10039 FINAL1 RFB LAUNDRY EQUIPMENT Washers and Dryers etc.pdf

RFB# AS-10039 Laundry Equipment – Washers & Dryers

REQUEST FOR BID

LAUNDRY EQUIPMENT -

WASHERS and DRYERS

RFB# AS-10039

Issued: March 26 2025 Responses Due: April 16, 2025 at 2:00 PM CT

Table of Contents

1.0 INTRODUCTION AND PURPOSE

1.1 DEFINITIONS

1.2 PURPOSE AND SCOPE OF THE REQUEST FOR BID

1.3 CONTRACT TERM

1.4 MODIFICATIONS OF CONTRACT

1.5 ORDER OF PRECEDENCE

1.6 COOPERATIVE PURCHASING SERVICES

1.7 RESPONDING TO BID REQUIREMENTS

2.0 BIDDER QUALIFICATIONS AND REQUIREMENTS

3.0 MANDATORY SPECIFICATIONS OF BID

3.1 TECHNICAL SPECIFICATIONS

3.2 PERFORMANCE, SUPPORT AND WARRANTY SPECIFICATIONS

3.3 MAINTENANCE, SERVICE AND REPAIR

4.0 SPECIAL TERMS AND CONDITIONS OF BID

4.1 EXECUTING PURCHASE ORDERS

4.2 DELIVERY REQUIREMENT

4.3 DUPLICATES AND OVER SHIPMENTS

4.4 RETURN POLICY FOR DEFECTIVE OR DAMAGED ITEMS

4.5 BACKGROUND CHECKS AND ACCESS TO DOC SECURE FACILITIES

4.6 TOBACCO-FREE ENVIRONMENT

4.7 PAYMENT TERMS

4.8 ORDERING AND INVOICING

4.9 TERMINATION FOR CAUSE

4.10 CONTRACT CANCELLATION

4.11 INSURANCE

5.0 PRICE STRUCTURE AND PRICE SHEET INSTRUCTIONS

5.1 METHOD OF BID

5.2 FOB DESTINATION, FREIGHT PREPAID INCLUDED

5.3 PRICE SHEET INSTRUCTIONS

6.0 BID PROCEDURE AND INSTRUCTIONS

6.1 CALENDAR OF EVENTS

6.2 CORRESPONDENCE, CLARIFICATIONS, AND QUESTIONS

6.3 REASONABLE ACCOMMODATIONS

6.4 WISCONSIN eSUPPLIER PORTAL REGISTRATION

6.5 SUBMITTING A BID

6.6 WISCONSIN eSUPPLIER PORTAL SUBMITTAL (STRONGLY PREFERRED)

6.7 MAILED or HAND DELIVERED BID SUBMITTAL

6.8 FORMAT OF BID RESPONSE FOR MAILED OR HAND DELIVERED BIDS

6.9 INCURRING COSTS

7.0 BID ACCEPTANCE AND AWARD

7.1 BID OPENING

7.2 BID REVIEW

7.3 BID ACCEPTANCE

7.4 METHOD OF AWARD

7.5 USE OF SUBCONTRACTORS

7.6 SUPPLIER DIVERSITY

7.7 NOTIFICATION OF AWARD

8.0 REQUIRED FORMS

1.0 INTRODUCTION AND PURPOSE

1.1 DEFINITIONS

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

Agency

An office, department, institution of higher education, association, society or other body in State government created, or authorized to be created, by the constitution or any law which is entitled to expend moneys appropriated by law, including the legislature and the courts, but not including an authority.

Authorized User State agencies, political subdivisions, and municipalities authorized by state statutes to use state contracts

Bid

A price quotation specifically given to a prospective purchaser by a prospective seller; a Bid is an offer to sell. For the purposes of this RFB, a Bid also included all associated forms and attachments.

Bidder A person or entity that responds to this Request for Bid

Commodity

A tangible article of trade or item of merchandise; goods, products, materials, supplies, or finished products. A Commodity is not a Service for purposes of this RFB, but a Commodity may include incidental or related Services.

Commercial Grade

Designed for heavy-duty, continuous use in settings like laundromats, hospitals or Institutions featuring larger capacities, more powerful motors, and focusing on user-friendliness and built-in durability.

Contract The written agreement between the successful Bidder and the Agency covering the commodities and Services to be performed pursuant to this RFB.

Contract Administrator The Agency employee responsible for oversight of the implementation, administration, and completion of the Contract.

Contractor(s)

The person(s) or entity/ies awarded a Contract as a result of this Bid, and who is required to provide the equipment, materials, supplies, (and any incidental related services) to the DOC. (may be used interchangeably with “Bidder”, “Supplier” or “Vendor”).

Contract Manager

The employee of an Agency responsible for 1) resolving contractual matters that cannot be resolved by the Contract Administrator; and 2) responsible for facilitating and/or completing all official actions under the Contract including, but not limited to: amendments, renewals, and termination.

