03 RFB 28458-KH Cleaning Chemicals.docx

Cleaning Agents

REQUEST FOR BID

Title: Cleaning Agents Number: RFB# 28458-KH

Issued Date: June 6, 2025 Responses Due: June 27, 2025, 1:00 PM CT

Table of Contents Contents

INTRODUCTION AND PURPOSE

The Department of Administration requests Bids for the purchase of Cleaning Agents, and intends to use the results of this process to award a Contract. The Department of Administration does not guarantee it will purchase any specific quantity or dollar amount. Bids that require a minimum number of commodities or services be ordered will be rejected. There will be no guarantee to purchase any specific quantity or pay any minimum contract price during the term of the Contract.

DEFINITIONS

For the purposes of this Request for Bid and resulting Contract(s), the following definitions of terms shall apply, unless otherwise indicated.

Cooperative Purchasing:

Wisconsin Statutes (§ 16.73, Wis. Stats.) establishes authority to allow Wisconsin municipalities to purchase from State contracts.

Lowest responsible Bidder means the person or firm submitting the competitive Bid with the lowest price that meets the Specifications contained in the requests for bids. In establishing the lowest responsible Bidder, all of the following factors may be considered:

(a) The financial ability to provide the Services required or to complete the contract;

(b) The skill, judgment, experience, and resources to complete the contract;

(c) The necessary facilities, staff, personnel, and equipment to complete the contract;

(d) The demonstrated ability to satisfactorily perform the work or provide the materials in a prompt, conscientious manner;

(e) The demonstrated ability to comply in situations where the award is contingent on special considerations subject to the nature of the Services or contract required; and

(f) Any other factor determined to be relevant in assessing the Bidder's ability to supply as required.

· New Year's Day (January 1)

· Martin Luther King Jr.’s Birthday (Third Monday in January)

· Memorial Day (Last Monday in May)

· Independence Day (July 4)

· Labor Day (First Monday in September)

· Thanksgiving Day (Fourth Thursday in November)

· Christmas Eve Day (December 24)

· Christmas Day (December 25)

· New Year's Eve Day (December 31) Additional holidays as adopted by the State of Wisconsin

PURPOSE AND SCOPE OF THE REQUEST FOR BID

The State of Wisconsin (State), as represented by its Department of Administration, State Bureau of Procurement, requests Bids for Cleaning Agents. The results will be used to establish a statewide Contract for all its Agencies and institutions, including the University of Wisconsin (UW) System, campuses, and Wisconsin municipalities. The purpose of this Request for Bid (RFB) is to provide interested parties with sufficient information to enable them to prepare and submit a Bid for cleaning agents.

Approximately fifty (50) State agencies, boards, commissions, and twenty-six (26) UW Campuses utilize the current Contract for cleaning agents on an as-needed basis. Cooperative Purchasing groups also have the option to use the current Contract. The estimated annual spend on this contract is $3 million; however, the state offers no guarantee of minimum spend on the Contract(s) resulting from this RFB.

The Scope of the RFB and any Contract(s) resulting from the RFB process shall include cleaning agents, cleaning agent dispensing equipment and dispenser systems, and related service and training for the following:

· Hand Soap

· Hand Sanitizer

· Body Wash

· Shampoo

· Conditioner

· Deodorizers

· Sanitizers

· Disinfectant

· General Purpose Cleaners

· Hard Floor Cleaner/Finish

· Carpet Cleaner

· Individual/Bulk Laundry Detergents

· Individual/Bulk Ware Washing Detergents

· Automatic Dispensing Systems

· Onsite generated products

Dilution control equipment, dispensers, and/or dispensing systems for all cleaning agents shall be provided, installed, and serviced by Contractor(s) upon request of the Authorized User at no additional charge.

The scope of this RFB and any Contract(s) resulting from the RFB process does not include janitorial supplies, paper products, or any commodities covered by other State Contacts.

OVERVIEW OF PROCURING AGENCY, BACKGROUND, AND OBJECTIVES

The Department of Administration performs administrative and executive functions for the State of Wisconsin. The State Bureau of Procurement (Bureau) will administer the Contract resulting from this RFB. The Contractor and the respective Authorized Users will work together to resolve any problems or issues related to the purchase of products such as ordering, delivery, or returns. The Contractor shall communicate or meet with the designated Authorized User’s representative, as requested, to resolve problems.

