall have the approval of the Area Buildings & Grounds
Superintendent BEFORE commencing the services.
3.3.2
Contractor shall comply with all rules and regulations in effect on the work sites, including but not limited to security regulations, special
restrictions of the airfield, use of parking and walks, and any traffic laws. Entry onto/into premises, except for snow and ice removal
services or Contractor-DMA meetings, is not permitted.
3.3.3
Pre-Season Meeting:
3.3.4
3.3.3.1
Contractor shall meet with the Area Buildings & Grounds Superintendent/Supervisor to discuss and develop mutual
understandings of scheduling and administration of the services once a contract has been signed.
3.3.3.2
The Pre-Season Meeting shall provide the opportunity to walk through the Areas as noted on the Site Map – Appendix 1 to
review the snow and ice removal service requirements.
Contractor Personnel:
3.3.4.1
Contractor’s employees may be subject to a security background check completed by DMA before given access to the premises.
3.3.4.2
DMA reserves the right to refuse a Contractor’s employee for the on-site services for any reason before commencement of their
services. DMA reserves the right to request a replacement of a Contractor’s employee if not performing the services as required
or disorderly during performance of the services.
3.3.4.3
No Contractor staff or associate shall be allowed on the premise who is not directly involved in the performance of the services.
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3.3.5
Equipment:
3.3.5.1
Contractor shall have adequate equipment/vehicles for performance of the services as needed for each site. All Contractor
equipment used in the performance of the snow and ice removal services shall be in good operating condition and conform to any
local, state and/or federal safety standards in effect at the time of use.
3.3.5.2
Contractor shall have backup equipment available at all times to complete the services.
3.3.5.3
Contractor shall have company owner identification visible on vehicles used for snow and ice removal services.
3.3.5.4
Contractor may park their vehicles that have company identification near the work site to perform snow and ice removal services.
Any unmarked Contractor vehicles may be ticketed and/or towed away at the discretion of the DMA.
3.3.5.5
No parking of Contractor staff personal vehicles will be allowed on site.
3.3.5.6
Storage of Contractor equipment must be off-site, unless approved by the Area Buildings & Grounds Superintendent/Supervisor.
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 ADDITION OR REDUCTION OF SERVICES
4.1.1
DMA reserves the right to negotiate with the Contractor the addition or reduction of site areas to be cleared, if needed, either during
the contract period or at contract renewal time.
4.1.2
DMA reserves the right to negotiate changes to the pricing structure of the contract if said addition or reduction of site areas to be
cleared occurs.
4.2 PERFORMANCE FAILURE
If Contractor fails to provide snow and ice removal services during a single snow event for any reason, DMA shall have the right to make other
arrangements with another vendor to complete the services. The Contractor shall be responsible for all costs that result from failure to perform
the snow and ice removal services. DMA shall invoice the Contractor for these costs, requiring reimbursement for these additional costs.
4.3 CONTRACTOR POINT OF CONTACT
Contractor will provide (during the course of the contract) to the Area Buildings & Grounds Superintendent/Supervisor an up-to-date listing of
point-of-contact name(s), phone number(s) and e-mail address(es).
4.4 FRATERNIZATION/AGENCY WORK RULES
All Contractors and their subcontractors (if applicable) working on-site are subject to departmental rules. A copy of these rules may be obtained
by written request to the Department of Military Affairs. If the DMA contacts the Contractor with work rule concerns, the Contractor shall
respond with a written resolution within 48 hours.
4.5 PAYMENT TERMS
4.5.1
The state must meet a statutory mandate to pay or reject invoices within 30 days of receipt. Before payment is made, the Department
of Administration must verify that all invoiced charges are correct and financial conditions are in compliance with the Contract and
corresponding Purchase Order. Only properly submitted invoices shall be officially received for payment. Prompt payment requires
that invoices be clear, complete and in compliance with conditions of this RFB and subsequent purchase orders.
4.5.2
The Contractor shall submit charges to reflect the prices and discounts established for the items in the Contract. The Contractor shall
be paid after goods and/or services have been delivered, installed (if required), and accepted as specified. A good faith dispute creates
an exception to prompt payment.
4.5.3
Payment will be made when the service is determined to meet all Specifications, requirements and deliverables and has been accepted
by DMA.
4.5.4
Contractor shall invoice after services are performed, within 72 hours of a service performance and sent/e-mailed to the Area
Buildings & Grounds Superintendent/Supervisor (who must approval payment of all services).
