10089 RFB Analog Main Document Notification System.pdf

REQUEST FOR BID

Analog Notification System

RFB CS- 10089

Issued: April 1, 2025

Responses Due: April 22, 2025 at 2:00 p.m. CT

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

2.1 AUTHORIZED SELLER

3.0 MANDATORY SPECIFICATIONS OF BID

3.1 TECHNICAL SPECIFICATIONS

3.2 PERFORMANCE AND SUPPORT SPECIFICATIONS

4.0 SPECIAL TERMS AND CONDITIONS OF BID

4.1 ORDERS

4.2 DELIVERY REQUIREMENTS

4.3 DUPLICATES AND OVER SHIPMENTS

4.4 RETURN POLICY FOR DEFECTIVE OR DAMAGED GOODS

4.5 PAYMENT TERMS

4.6 ORDERING AND INVOICING

4.7 TERMINATION FOR CAUSE

4.8 TERMINATION FOR CONVENIENCE

4.9 CONTRACT CANCELLATION

4.10 INSURANCE

4.11 CONTRACTOR STRUCTURAL CHANGE

5.0 PRICE STRUCTURE AND PRICE SHEET INSTRUCTIONS

5.1 METHOD OF BID

5.2 PRICE SHEET INSTRUCTIONS

5.3 METHOD OF AWARD

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 SUPPLIER DIVERSITY

7.6 NOTIFICATION OF AWARD

8.0 FORMS

8.1 REQUIRED FORMS

8.2 INFORMATIONAL 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 may include incidental or related Services.

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.

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.

Cooperative Purchasing Wisconsin statutes (s. 16.73, Wis. Stats.) established authority to allow

Wisconsin municipalities to purchase from state contracts.

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

Minority-Owned Business

Enterprise (MBE)

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

Municipality

Any Wisconsin 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 (Wis. Stat §16.70(8)).

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

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

Pucks Refers to hand-held notification devices similar to what restaurants use to notify diners when their table is ready.

Purchasing Department of Corrections’ Purchasing Services Section

Purchasing Card (p-card)

A charge card issued to an authorized state employee through the

Department of Administration, State Bureau of Procurement’s

Purchasing Card Contract

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

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

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” or “Contractor” or “Supplier”.

1.2 PURPOSE AND SCOPE OF THE REQUEST FOR BID

The Department of Corrections (DOC) requests Bids for the purchase of an analog notification system, including devices (pucks), transmitters, signal boosters and any necessary or related equipment. This system will be used within DOC facilities for the purpose of notification to Persons-In-Our-Care (PIOC) who are deaf or hard of hearing that there is an announcement for them to read. The systems will primarily be used within the Division of Adult Institutions (DAI), but may be used by other areas of DOC. This bid does not include installation or set-up on-site.

The analog system requested is similar to the type of systems used in restaurants to notify diners that their tables are ready. A signal is sent from a transmitter that lights up the individual “puck”. It is estimated that the DOC will be purchasing “pucks,” transmitters, signal boosters, and chargers. The estimated quantities are reflected in the Attachment A- Bid Price Sheet. The orders will come from DOC facilities located throughout Wisconsin on an as-needed basis.

The DOC intends to award this contract to the lowest priced Bidder who meets all specifications and requirements of this RFB. The DOC may award a secondary and tertiary Bidder, in case the awarded vendor cannot successfully fulfill the orders placed.

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 contract, 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 awarded Contract(s) will be in place for an initial one (1) year period. The DOC and the

Contractor(s), upon written mutual agreement, may renew the Contract(s) for up to four (4) additional one (1) year periods. The Contract(s) shall be effective on the date established in the contract award letter. If no formal Contract date is established, the effective date of the Contract is the date of the first purchase order.

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 a separate Contract is executed.

1.4 MODIFICATIONS OF CONTRACT

The resulting Contract(s) 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(s) shall fall within the scope of the Bid and be rendered in writing and signed by both parties, or they will be void.

