Bid Document/Specifications

Bid Document/Specifications
STATE OF WISCONSIN
DEPARTMENT OF TRANSPORTATION
PURCHASING
OFFICIAL SEALED BID
MONEY PICKUP SERVICES FOR WISDOT
DMV SERVICE CENTERS
Bid Number 271133
Page
1
Req. Agency 999999
WISDOT-CENTRAL PURCHASING
Agency Req. Number DMV$
T-Number
Date Issued 05/21/13
Vendor Number
Vendor Telephone
TIPS Req. Number 1185455
Buyer Name LINDA HANBY
Buyer Telephone (608) 267-2972
-
Bid Must Be Received No Later Than
Date
06/06/13
Time
02:00 PM
BID RESPONSE INSTRUCTIONS
1. Read the entire bid including all terms, conditions, and specifications. The standard terms and conditions apply to any
subsequent award.
2. Bid number and bid opening date must be on outside front lower left corner of the sealed bid envelope/package (bid or
no-bid). Any bid which is inadvertently opened as a result of not being properly and clearly marked is subject to rejection.
3. Bids must be in ink or typed (pencil is unacceptable), signed and dated.
4. Bid responses (bid or no-bid) must be submitted on this form. Make copies for your records.
5. For a "No-Bid" response, return only the signature page signed and marked "No-Bid". Failure to respond may result in
being removed from bidders list.
6. Each numbered, sealed bid or RFP response (bid or no-bid) must be in a separately identified sealed bid
envelope/package and must be received by Purchasing prior to specified time. Late bids will be rejected.
7. Bids submitted by "express/overnight" services must be in separate inner envelopes/packages, sealed and identified
as stated above.
8. Return bids to:
WISDOT-CENTRAL PURCHASING
PURCHASING UNIT
4802 SHEBOYGAN AVE-RM 751
PO BOX 7396
MADISON
WI 53707-7396
9. Delivery can be made
TO BE COMPLETED BY VENDOR
days or
weeks after receipt of order.
10. Payment terms:
11. Prices shall be firm for acceptance
days from date of bid opening, or as stated in the special conditions
of bid.
12. Vendor's quotation reference number, if any:
13. Minimum order amount, if any $
This number will appear on your PO.
Minimum quantity, if any
14. Vendor contact person
Telephone
15. E-Mail Address
FAX
I/We 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 of 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 of Wisconsin in this request for bid and all terms
of our bid.
(Authorized Name - Type or Print)
(Authorized Signature)
(Title)
T206
(Telephone)
1/2003
(Date)
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Wisconsin Department of Transportation
To be completed by Vendor (cont.)
Vendor Name
Page
2
Vendor Number
Bid Number 271133
Open Date 06/06/13
T Number
Time 02:00 PM
16. BIDDER PREFERENCE
Under s.16.75(3) Wisconsin Statutes, a 5% preference may be granted to certified minority business enterprises.
INDICATE IF REQUESTING A MINORITY BIDDER PREFERENCE : (Check)
_____ MINORITY BIDDER PREFERENCE - MUST BE CERTIFIED by Wisconsin Department of Commerce (DOC). If you have
questions concerning the certification process, contact DOC, 5th floor, 201 W. Washington Ave., PO Box 7970, Madison, WI
53707-7970 or Telephone 608-267-9550.
17. VETERAN OWNED BUSINESS
A "VETERAN OWNED BUSINESS" as defined by s.16.75(4)(d) AND 16.755 Wis. Stats. means a small business, as defined in
paragraph (c), that is certified by the Department of Veterans Affairs as being at least 51% owned by one or more veterans, as
defined in s.45.35(5) Wis. Stats.
_____ YES
_____ NO
_____ UNKNOWN
18. AMERICAN MADE
The materials covered in our bid were manufactured in whole or in substantial part within the United States, or the majority of the
component parts were manufactured in whole or in substantial part in the United States, as defined in s.16.754, Wis. Stats.
_____ YES
_____ NO
_____ UNKNOWN
19. REASONABLE ACCOMMODATIONS - AMERICANS WITH DISABILITIES ACT
The Department will provide reasonable accommodations, including the provision of informational material in an alternative format,
for qualified individuals with disabilities, upon request. If you think you need accommodations at a bid opening/vendor conference,
please contact the buyer listed on page 1 in the upper right corner, or TTY users call the Wisconsin TRS at 1-800-947-3529.
20. WISCONSIN DEPARTMENT OF ADMINISTRATION VENDORNET PROGRAM
The State of Wisconsin maintains a list of vendors who wish to conduct business with state agencies. Registered vendors will
receive any bid/proposal over $25,000 that occurs statewide in the commodity/service area for which you are registered. There
are no fees involved. You are encouraged to register with vendornet to ensure that you continue receiving bids from state agencies.
To obtain information on the state's registration process, please visit the vendornet website at http://vendornet.state.wi.us or call the
vendornet information center at 1-800-482-7813. In the Madison, WI area please telephone 264-7897 OR 264-7898.
21. BUILDING SECURITY AWARENESS
Because of increased building security, access to the WisDOT Purchasing Office is restricted and may cause delay if hand delivering
your bid. Allow ample time for security clearance to the Purchasing Office.
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Wisconsin Department of Transportation
COOPERATIVE PURCHASING AGREEMENT
Page
Vendor Name
3
Vendor Number
Bid Number 271133
Open Date 06/06/13
T Number
Time 02:00 PM
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 when the contractors agree to extend their terms to them. 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 s.66.0301(1) and (2), Wis. Stats.
If you agree to make the products or services of this contract available to Wisconsin municipalities, the Department
of Administration will provide the information through a subscription to the VendorNet system. Interested municipalities:
-- will contact the contractor directly to place orders referencing the state agency contract number; and
-- are responsible for receipt, acceptance, inspection of goods directly from the vendor, and making payment directly
to the vendor.
A contractor 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.
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.
A vendor's decision on participating in this service has no effect on awarding the contract.
_____ I agree to make the products or services of this bid/proposal available to Wisconsin municipalities with any
special conditions noted below:
_____ I do not agree to make the products or services of this bid/proposal available to Wisconsin municipalities.
Comments:
(Company Name)
(Signature)
(Address)
(Name - Type or Print)
(City, State, Zip Code)
(Title)
(Commodity / Service)
(Area Code - Telephone Number)
ADA - The Wisconsin Department of Transportation complies with the Americans with Disabilities Act.
(Date)
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Wisconsin Department of Transportation
PROPRIETARY STATEMENT
Page
Vendor Name
4
Vendor Number
Bid Number 271133
Open Date 06/06/13
T Number
Time 02:00 PM
DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION
The attached material submitted in response to the above indicated bid/proposal, includes proprietary and confidential
information which qualifies as a trade secret, as provided in section 19.36(5) Wis. Stats., or is otherwise material that can
be kept confidential under the Wisconsin Open Records Law. As such, we ask that certain pages, as indicated below, of
this bid/proposal response be treated as confidential material and not be released without our written approval.
Prices always become public information when bids/proposals are opened, and therefore cannot be kept
confidential.
Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s.134.90(1)(c), Wis.
Stats. as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method,
technique or process to which all of the following apply:
1. The information derives independent economic value, actual or potential, from not being generally known to, and not
being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure
or use.
2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.
We request that the following pages not be released:
Section
Page Number
Topic
In the event the designation of confidentiality of this information is challenged, the undersigned agrees to provide
legal counsel or other necessary assistance to defend the designation of confidentiality and agrees to hold the
state harmless for any costs or damages arising out of the state's agreement to withhold the materials.
Failure to include this form in the bid/proposal response may mean that all information provided as part of the
bid/proposal response will be open to examination and copying. The state considers other markings of "confidential" in
the bid/proposal response to be insufficient. The undersigned agrees to hold the state harmless for any damages arising
out of the release of any materials unless they are specifically identified above.
(Company Name)
(Signature)
(Area Code - Telephone Number)
(Name - Type or Print)
ADA - The Wisconsin Department of Transportation complies with the Americans with Disabilities Act.
This document can be made available in accessible formats to qualified individuals with disabilities
(Date)
Wisconsin Department of Transportation
STANDARD TERMS & CONDITIONS
Vendor Name
Page
5
Vendor Number
Bid Number 271133
Open Date 06/06/13
T Number
1.0 SPECIFICATIONS: The specifications in this request are the
minimum acceptable. When specific manufacturer and model numbers
are used, they are to establish a design, type of construction, quality,
functional capability and/or performance level desired. When alternates
are bid/proposed, they must be identified by manufacturer, stock number,
and such other information necessary to establish equivalency. The State
of Wisconsin shall be the sole judge of equivalency. Bidders/proposers
are cautioned to avoid bidding alternates to the specifications which may
result in rejection of their bid/proposal.
2.0 DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from
original text, terms, conditions, or specifications shall be described fully,
on the bidder's/proposer's letterhead, signed, and attached to the request.
In the absence of such statement, the bid/proposal shall be accepted as
in strict compliance with all terms, conditions, and specifications and the
bidders/proposers shall be held liable.