Fuel surcharges will NOT be allowed during the contract term.
The original invoice must be sent to the “Bill To” address shown on the Purchase Order after services rendered.
8
4.5 PAYMENT TERMS (cont.)
All invoices must be itemized showing:
a. Purchase order number
b. Contractor name
c. Remit to address and telephone number
d. Contract price(s) and detail of what is being billed.
(1) Snow clearing (i.e. plowing, snow blowing, shoveling, etc.) shall be invoiced per the contract pricing for each snow
event. A snow event equals the amount of snow fallen from 7:00 a.m. day of snowfall to 7:00 a.m. next day, for each
site listed in this RFB. [For example, if 10” of snow falls between 7:00 a.m. of the first day and 7:00 a.m. of the second
day, and the Contractor plows the site two times--the Contractor will invoice for one clearing at the 10” rate, not two
clearings at the 5” rate.]
(2) DMA will use the site: http://agwx.soils.wisc.edu/uwex_agwx/weather/hyd to determine snowfall and depth of snow. The
weather data are maximum and minimum air temperature and precipitation, for the previous 24 hours, observed at about 7 a.m.
The observations are made by a group of about 60 volunteers, who immediately transmit them to the National Weather Service
Forecast Office in Sullivan, Wisconsin. Meteorologists there collect the readings and make them available on the Weather
Service's computer system. We retrieve the data from McIDAS, a system created and maintained by the Space Science and
Engineering Center of the University of Wisconsin-Madison. Failure of the contractor, to report discrepancies, at time of
plowing, will not result in any additional compensation for the Contractor.
4.6 CERTIFICATE OF INSURANCE
At the time that the Notice of Intent to Award is issued, the winning Contractor will be required to provide copies of applicable insurance
certificates. The Agency will evaluate all insurance certificates for compliance.
The Certificates of Insurance as listed in Section 23.0 State of Wisconsin Standard Terms & Conditions must be provided as stated herein to:
Diane Sachse, Purchasing Agent
WI Department of Military Affairs
P. O. Box 14587
Madison, WI 53708-0587
Upon request by the State of Wisconsin, the Bidder shall provide copies of insurance policies and/or insurance certificates in effect during this
Contract, in the attached State of WI Standard Terms & Condition, Section 23.0. The insurance policies must be issued by an insurance
company licensed to do business in the State of Wisconsin, with a minimum AM Best rating of A- unless otherwise approved in writing by the
State’s Contract administrator and the signature of an authorized agent.
The policies and/or certificates shall be submitted to the State upon request, for annual review and/or when insurance coverage(s) or providers
are changed. In the event the Contractor’s required insurance policies in effect during this Contract are modified or cancelled, Contractor shall
immediately provide notice to the State of Wisconsin.
4.7 TAX EXEMPTIONS AND CERTIFICATION OF 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.
4.8 CANCELLATION AND TERMINATION
4.8.1 Termination for Cause
The State may terminate this Contract after providing the Contractor with ten (10) calendar days written notice of the Contractor’s right
to cure a failure of the Contractor to perform under the terms of this Contract.
The Contractor may terminate this Contract after providing the State one hundred and twenty (120) calendar day notice of the State’s
right to cure a failure of the State to perform under the terms of this Contract.
Upon the termination of this Contract for any reason, or upon Contract expiration, each party shall be released from all obligations to the
other party arising after the date of termination or expiration, except for those that by their terms survive such termination or expiration.
4.8.2 Termination for Convenience
Either party may terminate this Contract at any time, without cause, by providing a written notice; the State by providing at least thirty
(30) calendar day notice to the Contractor, and the Contractor providing at least one hundred and twenty (120) calendar day notice to the
State in advance of the intended date of termination.
9
4.8 CANCELLATION AND TERMINATION (cont.)
4.8.2 Termination for Convenience (cont.)
In the event of termination for convenience, the Contractor shall be entitled to receive compensation for any fees owed under the
Contract. The Contractor shall also be compensated for partially completed Services. In this event, compensation for such partially
completed Services shall be no more than the percentage of completion of the Services requested, at the sole discretion of the State,
multiplied by the corresponding payment for completion of such Services as set forth in the Contract. Alternatively, at the sole discretion
of the State, the Contractor may be compensated for the actual Service hours provided. The State shall be entitled to a refund for goods
or services paid for but not received or implemented, such refund to be paid within 30 days of written notice to the Contractor requesting
the refund.
4.8.3 Contract Cancellation
The State reserves the right to cancel this Contract in whole or in part without penalty if the Contractor:

Fails to perform any material obligation required under the Contract

Files a petition in bankruptcy, becomes insolvent, or otherwise takes action to dissolve as a legal entity
o Allows any final judgment not to be satisfied or a lien not to be disputed after a legally-imposed, 30-day notice.
o Makes an assignment for the benefit of creditors

Fails to follow the sales and use tax certification requirements of s. 77.66 of the Wisconsin Statutes

Fails to follow the sales and use tax certification requirements of s. 77.66 of the Wisconsin Statutes. If a Bidder has
questions about these requirements, go to WI Department of Revenue website:
http://www.dor.state.wi.us/html/vendlaw.html

Incurs a delinquent Wisconsin tax liability

Fails to submit a non-discrimination or affirmative action plan as required here in

Fails to follow the non-discrimination or affirmative action requirements of subch. II, Chapter 111 of the Wisconsin Statutes
(Wisconsin’s Fair Employment Law)

Becomes a federally-debarred Contractor. If Bidder has questions about these requirements, go to www.sam.gov

Is excluded from federal procurement and non-procurement contracts

Fails to maintain and keep in force all required insurance, permits and licenses as required in this Contract.

Fails to maintain the confidentiality of the State’s information that is considered to be Confidential Information, proprietary,
or containing Personally Identifiable Information

Contractor performance threatens the health or safety of a State employee or State customer.
4.9 DEBARMENT
Federal Executive Order (E.O.) 12549 “Debarment” requires that all contractors receiving individual awards, using federal funds, and all sub
recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded by any Federal department or Agency from doing business with the Federal Government. Information on debarment is available at the
following websites: https://www.sam.gov/portal/SAM/ See Section 15.0 of the Standard Terms and Conditions (DOA-3054).
5.0 PRICING STRUCTURE & PRICE SHEET INSTRUCTIONS
5.1 METHOD OF BID
The Bidder shall use the Price Sheet (Attachment A) for submitting all pricing. Prices must be in U.S. dollars unless otherwise indicated.
Bidder shall enter prices SEPARATELY for each Site Location: (1) West Bend AASF#1 and (2) West Bend National Guard Armory. Prices
must be for the stated ranges of snowfall. Time and Materials pricing shall be entered where specified on the price sheet.
All pricing shall include all transportation, insurance and any other costs associated with the snow and ice removal services.
Fuel surcharges are NOT allowed in this Contract.
5.2 PRICE SHEET INSTRUCTIONS
Bidders must complete the attached Price Sheet – Attachment A. Bidders may not alter the Bid Price Sheet in any manner unless instructions on
the Bid Price Sheet indicate otherwise. Failure to follow Bid Price Sheet instructions may result in disqualification of Bid.
5.3 REQUESTING PRICE ADJUSTMENTS
The awarded Contractor must hold the accepted prices for the initial contract period which shall begin on the date that the Contract is fully
executed through October 31, 2016. DMA will review any adjustment of prices before the beginning of a Contract renewal period, usually by
written DMA or DOA CAPS renewal request sent to the Contractor. Price increase requests must be justified with supporting documentation of
industry-wide increases. Any price increase must be mutually agreed upon between DMA and the Contractor.
Any price decreases realized by the Contractor are required to be passed to the DMA within thirty (30) Days of the effective date of the price
decrease.
10
6.0 BID PROCEDURE AND INSTRUCTIONS
6.1 MANDATORY PRE-BID SITE VISIT
Mandatory Pre-Bid Site Visit will be held at the sites address in Section 1.2. The Site Visit shall start at 10:00 AM on Friday, September 25,
2015.
Bidders attending the Mandatory Pre-Bid Site Visit shall request to see John Zerger to obtain access at this restricted site.
Review the attached Snow and Ice Removal Map (Appendix 1), which shows the areas to plow, shovel/snowblow, and pile snow. The awarded
Contractor must follow this map.
Bidder must attach a Certificate of Site Visit form (Attachment C) signed by the DMA Department Representative with the Bid
response.
Failure to visit the site or failure to examine any and all bid documents prior to submitting a bid will in no way relieve the successful bidder
from the necessity of furnishing, without additional cost to the State, any equipment or performing any services that are required to carry out the
intent of the resulting contract.