1.5 ORDER OF PRECEDENCE

In the event of Contract award, the contents of this RFB (including all attachments), RFB addenda and revisions, the Bid response 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 Contract award.

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

• Final Signed Contract-with any clarifications or supporting documents

• Bid Response-as accepted by the DOC

• Request for Bid

If the State Purchase Order serves as the 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. 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 Contract, 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?").

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.

2.1 AUTHORIZED SELLER

Bidder must be an approved reseller, authorized distributor, or a dealer authorized by the manufacturer. Bidder shall submit documentation (upon request) confirming the information required.

Bidder shall complete ATTACHMENT B to respond to this section.

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. Failure to meet any requirement will disqualify the bid

3.1 TECHNICAL SPECIFICATIONS

3.1.1 DOC will be requesting samples of the bid equipment from the apparent winning bidder(s) after opening. Bidders must be able to provide samples, free of charge, to

DOC in a timely manner. Failure to provide samples may result in DOC rejecting Bidder’s bid. DOC reserves the right to reject any samples DOC deems as a safety or security risk. If DOC is not satisfied with the samples, the bid will be rejected.

3.1.2 The equipment must be able to be programmed and set up easily by DOC staff. The awarded Bidder must provide support by phone and/or email to assist DOC staff in setup and troubleshooting.

3.1.3 The transmitter must be able to transmit a signal, at minimum, within a one-mile line-of-sight radius.

3.1.4 The transmitter must be able to program the pucks to an individual frequency and have the ability to have “group paging” options by programming all the pucks to the same frequency.

3.1.5 Boosters must be able to add another half-mile line-of-sight radius to the transmission signal.

3.1.6 The Bidder must be able to supply multiple charging options for the pucks that include individual chargers or the ability to charge a “bank” of pucks at the same time.

The “bank” must be able to accommodate at least 15 pucks.

3.1.7 The “pucks” must not include labeling on the devices that includes contact information for the manufacturer or Bidder. This includes information that is affixed to devices or “engraved” into the devices.

3.1.8 The “pucks” must be available in green and blue translucent (clear).

3.1.9 “Pucks” should be approximately 3”-4” circumference. DOC reserves the right to reject devices deemed to be too large or too small.

3.1.10 The pucks must have the ability light-up, beep, and vibrate when a signal is sent.

There must also be an ability to turn off all sounds.

3.2 PERFORMANCE AND SUPPORT SPECIFICATIONS

3.2.1 All equipment must be in new condition. New condition means the equipment is brand new, unused, and in its original packaging.

3.2.2 The Bidder must honor the full manufacturer’s warranty on all equipment.

3.2.4 Bidder(s) must include proper cleaning instructions for all equipment.

3.2.3 Bidder must have the ability to provide timely responses to requests for help with setting up and troubleshooting the equipment by either email/chat and phone.

3.2.5 Equipment shall be delivered no later than 2-weeks of order placement. Failure to do so may result in DOC ordering the equipment from the secondary or tertiary awarded vendors.

Bidder shall use ATTACHMENT B to respond to this section.

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 ORDERS

Orders may be placed by an official State of Wisconsin Purchase Order (PO) or by Purchasing Card (p-card). No p-card (charge card) fees may be added. No equipment is to be shipped until a PO is issued by DOC to Contractor or a p-card order is placed. Order frequency will vary depending on the needs of individual locations.

4.2 DELIVERY REQUIREMENTS

FOB DESTINATION, FREIGHT PREPAID AND ALLOWED

Delivery must be made by common carrier or by the Bidder, with unloading to be performed by the common carrier or Bidder, and carton(s) transported to the interior or ground floor, or inside dock at the address provided on the Purchase Order. The Bid prices shall include all packing, freight, insurance charges, or any other costs associated with delivery of the equipment.

Failure to bid FOB DESTINATION, FREIGHT PREPAID AND ALLOWED in the Bid price will disqualify the Bid.