Any problems that cannot be resolved between the Authorized User and the Contractor will be referred to the Contract Manager. The Contract Manager will inform the Contractor in writing of the unresolved issues and the Contractor will respond with proposed corrective actions. Either the Bureau or the Contractor may request meetings to address unresolved contract issues.

The Wisconsin Department of Administration is the sole point of contact for the State of Wisconsin during this RFB process. The person responsible for managing the procurement process is:

Kristina Harris, Procurement Specialist Kristina.Harris@Wisconsin.gov 608-266-2313

CONTRACT TERM

This Contract will run for an initial three (3)-year period. The State and the Contractor, upon written mutual agreement, may renew the Contract for up to an additional two (2) one (1)-year periods. The Contract shall be effective on the date it is executed by the State. If no formal Contract is executed, the effective date of the Contract is the date of the purchase order.

The original Contract term or any renewal period may be extended at the State’s request for a period not to exceed twelve (12) months for the purpose of completing a future solicitation or transition to new Contractor(s). Contract conditions, terms, and costs will not be modified during such an extension.

MODIFICATIONS OF CONTRACT

The Contract shall not be used for purchasing commodities or services outside of the general scope and intent of the original Request for Bid. Any modifications made to the Contract shall fall within the scope of the Bid and be rendered in writing and signed by both parties or they will be void.

ORDER OF PRECEDENCE

In the event of Contract award, the contents of this RFB (including all attachments), RFB addenda and revisions, the Bid response from the successful Bidder as accepted by the State, and any additional terms agreed to in writing by the parties will be incorporated into the Contract. Failure of the successful Bidder to accept these elements into the Contract will result in the cancellation of the Contract award.

In the event of a conflict with the incorporated elements of the Contract, the following order of precedence will prevail:

If the official purchase order serves as the final Contract, in the event of a conflict with the incorporated elements of the Contract, the following order of precedence will prevail:

COOPERATIVE PURCHASING SERVICES

Commodities and Services may be made available to Municipalities and other State Agencies upon agreement of the Contractor. Where requested by the State, and agreed to by the Contractor(s), Municipalities will be able to obtain the Commodities and Services procured under the Contract at the same rates agreed to by the State and the Contractor. The Contractor will be responsible for confirming the status of potential Municipalities and other State Agencies with the Contract Manager and providing appropriate documentation and support and reporting Contract usage by Municipalities.

If the Contractor chooses to extend costs offered in this Contract to Municipalities, any resulting contract is solely between the Contractor and the Municipality. The State will not be responsible for any problems which may arise between Municipalities and the Contractor as a result of any sales and/or purchases made.

RESPONDING TO BID REQUIREMENTS

Mandatory Bidder Qualifications and Requirements in this RFB document must be minimally met without exception; failure to meet such will disqualify the Bid. Before the award of any Contract, the State must be satisfied that the Bidder has sufficient qualified resources available for performing the work described in this Bid. It is the Bidder’s responsibility to acquaint the State with these Qualifications and Requirements by submitting appropriate or supporting documentation.

Failure to meet a Qualification or Requirement will disqualify the Bid. However, in the event that no Bidder is able to meet an individual Mandatory Qualification or Requirement, the State reserves the right to eliminate that individual Qualification or Requirement; in such case, the State will continue the review of Bids and select the Bid that most closely meets the Qualifications and Requirements specified in this RFB.

BIDDER QUALIFICATIONS AND REQUIREMENTS

All Bidder qualifications in this section are Mandatory and shall be met at no additional cost above the pricing provided in the Bid. Bidder must use Attachment D – Performance and Support Requirements to respond to this section.

Failure to meet a qualification will disqualify your Bid. However, the State reserves the right to waive any qualification if no Bidder is able to satisfy that qualification.

Before the award of any Contract, the State shall be satisfied that the Bidder has sufficient qualified resources available for performing the work described in this Bid. It is the Bidder's responsibility to acquaint the State with these Qualifications by submitting appropriate or supporting documentation.

MANUFACTURER OR AUTHORIZED DISTRIBUTOR

Bidder must be a manufacturer, an authorized manufacturer's distributor, or dealer of any products quoted on this RFB.

YEARS IN BUSINESS

Bidder must be in the business of supplying cleaning agents and shall have done so for at least one year prior to the submittal of this bid.

LICENSED BUSINESS

Bidder must be licensed to operate a business to provide cleaning agents in the State of Wisconsin.