Disabled Veteran-Owned Business (DVB)

A business that has been certified by the Department of Administration under Wis. Stat. §16.283.

DOA

Department of Administration, agency that has statutory authority [WI Stats. Chapter 16] to define, regulate, and delegate all aspects of procurement of commodities and services for state agencies

DOC Department of Corrections, the Procuring Agency

DOC Facility Any location owned, leased, or operated by the Department of Corrections

DOC Rider Additional contractual requirements specific to the Department of Corrections

DOC Staff Includes all employees, interns, temporary employees, and volunteers

Extended Warranty Optional service contract that provides additional coverage beyond the manufacturer’s warranty that comes with product.

Industrial Grade

Designed for significantly larger volumes and heavier duty use compared to commercial washer and dryer, typically used in settings of on-premise commercial laundry services where continuous high-volume washing is needed

Lead Time The time it takes from when order is placed to when it is delivered

Minority-Owned Business Enterprise (MBE)

A business that has been certified by the Department of Administration under Wis. Stat. §16.287

MSRP Manufacturer suggested retail price or list price in catalog

Notice of Award Writing issued by the DOC notifying all Bidders of the DOC's award of a Commodity Contract to the successful Bidder(s)

Person in our Care (PIOC) An adult in DOC custody that may be employed at BCE industries

Purchasing Card (PCard) A charge card issued to an authorized state employee through the Department of Administration, State Bureau of Procurement's Purchasing Card Contract

Procurement Manager DOC staff person responsible for overseeing and administering the procurement process for a Bid

Purchasing Department of Corrections’ Purchasing Services Section

Residential Grade-high performance

Features comparable durability and efficiency components as commercial grade, but smaller capacity suitable for continuous everyday use in multi-housing units or congregate living settings.

(i.e. 200-person residence with 8+ hours use per day)

Responsible

A Bidder who has furnished information and data to prove that they have the financial resources, services, facilities, personnel, and experience adequate to make satisfactory delivery of such deliverables set forth in the RFB.

Responsive A bid that conforms in all material respects to the requirements set forth in the RFB.

RFB Request for Bid

Specification

A descriptive statement of the physical, functional, and/or performance characteristics of the Commodity required by the DOC. A specification may be a description of the physical or functional characteristics, or of the nature of a supply. It may include a description of any requirement for inspecting, testing, or preparing a supply item for delivery, or the necessary performance criteria. When used in this RFB, this term is used interchangeably with the term "requirement".

State State of Wisconsin

Supplier Bidder that has been awarded a contract (may be used interchangeably with “Bidder”, “Contractor” or “Vendor”).

State Holidays January 1, Martin Luther King Jr Holiday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, December 24, 25, and 31 (as observed)

Turn Key Installation May include but not limited to the following: delivery, rigging, utility connections, space preparation/finishing materials, hardware, start-up, and training.

USPS United States Postal Service

Vendor Entity submitting a bid in response to this RFB and/or an entity awarded a Contract (may be used interchangeably with “Bidder”, “Contractor” or “Supplier”).

1.2 PURPOSE AND SCOPE OF THE REQUEST FOR BID

The Department of Corrections (DOC) requests Bids for the ongoing purchase of industrial, commercial, and residential grade washers, dryers, and laundry equipment. The bid also includes the related services, parts, and accessories. This equipment will be used in secure institutions and centers located throughout the State of Wisconsin.

DOC intends to use the results of this process to award to multiple responsive, responsible bidders that meet all specifications of this RFB. Awarded Bidders will be included on a Contractor list by category. When the need arises to purchase laundry equipment, the DOC location will request quotes from the Contractors list in the appropriate category. The contractor providing the lowest quote by the deadline date/time, and that can meet the required delivery date, will be selected.

The DOC does not guarantee it will purchase any specific quantity or dollar amount. Bids that require a minimum number to be ordered will be rejected.

Other State agencies may use the resulting contracts, if agreeable to both the DOC and the Contractor, to obtain the benefits of volume purchases and/or reduction in administrative expenses.

1.3 CONTRACT TERM

The resulting Contract(s) will be for an initial one (1) - year period. The DOC and the Contractor(s), upon written mutual agreement, may renew the Contract for up to an additional four (4), one (1) year periods. The Contract(s) shall be effective on the date indicated in the award notification letters.

The RFB documents, the awarded Bidder's response (as accepted by the DOC), and any purchase order(s) related to this RFB shall become the Contract between the parties, unless separate Contract(s) are executed.

1.4 MODIFICATIONS OF CONTRACT

The resulting Contract shall not be used for purchasing commodities 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, be rendered in writing, and be signed by both parties, or they will be considered void.

