RFB Document

RFB Document
State of Wisconsin
Wis. Statutes s.16.75
DOA-3070 (R08/2003)
Remove from bidder list for this commodity/service. (Return this page only.)
Bid envelope must be sealed and plainly marked in lower corner with due date and Request for Bid
#SS-1312. 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.
University of Wisconsin-Eau Claire
Purchasing Office, Schofield Hall 103
105 Garfield Ave.
Eau Claire, WI 54701
Bids MUST be in this office no later than
BIDDER (Name and Address)
March 20, 2013 2:30 PM
Name (Contact for further information)
Steve Slind
February 18, 2013
Quote Price and Delivery FOB
Destination Installed
Fax bids are accepted
and Unit
Fax bids are not accepted
Per Unit
University of Wisconsin-Eau Claire Requests Bids for
Equipment, Materials and Installation of Audiovisual Systems
For the New Education Building
DFD Project Number: 08A1Z
Bids will be accepted per the:
Special Conditions of Bid
Standard Terms and Conditions
The Sextant Group, Inc. New Education Building Audiovisual
Systems Specification Project Number: P002137.00
Request for Information & Questions Due: March 8, 2013
Technical Questions Contact: Greg Clark
[email protected]
Site Visit Date: February 27, 2013; Time: 10:00 AM
Contact Chris Hessel, 715-836-2518 for information concerning
The site visit.
For visitor parking permit contact the Parking office
Payment Terms
Delivery Time
We claim minority bidder preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder must be
certified by the Wisconsin Department of Commerce. If you have questions concerning the certification process, contact the Wisconsin Department of Commerce, 5th Floor, 201 W. Washington
Ave., Madison, Wisconsin 53702, (608) 267-9550. Does Not Apply to Printing Bids.
We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center
Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-2605.
Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in
our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United
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
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
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)
UW-Eau Claire
New Education Building Audiovisual Systems
Table of Contents
Standard Terms and Condition
Designation of Confidential and Proprietary Information
Vendor Agreement DOA-3333
Special Conditions of Bid
Minority Business Participation
Bid Response Requirements
Bidder Qualifications
On Site Service
Method of Bid
Method of Award
Invoicing and Payment
Additional Information
Notification to Bidders
Energy Star
Schedule of Occupational Classifications and Minimum
Hourly Wage Rate
Bid Guarantee
Performance-Payment Bond
Background Checks
Child Abuse and Neglect
Additional Documents Associated with this Request for Bid
Return Address Label
Vendor Reference DOA-3478
Wisconsin Department of Administration
Chs. 16, 19, 51
DOA-3054 (R10/2005)
Page 1 of 3
Standard Terms and Conditions
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.
QUALITY: Unless otherwise indicated in the request, all material shall be first quality. Items which are used, demonstrators, obsolet e,
seconds, or which have been discontinued are unacceptable without prior written approval by the State of Wisconsin.
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.
DELIVERY: Deliveries shall be F.O.B. destination freight prepaid and included unless otherwise specified.
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.
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 increas es to the contractor which are
demonstrated to be industry-wide. The conditions under which price increases may be granted shall be expressed in bid/proposal documents and
contracts or agreements.
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).
UNFAIR SALES ACT: Prices quoted to the State of Wisconsin are not governed by the Unfair Sales Act.
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.
METHOD OF AWARD: Award shall be made to the lowest responsible, responsive bidder unless otherwise specified.
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.
PAYMENT TERMS AND INVOICING: The State of Wisconsin normally will pay properly submitted vendor invoices within thirty (30) days
of receipt providing goods and/or services have been delivered, installed (if required), and accepted as specified.
Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order including reference to
purchase order number and submittal to the correct address for processing.
A good faith dispute creates an exception to prompt payment.
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.
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.
ENTIRE AGREEMENT: These Standard Terms and Conditions shall apply to any contract or order awarded as a result of this request
except where special requirements are stated elsewhere in the request; in such cases, the special requirements shall apply. Further, the written contract
and/or order with referenced parts and attachments shall constitute the entire agreement and no other terms and conditions in any document, acceptance,
or acknowledgment shall be effective or binding unless expressly agreed to in writing by the contracting authority.