MANDATORY SPECIFICATIONS OF BID

All requirements in this section are mandatory and shall be met at no additional cost above the pricing provided in the Bid. Bidder must use Attachment D – Performance and Support Requirements to respond to this section.

All specifications are defined as minimum mandatory requirements unless otherwise stated. Failure to meet any mandatory requirement will result in rejection of the Bid. However, in the event that no Bidder is able to meet an individual mandatory requirement, the State reserves the right to continue the review of Bids and to select the Bid that most closely meets the requirements specified in this RFB.

GENERAL REQUIREMENTS

APPLICABLE LAWS

Contractor shall comply with all applicable state and federal laws and regulations governing this contract.

WEBSITE

Contractor shall have a website available to all Authorized Users with current State pricing. Tier 1 (core list) items shall be identified as such on the website. Items outside of the scope of the Contract shall not be available to Authorized Users through website.

ORDER METHODS

Contractor shall accept orders online through its own website, via telephone, and/or email.

PAYMENT METHODS

Contractor shall accept payments through the State purchasing card (P-Card), credit card, purchase orders, and blanket orders. Fees must not be charged for using a credit card or any other payment method, regardless of the payment processing method (i.e., website, telephone, email, or any other payment processing method).

SHIP-TO LOCATIONS

Contractor shall ship or deliver products to individual ordering locations throughout the State during normal business hours.

CUSTOMER SERVICE

Contractor shall work directly with Authorized Users to coordinate product pickups, returns, and problem resolution associated with each individual ordering location.

WARRANTY

Contractor shall honor, at a minimum, the manufacturer's standard warranty on all items purchased under this contract.

CURRENT PRODUCT

All products sold on this contract shall be manufacturer's current production items.

EXPIRATION DATES

All cleaning agents delivered on this contract shall have a minimum of twelve (12) months remaining before date of expiration.

DISPENSER SYSTEMS

SUPPLY AND INSTALL

Contractor shall supply, install, calibrate and repair dispensers and dispensing systems for all cleaning agent products they supply on this contract, at no additional charge, upon request by Authorized Users.

If an Authorized User requires large number of dispensers, the Contractor may work with the Authorized User to negotiate special terms.

NEW PRODUCT

Contractor shall provide new dispensers and new dispensing systems for installation. Used or reconditioned units may only be installed with written approval from the Authorized User.

REMOVAL

Contractor shall be responsible for removal of previous dispensers or dispensing systems when a new product replaces an old product. This removal shall be at no cost to the Authorized User and shall cover dispensers and dispensing equipment from any prior supplier.

OWNERSHIP

The Procuring Agency shall retain ownership of dispensers upon contract expiration.

MAINTENANCE

Contractor shall provide monthly service visits upon request of the Authorized User to verify that all dispensing systems (ware washing, laundry, cleaning closets) are performing properly. Contractor is encouraged to make recommendations to Authorized Users for most efficient and economical dilution ratio for the product and equipment in use. However, the Authorized Users shall have the final say for determining the calibration setting of all dispensing systems and will approve any changes made by Contractor.

TESTING

Contractor shall provide PH test strips and chlorine test strips for ware washing, laundry, and cleaning closet dispensing systems at no charge to the Authorized User. Contractor shall provide training on the proper use of test strips for the product.

RESPONSE

Contractor shall provide on-site repair response, within twenty four (24) hours from initial contact, for all malfunctioning dispensing systems (ware washing, laundry, and cleaning closets) they service and/or provide product for on this Contract.

Initial contact shall be allowed through the following mediums:

SPRAY BOTTLE LABELS

LABELS

Contractor must provide manufacturer product labels for spray bottle use for all cleaning agents supplied to Authorized Users, complying with all current OSHA requirements for secondary container labels for hazardous chemicals. The Contractor must provide the labels at no added cost to the state or Authorized User. The Contractor must work with the Authorized User to set up a system in which the labels will automatically be included on the order of specific agents and won't need to be requested separately for every order. The contractor shall provide the proportional number of labels corresponding to the number of spray bottles provided or as requested by the user for the amount of agent ordered.

ADHESIVE

Labels shall be adhesive-backed and must adhere to plastic spray bottles.

CONTENT

Content on labels must include the following information at minimum and conform to all current OSHA requirements:

TRAINING

ON-SITE TRAINING

Contractor shall provide, upon end-user request, on-site training to teach Authorized Users the most effective, efficient, and safe methods and techniques for the proper use of all products and dispensing equipment that Contractor supplies on Contract.