1.5 ORDER OF PRECEDENCE

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

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

• Final Signed Contract-including any clarifications or supporting documents

• Bid Response-as accepted by the DOC

• Request for Bid

If the Official State 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:

• Official State Purchase Order

• Bid Response-as accepted by the DOC

• Request for Bid

1.6 COOPERATIVE PURCHASING SERVICES

Commodities procured through this bid may be made available to Municipalities upon agreement of the Contractor. See section 5 on form DOA-3832. Where requested by the State, and agreed to by the Contractor(s), Municipalities shall be able to obtain the commodities procured under the Contract at the same rates agreed to by the DOC and the Contractor. The Contractor shall be responsible for confirming the status of potential Municipalities with the DOC and providing appropriate documentation and support and reporting Contract usage by Municipalities.

1.7 RESPONDING TO BID REQUIREMENTS

Mandatory Bidder qualifications and/or requirements in this RFB document must be minimally met without exception; failure to meet them will disqualify the Bid. Before the award of any Contracts, the DOC 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 DOC with these qualifications by submitting appropriate supporting documentation.

Certain qualifications/specifications may be presented by the DOC as itemized questions that require an affirmative response from the Bidder that they can meet them (e.g., "yes/no" prompt, dropdown menu, required attachment). Other requirements may be presented in a grouped manner (e.g., "Does your company meet requirements 2.1-2.8?"). For any itemized or grouped requirements that the Bidder cannot meet, the Bidder must check "no" and provide a supplemental document as an attachment to explain.

Failure to meet a qualification will disqualify the Bid. However, in the event that no Bidder is able to meet an individual mandatory requirement, the DOC reserves the right to continue the review of Bids, waiving that requirement.

2.0 BIDDER QUALIFICATIONS AND REQUIREMENTS

All Bidder qualifications in this section are mandatory, and shall be met at no additional cost above the Bid price. Failure to meet any qualification will disqualify the bid.

Bidder shall use Attachment B –Bid Response Requirements to respond to this section.

2.1 Bidder shall be a manufacturer or an authorized seller/distributor of all products bid.

Bidder must be able to provide confirming documentation of this upon request.

3.0 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 shall use Attachment B – Response to Bid Requirements to respond to this section. Failure to meet any qualification will disqualify the bid

3.1 TECHNICAL SPECIFICATIONS

3.1.1 Bidders must meet all specifications for each product offered. Refer to Attachment D –

Product Specifications.

3.2 PERFORMANCE, SUPPORT AND WARRANTY SPECIFICATIONS

3.2.1 All equipment and parts must be new and not refurbished.

3.2.2 All products sold must be in compliance with industry standards for performance and safety.

3.2.3 Contractors must acknowledge all requests for quotes received within 2 business days.

Contractor must include with their acknowledgement an estimated delivery date, and notify DOC of any back orders.

3.2.4 Repeated failure to respond to DOC request for quotes in a timely manner may result in

DOC taking the Contractor off the Contractor list.

3.2.5 For each quote requested, DOC will select the Contractor based on the lowest price quote that can meet the required specification and delivery date.

3.2.6 If on-site delivery, installation, or service is required, the Contractor shall only send staff that are competent in performing these duties and have any required licenses or certifications to perform these tasks.

3.2.7 Items must be demonstrated to function properly when they are installed. Any garbage, packing material, or supplies from the installation process must be removed from the premises and properly disposed of by the Contractor.

3.2.8 Contractor shall restore the installation site(s) to their original condition, to the satisfaction of DOC.

3.2.9 Contractor must supply an electronic copy of the owner’s manual of equipment. The manual must detail installation, parts, and troubleshooting information.

3.2.10 Contractor must provide onsite training to staff and/or PIOC that will be operating the equipment as requested. The training must be adequate to ensure that DOC staff and/or PIOC are familiar with the equipment, can safely and properly operate the equipment, can do any required programming of the equipment, and can perform basic troubleshooting.

3.2.11 A packing slip and/or bill of lading must be included with each shipment detailing all items being delivered.

3.2.12 Once an order has been placed, the Contractor shall not cancel the orders unless the cancelation is confirmed (in writing) with DOC.

3.2.13 Contractor must honor the manufacturer’s standard warranty for equipment and parts purchased under this contract at no additional cost to DOC.

3.3 MAINTENANCE, SERVICE AND REPAIR

3.3.1 Contractor must have a process for receiving requests for service.

3.3.2 If service and/or maintenance of equipment is required, the Contractor must perform all required maintenance on site, unless DOC grants permission to remove equipment from the site.

3.3.3 Contractor shall provide all required call-back maintenance service during normal business hours. DOC service hours are 8:00 AM to 4:00 PM Monday-Friday, excluding holidays.

3.3.4 Equipment must be serviced within 3 business days of the initial service call, and the required maintenance or repair completed within agreed upon timelines. Any backorder of parts must be communicated to DOC in a timely manner.

3.3.5 If Contractor is unable to repair or service equipment for any reason, or unable to make necessary repairs on a timely basis, DOC shall have the option to contact another vendor to perform repairs. This action would not impact the equipment’s warranty.