3.0 QUALITY: Unless otherwise indicated in the request, all material shall
be first quality. Items which are used, demonstrators, obsolete, seconds,
or which have been discontinued are unacceptable without prior written
approval by the State of Wisconsin.
4.0 QUANTITIES: The quantities shown on this request are based on
estimated needs. The state reserves the right to increase or decrease
quantities to meet actual needs.
5.0 DELIVERY: Deliveries shall be F.O.B. destination freight prepaid and
included unless otherwise specified.
6.0 PRICING AND DISCOUNT: The State of Wisconsin qualifies for
governmental discounts and its educational institutions also qualify for
educational discounts. Unit prices shall reflect these discounts.
6.1 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.
6.2 Price established in continuing agreements and term contracts may
be lowered due to general market conditions, but prices shall not be
subject to increase for ninety (90) calendar days from the date of award.
Any increase proposed shall be submitted to the contracting agency thirty
(30) calendar days before the proposed effective date of the price
increase, and shall be limited to fully documented cost increases to the
contractor which are demonstrated to be industry wide. The conditions
under which price increases may be granted shall be expressed in
bid/proposal documents and contracts or agreements.
6.3 In determination of award, discounts for early payment will only be
considered when all other conditions are equal and when payment terms
allow at least fifteen (15) days, providing the discount terms are deemed
favorable. All payment terms must allow the option of net thirty (30).
7.0 UNFAIR SALES ACT: Prices quoted to the State of Wisconsin are not
governed by the Unfair Sales Act.
8.0 ACCEPTANCE-REJECTION: The State of Wisconsin reserves the
right to accept or reject any or all bids/proposals, to waive any technicality
in any bid/proposal submitted, and to accept any part of a bid/proposal as
deemed to be in the best interest of the State of Wisconsin.
Bids/proposals MUST be date and time stamped by the soliciting
purchasing office on or before the date and time that the bid/proposal is
due. Bids/proposals date and time stamped in another office will be
rejected. Receipt of a bid/proposal by the mail system does not constitute
receipt of a bid/proposal by the purchasing office.
9.0 METHOD OF AWARD: Award shall be made to the lowest
responsible, responsive bidder unless otherwise specified.
10.0 ORDERING: Purchase orders or releases via purchasing cards shall
be placed directly to the contractor by an authorized agency. No other
purchase orders are authorized.
11.0 PAYMENT TERMS AND INVOICING: The State of Wisconsin
normally will pay properly submitted vendor invoices within thirty (30)
days of receipt providing goods and/or services have been delivered,
installed (if required), and accepted as specified. Invoices presented for
payment must be submitted in accordance with instructions contained on
the purchase order including reference to purchase order number and
submittal to the correct address for processing. A good faith dispute
creates an exception to prompt payment.
12.0 TAXES: The State of Wisconsin and its agencies are exempt from
payment of all federal tax and Wisconsin state and local taxes on its
purchases except Wisconsin excise taxes as described below. The State
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of Wisconsin, including all its agencies, is required to pay the Wisconsin
excise or occupation tax on its purchase of beer, liquor, wine, cigarettes,
tobacco products, motor vehicle fuel, and general aviation fuel. However,
it is exempt from payment of Wisconsin Sales or use tax on its purchases.
The State of Wisconsin may be subject to other states' taxes on its
purchases in that state depending on the laws of that state. Contractors
performing construction activities are required to pay state use tax on the
cost of materials.
13.0 GUARANTEED DELIVERY: Failure of the contractor to adhere to
delivery schedules as specified or to promptly replace rejected materials
shall render the contractor liable for all costs in excess of the contract
price when alternate procurement is necessary. Excess costs shall
include the administrative costs.
14.0 ENTIRE AGREEMENT: These Standard Terms and Conditions shall
apply to any contract or order awarded as a result of this request except
where special requirements are stated elsewhere in the request, in such
cases, the special requirements shall apply. Further, the written contract
and/or order with referenced parts and attachments shall constitute the
entire agreement and no other terms and conditions in any document,
acceptance, or acknowledgment shall be effective or binding unless
expressly agreed to in writing by the contracting authority.
15.0 APPLICABLE LAW: This contract shall be governed under the laws
of the State of Wisconsin. The contractor shall at all times comply with
and observe all federal and state laws, local laws, ordinances, and
regulations which are in effect during the period of this contract and which
in any manner affect the work or its conduct. The State of Wisconsin
reserves the right to cancel this contract if the contractor fails to follow the
requirements of s.77.66 Wis. Stats., and related statutes regarding
certification for collection of sales and use tax. The State of Wisconsin
also reserves the right to cancel this contract with any federally debarred
contractor or a contractor that is presently identified on the list of parties
excluded from federal procurement and non-procurement contracts.
16.0 ANTITRUST ASSIGNMENT: The contractor and the State of
Wisconsin recognize that in actual economic practice, overcharges
resulting from antitrust violations are in fact usually borne by the State of
Wisconsin (purchaser). Therefore, the contractor hereby assigns to the
State of Wisconsin any and all claims for such overcharges as to goods,
materials or services purchased in connection with this contract.
17.0 ASSIGNMENT: No right or duty in whole or in part of the contractor
under this contract may be assigned or delegated without the prior written
consent of the State of Wisconsin.
18.0 WORK CENTER CRITERIA: A work center must be certified under
s.16.752 Wis. Stats., and must ensure that when engaged in the
production of materials, supplies or equipment or the performance of
contractual services, not less than seventy five percent (75%) of the total
hours of direct labor are performed by severely handicapped individuals.
19.0 NONDISCRIMINATION / AFFIRMATIVE ACTION: In connection
with the performance of work under this contract, the contractor agrees
not to discriminate against any employee or applicant for employment
because of age, race, religion, color, handicap, sex, physical condition,
developmental disability as defined in s.51.01(5) Wis. Stats., sexual
orientation as defined in s.111.32(13m) Wis. Stats., or national origin.
This provision shall include, but not be limited to, the following:
employment, upgrading, demotion or transfer; recruitment or recruitment
advertising; layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship.
Except with respect to sexual orientation, the contractor further agrees to
take affirmative action to ensure equal employment opportunities.
19.1 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.
19.2 The contractor agrees to post in conspicuous places, available for
employees and applicants for employment, a notice to be provided by the
contracting state agency that sets forth the provisions of the State of
Wisconsin's nondiscrimination law.
19.3 Failure to comply with the conditions of this clause may result in the
contractor's becoming declared an "ineligible" contractor, termination of
the contract, or withholding of payment.
Wisconsin Department of Transportation
STANDARD TERMS & CONDITIONS
Vendor Name
Page
6
Vendor Number
Bid Number 271133
Open Date 06/06/13
T Number
20.0 PATENT INFRINGEMENT: The contractor selling to the State of
Wisconsin the articles described herein guarantees the articles were
manufactured or produced in accordance with applicable federal labor
laws. Further, that the sale or use of the articles described herein will not
infringe any United States patent. The contractor covenants that it will at
its own expense defend every suit which shall be brought against the
State of Wisconsin (provided that such contractor is promptly notified of
such suit, and all papers therein are delivered to it) for any alleged
infringement of any patent by reason of the sale or use of such articles,
and agrees that it will pay all costs, damages, and profits recoverable in
any such suit.
21.0 SAFETY REQUIREMENTS: All materials, equipment, and supplies
provided to the State of Wisconsin must comply fully with all safety
requirements as set forth by the Wisconsin Administrative Code, and all
applicable OSHA Standards.
22.0 WARRANTY: Unless otherwise specifically stated by the
bidder/proposer, equipment purchased as a result of this request shall be
warranted against defects by the bidder/proposer for one (1) year from
date of receipt. The equipment manufacturer's standard warranty shall
apply as a minimum and must be honored by the contractor.
23.0 INSURANCE RESPONSIBILITY: The contractor performing
services for the State of Wisconsin shall:
23.1 Maintain workers compensation insurance, as required by
Wisconsin Statutes, for all employees engaged in the work.
23.2 Maintain commercial liability, bodily injury and property damage
insurance against any claim(s) which might occur in carrying out this
agreement/contract. Minimum coverage shall be one million dollars
($1,000,000) liability for bodily injury and property damage including
products liability and completed operations. Provide motor vehicle
insurance for all owned, non-owned and hired vehicles that are used in
carrying out this contract. Minimum coverage shall be one million dollars
($1,000,000) per occurrence combined single limit for automobile liability
and property damage.
23.3 The state reserves the right to require higher or lower limits where
warranted.
24.0 CANCELLATION: The State of Wisconsin reserves the right to
cancel any contract in whole or in part without penalty due to
nonappropriation of funds or for failure of the contractor to comply with
terms, conditions, and specifications of this contract.
25.0 VENDOR TAX DELINQUENCY: Vendors who have a delinquent
Wisconsin tax liability may have their payments offset by the State of
Wisconsin.