WRITTEN INSTRUCTIONS

Contractor shall provide, upon Authorized User request, written instructions for the training requirements of section 3.4.1. These written instructions shall be available in both English and Spanish.

COMMUNICATION REQUIREMENTS

CONTACT METHODS

Contractor shall provide a toll-free phone number and an email address that all Authorized Users may use for requesting quotes, requesting information, ordering, and conducting general Contract business.

CUSTOMER SERVICE

Contractor customer service representative(s) shall be available to Authorized Users of this contract Monday through Friday, 8:00am-4:30pm CT, except on State holidays.

SINGLE POINT OF CONTACT

Contractor shall identify one point of contact as Contract representative to work with the State of Wisconsin Contract Manager for Contract administration and performance concerns. This point of contact shall be able to provide information on: Contract problems, Contract renewal/cancelation, invoice information, ordering supplies or service, supplier diversity, affirmative action, and sales representative. Use Attachment B - Bidder Required Form listed in Section 8.0 Required forms and Attached to this RFB.

If a change is made to the point of contact, the State shall be notified and provided updated contact information within forty-eight (48) hours.

RESPONSE TIME

Contractor shall respond to all communications within one business day.

GREEN PRODUCT UPDATES

On an annual basis, or upon request, Contractors shall discuss with Authorized Users the option of replacing non-green certified cleaning agents with green certified (Green Seal, Ecologo, or EPA Dfe certified) cleaning agents through product testing processes. Authorized Users retain the right to decide what type of product will best fit their needs.

Awarded Contractors are encouraged to work with Authorized Users in performance testing processes of Green Certified (Green Seal, Ecologo or EPA DfE certified) sample products to replace non-green products.

SPECIAL TERMS AND CONDITIONS OF BID

The State reserves the right to negotiate special terms and conditions when it is in the best interest of the State to do so. The Bidder must not submit its own Contract document as a substitute for the State’s Special Terms and Conditions.

Bidders must accept all terms and conditions in Attachment C – Draft Contract or submit point-by-point exceptions along with proposed alternative language for each point. The State may or may not consider any of the Bidder’s suggested revisions. Any changes or amendment to any of the terms and conditions will occur only if the change is in the best interest of the State.

ORDERS

E-Commerce Customers of this contract may want to take advantage of electronic ordering and “E-Commerce” opportunities that may be offered by the Contractor. All electronic orders shall receive contract pricing and/or discounts.

Invoicing Requirements Contractor must agree that all invoices and purchasing card charges shall reflect the discounts and net prices established for the items/services on this contract for all orders placed even though the contract number and/or correct prices may not be referenced on each order or at time of purchasing card order.

The University must meet a statutory mandate to pay or reject invoices within 30 days of receipt of properly submitted invoices by University Accounts Payable. Before payment is made, Accounts Payable must verify that all invoiced charges are correct per this Contract. Only properly submitted invoices will be officially processed for payment. The Prompt Payment Policy requires that your invoices be clear and complete and in conformity with the list below and must be itemized showing:

· Contractor name

· Remit to address

· Purchase order number

· Release number if given

· Date of order/release

· Item manufacturer’s name or abbreviation (if applicable)

· Complete item description including catalog, model and/or stock number(s) identical to those stated in bid

· Prices per the Contract

At the discretion of Purchasing, invoices not reflecting the correct discount or net prices may be short paid or disputed.

The original invoice must be sent to the address provided in the BILLING INFORMATION section of the PO, unless the customer identifies and establishes a different bill-to location.

UW Madison - Campus Delivery Requirements:

Delivery of orders shall be made to University departments during normal University business hours (Monday-Friday, 7:30 a.m. – 4:30 pm CT).

The University of Wisconsin-Madison no longer permits access to trucks over 30 ft. in length on several designated streets on campus. The exceptions are trucks necessary for the delivery or pickup of perishable commodities, private construction vehicles, vehicles carrying radioactive materials, and campus service vehicles. For specific policy language, a campus map and restrictions, see the University Transportation Services website at https://transportation.wisc.edu/documents/large-truck-policy/

Contractor shall deliver goods to the stated delivery address in accordance with the 30 ft. truck policy. Any unique delivery arrangements must be pre-approved by contacting the ordering department or Material Distribution Services (MDS) at (608) 497-4432. MDS reserves the right to charge Contractor reasonable material handling fees for any deliveries they make for the Contractor.