4.0 SPECIAL TERMS AND CONDITIONS OF BID

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

Bidders shall accept all terms and conditions or submit point-by-point exceptions along with proposed alternative language for each point. The DOC 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 changes are in the best interest of the DOC.

4.1 EXECUTING PURCHASE ORDERS

All equipment will be ordered via an Official State of Wisconsin Purchase Order. Parts may be ordered using a State of Wisconsin Purchasing Card (PCard) or Official State of Wisconsin Purchase Order.

4.2 DELIVERY REQUIREMENT

Delivery information must be communicated to the institution contact person listed on the PO.

DOC reserves the right to cancel orders that will take longer than agreed upon time frame and contract with another awarded vendor.

The delivery of orders to DOC institutions varies at each institution. Generally, delivery and installation must be scheduled with the institution at least 5 business days in advance.

Deliveries that arrive without a prior arranged delivery time may be rejected and the Contractor will be responsible for any and all costs associated with the failed delivery and the cost to re-deliver the equipment.

Failure to accept these delivery requirements may disqualify the Bid.

The disposal of the current equipment is not included in the bid prices, but may be negotiated at the time of the order.

4.3 DUPLICATES AND OVER SHIPMENTS

DOC reserves the right to reject duplicate or over shipments at the Contractor’s expense. Upon notification and request by DOC, if such goods are not removed within ten (10) business days, the DOC shall dispose of them at its discretion and will not be held liable for the cost of the goods.

4.4 RETURN POLICY FOR DEFECTIVE OR DAMAGED ITEMS

Contractor shall allow for return of items that DOC ordered in error for up to thirty (30) calendar days from receipt, with the DOC only responsible for the return shipping costs.

The DOC reserves the right to reject any shipments that it deems to be defective. Such shipments shall be returned at the Contractor(s) expense. The DOC will not be responsible for charges incurred as a result of the defective item(s). If the Contractor(s) unable to furnish an acceptable product, the DOC may elect to purchase from another vendor such quantities as may be needed to fulfill the immediate requirement(s). Any difference in price between the contracted vendor price and the price from another vendor may be deducted from any monies which may be due to the Contractor from any State agencies.

4.5 BACKGROUND CHECKS AND ACCESS TO DOC SECURE FACILITIES

Please refer to the Attachment C - DOC Rider for detailed information related to background checks and access to DOC Facilities.

4.6 TOBACCO-FREE ENVIRONMENT

Please refer to the Attachment C - DOC Rider for detailed information related to drug use.

4.7 PAYMENT TERMS

Payment will not be made until the equipment and/or parts are delivered and it is determined they meet all specifications, requirements, and deliverables, and they have been accepted by the DOC.

Bidders that are not set up as a Supplier in the STAR PeopleSoft system will be required to complete new Supplier paperwork before any payments can be issued. The awarded Bidder will be provided with information regarding new Supplier account set-up. As part of the account set-up, Suppliers may elect to receive payments by check or Automated Clearing House (ACH).

ACH payments are highly encouraged to cut down on handling and processing times.

Refer Section 6.0 in the DOA-3054 Standard Terms and Conditions for additional pricing terms.

4.8 ORDERING AND INVOICING

4.8.1 DOC will verify the invoiced amounts are the correct contracted amounts. Only properly itemized submitted invoices will be processed for payment. Invoices must follow the instructions below. Invoices must be itemized showing:

• Contractor name

• Remit to address

• Purchase order number (as applicable)

• Quantity shipped

• Equipment name, model number, part number and description

• Date shipped

• Charges that match the terms and amounts in the contract

• Total amount invoiced

The original invoice must be sent to the applicable DOC address which will be provided to the Contractor on the Purchase Order. Invoices cannot be generated and sent to DOC until all equipment is properly installed and operating.

4.8.2 The contract is limited to the commodities listed in the contract document or accompanying attachments or amendments. Items ordered not covered by this RFB may be considered out of scope. The Contractor should not accept or fulfill orders for items out of scope. Invoices sent to DOC for items not covered by the Contract may be denied for payment.

4.8.3 If the DOC is dissatisfied with the quality of the items, the DOC will provide written notice to the Contractor of the deficiency. If the Contractor fails to correct the deficiency by the date identified in the notice, the DOC may withhold funds under this Contract, request reimbursement for the item paid for but not delivered, or withhold funds due from delivery under another contract. Nothing set forth herein shall prevent or prohibit the DOC from pursuing other legal or equitable remedies.

4.9 TERMINATION FOR CAUSE

The DOC may remove the Contractor from the Contractor list for cause after providing the Contractor with written notice.

Upon the termination of this Contract for any reason, or upon Contract expiration, each party shall be released from all obligations to the other party arising after the date of termination or expiration, except for those that by their terms survive such termination or expiration.

4.10 CONTRACT CANCELLATION

The DOC reserves the right to remove from the Contractor list if the Contractor:

• Fails to perform any material obligation required under the Contract

• Files a petition in bankruptcy, becomes insolvent, or otherwise acts to dissolve as a legal entity

• Allows any final judgment not to be satisfied or a lien not to be disputed after a legally-imposed, 30 calendar day notice.