26.0 PUBLIC RECORDS ACCESS: It is the intention of the state to
maintain an open and public process in the solicitation, submission,
review, and approval of procurement activities.
Bid/proposal openings are public unless otherwise specified. Records
may not be available for public inspection prior to issuance of the notice
of intent to award or the award of the contract.
27.0 PROPRIETARY INFORMATION: Any restrictions on the use of
data contained within a request, must be clearly stated in the bid/proposal
itself. Proprietary information submitted in response to a request will be
handled in accordance with applicable State of Wisconsin procurement
regulations and the Wisconsin public records law. Proprietary restrictions
normally are not accepted. However, when accepted, it is the vendor's
responsibility to defend the determination in the event of an appeal or
litigation.
27.1 Data contained in a bid/proposal, all documentation provided
therein, and innovations developed as a result of the contracted
commodities or services cannot be copyrighted or patented. All data,
documentation, and innovations become the property of the State of
Wisconsin.
27.2 Any material submitted by the vendor in response to this request
that the vendor considers confidential and proprietary information and
which qualifies as a trade secret, as provided in s.19.36(5), Wis. Stats.,
or material which can be kept confidential under the Wisconsin public
records law, must be identified on a Designation of Confidential and
Proprietary information form (DOA-3027). Bidders/proposers may request
the form if it is not part of the Request for Bid/Request for Proposal
package. Bid/proposal prices cannot be held confidential.
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28.0 DISCLOSURE: If a state public official (s.19.42, Wis. Stats.), a
member of a state public official's immediate family, or any organization in
which a state public official or a member of the official's immediate family
owns or controls a ten percent (10%) interest, is a party to this agreement,
and if this agreement involves payment of more than three thousand
dollars ($3,000) within a twelve (12) month period, this contract is
voidable by the state unless appropriate disclosure is made according to
s.19.45(6), Wis. Stats., before signing the contract. Disclosure must be
made to the State of Wisconsin Ethics Board, 44 East Mifflin Street, Suite
601, Madison, Wisconsin 53703 (Telephone 608-266-8123).
State classified and former employees and certain University of
Wisconsin faculty/ staff are subject to separate disclosure requirements,
s.16.417, Wis. Stats.
29.0 RECYCLED MATERIALS: The State of Wisconsin is required to
purchase products incorporating recycled materials whenever technically
and economically feasible. Bidders are encouraged to bid products with
recycled content which meet specifications.
30.0 MATERIAL SAFETY DATA SHEET: If any item(s) on an order(s)
resulting from this award(s) is a hazardous chemical, as defined under
29CFR 1910.1200, provide one (1) copy of a Material Safety Data Sheet
for each item with the shipped container(s) and one (1) copy with the
invoice(s).
31.0 PROMOTIONAL ADVERTISING/NEWS RELEASES: Reference to
or use of the State of Wisconsin, any of its departments, agencies or other
subunits, or any state official or employee for commercial promotion is
prohibited. News releases pertaining to this procurement shall not be
made without prior approval of the State of Wisconsin. Release of
broadcast e-mails pertaining to this procurement shall not be made
without prior written authorization of the contracting agency.
32.0 HOLD HARMLESS: The contractor will indemnify and save
harmless the State of Wisconsin and all of its officers, agents and
employees from all suits, actions, or claims of any character brought
for or on account of any injuries or damages received by any persons or
property resulting from the operations of the contractor, or of any of its
contractors, in prosecuting work under this agreement.
33.0 FOREIGN CORPORATION: A foreign corporation (any corporation
other than a Wisconsin corporation) which becomes a party to this
Agreement is required to conform to all the requirements of Chapter 180,
Wis. Stats., relating to a foreign corporation and must possess a
certificate of authority from the Wisconsin Department of Financial
Institutions, unless the corporation is transacting business in interstate
commerce or is otherwise exempt from the requirement of obtaining a
certificate of authority. Any foreign corporation which desires to apply for
a certificate of authority should contact the Department of Financial
Institutions, Division of Corporation, PO Box 7846, Madison, WI
53707-7846; telephone (608) 261-7577.
34.0 WORK CENTER PROGRAM: The successful bidder/proposer shall
agree to implement processes that allow the State agencies, including the
University of WIsconsin System, to satisfy the State's obligation to
purchase goods and services produced by work centers certified under
the State Use Law, s.16.752, Wis. Stats. This shall result in requiring the
successful bidder/proposer to include products provided by work centers
in its catalog for State agencies and campuses or to block the sale of
comparable items to State agencies and campuses.
35.0 FORCE MAJEURE: Neither party shall be in default by reason of
any failure in performance of this Agreement in accordance with
reasonable control and without fault or negligence on their part. Such
causes may include, but are not restricted to, acts of nature or the public
enemy, acts of the government in either its sovereign or contractual
capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight
embargoes and unusually severe weather, but in every case the failure to
perform such must be beyond the reasonable control and without the fault
or negligence of the party.
Wisconsin Department of Administration - Ch. 16, 19, 51 Wis. Stats.
DOA-3054 (R10/2005)
Wisconsin Department of Transportation
STANDARD TERMS & CONDITIONS
Vendor Name
Page
7
Vendor Number
Bid Number 271133
Open Date 06/06/13
T Number
Time 02:00 PM
SUPPLEMENTAL STANDARD TERMS AND CONDITIONS FOR PROCUREMENTS FOR SERVICES
1.0 ACCEPTANCE OF BID/PROPOSAL CONTENT: The contents of
the bid/proposal of the successful contractor will become contractual
obligations if procurement action ensues.
2.0 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION: By
signing this bid/proposal, the bidder/proposer certifies, and in the case of
a joint bid/proposal, each party thereto certifies as to its own organization,
that in connection with this procurement:
2.1 The prices in this bid/proposal have been arrived at independently,
without consultation, communication, or agreement, for the purpose of
restricting competition, as to any matter relating to such prices with any
other bidder/proposer or with any competitor;
2.2 Unless otherwise required by law, the prices which have been quoted
in this bid/proposal have not been knowingly disclosed by the
bidder/proposer and will not knowingly be disclosed by the
bidder/proposer prior to opening in the case of an advertised
procurement or prior to award in the case of a negotiated procurement,
directly or indirectly to any other bidder/proposer or to any competitor;
and
2.3 No attempt has been made or will be made by the bidder/proposer to
induce any other person or firm to submit or not to submit a bid/proposal
for the purpose of restricting competition.
2.4 Each person signing this bid/proposal certifies that: He/she is the
person in the bidder's/proposer's organization responsible within that
organization for the decision as to the prices being offered herein and that
he/she has not participated, and will not participate, in any action contrary
to 2.1 through 2.3 above; (or)
He/she is not the person in the bidder's/proposer's organization
responsible within that organization for the decision as to the prices being
offered herein, but that he/she has been authorized in writing to act as
agent for the persons responsible for such decisions in certifying that
such persons have not participated, and will not participate in any action
contrary to 2.1 through 2.3 above, and as their agent does hereby so
certify; and he/she has not participated, and will not participate, in any
action contrary to 2.1 through 2.3 above.
3.0 DISCLOSURE OF INDEPENDENCE AND RELATIONSHIP:
3.1 Prior to award of any contract, a potential contractor shall certify in
writing to the procuring agency that no relationship exists between the
potential contractor and the procuring or contracting agency that
interferes with fair competition or is a conflict of interest, and no
relationship exists between the contractor and another person or
organization that constitutes a conflict of interest with respect to a state
contract. The Department of Administration may waive this provision, in
writing, if those activities of the potential contractor will not be adverse to
the interests of the state.
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3.2 Contractors shall agree as part of the contract for services that during
performance of the contract, the contractor will neither provide contractual
services nor enter into any agreement to provide services to a person or
organization that is regulated or funded by the contracting agency or has
interests that are adverse to the contracting agency. The Department of
Administration may waive this provision, in writing, if those activities of the
contractor will not be adverse to the interests of the state.
4.0 DUAL EMPLOYMENT: Section 16.417, Wis. Stats., prohibits an
individual who is a State of Wisconsin employee or who is retained as a
contractor full-time by a State of Wisconsin agency from being retained as
a contractor by the same or another State of Wisconsin agency where the
individual receives more than $12,000 as compensation for the
individual's services during the same year. This prohibition does not
apply to individuals who have full-time appointments for less than twelve
(12) months during any period of time that is not included in the
appointment. It does not include corporations or partnerships.
5.0 EMPLOYMENT: The contractor will not engage the services of any
person or persons now employed by the State of Wisconsin, including
any department, commission or board thereof, to provide services relating
to this agreement without the written consent of the employing agency of
such person or persons and of the contracting agency.
6.0 CONFLICT OF INTEREST: Private and nonprofit corporations are
bound by ss. 180.0831, 180.1911(1), and 181.225, Wis. Stats., regarding
conflicts of interests by directors in the conduct of state contracts.