All commodities of this procurement shall be packaged in accordance with all current state and federal regulations to ensure acceptance by common carriers for safe and secure delivery to end users. The State of Wisconsin encourages use of recycled or reusable packaging material in all shipments.

DUPLICATES AND OVER SHIPMENTS

Upon notification by the Authorized User of duplicate or over shipment, goods shall be removed at the Contractor's expense. If such goods are not removed within thirty (30) business days of receipt of written notification from the Authorized User, the Authorized User shall dispose of them at its discretion and will not be held liable for the cost.

RETURN POLICY FOR DEFECTIVE OR DAMAGED GOODS

NEW AND DISCONTINUED ITEMS

The Contractor shall notify the Contract Manager when products are discontinued or backordered as early as practicable. The Contract Manager must approve any new products and pricing before new products may be added to the Contract. New or replacement items for discontinued products shall meet or exceed the original specifications and quality requirements. Contractor shall honor contracted or lower pricing for substitute products. Bidder shall identify the likelihood that products may be discontinued during the life of the Contract within their bid.

BACKGROUND CHECKS

Due to the nature of this solicitation, the State reserves the right to conduct background checks on the organization, its officers and employees, and subcontractors, if applicable, in order to determine whether any conviction exists that is substantially related to the solicited Commodity or Service, or if such conviction may otherwise adversely affect the Bidder’s ability to perform under the resulting Contract. The State is the sole determinant of whether the results of a background check(s) will negatively impact the Bidder’s ability to meet contractual obligations and requirements.

REPORTING

SERVICE REPORTING

Upon request, Contractor must provide electronic (in Microsoft Excel worksheet format), reports for all dispensing systems (ware washing, laundry and cleaning closets) serviced.

The service report shall include:

SALES REPORTING

Contractor must provide quarterly sales reporting using Attachment E – Report Template to Contract Manager. These reports are due on April 15, July 15, October 15 and January 15 for the previous report quarter.

The sales reports must include:

· Name of Purchasing Agency / Institution / Municipality

· Customer Account Number

· Purchase Order Number

· Purchase Order Date

· Invoice Number

· Invoice Date

· Product Description

· Green Certification - ex: GS (Green Seal certified), ECO (Ecologo certified), EPA (EPA DfE certified)

· Vendor Product Number

· Product Unit of Measure (UOM)

· Number of Items Per UOM

· Manufacturer Name

· Manufacturer SKU

· Discount off List

· Discounted Price/ Net Unit Price on Order Date

· Quantity Ordered

· Extended Price

Contractor shall also provide additional or ad-hoc reporting to the State upon request.

CONTRACT AUDIT REQUIREMENTS

The State reserves the right to audit any report submitted by the Contractor for accuracy and to identify any pricing problems. If pricing problems are identified by the Contract Manager, the Contractor must issue credits to all applicable Authorized Users within thirty (30) calendar days of notification of the problem. The Contractor must also create a corrective action plan to prevent such errors from occurring in the future.

LIQUIDATED DAMAGES

The State may suffer damages due to Bidder’s lack of performance of certain terms and conditions of the resulting contract. Since it is impractical and extremely difficult to fix the actual damages sustained in the event of any such non-performance, the Contract Manager will work with the Authorized User and the Contractor to create a reasonable resolution.

TOBACCO-FREE ENVIRONMENT

The use of tobacco products at State facilities is strictly prohibited. Disregard for any facility’s policies concerning tobacco use could result in a fine and immediate expulsion of the employee from the facility.

FRATERNIZATION/AGENCY WORK RULES

All Contractors and their Subcontractors (if applicable) working on-site are subject to departmental rules. A copy of these rules may be obtained by written request to the Authorized User’s Procurement Manager identified at:

https://doa.wi.gov/Pages/StateEmployees/PurchasingDirectory.aspx

UNIVERSITY OF WISCONSIN CHILD ABUSE POLICY

If, in the course of providing services to the UW, Contractor (or its employee) observes an incident or threat of child abuse or neglect, or learns of an incident or threat of child abuse or neglect, and the Contractor (or its employee) has reasonable cause to believe that child abuse or neglect has occurred or will occur, Contractor must make a report of that abuse or neglect to law enforcement or to a county social service agency as provided in UW’s Policy on Mandatory Reporting of Child Abuse and Neglect (“The Policy”). If the suspected child abuse or neglect involves an allegation against a UW employee or agent (e.g. student, volunteer, Contractor, etc.), or the incident or threat of child abuse or neglect occurred on the UW campus or during a UW-sponsored activity, the Contractor shall also report to the UW Police Department or UW’s Office for Equity and Diversity.