• Makes an assignment for the benefit of creditors

• Fails to follow the sales and use tax certification requirements of §77.66 of the Wisconsin Statutes

• Incurs a delinquent Wisconsin tax liability

• Fails to submit a non-discrimination or affirmative action plan as required in the Standard Terms and Conditions (DOA-3054)

• Fails to follow the non-discrimination or affirmative action requirements of subch. II, Chapter 111 of the Wisconsin Statutes (Wisconsin's Fair Employment Law)

• Becomes a federally debarred Contractor

• Is excluded from federal procurement and/or non-procurement contracts

• Fails to maintain and keep in force all required insurance, permits, and licenses as required in the Contract

• Fails to maintain the confidentiality of the State's Confidential Information proprietary, or containing Personally Identifiable Information

• If the Contractor’s performance threatens the health or safety of any person(s)

4.11 INSURANCE

Insurance requirements are outlined in the DOA-3054 Standard Terms and Conditions- Section 23 which are a part of the RFB package and will be on the State Purchase Order.

5.0 PRICE STRUCTURE AND PRICE SHEET INSTRUCTIONS

5.1 METHOD OF BID

The Bidder shall submit a net unit price and, if applicable, an extended net total for each item specified. Prices shall be in U.S. dollars, unless otherwise indicated. In the event of errors in calculation, the unit price shall prevail.

5.2 FOB DESTINATION, FREIGHT PREPAID INCLUDED

Delivery will be made by common carrier or by transportation arranged by the Contractor with unloading to be performed by the common carrier or rigging service or Contractor, and carton(s) transported to the receiving area at the facility stated on the purchase order. (Refer to Attachment C – DOC Rider).

Items are to be delivered to address listed on the purchase order- FOB DESTINATION FREIGHT PREPAID INCLUDED. Bid prices shall include all packing, freight, insurance, operation manuals, instructional charges, or any other costs associated with shipment.

Failure to bid FOB DESTINATION FREIGHT PREPAID INCLUDED in bid price may disqualify the bid. If a contractor uses common carrier or contract hauler, the contractor will be responsible for payment to the carrier or hauler.

Universal and Hazardous Waste shall be removed by Bidder in accordance with all applicable State and Federal regulations and guidelines.

5.3 PRICE SHEET INSTRUCTIONS

Bidders shall complete Attachment A - Price Sheet. Bidders may not alter the Price Sheet in any manner unless instructions on the Price Sheet indicates otherwise. Bidders must bid on all line items within a category to be considered for that category.

The price sheet is broken into three (3) categories: Industrial Grade, Commercial Grade, and Residential Grade. The Bidder must provide a price, manufacturer name, and model number for items for each category on Attachment A- Price Sheet for which the Bidder wants to be considered. Bidders can bid on a single or multiple categories. Failure to provide a price on each line item within a category will be considered incomplete and will disqualify the bid for the incomplete category.

All costs to deliver any equipment ordered as the result of this RFB must be included in the price bid on the Attachment A - Price sheet. No additional fees will be allowed.

6.0 BID PROCEDURE AND INSTRUCTIONS

6.1 CALENDAR OF EVENTS

Listed below are important dates and times by which actions related to this Request for Bid shall be completed. In the event that DOC finds it necessary to change any of these dates and times (except estimated dates and times), it will do so by posting an amendment to this RFB on Wisconsin eSupplier Portal.

DATE EVENT

March 26, 2025 Date of Issue of the RFB

April 2, 2025 2:00 PM CT Date Questions Due (last date accepted)

April 8, 2025 Estimated date Responses to Questions Posted

April 16, 2025 at 2:00 PM CT Bids Due from Bidders

April 28, 2025 Anticipated Award Date

May 1, 2025 Anticipated Contract start date

6.2 CORRESPONDENCE, CLARIFICATIONS, AND QUESTIONS

Bidders are expected to raise any questions, exceptions, or additions concerning the RFB document by April 2 at 2:00 PM CT. If at any time prior to the bid due date a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB, the Bidder must immediately notify the Procurement Manager named below of the issue, in writing, to request modification or clarification of the RFB document.

All communication and/or questions on all matters regarding this Bid shall be made in writing.

Refer to RFB# AS-10039 and directed to the attention of Alice Salli, Procurement Manager for this RFB. Email is the preferred method of contact and shall be sent to:

DOCProcurementManager@wisconsin.gov

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFB, supplements or revisions, including addendums and amendments, will be posted to the Wisconsin eSupplier Portal.

https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI_BIDDER

All contact or communication with any employee or officer of the DOC concerning this RFB, except the Procurement Manager, is strictly prohibited during the period from the date this RFB is released until the date the Notice of Award is issued. The Procurement Manager may authorize in writing contact or communication with another state employee or officer as circumstances may dictate. Prospective Bidders who hold a current Contract(s) with the DOC may continue to communicate with the Contract Administrator(s) regarding the performance of current Contract(s) only.