7.0 RECORD KEEPING AND RECORD RETENTION: The contractor
shall establish and maintain adequate records of all expenditures
incurred under the contract. All records must be kept in accordance with
generally accepted accounting procedures. All procedures must be in
accordance with federal, state and local ordinances. The contracting
agency shall have the right to audit, review, examine, copy, and
transcribe any pertinent records or documents relating to any contract
resulting from this bid/proposal held by the contractor. The contractor will
retain all documents applicable to the contract for a period of not less than
three (3) years after final payment is made.
8.0 INDEPENDENT CAPACITY OF CONTRACTOR: The parties hereto
agree that the contractor, its officers, agents, and employees, in the
performance of this agreement shall act in the capacity of an independent
contractor and not as an officer, employee, or agent of the state. The
contractor agrees to take such steps as may be necessary to ensure that
each subcontractor of the contractor will be deemed to be an independent
contractor and will not be considered or permitted to be an agent, servant,
joint venturer, or partner of the state.
Wisconsin Department of Administration - Ch. 16, 19, 51 Wis. Stats.
DOA-3681 (01/2001)
WISCONSIN DEPARTMENT OF
TRANSPORTATION
SPECIAL CONDITIONS OF BID - CONTRACT
TABLE OF CONTENTS
SECTION
SUBJECT
BID # 271133
PAGE 1 OF 19
PAGE #
1.
GENERAL INFORMATION AND SCOPE .......................................................................................... 2
4.
METHOD OF BID ..................................................................................................................................... 3
2.
3.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
CONTRACT TERM .................................................................................................................................. 2
QUESTIONS ............................................................................................................................................... 2
INCURRING COSTS................................................................................................................................. 3
BID SUBMISSION .................................................................................................................................... 3
BID RESPONSE REQUIREMENTS ..................................................................................................... 3
METHOD OF AWARD ............................................................................................................................ 4
BIDDER/CONTRACTOR QUALIFICATIONS .................................................................................. 4
CONTRACT QUANTITIES/NEW OR DELETED ITEMS ............................................................. 6
SPECIFICATIONS .................................................................................................................................... 6
ON SITE SERVICE ................................................................................................................................... 6
TERMS AND CONDITIONS .................................................................................................................. 6
MINORITY BUSINESS PARTICIPATION ......................................................................................... 7
DISABLED VETERAN OWNED BUSINESS ..................................................................................... 7
SUBCONTRACTING OR THIRD PARTY PAYMENTS .................................................................. 8
FIRM PRICES ............................................................................................................................................ 8
ORDERS ...................................................................................................................................................... 8
INVOICING REQUIREMENTS ............................................................................................................. 8
REPORTING REQUIREMENTS ........................................................................................................... 8
CONTRACT CANCELLATION .............................................................................................................. 8
CERTIFICATION FOR COLLECTION OF SALES AND USE TAX .............................................. 9
CONFIDENTIALITY ................................................................................................................................ 9
APPEALS PROCESS (SERVICES ONLY) ........................................................................................10
ATTACHMENT A – VENDOR INFORMATION SHEET
ATTACHMENT B – REFERENCES SHEET
ATTACHMENT C – WisDOT MBE PROGRAM AWARENESS, COMPLIANCE & ACTION PLAN FORM
ATTACHMENT D – MINORITY BUSINESS PARTICIPATION REPORT FORM
ATTACHMENT E – BIDDER’S RESPONSE SHEET
ATTACHMENT F – SPECIFICATIONS
ATTACHMENT G – BIDDER’S PRICE SHEET
WISCONSIN DEPARTMENT OF
TRANSPORTATION
1.
BID # 271133
PAGE 2 OF 19
GENERAL INFORMATION AND SCOPE
The Wisconsin Department of Transportation (WisDOT or DOT), through its Purchasing Unit (Purchasing),
requests bids to establish a contract for money pickup services at WisDOT Division of Motor Vehicle
(DMV) Service Centers located in the cities of: Beaver Dam, Eau Claire, Fond du Lac, Green Bay, Hudson,
Janesville, Manitowoc, Rice Lake, Sheboygan, Stevens Point, Superior, and West Bend.
The attached Standard Terms and Conditions shall govern this bid unless specifically modified in these
Special Conditions of Bid. Conditions of bid that include the word "must" or "shall,” describe a
mandatory requirement. All specifications are defined as mandatory minimum requirements unless
otherwise stated. Purchasing reserves the right to delete that specification or condition of bid if no
bidder is able to comply with any given specification or condition of bid. Failure to meet specification
requirements shall disqualify your bid.
Definitions:
The following definitions are used throughout the RFB documents:
Agency: the Wisconsin Department of Transportation
Bidder/Vendor: a company or individual submitting a bid response to this RFB
Contractor: the bidder awarded the contract
Daily Rate: Price per scheduled day of pickup
Department: Wisconsin Department of Transportation
DMV: Division of Motor Vehicles
DOT or WisDOT: Wisconsin Department of Transportation
RFB: Request for Bid
State: State of Wisconsin
2.
CONTRACT TERM
July 1, 2013, or date of award, through June 30, 2014, or one year after date of award, with two (2) oneyear renewal options.
WisDOT intends to utilize the results of this RFB to award a contract. Retain a copy of the bid
documents and any addenda for your files. The RFB documents and the awarded bidder’s response
shall become the contract unless a separate contract document is executed.
Any extension must be authorized by mutual agreement of the vendor and WisDOT.
3.
QUESTIONS
If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency
in this RFB they shall notify the Purchasing Agent named below of such error and request modification or
clarification of the bid document.
All communications or questions regarding the specifications, or special conditions of bid should be
written and submitted to the purchasing agent shown on the bid cover sheet and below as soon as
possible, but no later than 4 p.m. on May 30, 2013. Purchasing will respond to questions by issuing an
official addendum, posted on VendorNet.
All correspondence and submitted documents must include the bid number 271133 in the subject line
and on the outside of the package/envelope.
Submit in writing via email to: Linda Hanby, [email protected]
WISCONSIN DEPARTMENT OF
TRANSPORTATION
4.
BID # 271133
PAGE 3 OF 19
METHOD OF BID
Bidder must submit a unit price “per day” for each location bid. Bids will be accepted only for the fixed
daily rate; one (1) daily fee per DMV service center location. All prices must be quoted in U.S. Dollars.
Bidder must bid on the enclosed bid price sheet. Alternate forms will be rejected.
Bid daily rate shall include transportation, insurance, receipt books (including replacement books), and
licensing fees. Fuel surcharges will not be allowed during the contract period.
Bids requiring a cost minimum may be disqualified.
5.
6.
INCURRING COSTS
The State of Wisconsin is not liable for any cost incurred by a bidder in the process of responding to this
RFB.
BID SUBMISSION
Bidders must submit an original (marked as ORIGINAL) and one copy (marked as COPY) of all required
materials for acceptance of their bid by the date and time listed on the Bid cover sheet. Any bids
received after that time and date will be rejected. Receipt of a bid by the State mail system does not
constitute receipt of a bid by Purchasing, for purposes of this RFB. Also refer to the Bid Response
Instructions. Use one of the options below for return of the bid. Faxed and e-mailed bids are not
accepted.
U.S. Mail:
Purchasing
WI Department of Transportation
4802 Sheboygan Ave., Room 751
PO Box 7396
Madison, WI 53707-7396
UPS, Fed Ex, etc.:
Purchasing
WI Department of Transportation
4802 Sheboygan Ave., Room 751
Madison, WI 53705
All bids are to be packaged, sealed, and show the following information on the outside of the package:
-Vendor's Name and Address
-Request for Bids Title: Money Pickup Services for WisDOT DMV Service Centers
-Request for Bids Number: RFB #271133
-Bid Due Date: June 6, 2013 at 2:00 PM
7.
BID RESPONSE REQUIREMENTS
In order for your bid to be considered, the following information must be provided. Complete and
return the ORIGINAL and ONE COPY by the due date and time listed on the bid cover page. Include:
7.1
Bid Cover (Signature) Page
7.2
Addendum Cover (Signature) Page(s), if applicable to this bid request
7.3
Vendor Information, Attachment A
7.4
References, Attachment B
7.5
MBE/DVB Program Awareness, Compliance & Action Plan, Attachment C
7.6
Bidder Response Sheet, Attachment E
7.7
Descriptive brochure or detail for the services bid by your company
7.8
Bidder must designate a person to provide on-going communication, coordinate servicing, and
respond to questions for each location bid, Attachment E
7.9
Bidder Price Sheets, Attachment G
Failure to provide the forms/information with your bid submittal may disqualify your bid. WisDOT
encourages all bidders to print their submission double-sided to save paper
WISCONSIN DEPARTMENT OF
TRANSPORTATION
BID # 271133
PAGE 4 OF 19
Because of increased building security, access to the WisDOT Purchasing Office is restricted and may
cause delay if hand delivering your bid. Allow ample time for security clearance to room 751.
8.
METHOD OF AWARD
Award(s) shall be made per location on the basis of the lowest net unit price per item from a responsive,
responsible bidder who meets specifications. Multiple awards may result from this RFB.