6.2 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 (except estimated dates and times), it will do so by posting an amendment to
this RFB on VendorNet.
DATE
September 17, 2015
September 25, 2015
September 30, 2015
October 5, 2015 (estimated)
October 8, 2015 at 2:00 PM CT
EVENT
Date of Issue of the RFB.
Mandatory Pre-Bid Site Visit
Date Questions Due
Responses to Questions Posted to VendorNet
Bids Due from Bidders
6.3 CORRESPONDENCE, CLARIFICATIONS AND QUESTIONS
Bidders are expected to raise any questions, exceptions, or additions they have concerning the RFB document by September 30, 2015. If at any
time prior to the bid due date, a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this
RFB, the Bidder must immediately notify the Procuring Agency 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 to: [email protected]
All communication and/or questions on all matters regarding this Bid must be made in writing and refer to Request for Bid #MA160635 and be
directed to Amy Schroeder.
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 with Amy Schroeder, is
strictly prohibited during the period from the date this RFB is released until the date the notice of intent to award is issued. Amy Schroeder 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.
6.4 REASONABLE ACCOMMODATIONS
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: Amy Schroeder (608-266-0462) or [email protected]
6.5 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.
11
6.6 SUBMITTING A BID
Bidders must submit an original signed Bid, marked as stated below, and one (1) hard copy of all materials required for acceptance of their Bid
by the deadline shown on the Request for Bid (DOA-3070) form to:
USPS ADDRESS
Amy Schroeder / RFB #MA160635
Department of Administration
State Bureau of Procurement
PO Box 7867
Madison, WI 53707-7867
COMMON CARRIER ADDRESS
Amy Schroeder / RFB #MA160635
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 no later than October 8, 2015 2:00 PM CT. Bids not time-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 State Bureau of
Procurement.
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 TITLE:
RFB NUMBER:
RFB DUE DATE AND TIME:
___________________________________________
DMA West Bend AASF#1 & Armory Snow and Ice Removal Service
#MA160635
October 8, 2015 2:00 PM CT
Hand Delivered Bids
The Department of Administration, at 101 E. Wilson St. in Madison, has building security policies and procedures. There is a security
checkpoint at the first floor lobby. All visitors will be required to provide current identification and sign in for a visitor’s pass. Security
personnel will call the intended procurement specialist prior to the visitor being allowed to proceed to their destination in the DOA building.
This means Bidders must have the procurement specialist’s name to allow the security guard to place a call to the procurement specialist. The
Bidder must allow ample time to clear security before reaching the Bureau of Procurement office to obtain the required bid time-stamp.
The State is not responsible for deliveries that do not reach the Bureau of Procurement office by the required due date and time.
6.7 FAXED BIDS
Faxed bids shall not be accepted.
6.8 EMAILED BIDS
Emailed bids shall not be accepted.
6.9 FORMAT OF BID RESPONSE
Bidders responding to this RFB must comply with the following format requirements:
(a) Signed Request for Bid Sheet: 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 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. DO NOT COPY AND RETURN THE ENTIRE BID
DOCUMENT.
By submitting a signed bid, the vendor's signatories certify that in connection with this procurement: (a) 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, (b) the prices quoted in the bid have not been knowingly
disclosed by the vendor's organization or by any agent of the vendor's organization and shall not be knowingly disclosed by same,
directly or indirectly, to any other respondent or to any competitor, and (c) 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.
(b) State of Wisconsin Standard Terms and Conditions (DOA-3054) and State of Wisconsin Supplemental Standard Terms and Conditions
for Procurements for Services (DOA-3681): These Standard Terms and Conditions and Supplemental Standard Terms and Conditions
shall govern this Bid 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.
(c) Additional Information: Include the completed Vendor Information sheet (DOA-3477) and Vendor Reference sheet (DOA-3478) and
any other forms required in the bid. Include all additional information that shall be essential to an understanding of the bid. This might