Violation of the communication conditions in this section may be considered sufficient cause for rejection of a bid, irrespective of any other considerations.

mailto:DOCProcurementManager@wisconsin.gov

6.3 REASONABLE ACCOMMODATIONS

Upon request, the DOC shall provide reasonable accommodations, including the provision of informational material in an alternative format or accommodations at a Bid opening or Bidder’s Conference. To arrange any necessary accommodation, please contact:

DOCProcurementManager@wisconsin.gov ATTN: Alice Salli, Ref. RFB# AS-10039.

6.4 WISCONSIN eSUPPLIER PORTAL REGISTRATION

Only Bidders registered with the State of Wisconsin’s eSupplier Portal (the State’s electronic purchasing information system) will receive future official notice for this commodity. The State of Wisconsin purchasing information and Bidder notification service is available to all businesses and organizations that want to sell to the State. Anyone may access the Wisconsin eSupplier Portal on the internet at https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI_BIDDER to register as a Bidder with the State of Wisconsin. Bidders may use the same internet address to register for notifications on the Bidders list for goods and services that the organization wants to sell to the State. A subscription with notification puts vendors on the email message list each time a State Agency, including any campus of the University of Wisconsin System, posts a request for bid in their designated commodity/service area(s) with an estimated value over $50,000. Increasingly, State agencies are using Wisconsin eSupplier Portal to post simplified bids valued at $50,000 or less. Bidders also may receive email notices of these simplified bid opportunities. Bidders may also visit VendorNet at https://vendornet.wi.gov to get information on State purchasing practices and policies, goods and services that the State buys, and tips on selling to the State.

6.5 SUBMITTING A BID

Bidders have two options in responding to this RFB. Required materials shall be received for acceptance at the address listed, or through eSupplier. Bids received after the due date and time will be rejected. Receipt of a bid by the State mail system does not constitute receipt of a bid by Purchasing for the purposes of this RFB. Use one of the options below for submission of the bid.

Faxed and emailed bids are not accepted.

6.6 WISCONSIN eSUPPLIER PORTAL SUBMITTAL (STRONGLY PREFERRED)

Respond as directed herein and in the pages presented in the Wisconsin eSupplier Portal for this event. The State has developed questions that you will be prompted to answer with an online guide to submit your electronic response to the RFB. If you respond electronically, you do not need to submit a mailed copy of any materials, unless you are directed to do so elsewhere in the Bid document.

Certain requirements, qualifications, and specifications shall be presented as itemized questions that require an affirmative response from the Bidder that indicate they can be met (i.e. “yes/no” prompt; drop down menu; required attachment). Other requirements may be presented in a grouped manner (e.g., “Does your company meet requirements 2.1-2.8”). For any (itemized or grouped) requirements that cannot be met, a “no” shall be checked and a supplemental document shall be provided as an attachment to explain.

mailto:DOCProcurementManager@wisconsin.gov https://vendornet.wi.gov/

Allow time for entering a Bid Response in eSupplier. Keep the following things in mind if an error occurs:

• File names must be no longer than 64 characters, including the file extension (e.g., “.docx”) and cannot contain special characters (e.g., commas or percent signs).

• The maximum file size is 80MB.

• The eSupplier system will not allow a file with macros included and enabled.

• Bidders may only upload a single file in response to a question. Uploading additional files will overwrite the previous file uploaded. If the Bidder has a need to attach multiple files, the Bidder will need to either consolidate the documents into a single file, or will need to upload one in response to the question and upload the rest using the “Upload File” button on the “Submit Online Response” page.

Please note, Bidders must click "Submit" in the Wisconsin eSupplier Portal to have their response sent. Only clicking "Save" does not submit the Bidder’s response;

therefore, it will not be received or reviewed. Bidders will receive verification that a response has been submitted.

6.7 MAILED or HAND DELIVERED BID SUBMITTAL

If Bidders elect to mail or hand deliver a bid, Bidders shall submit an original signed Bid, marked as stated below, and electronic version (WORD or PDF saved on a flash drive or memory stick) of all the materials required in Section 8.0 REQUIRED FORMS by the due date and time, for acceptance of the Bid to:

USPS ADDRESS COMMON CARRIER ADDRESS

Alice Salli Procurement Specialist Senior Wisconsin Department of Corrections Purchasing Services Division of Management Services PO Box 7925 Madison, WI 53707-7925

Alice Salli Procurement Specialist Senior Wisconsin Department of Corrections Purchasing Services Division of Management Services 3099 E. Washington Ave.

Madison, WI 53704

All Bids shall be received and time-stamped at the above location no later than April 16, 2025 at 2:00 PM CT. Bids not time-stamped by this date/time will be considered late and will be rejected. Receipt of a Bid by the State mail system does not constitute receipt of a Bid by the DOC Procurement Office.