WisDOT will determine by the hours indicated on the Bidder Price Sheet, Attachment G, what best meets
our hours of operation.
NOTE! Manitowoc DMV is moving to a new location August 1, 2013. The award will be based on the
lowest bid price for the NEW location. Please provide pricing for both the current and new locations
separately.
Volume discounts shall not be considered when determining award. However, they shall apply to orders
issued on this contract.
9.
BIDDER/CONTRACTOR QUALIFICATIONS
To be eligible for a contract award, you must be qualified and able to provide the following. Respond on
attached “Vendor Information Sheet” and “References Sheet”.
9.1
Bidder must supply references of three (3) firms to which similar service has been provided during
the past two (2) years to a comparable-sized institution or company. If contacted, all of those
references must verify that a high level of satisfaction was provided. Use Attachment B to list
references.
9.2
Bidder must be in the business of money pickup services for the past three (3) years.
9.3
Contractor must be able to report on a semi-annual basis all services purchased against this
contract.
9.4
Bidder must provide proof of insurance as defined below.
The awarded bidder must provide WisDOT Purchasing a Certificate of Insurance within seven (7)
business days of request and maintain the minimum limits specified prior to issuance of a Purchase
Order. All policies must be issued with a 30-day cancellation notice by an insurance company
licensed to do business in the State of Wisconsin, with a minimum AM Best rating of A1, and
signed by an authorized agent.
In no way do these minimum requirements limit the liability assumed elsewhere in the contract.
All parties shall, at their sole expense, maintain the following insurance:
A. Commercial General Liability Insurance including contractual coverage:
The limits of this insurance for bodily injury and property damage
Combined shall be at least:
Each Occurrence Limit
$1,000,000
General Aggregate Limit
$2,000,000
Products-Completed Operations Limit $2,000,000
Personal and Advertising injury Limit $1,000,000
WISCONSIN DEPARTMENT OF
TRANSPORTATION
BID # 271133
PAGE 5 OF 19
B. Business Automobile Liability Insurance:
Should the performance of this Agreement involve the use of automobiles, Contractor shall
provide comprehensive automobile insurance covering the ownership, operation and
maintenance of all owned, non-owned and hired motor vehicles. Contractor shall maintain
limits of at least $1,000,000 per accident for bodily injury and property damage combined.
C. Workers’ Compensation Insurance:
Such insurance shall provide coverage in amounts not less than the statutory requirements in
the state where the work is performed, even if such coverages are elective in that state.
D. Employers Liability Insurance:
Such insurance shall provide limits of not less than $500,000 policy limit.
E.
Excess/Umbrella Liability Insurance:
Such insurance shall provide additional limits of not less than $5,000,000 per occurrence in
excess of the limits stated in (A.), (B.), and (D.) above.
Additional Requirements:
F. Awarded contractor shall maintain a Broad Form Commercial Crime Insurance Policy obtained
from an insurance company licensed to conduct crime insurance business in the State of
Wisconsin, with limits of coverage of not less than dollar amounts specified in the Liability
section of the terms and condition for Loss Inside the Premises and Loss Outside the Premises.
The policy shall include the Theft, Disappearance and Destruction form and the Employee
Dishonesty form. The policy shall include temporary employees in the definitions of
employees. This policy is required unless specifically waived by Wisconsin Department of
Transportation Purchasing Section. A certificate of insurance for this insurance shall be
presented to the Purchasing Agency prior to the start of this contract.
Commercial Crime Coverage including Employee Dishonesty and Form C: Theft Disappearance
and Destruction Inside and Outside with limits no less than $1,000, 000.
• Form A, Employee Dishonesty $1,000,000
• Form B, Forgery, $100,000,000
• Form C, Theft, Disappearance and Destruction $100,000,000
G. Contractor shall require the same minimum insurance requirements, as listed above, of all its
contractors, and subcontractors, and these contractors, and subcontractors shall also comply
with the additional requirements listed below.
H. The insurance specified in (A), (B) and (D.) above shall:
1. Name WisDOT including its directors, officers, employees and agents as additional
insureds by endorsement to the policies; and,
2. Provide that such insurance is primary coverage with respect to all insureds and
additional insureds.
I.
The above insurance coverages may be obtained through any combination of primary and
excess or umbrella liability insurance. WisDOT may require higher limits or other types of
insurance coverage(s) as necessary and appropriate under the applicable purchase order.
J.
Except where prohibited by law, all insurance policies shall contain provisions that the
insurance companies waive the rights of recovery or subrogation, by endorsement to the
insurance policies, against WisDOT, its subsidiaries, its agents, servants, invitees, employees,
WISCONSIN DEPARTMENT OF
TRANSPORTATION
BID # 271133
PAGE 6 OF 19
co-lessees, co-venturers, affiliated companies, contractors, subcontractors, and their insurers.
K. Contractor shall provide certificates and endorsements evidencing the coverages, limits and
provisions specified above on or before the execution of the Agreement and thereafter upon
the renewal of any of the policies. Contractor shall require all insurers to provide WisDOT with
a thirty (30) day advanced written notice of any cancellation, nonrenewal or material change
in any of the policies maintained in accordance with this Agreement. Coverage must be placed
with carriers with an A. M. Best rating of A- 10 or better.
Mail to:
Wisconsin Department of Transportation
4802 Sheboygan Ave., Room 751
Madison, WI 53707-7915
9.5
Bidder must disclose if any State of Wisconsin employee will provide services relating to the
agreement resulting from this solicitation. See Supplemental Standard Terms and Conditions,
section 4.0, Dual Employment or 5.0, Employment.
10. CONTRACT QUANTITIES/NEW OR DELETED ITEMS
WisDOT does not guarantee to purchase any specific quantity of services. Bids that state WisDOT must
guarantee a specific quantity or dollar amount may be disqualified.
NEW OR DELETED ITEMS: WisDOT reserves the right to add or remove dates, times and locations of
services to this contract based on changes to schedules, locations, or standards unknown at the time of
this RFB. Contractor(s) prices must be comparable to current contract pricing for like services.
Contractor must notify Purchasing of new or discontinued services and of all schedule changes within 10
business days of proposed change.
11. SPECIFICATIONS
See SPECIFICATIONS, Attachment F, and BIDDER PRICE SHEET, Attachment G, for the minimum
acceptable specifications for services desired.
Bidders must indicate on the Bidder Price Sheet that you will provide service during the hours and days
provided for each location bid.
Bid specifications may not be revised without an official addendum issued by Purchasing.
12. ON SITE SERVICE
In carrying out the scope of this contract, the Contractor shall be required to perform services on
WisDOT property. Bidders must include all transportation, licensing, bonding, receipt books, and
insurance charges. Fuel surcharges will not be allowed during the contract period.
Failure to include these costs may disqualify your bid.
Contractor and anyone providing these services must be easily identified as an employee of the
Contractor at all times while performing these services.
13. TERMS AND CONDITIONS
The Standard and/or Supplemental Terms and Conditions provided with this document represent the
terms and conditions which will apply to this contract. Vendors may not submit their own contract
document as a substitute for these terms and conditions.
WISCONSIN DEPARTMENT OF
TRANSPORTATION
BID # 271133
PAGE 7 OF 19
14. MINORITY BUSINESS PARTICIPATION
The Wisconsin Department of Transportation is committed to the promotion of minority businesses in
the State’s purchasing program. Authority for this program is found in Wisconsin Statutes 15.107(2),
16.75(3m), and 16.755.
Bidders who feel that they qualify, should seek certification from the Wisconsin DOA and mark “yes” on
page 2 of the RFB. Details of program certification are located at:
http://www.doa.state.wi.us/index.asp?locid=169.
Bidders are strongly urged to use due diligence to further this policy by setting up subcontracts to statecertified Minority Business Enterprises (MBE) and/or by using such enterprises to provide goods and
services incidental to this contract (second-tier suppliers), with a goal of awarding 5% of the contract
cost to such enterprises. An MBE means a business certified, or certifiable, by the Wisconsin
Department of Administration under Statute 560.036(2).
Bidders must submit the attached WisDOT MBE / DVB Program Awareness, Compliance & Action Plan
(Attachment C) indicating their proposed utilization of state-certified minority businesses for this
contract. Contact the State’s Minority Business Manager for assistance in locating certified firms at (608)
267-3293 or the WisDOT Minority Business Program Coordinator at (608) 267-2886. A listing of State of
Wisconsin certified minority businesses, as well as the services and commodities they provide, is on the
State-certified MBE web site: www.doa.wi.gov/mbe.
Monthly reports (Attachment D) are requested to be submitted to the WisDOT Minority Business
Program Coordinator, itemizing the deliveries and cost of items or services provided by certified firms.
Reports should state the costs for the previous contract month. The Department reserves the right to
verify with listed firms their involvement as subcontractors or second-tier suppliers.