include diagrams, excerpts from manuals, or other explanatory documentation that would clarify and/or substantiate the bid document.
12
(d) Price Information: Provide price information on the Price Sheet – Attachment A, included in this RFB, include one hard copy of the
Price Sheet. All prices for furnishing the product(s) and/or service(s) included in the bid in accordance with the terms and conditions in
this RFB shall be included. No alternate price formats will be accepted. Alternate price formats may eliminate consideration for this bid.
(e) Bid Response Qualifications and Requirements: The Bidder must include the Bid Response Qualifications and Requirements –
Attachment B, included in this RFB. A response to each qualification and requirement listed must be clearly checked and the sheet
signed.
Any alteration of the Bid forms or Appendices is prohibited and will result in rejection of the Bid.
6.10 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.
6.11 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 October 8, 2015 at 2:00 PM CT at 101 East Wilson Street, 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 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 Mandatory Requirements or Mandatory Specifications shall be rejected. Bids that do not comply with the Special
Terms and Conditions of Bid may be rejected. DOA 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. Bid must be in US dollars unless otherwise indicated. Bids
that require a specific quantity or dollar amount will be disqualified.
The DMA will award to one (1) Bidder judged to be in the best interest of the State. The State is the sole determinant of its best interests.
The award will be based on the Total Combined Cost of lines 1-8 on the Price Sheet – Attachment A.
The Time and Material pricing for the hauling of snow (Section 3.2.14) will not be considered in the bid award.
7.5 BIDDER REFERENCES/CLIENT LIST
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 five (5) 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 USE OF SUBCONTRACTORS
The Contractor will be responsible for the contract performance of its subcontractors. The contract will be between the DOA 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 DOA 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.
13
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.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program
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
shall 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: https://wisdp.wi.gov/search.aspx
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.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program 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 shall 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: https://wisdp.wi.gov/search.aspx
7.7.4 WOMAN-OWNED BUSINESS ENTERPRISE
Woman-owned business enterprises (WBEs) are certified by the Woman's Business Ombudsman. This program can be found at:
http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program
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: https://wisdp.wi.gov/search.aspx
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.
14
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 procedure applies to only those requests for bids for services that are over $50,000.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
Michael Hinman
Department of Military Affairs
Executive Office
PO Box 14587
Madison, WI 53708-0587
DELIVERY ADDRESS
Michael Hinman
Department of Military Affairs
Executive Office
2400 Wright Street
Madison, WI 53704
With a copy to:
US MAIL ADDRESS
Amy Schroeder, Procurement Specialist
Department of Administration
Bureau of Procurement
PO Box 7867
Madison, WI 53707-7867
DELIVERY ADDRESS
Amy Schroeder, Procurement Specialist
Department of Administration
Bureau of Procurement
101 East Wilson Street
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 set forth the basis for each statutory or
administrative code provision alleged to have been violated.
Appeals must be sent to:
Scott A. Neitzel, 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
X
Request for Bid (cover sheet)
Bid Price Sheet
Bid Response Qualifications and Requirements
Mandatory Site Visit Certification form
Vendor Information
Vendor Reference form
Designation of Confidential and Proprietary Information
Vendor Agreement-Wisconsin’s Cooperative Purchasing Service
Standard Terms and Conditions
Supplemental Terms and Conditions for Services
Snow and Ice Remove Site Map
15
DOA-3070
Attachment A
Attachment B
Attachment C
DOA-3477
DOA-3478
DOA-3027
DOA-3333
DOA-3054
DOA-3681
Appendix 1
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