APPLICABLE LAW AND COMPLIANCE: 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 dur ing 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.
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 r ecruitment 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.
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.
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.
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.
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.
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.
INSURANCE RESPONSIBILITY: The contractor performing services for the State of Wisconsin shall:
Maintain worker's compensation insurance as required by Wisconsin Statutes, for all employees engaged in the work.
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.
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.
VENDOR TAX DELINQUENCY: Vendors who have a delinquent Wisconsin tax liability may have their payments offset by the State of
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.
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.
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.
RECYCLED MATERIALS: The State of Wisconsin is required to purchase products incorporating recycled materials whenever technically
and economically feasible. Bidders are encouraged to bid products with recycled content which meet specifications.
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).
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.
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.
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.
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 cer tified 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.
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.
DOA-3027 N(R01/98)
The attached material submitted in response to Bid/Proposal # SS-1312 includes proprietary and confidential information which
qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or is otherwise material that can be kept confidential under the
Wisconsin Open Records Law. As such, we ask that certain pages, as indicated below, of this bid/proposal response be treated as
confidential material and not be released without our written approval.
Prices always become public information when bids/proposals are opened, and therefore cannot be kept
Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s. 134.90(1)(c), Wis. Stats. as
follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique or
process to which all of the following apply:
1. The information derives independent economic value, actual or potential, from not being generally known to, and
not being
readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.
2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.
We request that the following pages not be released
Page #
Failure to include this form in the bid/proposal response may mean that all information provided as part of the bid/proposal response will be open
to examination and copying. The state considers other markings of confidential in the bid/proposal document to be insufficient. The
undersigned agrees to hold the state harmless for any damages arising out of the release of any materials unless they are specifically identified
Company Name
Authorized Representative
Authorized Representative
Type or Print
This document can be made available in accessible formats to qualified individuals with disabilities
Division of State Agency Services
State Bureau of Procurement
State of Wisconsin
Department of Administration
DOA-3333 (R03/2004)
Vendor Agreement
Wisconsin’s Cooperative Purchasing Service
Wisconsin statutes (s. 16.73, Wis. Stats.) establish authority to allow Wisconsin municipalities to purchase from state contracts.
Participating in the service gives vendors opportunities for additional sales without additional bidding. Municipalities use the
service to expedite purchases. A "municipality" is defined as any county, city, village, town, school district, board of school
directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the
authority to award public contracts (s. 16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may
participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (2), Wis.Stats.
Interested municipalities:
will contact the contractor directly to place orders referencing the state agency contract number; and
are responsible for receipt, acceptance, inspection of commodities directly from the contractor, and making payment
directly to the contractor.
The State of Wisconsin is not a party to these purchases or any dispute arising from these purchases and is not liable for
delivery or payment of any of these purchases.
The State of Wisconsin will determine the contractor’s participation by checking a box below.
MANDATORY: Bidders/Proposers must agree to furnish the commodities or services of this bid/proposal to Wisconsin
municipalities. Vendors should note any special conditions below.
OPTIONAL: Bidders/Proposers may or may not agree to furnish the commodities or services of this bid/proposal to
Wisconsin municipalities. A vendor’s decision on participating in this service has no effect on awarding this contract.
A vendor in the service may specify minimum order sizes by volume or dollar amount, additional charges beyond normal
delivery areas, or other minimal changes for municipalities.
Vendor: please check one of the following boxes in response.
I Agree to furnish the commodities or services of this bid/proposal to Wisconsin municipalities with any special
conditions noted below.
I Do Not Agree to furnish the commodities or services to Wisconsin municipalities.