15. DISABLED VETERAN OWNED BUSINESS
Wisconsin statutes support purchasing goods/services from Disabled Veteran-owned businesses located
in Wisconsin. Bidders are strongly urged to use due diligence to further this policy by setting up
subcontracts to state-certified Disabled Veteran-Owned Businesses (DVB) and/or by using such
enterprises to provide goods and services incidental to this contract (second-tier suppliers), with a goal
of awarding 5% of the contract cost to such enterprises. A DVB means a business certified, or certifiable,
by the Wisconsin Department of Administration under Statute 16.283 (3).
"Disabled veteran" means a person who is verified by the Department of Veterans Affairs as being all of
the following at the time the person applies for certification:
1. A veteran as defined in s. 45.01(12),
2. A resident of this state, and
3. A person who is in receipt of an award from the U.S. Department of Veterans Affairs of a
service–connected disability rating under 38 USC 1114 or 1134 of at least 30%.
Bidders who feel that they qualify, should seek certification from the Wisconsin DOA and mark
“yes” on page 2 of the RFB. Details of program certification are located:
http://www.doa.state.wi.us/section.asp?linkid=191&locid=0
Monthly reports (Attachment D) are requested to be submitted to the WisDOT, Purchasing Unit,
itemizing the deliveries and cost of items or services provided by certified DBV firms. Reports
should state the costs for the previous contract month. Any use of DVB firms can be reported via
e-mail to [email protected] WisDOT reserves the right to verify with listed firms
their involvement as subcontractors or second-tier suppliers.
WISCONSIN DEPARTMENT OF
TRANSPORTATION
BID # 271133
PAGE 8 OF 19
16. SUBCONTRACTING OR THIRD PARTY PAYMENTS
Subcontractors must abide by all terms and conditions of the contract. The prime contractor shall be
responsible for all subcontractor(s) work and payment. WisDOT will not pay any subcontractor or third
parties directly.
17. FIRM PRICES
The awarded contractor must hold the accepted costs for the entire contract period. WisDOT will review
any adjustment of costs before the beginning of a contract renewal period. Price increase requests must
be received in writing. Requests must include justification with supporting documentation of industrywide increases.
If WisDOT deems price changes are not acceptable, it reserves the right to re-bid the contract in whole
or in-part. Acceptance or denial of the price changes will be in writing.
18. ORDERS
WisDOT will issue Contract Release Orders by Purchasing for the State’s fiscal year time period, July 1 –
June 30, to allow departmental personnel to call or fax services against the order as needed.
19. INVOICING REQUIREMENTS
Invoices/Purchase Order:
WisDOT must meet a statutory mandate to pay or reject invoices within 30 days of receipt by WISDOT.
Before payment is made, it also must verify that all invoiced charges are correct as per this contract.
Only properly submitted invoices shall be officially received for payment. Thus, your prompt payment
requires that your invoices be clear and complete in conformity with the instructions below.
All invoices must be itemized showing:
a.
b.
c.
purchase order number
vendor name
remit to address
d. services provided
e. actual number of days services were provided
f. prices per the contract
The original invoice and one copy must be sent to the bill-to address shown on the Purchase Order.
20. REPORTING REQUIREMENTS
WisDOT shall have the right to audit, review, examine, copy, and transcribe any pertinent records or
documents held by the Contractor related to this contract. The Contractor shall establish, maintain,
report as needed, and submit upon request records of all transactions conducted under the contract. All
records must be kept in accordance with generally accepted accounting procedures. All procedures
must be in accordance with federal, State of Wisconsin and local ordinances.
21. CONTRACT CANCELLATION
This Contract may be terminated by either party under the following conditions:
21.1
Please review section 13.0 and 24.0 of the Standard terms and Conditions of Bid. WisDOT may
terminate the contract at any time at its sole discretion by delivering 10 days written notice to the
contractor.
If the problem is service performance, contractor will be warned either verbally or in writing of
unsatisfactory performance and intent to cancel this contract. Contractor will be given a period
of time to ‘cure’ the performance. If the performance does not improve contractor will be given
10 days written notice that the contract will be cancelled.
WISCONSIN DEPARTMENT OF
TRANSPORTATION
BID # 271133
PAGE 9 OF 19
Upon termination, WisDOT’s liability will be limited to the pro rata cost of the services
performed as of the date of termination.
21.2
In the event the contractor terminates the contract, for any reason whatsoever, it will require
written certified letter notification delivered to the Department purchasing agent not less than 60
days prior to said termination. The contractor will, in turn, refund the Department, within 30
days of said termination, all payments made hereunder by the Department to the contractor for
work not completed.
21.3
If at any time the contractor performance threatens the health and/or safety of WisDOT
employees, WisDOT customers, and/or the general public, WisDOT has the right to cancel and
terminate the Contract without notice.
21.4
If the Contractor fails to maintain and keep in force the insurance as provided in #23.0 of the
Standard Terms and Conditions, WisDOT has the right to cancel and terminate the Contract
without notice.
21.5
If at any time a petition in bankruptcy shall be filed against the contractor and such petition is not
dismissed within 90 calendar days, or if a receiver or trustee of contractor's property is appointed
and such appointment is not vacated within 90 calendar days, WisDOT has the right, in addition
to any other rights of whatsoever nature that it may have at law or inequity, to terminate this
Contract by giving 90 calendar days notice in writing of such termination.
22. CERTIFICATION FOR COLLECTION OF SALES AND USE TAX
The State of Wisconsin shall not enter into a contract with a vendor, and reserves the right to cancel any
existing contract, if the vendor or contractor has not met or complied with the requirements of s.77.66,
Wis. Stats., and related statutes regarding certification for collection of sales and use tax.
23. CONFIDENTIALITY
Contractor acknowledges that some of the data and documentation it may become privy to in the
performance of this contract is of a confidential nature. Contractor shall make all reasonable efforts to
ensure that it or its employees and subcontractors do not disseminate such confidential information.
Contractor or its employees and subcontractors will not reuse, sell, or make use in any format the data
researched or compiled for this contract for any venture, profitable or not, outside this contract.
Contractor agrees to observe complete confidentially with respect to all aspects of any confidential
information, proprietary data and/or trade secrets and any parts thereof, whether such contents are the
State's or the manufacturer's, bidder's, or distributor's whereby Contractor or any Contractor's
personnel may gain access while engaged by the State or while on State premises.
The restrictions herein shall survive the termination of this contract for any reason and shall continue in
full force and effect and shall be binding upon the Contractor or its agents, employees, successors,
assigns, subcontractors, or any party claiming an interest in this contract on behalf of or under the rights
of Contractor following any termination. Contractor shall advise all Contractor's agents, employees,
successors, assigns and subcontractors which are engaged by the State of the restrictions, present and
continuing, set forth herein. Contractor shall defend and incur all costs, if any, for actions that arise as a
result of noncompliance by Contractor, its agents, employees, successors, assigns and subcontractors
regarding the restrictions herein.
WISCONSIN DEPARTMENT OF
TRANSPORTATION
BID # 271133
PAGE 10 OF 19
24. APPEALS PROCESS (SERVICES ONLY)
The appeals process applies only to those requests for bids for services that result in a contract greater
than $50,000. Notices of intent to protest and protests must be made in writing. Protestors should
make their protests as specific as possible and should identify Wisconsin Statutes and Wisconsin
Administrative Code provisions that are alleged to have been violated.
The written notice of intent to protest the intent to award a contract must be filed with Mark Gottlieb,
P.E., Secretary, Wisconsin Dept. of Transportation, 4802 Sheboygan Avenue, PO Box 7910, Madison, WI
53707, phone number 608-266-1114, facsimile number 608-266-9912, and received in his office no later
than five (5) working days after the notice of intent to award is issued.
The written protest must be received in his office no later than ten (10) working days after the notice of
intent to award is issued.
The decision of the head of the procuring agency may be appealed to the Secretary of the Wisconsin
Dept. of Administration within five (5) working days of issuance, with a copy of such appeal filed with the
procuring agency. The appeal must allege a violation of a Wisconsin Statute or a provision of the
Wisconsin Administrative Code.
WISCONSIN DEPARTMENT OF
TRANSPORTATION
BID # 271133
PAGE 11 OF 19
STATE OF WISCONSIN
DOA-3477 (R05/98)
ATTACHMENT A
VENDOR INFORMATION
1. BIDDING COMPANY NAME:
_________________________________________________________
FEIN (Federal Employer ID Number)
_________________________________
Phone (
) ______________________
Fax
(
) ______________________
OR
Social Security # (if Sole Proprietorship)
___________________________________
Toll Free Phone (
) __________________________
Email Address (
) __________________________
Address: __________________________________________________________________________
City
____________________________
State ________
Zip + 4
_______________________
2. Name the person to contact for questions concerning this bid.
Name
__________________________
Title
______________________________
Phone (
) ______________________
Toll Free Phone (
) __________________________
Fax
) ______________________
Email Address (
) __________________________
(
Address: __________________________________________________________________________
City
____________________________
State ________
Zip + 4
_______________________
3. Any vendor awarded over $25,000 on this contract must submit affirmative action information to the
department. Please name the Personnel/Human Resource and Development or other person responsible
for affirmative action in the company to contact about this plan.