PAYMENT TERMS

Payment will not be made until the product is determined to meet all Specifications, requirements, and deliverables and has been accepted by the Authorized User. Contractor may not require payment at time of purchase by any means of order placement, whether Purchase Order, phone order, or order through a website.

THIRD PARTY FINANCING

Bidders on Lease or Rental Bids that are using third party financing shall identify the company, quote the interest rate, and include a copy of their lease or rental Contract with the Bid.

SAFETY DATA SHEETS

If any item(s) on this order is a hazardous chemical, as defined under OSHA 29 CFR 1910.1200, or an infectious agent, as defined by s. 101.58, Wis. Stats., the Contractor shall include the appropriate Safety Data Sheet(s) with the initial shipment and with the first shipment after a Safety Data Sheet is updated. The Contractor shall send the initial or updated Safety Data Sheet(s) with a complete container, partial container, or single product. The distributor, manufacturer or Contractor may make access to Safety Data Sheets available online via their website; however, Safety Data Sheets shall be provided as stated herein, regardless of online availability, to meet State of Wisconsin and United States Department of Labor, Occupational Safety and Health Administration (OSHA) requirements. Safety Data Sheets shall be provided as stated herein to the contract manager.

CERTIFICATES OF INSURANCE

Upon request by the State of Wisconsin, the Bidder shall provide copies of insurance policies and/or insurance certificates in effect during this contract. The insurance policies shall be issued by an insurance company licensed to do business in the State of Wisconsin, with a minimum AM Best rating of A- unless otherwise approved in writing by the State’s Contract Manager and the signature of an authorized agent.

The policies and/or certificates shall be submitted to the State upon request, for annual review and/or when insurance coverage(s) or providers are changed. In the event the Contractor’s required insurance policies in effect during this contract are modified or cancelled, Contractor shall immediately provide notice to the State of Wisconsin.

ACCESS TO SECURE FACILITIES

The Contractor must accommodate location specific security requirements when making deliveries to any State of Wisconsin Correctional Facilities and other secured facilities to which access is tightly controlled.

COST STRUCTURE AND COST SHEET INSTRUCTIONS

METHOD OF BID

Bidders must complete and submit Attachment A – Cost Sheet. Further instructions for entering cost data are included on Attachment A – Cost Sheet.

Bidders shall not alter the Cost Sheet in any manner unless instructions on the Cost Sheet indicate otherwise. Alternate cost formats will not be accepted and may result in disqualification of the Bid. Costs must be in U.S. dollars to two (2) decimal places unless otherwise indicated. Only numerical values (i.e., 80) will be accepted. Anything other than a numerical value (i.e., N/A) may disqualify your Bid.

Bidder must complete Attachment A – Cost Sheet with all of the requested information. If a required line item is left blank, or a $0.00 is inserted, the Bidder then must agree to provide that item at no cost to the State.

It is the sole responsibility of the Bidder to ensure that all mathematical calculations are correct and Bid costs must take into consideration all inherent costs of providing the Services or products described in the RFB. Estimated costs are not acceptable. In the event of errors in calculation, unit cost will prevail.

FOB DESTINATION, FREIGHT PREPAID AND ALLOWED/INSTALLED

Delivery will be made by common carrier or Contractor’s vehicle, with unloading to be performed by the carrier or Contractor and carton(s) transported to the interior or ground floor, or inside dock at the ship-to address. Bid prices shall include all packing, freight, insurance charges, and installation/operation manuals.

Failure to bid FOB destination, freight prepaid and allowed in the Bid price or discount will disqualify the Bid.

COST SHEET INSTRUCTIONS

Pricing for all Lots and Tiers is based on a percentage discount off the manufacturer’s list price at the time of the Bid. Pricing will remain firm for the first twelve (12) months of the Contract.

Complete Attachment A – Cost Sheet as instructed. Bidders must bid on at least one Lot of Tier 1 but may bid all categories for which they are an authorized dealer/distributor. For Tier 2, Bidders must bid on all manufacturers listed that they wish to offer if they are awarded a contract in Tier 1. For Tiers 3 and 4, Bidders must bid on all other manufacturers’ catalogs or price lists that they wish to offer if they are awarded a contract in Tier 1. Bidders shall not alter the Cost Sheets in any manner other than instructed.