All Bids shall be packaged, sealed in a box or envelope, and clearly marked with the following information on the outside of the package:

BIDDER NAME AND ADDRESS:

RFB TITLE: Laundry Equipment Washers & Dryers

RFB NUMBER: AS-10039

RFB DUE DATE AND TIME: April 16, 2025 at 2:00 PM CT

DOC is not responsible for deliveries that do not reach the DOC Procurement Office by the required due date and time.

6.8 FORMAT OF BID RESPONSE FOR MAILED OR HAND DELIVERED BIDS

Bidders responding to this RFB outside of the Wisconsin eSupplier Portal shall comply with the following format requirements:

Bidder Required Form: Include the signed, required form (DOA-3832) with the Bid and those certifications required for submittal of a Bid. Bids submitted in response to this RFB shall be signed by the person in the Bidder’s organization who is responsible for the decision as to the prices being offered in the Bid or by a person who has been authorized in writing to act as agent for the person responsible for the decision on prices. DO NOT COPY AND RETURN THE

ENTIRE BID DOCUMENT.

If any information submitted as part of the bid response has been labeled as proprietary or confidential on the DOA-3832 form, the Bidder must also submit an electronic version of the redacted submittal.

By submitting a signed Bid, the Bidders signatories certify that in connection with this procurement: (a) the Bidder’s organization or an agent of the vendor's organization has arrived at the prices in its Bid without consultation, communication, or agreement with any other respondent or with any competitor for the purpose of restricting competition; (b) the prices quoted in the Bid have not been knowingly disclosed by the Bidder's organization or by any agent of the Bidder's organization and shall not be knowingly disclosed by same, directly or indirectly, to any other respondent or to any competitor; and (c) no attempt has been made or shall be made by the Bidder's organization or by any agent of the vendor's organization to induce any other person or firm to submit or not to submit a Bid for the purpose of restricting competition.

State of Wisconsin Standard Terms and Conditions (DOA-3054) and Supplemental Standard Terms and Conditions for Procurements for Services (DOA 3681) (herein after Terms and Conditions): These Terms and Conditions shall govern this Bid and subsequent award. Bidders shall accept these Standard and Supplemental Terms and Conditions, or submit point-by-point exceptions along with proposed alternate or additional language for each point.

Submission of any standard Bidder Contracts as a substitute for language in the Terms and Conditions is not a sufficient response to this requirement and may result in rejection of the Bidder's response. The State reserves the right to negotiate contractual Terms and Conditions other than those in the State of Wisconsin Contract when it is in the best interest of the State to do so.

Additional Information: Include all additional information that shall be essential to an understanding of the Bid. This might include diagrams, excerpts from manuals, or other explanatory documentation that would clarify and/or substantiate the Bid document.

Price Information: Provide price information on the Price Sheet Attachment A – Bid Price Sheet included in this RFB. Include one hard copy of the Price Sheet with the Bid response and one electronic copy in Excel format. All costs for furnishing the commodities(s) included in this Bid, in accordance with the terms and conditions of this RFB must be included. No alternate price formats will be accepted. Alternate price formats may eliminate consideration for this Bid.

Bid Response Qualifications and Requirements: The Bidder shall include with their Bid response, Attachment B – Response to Bid Requirements. A response to each qualification and requirement listed shall be clearly checked and/or submitted as applicable and the sheet signed.

6.9 INCURRING COSTS

Neither the State of Wisconsin nor the DOC is liable for any costs incurred by the Bidder in responding to this RFB.

7.0 BID ACCEPTANCE AND AWARD

7.1 BID OPENING

Bids will be opened on the date and time indicated in Section 6.1. Names of the bidders are available upon request.

7.2 BID REVIEW

All Bids will be reviewed by the DOC Procurement Manager to ensure compliance with submittal requirements. DOC shall be the sole judge as to Bidder compliance with the Bid instructions.

7.3 BID ACCEPTANCE

Bids that do not comply with Mandatory Requirements or Mandatory Specifications will be rejected. Bids that do not comply with Special Terms and Conditions of Bid may be rejected.

DOC, in its sole discretion, retains the right to accept or reject any or all Bids, or accept or reject any part of a Bid, if it is deemed to be in the best interest of the State.

7.4 METHOD OF AWARD

Award(s) will be given to all responsive, responsible Bidders who meet all specifications per category. Awarded Bidders will be included on a Contractor list by category. When the need arises to purchase laundry equipment, areas will request quotes from the Contractors list in the appropriate category. The contractor providing the lowest quote, that is received by the deadline to respond, and can meet the required delivery date will be selected to provide the equipment.

Contractors are required to respond to requests for quotes within two (2) business days of receipt.

Bids shall be in US dollars unless otherwise indicated. Bids that require a specific quantity or dollar amount will be disqualified. In the event of Bidder error in calculation, the unit price shall prevail in determining the award.