Name
__________________________
Title
______________________________
Phone (
) ______________________
Toll Free Phone (
) __________________________
Fax
) ______________________
Email Address (
) __________________________
(
Address: __________________________________________________________________________
City
____________________________
State ________
Zip + 4
_______________________
4. Mailing address to which state purchase orders are mailed and person the department may contact
concerning orders and billings.
Name
__________________________
Title
______________________________
Phone (
) ______________________
Toll Free Phone (
) __________________________
Fax
) ______________________
Email Address (
) __________________________
(
Address: __________________________________________________________________________
City
____________________________
State ________
Zip + 4
_______________________
WISCONSIN DEPARTMENT OF
TRANSPORTATION
BID # 271133
PAGE 12 OF 19
STATE OF WISCONSIN
DOA-3478 (R12/96)
ATTACHMENT B
Vendor:
REFERENCES
_______________________________________________________________________
Provide company name, address, contact person, telephone number, and appropriate information on the
product(s) and/or service(s) provided to customers similar to those requested in this solicitation document.
Potential subcontractors cannot be references. Any subcontractor arrangement for the completion of this
work shall be listed on a separate id page.
Company Name:
_________________________________________________________________________
Address (include Zip + 4) ____________________________________________________________________
Contact Person:
____________________________________
E-Mail Address:
__________________________________________________________________________
Product(s) Used and/or Service(s) Provided:
Company Name:
Phone No. __________________________
____________________________________________________
_________________________________________________________________________
Address (include Zip + 4) ____________________________________________________________________
Contact Person:
____________________________________
E-Mail Address:
__________________________________________________________________________
Product(s) Used and/or Service(s) Provided:
Company Name:
Phone No. __________________________
____________________________________________________
_________________________________________________________________________
Address (include Zip + 4) ____________________________________________________________________
Contact Person:
____________________________________
E-Mail Address:
__________________________________________________________________________
Product(s) Used and/or Service(s) Provided:
Company Name:
Phone No. __________________________
____________________________________________________
_________________________________________________________________________
Address (include Zip + 4) ____________________________________________________________________
Contact Person:
____________________________________
E-Mail Address:
__________________________________________________________________________
Product(s) Used and/or Service(s) Provided:
Phone No. __________________________
____________________________________________________
WISCONSIN DEPARTMENT OF
TRANSPORTATION
ATTACHMENT C
BID # 271133
PAGE 13 OF 19
WisDOT MINORITY BUSINESS ENTERPRISE (MBE) PROGRAM
DISABLED VETERAN-OWNED BUSINESS (DVB) PROGRAM
AWARENESS, COMPLIANCE & ACTION PLAN
As a matter of sound business practice, the Wisconsin Department of Transportation is committed to “supply diversity” by
promoting the use of minority business and disabled veteran-owned business whenever and wherever possible. Additionally,
as an agency of the State of Wisconsin, WisDOT shares in the state goal of placing five (5) percent of its total annual
purchasing dollars with state-certified minority and disabled veteran-owned businesses.
State of Wisconsin procurement policy provides that Minority Business Enterprises (MBE) and Disabled Veteran-owned
Businesses (DVB) certified by the Wisconsin Department of Administration should have the maximum opportunity to
participate in the performance of its contracts/projects.
You, as a contractor, are strongly urged to use due diligence to further this policy by awarding subcontracts to MBEs and DVBs
by using such enterprises to provide goods and services incidental to this agreement (second-tier suppliers), with a goal of
awarding 5% of the contract cost to such enterprises.
Authority for these programs is found in Wisconsin Statutes 15.107(2), 16.283(3), 16.75(3m), 16.755 and 560.036(2), and
details about the program can be found at: http://www.doa.state.wi.us/category.asp?linkcatid=677&linkid=113&locid=0
Monthly reports are requested to be submitted to the Department of Transportation Purchasing Unit, itemizing the costs of
services and goods provided by certified firms. Reports should state the costs for the previous contract/project month.
Your complete response on the following form must address the following components of your company’s/organization’s
commitment/action plan:
a) Indication that you understand the WisDOT’s goal,
b) Listing of any MBE/DVB vendors with which you intend to subcontract,
c) Description of the various second tier MBE/DVB expenses (goods and services procured that are incidental to the
contract/project; examples are: specific office supplies to perform the contract, percentage of cost for uniforms
for contract staff, travel to perform the contract/project, percentage of facility maintenance services for your
facility used directly by your staff during the contract/project period) your company/organization will be able to
report that are in direct connection with the administration of this contract,
d) Statement expressing your commitment to complete the required monthly reports that will reflect your
subcontracts and second-tier expenditures for the period.
For information on certified State of Wisconsin Minority Business Enterprises, please contact:
June Robinson
MBE Program Coordinator
WisDOT Division of Business Management
4802 Sheboygan Avenue, Room 751
Madison, WI 53705
Phone: 608-267-2886 Fax: 608-267-3609
www.dot.wisconsin.gov/business/mbe
[email protected]
A complete listing of certified minority businesses, as well as the services and commodities they provide, is available on the
web at: www.doa.wi.gov/mbe and Information regarding certification of minority businesses is available at:
http://commerce.wi.gov/BD/BD-MBD-Index.html
WISCONSIN DEPARTMENT OF
TRANSPORTATION
ATTACHMENT C
BID # 271133
PAGE 14 OF 19
WisDOT MINORITY BUSINESS ENTERPRISE (MBE) PROGRAM
DISABLED VETERAN-OWNED BUSINESS (DVB) PROGRAM
AWARENESS, COMPLIANCE & ACTION PLAN
Complete, sign, and include in your bid response.
Failure to complete this form as a component of your bid may result in rejection of your bid.
Our company/organization is a Wisconsin-certified Minority Business Enterprise (MBE)
Our company/organization is a Wisconsin-certified Disabled Veteran-owned Business (DVB)
 Yes
 Yes
 No
 No
Our company/organization is a minority business but has not yet received Wisconsin certification (please
provide details): _____________________________________________
Our company/organization is a disabled veteran-owned business but has not yet received Wisconsin
certification (please provide details): _____________________________________________
 Yes
 Yes
 No
 No
 Yes
 No
 Yes
 No
 Yes
 No
We are aware of the WisDOT’s goal to spend at least 5% of their total annual purchasing dollars with statecertified MBE /DVB firms.
We are aware that if awarded this contract/project our company/organization will provide monthly
or quarterly reports to WisDOT reporting all expenditure activity directed to MBE/DVB
subcontractors or second-tier MBE/DVB suppliers that directly relate to this contract. (Any noncertified minority or non-certified disabled veteran-owned businesses could be a potential
subcontractor/second-tier supplier--indicate these on your plan. WisDOT will work with those
businesses for possible certification.)
Subcontractors: Our company/organization intends to subcontract at least 5% dollar volume with certified
MBE/DVB firms listed below (names, addresses, telephone numbers):
Second-tier Suppliers: In addition to direct subcontracting efforts, your company/organization can help WisDOT achieve the 5%
goal by managing your second-tier MBE/DVB purchases. Second-tier business refers to incidental business expenses your
company may spend with Wisconsin-certified MBE/DVB firms as it pursues the normal course of business supplying the
WisDOT-contracted products or services. Here are some examples:
• Percentage of your office supplies specifically used during the course of this contract/project.
• Percentage of uniform costs for staff performing this contract/project.
• If you travel to perform this contract/project, you could use a state-certified MBE travel agency and report that
expense.
• Percentage of facilities maintenance services for facility(ies) directly used by your staff during the course of this
contract/project.
These second-tier expenses can only be reported to the extent that they directly relate to your business with WisDOT. The
percentage of the expense you can report is determined by the amount of your WisDOT sales as it relates to your total sales
volume. Per the terms of your contract, you should actively pursue directing business towards these types of companies, and
report your efforts in this regard on a monthly basis.
***************************************************************************************************
In paragraph form, describe your company/organization’s commitment/action plan with regard to the planned use of statecertified MBE/DVB businesses in subcontracting efforts, as well as developing MBE/DVB second-tier suppliers. Please list your
specific commitments (attach sheet, if necessary).
SIGNATURE: ______________________________________ DATE: __________________________________
PRINTED NAME & TITLE: ____________________________________________________________________
COMPANY: ________________________________________PHONE NUMBER: ________________________
WISCONSIN DEPARTMENT OF
TRANSPORTATION
BID # 271133
PAGE 15 OF 19
ATTACHMENT D
MINORITY BUSINESS
DISABLED VETERAN-OWNED BUSINESS
PARTICIPATION REPORT
Wisconsin Department of Transportation
DT1230 8/2006 s.16.75(3m) Wis. Stats.
th
Instructions: Complete and submit to Wisconsin Department of Transportation by the 20 of each month.