TIER 1

Tier 1 includes 8 Lots (A-H) of specific manufacturer products frequently purchased by the State.

Bidder may submit pricing for any or all of the Tier 1 Lots, but you must complete all required cost cells within a Lot to be considered for an award. Failure to complete all cost cells within a Lot may disqualify your bid for that Lot. The State reserves the right to award to more than one Bidder in each Lot.

For each line item within a Lot on Attachment A – Cost Sheet, tab Tier 1, Bidder must provide the following information, under the corresponding header, for the EXACT product and EXACT UOM listed:

A formula will calculate both the Sell Price per UOM and the Extended Price (Sell Price multiplied by Quantity of UOM Sold to State of Wisconsin contract users in 2024) and the Total Extended Price for each Lot to determine the low Bidder.

If a product on Tier 1 has been discontinued, listed in error, or is otherwise unavailable to the state, that line item will be removed from the Lot. Calculations and awards will be based on the remaining line items in that Lot.

Bidder must submit the publication number and date of manufacturer’s price list that discount is derived from. Upon award, Contractor must provide the manufacturers’ price lists for all awarded Lots. If multiple price columns are used on manufacturer’s list prices, Bidder must note which price column is to be used for discount.

TIER 2

If a Bidder is awarded any Lot in Tier 1, they may also sell any manufacturer’s product listed by category in Tier 2. Bidders must submit a percentage discount off list pricing for any category and manufacturer they wish to offer if they are awarded a contract in Tier 1. Tier 2 is not awarded by category, and Bidders are not required to provide pricing for all manufacturers in a category.

Bidder must submit the publication number and date of manufacturer’s price lists that discount is derived from. Upon award, Contractor must provide the manufacturers’ price lists for all awarded categories. If multiple price columns are used on manufacturer’s list prices, Bidder must note which price column is to be used for discount.

Tier 2 discounts will not be scored or considered for award but will be listed on the Contractor’s price list. The State reserves the right to negotiate for higher discounts (lower prices) before award and throughout the life of the contract.

TIER 3

If a Bidder is awarded any Lot in Tier 1, they may also sell any additional manufacturers’ products provided by the Bidder in Tier 3. Bidder must submit a percent discount off their company’s catalog or list prices as well as any other manufacturers’ catalogs or price lists they wish to offer if they are awarded a contract in Tier 1. If multiple price columns are used on manufacturer’s list prices, Bidder must note which price column is to be used for discount.

Bidder must submit the publication number and date of manufacturer’s price lists that discount is derived from. Upon award, Contractor must provide the manufacturers’ price lists for all awarded categories. If multiple price columns are used on manufacturer’s list prices, Bidder must note which price column is to be used for discount.

Tier 3 discounts will not be scored or considered for award but will be listed on the Contractor’s price list. The State reserves the right to negotiate for higher discounts (lower prices) before award and throughout the life of the contract.

TIER 4

If a Bidder is awarded any Lot in Tier 1, they may also sell any additional manufacturers’ products provided by the Bidder in Tier 4. Bidder must submit a percent discount off any dedicated Green Certified (Green Seal, Ecologo and/or EPA DfE certified) manufacturers’ catalogs or price lists they wish to offer if they are awarded a contract in Tier 1. If multiple price columns are used on manufacturer’s list prices, Bidder must note which price column is to be used for discount.

Bidder must submit the publication number and date of manufacturer’s price lists that discount is derived from. Upon award, Contractor must provide the manufacturers’ price lists for all awarded categories. If multiple price columns are used on manufacturer’s list prices, Bidder must note which price column is to be used for discount.

Tier 4 discounts will not be scored or considered for award but will be listed on the Contractor’s price list. The State reserves the right to negotiate for higher discounts (lower prices) before award and throughout the life of the contract.

REQUESTING PRICE ADJUSTMENTS

Pricing shall remain fixed for the first twelve (12) months of the Contract. Price increases may be requested after the initial twelve (12)-month period, and no less than twelve (12) months after any prior effective date of a price increase. Documentation shall include copies of the supplier’s notification to the Contractor of the increase including the effective date. Increases shall not affect any orders written prior to the effective date of the increase. The Contract Manager shall submit price adjustment requests to the State Bureau of Procurement for consideration.