Special Conditions (if applicable):
Date (mm/dd/ccyy)
Name (Type or Print)
Address (Street)
ZIP + 4
Request for Bid/Proposal Number
This form can be made available in accessible formats upon request to qualified individuals with disabilities
UW-Eau Claire
February 4, 2013
Audio Video System Installed at the New Educational Building
Special Conditions of Bid
Request for Bid SS-1312
A. This project includes providing equipment, installation, testing and commissioning of Audio and Video Systems for
the University of Wisconsin – New Educational Building.
B. The project includes technology-enabled spaces including Distance Education classrooms, Active Learning
Classroom environments, several specialized lab spaces and various conference, meeting and collaboration spaces. The
building will also include several general purpose classroom spaces, all supporting multimedia enhanced presentation
and instruction.
C. This request for bid has been divided into systems included in a base bid and four (4) Add/Alternatives.
D. See Section 3 Design and Performance Requirements of the attached Audiovisual Systems Specification for a
description of each system and the number of rooms designated under each audio video system.
See SPECIFICATIONS, PRODUCT LISTS and/or ITEMIZED BID LIST for the minimum acceptable specifications for
products desired. If you are bidding an alternative product, please provide complete specifications (performance
features, and descriptive brochure or detail for units you propose to furnish), clearly identified by manufacturer’s name
and catalog number. See “Standard Terms and Conditions,” items 1.0, 2 .0 and 3.0.
Conditions of bid, which include the word “must” or “shall” describe a mandatory minimum requirement. All
specifications are defined as mandatory minimum requirements unless otherwise stated. If no bidder is able to comply
with a given specification or condition of bid, purchasing reserves the right to delete that specification, condition of bid
or item.
Failure to meet a mandatory requirement could disqualify your bid.
Revisions to this bid may be made only by an official written amendment issued by Purchasing.
Retain a copy of your bid response for your files. If a contract is developed from this request for bid, these documents
will become terms and conditions of the contract.
The UW-Eau Claire is committed to the promotion of minority business in the State’s purchasing program and a goal of
placing 5 percent of its total purchasing dollars with certified minority businesses. Authority for this program is found in
Wisconsin Statutes 15.107(2), 16.75(4), and 16.755 and 560.036(2).
A listing of certified minority businesses, as well as services and commodities they provide is available from Department
of Commerce, Office of Minority Business Development: 608-261-7729. Questions regarding certification of minority
businesses should be directed to DOA Minority Business Program at 608-267-7806.
Send two (2) hard copies and one PDF on flash drive of each of the following by mail:
1. Request for Bid DOA-3070
2. Appendix C of Audiovisual Systems Specification, Section 1.7 Bid Response Form, with itemized pricing as
3. Designation of Confidential and Proprietary Information DOA-3027
4. Vendor Agreement DOA-3333
5. Vendor Reference DOA-3478
6. Bid Bond DOA-4506 or Alternate Bid Bond Payment
To be eligible for an award, you must be qualified and be able to provide the following as required. Failure to meet the
qualifications or to provide this information may be cause for disqualification of your bid.
1. Bidder must designate a person in their company to provide on-going communication, coordinate service, answer
questions and expedite delivery during the contract period.
2. Bidder must be an original manufacturer, distributor or a dealer authorized by the manufacturer to sell, install and
service the products bid. All of the manufacturer’s product liability and warranty shall apply through the bidder’s
contractual relationship with the manufacturer. Bidder shall be able to provide service and support for the equipment for
the period that it is used at this location.
3. Companies bidding on this project must be a Crestron dealer and certified on DM systems and controls.
4. Bidder must be prepared to honor the equipment manufacture’s standard warranty. Indicate in your response any
cases where warranty being offered is different than standard warranty.
5. Bidder must have been in the business of supplying and installing professional/commercial audio video systems for a
minimum of the previous five (5) years.
6. Bidder shall submit all Qualifications Requirements outlined in Section 1, Part 1.2.D of the attached Audiovisual
Systems Specification. Submit one copy of documentation to both Owner and Consultant for review and approval,
Transmitted documentation to be received no later than the scheduled time of Pre-Bid Meeting. All contractor
qualifications shall be communicated ONLY by way of the enclosed Contractor Qualification Requirement Form
included in Section 4, APPENDIX C of the attached Audiovisual Systems Specification.