Return via FAX to:
OR
Return via e-mail to:
608-267-3609, ATTN: Purchasing Minority Business Coordinator
[email protected]
Report Date
Contract / Purchase Order #
Time Period Covered by Report
Monthly:
throu
gh
Project Name / Contract Title
Prime Vendor / Contractor Name
Contractor Name, Address and Telephone Number
Indicate if MBE or DVB
Federal Employer Identification Number – FEIN
Product / Service
Purchased
Subcontract
$ Amount
Second Tier
$ Amount
If no business was awarded to Minority Business Enterprises (MBE) or Disabled Veteran-owned Business (DVB) for this
period, please describe the efforts made to encourage their business participation. If you have questions, please call
the WisDOT Minority Business Program Specialist, 608-267-2886.
___________________________________________________________________________________________________________________________________
___________________________________________________________________________________________________________________________________
I certify that the information contained on this report is true and correct.
I also certify that I am an authorized representative of the above-identified Prime Vendor / Contractor.
(Prime Vendor/Contractor Authorized Representative Name)
(Title)
WISCONSIN DEPARTMENT OF
TRANSPORTATION
ATTACHMENT E
BID # 271133
PAGE 16 OF 19
BIDDER RESPONSE SHEET
NOTE: THIS FORM SHOULD BE RETURNED WITH YOUR BID RESPONSE SECTION NUMBERS IDENTIFIED
CORRESPOND TO THOSE SHOWN IN THE SPECIAL CONDITIONS OF BID.
YES
9.1
9.2
9.3
9.4
14, 15
16
17
19
21
23
Bidder has provided references as required.
Bidder has been in this business the required term.
Bidder will report purchases as required.
Bidder will provide Certificate of Insurance if awarded the contract.
Bidder will provide a monthly report of purchases from state-certified MBE’s and
DVB’s, if requested.
Bidder will comply with terms on subcontracting.
Bidder will hold pricing firm the required term.
Bidder understands invoice requirements.
Bidder agrees to terms regarding contract cancellation.
Bidder understands and agrees to the confidentiality clauses.
Bidder has completed and returned all forms required.
Bidder understands and will comply with specifications.
Bidder understands and will comply with the Schedules.
NO
_____ ____
_____ ____
_____ ____
_____ ____
_____
_____
_____
_____
_____
_____
_____
_____
_____
______________________________________
Company Name (print or type)
____________________________________
Bidder's name & title (print or type)
______________________________________
Bidder’s Signature
____________________________________
Date
____
____
____
____
____
____
____
____
____
Contractor Contact Person(s) to coordinate services and inquiries:
Name: ______________________________________________
Title:
______________________________________________
Phone: ______________________________________________
Fax:
_______________________________________________
Email: _______________________________________________
DMV Service Center Servicing*: ___________________________
*Indicate if the Contact Person(s) differs for each location bid. If yes, provide Contract Contact Person(s)
information for each location bid, below or on a separate page.
WISCONSIN DEPARTMENT OF
TRANSPORTATION
BID # 271133
PAGE 17 OF 19
ATTACHMENT F
SPECIFICATIONS
1. Contractor shall provide money pickup service on designated days, and during the designated times
each week; see Bidder Price Sheet (Attachment G) for details. Contractor must follow the contracted
routine schedules, NO EXCEPTIONS, unless a contract addendum is issued by WisDOT Purchasing.
Pick up will not be required on any bank holiday.
2. Contractor must designate a person for each location bid to provide on-going communication, coordinate
servicing, answer questions and expedite service. This information must be provided to WisDOT Purchasing
prior to issuance of a purchase order. See Attachment E.
3. Contractor staff must be easily identified, while on State property, by wearing a uniform and photo
identification, provided by the contractor at the contractor’s expense.
4. Pickup by the contractor must be during the stated money pick-up hours as indicated in item 1 of these
Specifications and on the Bidder Price Sheet (Attachment G). Money must be delivered to the
designated bank.
5. If the contractor arrives for the pickup earlier than the contracted time, the contractor must return that
day during the contracted time and will not charge the Department for the return trip. WisDOT will
deduct for that day service if the contractor does not return during the contracted time.
6. Contractor will not charge for schedule change for deposit pickup when contractor calls in a day ahead.
7. In the event of an emergency or inclement weather, contractor must notify the station contact if they are
delayed or will not be picking up so other arrangements can be made. WisDOT will deduct for that day of
service.
8. WisDOT will deduct each day of service if no prior notice is given for lack of service on scheduled days.
9. Contractor’s employee, with the Department’s employee, will open cash protector. The sealed
containers will then be removed from the cash protector by the Department employee and given to the
contractor’s employee. Other monies and checks, not taken from the cash protector, may be included
to be deposited at designated bank. Contractor to provide all receipt books (initial receipt book and
subsequent books) at no charge to WisDOT.
10. Contractor to assume liability for any loss of such sealed deposit collected at stated location(s) of
Department up to the amount of $30,000.00, to commence when sealed deposit is delivered to
contractor employee and to terminate when sealed deposit is delivered to the designated local bank.
11. Money must be deposited and credited at the bank on the next business day after pickup. If not
deposited the next business day, contractor will be responsible for any overdrafts caused as a result of
not depositing and the invoice will be deducted for one day of service.
12. Contractor to obtain and keep in force during the entire period of this contract an insurance policy
against loss from burglary. See Section 9.4.
13. If it is necessary to file a claim, the Department will report, in writing, a statement with details to the
contractor within 60 days from date of discovery of loss. The claims form will be provided by contractor.
WISCONSIN DEPARTMENT OF
TRANSPORTATION
BID # 271133
PAGE 18 OF 19
14. If any legal actions occur by contractor or this Department to enforce the provisions hereunder, the
unsuccessful party to such action shall pay to the prevailing party all court costs and reasonable
attorney’s fees as fixed or allowed by the court.
WISCONSIN DEPARTMENT OF
TRANSPORTATION
BID # 271133
PAGE 19 OF 19
ATTACHMENT G
Service Center Location
BIDDER PRICE SHEET
Contact Person
Money Pickup
Days and Times
Money Delivered
to Bank/Address
Beaver Dam –
N7146 E Plaza Dr.
Beaver Dam, WI 53916
Christina Braddy
(608) 246-5368
Tuesday and Friday
8:30 am – 4:00 pm
Eau Claire –
3115 Melby St.
Eau Claire, WI 54703
Fond Du Lac –
833 S. Rolling Meadows,
Fond Du Lac, WI 54937
Green Bay –
942 Vanderperren Way
Green Bay, WI 53404-5344
Hudson –
2100 O’Neil Rd.
Hudson, WI 56016
Janesville –
645 S. Wright Rd.
Janesville, WI 53546-8707
Manitowoc –
621 Reed Ave.
Manitowoc, WI 54220
July 1 – July 31, 2013 ONLY
Manitowoc –
3651 Dewey St.
Manitowoc, WI
*Note – New location
effective August 1, 2013
Rice Lake –
735 West Ave.
Rice Lake, WI 54868-1359
Mark Porter
(715) 836-2802
Tuesday and Friday
8:30 am – 4:00 pm
Parkis Waterbury
(920) 929-3721
Tuesday and Friday
8:30 am – 4:00 pm
US Bank
Kimberly Slonaker
(920) 492-5733
Tuesday and Friday
8:30 am – 4:00 pm
US Bank
Carol Bowe
(715) 234-5102
Tuesday and Friday
8:30 am – 4:00 pm
US Bank
Marcia Traska
(608) 758-6248
Tuesday and Friday
8:30 am – 4:00 pm
Chase
Henry Shaw
(920) 459-4052
Tuesday and Friday
8:30 am – 4:00 pm
US Bank
Henry Shaw
(920) 459-4052
Tuesday and Friday
8:30 am – 4:00 pm
US Bank
Carol Bowe
(715) 234-5102
Tuesday and Friday
8:30 am – 4:00 pm
Sheboygan –
3603 Kohler Memorial Dr.
Sheboygan, WI 53081
Stevens Point –
1001 Maple Bluff Rd. Ste 2
Stevens Point, WI 54482
Superior –
th
1701 N. 4 St.
Superior, WI 54880
Henry Shaw
(920) 459-4052
Tuesday and Friday
8:30 am – 4:00 pm
Community Bank
407 W. Knapp St.
PO Box 169
Rice Lake, WI 54868
US Bank
Larry Koralewski
(715) 345-5328
Tuesday and Friday
8:30 am – 4:00 pm
US Bank
Keith Moorland
(715) 392-7910
Tuesday and Friday
8:30 am – 4:00 pm
West Bend –
1516 W. Paradise Dr.
West Bend, WI 53095
Lisa Balistar-Lau
(262) 335-5391
Tuesday and Friday
8:30 am – 4:00 pm
Superior Choice
2817 Tower Ave.
PO Box 127
Superior, WI 54880
National Exchange
Bank and Trust
1320 W. Paradise Dr.
West Bend, WI 53095
*** END ***
American National
Bank
115 Front Street
Beaver Dam, WI
53916
US Bank
Can Bidder
Meet Hours of
Pickup?
Yes or No
Cost
PER DAY
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