7.5 USE OF SUBCONTRACTORS

The Contractor will be responsible for the Contract performance of its subcontractors. The Contract will be between the DOC and the awarded Bidder (Contractor). The Contractor will be responsible for its subcontractors' performance of the Contract obligations, including all specifications, insurance requirements, and applicable regulations. The Bidder shall identify any potential subcontractor, if known, it intends to use to provide the commodity and any related services as outlined in this RFB.

All subcontractors shall be approved in writing by the DOC. Any proposed substitution of an approved subcontractor shall be submitted in writing to the DOC 30 calendar days prior to implementation of the substitution. As requested, the Contractor must provide the substitute's qualifications, the reason for the change, and the intended effective date of the substitution.

Failure to notify the DOC may result in cancellation of the Contract without notice and without penalty to the State.

For all Subcontractors, the Bidder shall: 1) Name the Subcontractor; 2) Explain the relationship with the Subcontractor; 3) Describe the role the Subcontractor will play; and 4) Provide the name and a description of Subcontractor(s) relevant qualifications and capabilities.

7.6 SUPPLIER DIVERSITY

7.6.1 MINORITY-OWNED BUSINESS ENTERPRISE

Minority-Owned Business Enterprises (MBEs) are certified by the Wisconsin Department of Administration. This program can be found at:

https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx

The State of Wisconsin is committed to the promotion of MBEs in the State's purchasing program. Wisconsin statutes provide for a permissive 5% price preference for certified MBEs that compete for State Contracts. This means that State agencies may make an award to the MBE submitting the lowest qualified Bid when that qualified Bid is not more than 5% higher than the apparent low Bid. Policy provides that MBEs should have the maximum opportunity to participate in the performance of its Contracts. The Contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to MBEs or by using such enterprises to provide commodities and Services incidental to this agreement.

The Contractor shall furnish appropriate quarterly information about its efforts, including the identities of such businesses certified by the Wisconsin Supplier Diversity Program, their Contract amount, and spend for each period to the DOC.

A listing of certified MBEs, as well as the Services and commodities they provide, is available at: https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx

7.6.2 VETERAN-OWNED BUSINESS

The State of Wisconsin encourages the participation of Veteran-Owned Businesses (VBs) in the statewide purchasing program by inviting VBs to actively solicit public purchasing business and by reducing undue impediments to such participation. VBs are certified by the Department of Veterans Affairs (DVA). Applicants shall complete a Veteran-owned Business Request for Certification form (WDVA 1037). There is no price preference for certified VBs that compete for State Contracts.

Contact the DVA at: https://dva.wi.gov/Pages/Home.aspx

7.6.3 DISABLED VETERAN-OWNED BUSINESS

Disabled Veteran-Owned Businesses (DVBs) are certified by the Wisconsin Department of Administration. This program can be found at:

https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx

The State of Wisconsin is committed to the promotion of DVBs in the State's purchasing program. Wisconsin statutes provide for a permissive 5% price preference for certified DVBs that compete for State Contracts. This means that State agencies may make an award to the DVB submitting the lowest qualified Bid when that qualified Bid is not more than 5% higher than the apparent low Bid. (A Bidder preference will not be considered on a printing or stationery procurement.) Policy provides that DVBs should have the maximum opportunity to participate in the performance of its Contracts. The https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx https://dva.wi.gov/Pages/Home.aspx https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx

Supplier/Contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to DVBs or by using such enterprises to provide commodities and Services incidental to this agreement.

The Supplier/Contractor shall furnish appropriate quarterly information about its efforts, including the identities of such businesses certified by the Supplier Diversity Program and their Contract amount.

A listing of certified DVBs, as well as the Services and commodities they provide, is available at: https://wisdp.wi.gov/search.aspx

7.6.4 WOMAN-OWNED BUSINESS ENTERPRISE

Woman-Owned Business Enterprises (WBEs) are certified by the Wisconsin Department of Administration. This program can be found at:

State-certified WBEs are able to provide both governmental entities and private companies with a credible recognition of the business' ownership. The WBE certification may serve as an additional marketing tool when seeking Contract opportunities with entities that place a value on having a diverse supplier base. There is no price preference for certified WBEs that compete for State Contracts.

A listing of certified WBEs, as well as the Services and commodities they provide, is available at: https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx

7.7 NOTIFICATION OF AWARD

All Bidders who respond to this RFB with a bid will receive the notice of award(s) in writing.

8.0 REQUIRED FORMS

The following is a list of forms pertaining to this RFB. An “X” preceding the document indicates that it shall be completed and returned with the Bid response.

X DOA-3832 Bidder Required Form

DOA-3054 Standard Terms and Conditions

DOA-3681 Supplemental Terms and Conditions for Procurement for Services

X Attachment A - Price Sheet

X Attachment B - Response to Bid Requirements

Attachment C - DOC Rider

Attachment D – Product Specifications https://wisdp.wi.gov/search.aspx