7. Contractor must be bondable for the term of the proposed contract.
8. Contractor shall have a record of satisfactorily completing past projects. Criteria which will be considered in
determining satisfactory completion of projects by the contractor will include but is not limited to;
 Completed contracts in accordance with the contract document
 Diligently pursued execution of the work and completed contracts according to the established time schedule
unless extensions were granted by the owner
 Fulfilled guarantee requirements of the contract documents
 Established and diligently maintained a satisfactory affirmative action program in accordance with the contract
Equipment delivery and installation is requested to begin the week of May 1, 2013 and the project be completed on or
before October 31, 2013. The actual delivery/installation scheduling will be coordinated with Chris Hessel, 715-8362518; [email protected]
F.O.B. Destination Freight Prepaid Included and Installed:
Products are to be delivered to our New Education Building, 1606 Park Avenue, Eau Claire WI 54701 unless an alternate
location is approved by Chris Hessel or his designee. Bid prices are to include all packing, transportation, set-up,
insurance charges and instructional, service and operators manual charges.
If bidding other than F.O.B. Destination, as stated above, F.O.B. point and shipping charges must be identified on the
Itemized Bid Form. This cost will be added to the bid total for determining the award.
Duty charges (FOB=DDP Destination Duty Paid), if applicable (includes but not limited to documentation fees, freight,
customs clearance, tax, etc.), must be included in the proposed price and referenced as separate costs on the Itemized Bid
List. A copy of the duty free paperwork, with the vendor portion filled out must be submitted to Purchasing at time of
In carrying out the scope of the project described in the RFB, the contractor may be required to perform services on
University property. Bidders cost must include all business transportation and insurance charges.
The insurance requirements listed in section 23.0 of the Standard Terms and Conditions are the minimum required by the
State of Wisconsin. The contractor and any subcontractor receiving an award, from this bid must send a certificate of
insurance to the purchasing office at UW-Eau Claire, which indicates compliance, prior to providing services.
Certificate shall list UW-Eau Claire as the Certificate Holder.
Bidder shall submit a Base Bid prices and total for the products and installation specified for each of the major categories
on the Bid Response Form, included in Section 4, Appendix C; Part 1.7 of the attached Audiovisual Systems
Specification. Bidder shall provide line item pricing for all equipment outlined by System type.
Award shall be made on the basis of the lowest project total which is judged to be a responsive and responsible response
that is in the best interest of the University. The University reserves the right to select any or all of the four Add
Alternates as necessary to meet the project budget. Timeliness of delivery may be used in the evaluation of bid
submittals when appropriate.
Invoices shall be sent to the Accounts Payable address indicated on the purchase order. All invoices shall reference the
purchase order number. The University must meet a statutory mandate to pay or reject an invoice within 30 days of
receipt of a properly submitted invoice.
Payments to Contractors under the contract documents will be made as provided for in Sect. 16.855(19) Wis. Stats., as
work progresses on this A/V System project. Payment of invoices from contractor will be processed monthly, except for
special circumstances approved by the director of Facilities Planning and Management. The contractor seeking payment
must perform all of the conditions required for payment and must have met the obligations which are necessary to
qualify for any partial payments.
1. Contractor shall hold the State Harmless and shall indemnify the State and its agencies and employees against any
and all claims, suits, action, liabilities and costs of any kind, including attorney’s fees, for personal injury or to
property arising from the acts or omissions of the Contractor, its agents, officer, employees or subcontractors.
Contractor shall not be liable for any injury or damage as a result of any negligent act or omission committed by the
2. Property Damage: Should university equipment or buildings be damaged as a result of sole negligence of the
contractor during the installation and training the contractor will be responsible for repairing to the original condition
or replacement. The university will have the final say on whether repair or replacement is acceptable.
3. Technical questions regarding this commodity should be directed to Greg Clark, The Sextant Group, Inc.,
[email protected] Contact Steve Slind, 715-836-4643 if you have questions regarding the bid process.
The State has implemented a registration service on an internet system called “VendorNet” to enable vendors to receive
notice of all official sealed bids/proposals (over $50,000.00) as solicited by all state agencies.
To obtain information on the state’s bidder registration, please visit the VendorNet web site at
http://vendornet.state.wi.us or call the VendorNet Information Center (1-800-482-7813). In the Madison area, please call
Any equipment bid must come complete with all safety shield, decals and warning labels at time of delivery. Equipment
must meet all safety regulations in place for this type of research equipment.
The contractor is responsible for acquiring parking passes for vehicles on campus during the installation process. All
parking rules and regulations must be observed. For parking information contact Parking and Transportation at 715-8362002.
The Manufacturer’s standard warranty period shall be offered for all equipment and materials. The contractor shall
warrant the installation and workmanship for a minimum of one year. Optional to the university’s acceptance please
indicate on the Bid Response Form additional warranty for Year Two, Year Three and Year Four.
The State encourages the use of equipment which meets the Environmental Protection Agency (EPA) Energy Star
requirements. The Energy Star Program is a voluntary contract between an Original Equipment Manufacturer (OEM)
and the EPA. It is not mandatory that every device offered meet Energy Star requirements but the bulk of the product
line should be energy efficient.
General Conditions, Article 33.B. Pursuant to s.103.49, Wis.Stats., the prevailing wage rates for this project are as listed
in Prevailing Wage Rate Determination document pages 5-25.
A bank certified check, a cashier’s check or a bid bond prepared on the Bid Bond Form bound herein, payable to the
University of Wisconsin-Eau Claire in the amount of not less than 10% of the maximum bid shall accompany each bid as
a guarantee, that if the bid is accepted, the bidder will execute and return the proposed contract and Performance
Payment Bond within ten (10) business days after being notified of the acceptance of his bid. Failure to acknowledge a
purchase order or to return an executed contract and Performance Payment Bond within ten (10) business days may
result in forfeiture of the Bid Bond. The company issuing the Bonds must be licensed to do business in Wisconsin.
Any bid which is not accompanied by a bid guarantee will be considered a “No Bid” and will not be read at the bid
If the bidder is unable to deliver the contract/order acknowledgement, certificate of insurance, or performance payment
bond the bidder may limit liability to the amount of the bid guarantee by giving written notice of intent not to execute the
contract, to University purchasing office within seventy-two (72) hours of the bid price between the low bidder and the
next low bidder.
All checks tendered as Bid Guarantee, except those of the three lowest qualified, responsible bidders, will be returned to
their makers within three (3) business days after bid opening.
Simultaneous with the delivery of the signed contract/purchase order acknowledgement, the bidder shall be required to
furnish a Performance-Payment Bond as specified in “contract security” below. The surety Company shall be licensed to
do business in Wisconsin. The bond must be dated the same date or subsequent to the date of the contract.
A certified copy of power of attorney shall be provided by the Surety Company showing that the agent who signs the
Bond has the power of attorney to so sign for the Surety Company. This certification must be signed by the Secretary or
assistant Secretary of the company and not by an attorney-in-fact. The certification must bear the same or later date as
the bond.
If the bidder is a partnership or a joint venture, a certified list providing the names of individuals constituting the
partnership or joint venture must be furnished. The contract itself may be signed by one partner of the partnership, or
one partner of each firm comprising the joint venture, but the Performance-Payment Bond must be signed by all partners
If the bidder is a corporation, it is necessary that a current certified copy of the resolution or other official act of directors
of the corporation be submitted showing that the person who signs the contract is authorized to sign contracts for the
Contract Security: The contractor shall furnish a Performance-Payment Bond (or other security satisfactory to UW-Eau
Claire) in an amount equal to one hundred percent (100%) of the Contract price, as security for the faithful performance
of this contract, payment of all persons performing labor or furnishing materials for the Project, and payment of all other
debts incurred in the performance of the work.
The Performance-Payment Bond Form which the contractor will be required to execute is bound into the specifications.
Before the Construction Contract is executed by UW-Eau Claire, the Performance-Payment Bond must be delivered to
and approved by UW-Eau Claire Facilities Management. Such approval will be predicated on prior satisfactory
performance of a Surety.
The contractor warrants they are supplying employees who have passed a background check. The contractor warrants
they are screening employees for: County Criminal Records Search, Social Security Trace and National Sex Offender
On December 19, 2011, Governor Scott Walker signed Executive Order #54 that states “all University of Wisconsin
System (UWS) professors, administrators, coaches, and other UWS employees shall report child abuse or neglect
immediately if the employee, in the course of employment, observes an incident or threat of child abuse or neglect, or
learns of an incident or threat of child abuse or neglect, and the employee has reasonable cause to believe that child
abuse or neglect has occurred or will occur.” A child “means a person who is less than 18 years old.”
In entering into a contract with the University of Wisconsin-Eau Claire to provide services, you become a mandated
reporter per Executive Order #54. If, in the course of your company’s contractual service, the contractor (or its agent or
employee) observes an incident or threat of child abuse or neglect, or learns of an incident of child abuse or neglect, you
are required to report it. Report your concerns of child abuse or neglect to either the UW-Eau Claire Police Department
at 715-836-2222, the Eau Claire City/County Police Department at 715-839-4972, or Eau Claire Human Services at 715839-2300.
The UW-System Child Safety website http://www.uwsa.edu/gc-off/child-safety has been prepared to help comply with
Executive Order #54 and continue to keep our UW communities safe places for children. The website includes links to
Executive Order #54, FAQs, Guidelines, and other UW-System and State resources.
The Sextant Group, Inc. New Education Building Audiovisual Systems Design Specification
Section 1 Bidding Requirements and Conditions of the Contract
Section 2 General Conditions
Section 3 Design and Performance Requirements
Section 4 Appendices
Appendix A: List of Drawing
Appendix B: Summary of Audiovisual Systems Submittals
Appendix C: Pre-Bid Forms
Appendix D: Post-Award Forms
Appendix E: Crestron Touch Panel Control Surfaces
Appendix F: Bidding Equipment Lists
Bid Bond Form DOA-4506
Performance-Payment Bond DOA-4505
A completed and signed bid response must be received and time stamped in by UW-Eau Claire Purchasing prior to the stated opening
time to be considered. Bids not so stamped shall be considered late. Late bids shall be rejected. We have supplied you with a return label.
Please fill in your vendor name on the return label to help us identify this transaction. Not using the pre-addressed label to submit your proposal
properly and clearly marked is subject to rejection. Please use one of the options below for return of your bid.
MAILING: Original two (2) copies and one flash drive copy of mailed bid must be received at University of WisconsinEau Claire, Purchasing Office, Schofield Hall 103, 105 Garfield Ave, Eau Claire, WI 54701; 715-836-4643
HAND DELIVERY: Original two (2) copies and one flash drive copy of hand-delivered bid may be done by vendor or
third-party/courier service. Proposals must be received at University of Wisconsin-Eau Claire, Purchasing Office, Schofield
Hall 103, 105 Garfield Ave, Eau Claire, WI 54701; 715-836-4643
DUE DATE: March 20, 2013
TIME: 2:30 PM CT
Bid / Proposal #
DOA-3478 (R12/96)
Provide company name, address, contact person, telephone number, and appropriate information on the
product(s) and/or service(s) used for four (4) or more installations with requirements similar to those included in
this solicitation document. If vendor is proposing any arrangement involving a third party, the named references
should also be involved in a similar arrangement.
Company Name
Address (include Zip + 4)
Contact Person
Phone No.
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person
Phone No.
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person
Phone No
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person
Phone No.
Product(s) and/or Service(s) Used
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