4.3 DUPLICATES AND OVER SHIPMENTS

Upon notification by DOC of a duplicate or over shipment, goods shall be removed at the Contractor's expense. If such goods are not removed within two weeks of receipt of written notification from the

DOC, the Department shall dispose of them at its discretion and will not be held liable for the cost.

4.4 RETURN POLICY FOR DEFECTIVE OR DAMAGED GOODS

Contractor shall provide for return of items ordered in error for up to 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 of from another vendor may be deducted from any monies which may be due to the Contractor from any

State agencies.

4.5 PAYMENT TERMS

Payment will not be made until the equipment is delivered, determined to meet all specifications, requirements, and deliverables, and has 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(s) 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 to Section 6.0 in the Standard Terms and Conditions (DOA-3054) for additional pricing terms.

4.6 ORDERING AND INVOICING

The DOC will verify the invoiced amounts are the correct contracted amounts. Only properly 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)

• Charges that match the terms and amounts in the contract

The invoice must be sent to the address provided on the DOC Purchase Order.

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

If the DOC is dissatisfied with the quality of the equipment, 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 equipment 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.

4.7 TERMINATION FOR CAUSE

The DOC may terminate this Contract for cause after providing the Contractor with thirty (30) calendar days’ written notice of the Contractor's right to cure a failure of the Contractor to perform under the terms of this Contract. The Contractor may terminate this Contract after providing the DOC a one hundred and twenty (120) calendar day notice of the State's right to cure a failure of the DOC to perform under the terms of this Contract.

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

4.8 TERMINATION FOR CONVENIENCE

Either party may terminate this Contract at any time, without cause, by providing a written notice; the

DOC by providing at least a thirty (30) calendar day notice to the Contractor, and the Contractor providing at least a one hundred and twenty (120) calendar day notice to the DOC in advance of the intended date of termination.

In the event of termination for convenience, the Contractor shall be entitled to receive compensation for any expenses incurred under the Contract up to the date of termination. The DOC shall be entitled to a refund for goods paid for but not received or implemented. Any refunds must be paid within thirty

(30) calendar days of written notice to the Contractor requesting the refund.

4.9 CONTRACT CANCELLATION

The DOC reserves the right to cancel this Contract in whole or in part without penalty if the Contractor:

• Fails to perform any material obligation required under the Contract

• Files a petition in bankruptcy, becomes insolvent, or otherwise 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)

4.10 INSURANCE

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

4.11 CONTRACTOR STRUCTURAL CHANGE

The Contractor is required to provide the Department with a minimum of 90 days written advance notice of any planned or potential structural change (merger, buyout, acquisition, consolidation, etc.).

Contract may not be automatically assigned to the new entity (since the underlying procurement may be affected.)

5.0 PRICE STRUCTURE AND PRICE SHEET INSTRUCTIONS

5.1 METHOD OF BID

The Bidder must complete Attachment A- Bid Price Sheet by entering a unit price for each of the line items. Prices shall be in U.S. dollars, unless otherwise indicated. In the event of errors in calculation, the unit price shall prevail.

5.2 PRICE SHEET INSTRUCTIONS

Bidders shall complete the attached Bid Price Sheet – Attachment A. Bidders may not alter the Price Sheet in any manner unless instructions on the Price Sheet indicates otherwise. No additional costs or fees are allowed.

5.3 METHOD OF AWARD

DOC will award a Contract to the lowest priced responsive and responsible vendor. DOC may also choose to award a secondary or tertiary vendor so that if the awarded vendor cannot fulfill the orders, DOC can move on to the next awarded vendor.

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

April 1, 2025 Date of Issue of the RFB

April 8, 2025 Date Questions Due (last date accepted)

April 11, 2025 Estimated date Responses to Questions Posted

April 22, 2025 at 2:00 p.m. CT Bids Due from Bidders

April 29, 2025 Estimated date samples due

May 6, 2025 Estimated 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 8, 2025. If at any time prior to the bid due date a Bidder discovers any significant ambiguity, https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI_BIDDER 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 and refer to RFB# CS-10089 and directed to the attention of the 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.

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.

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: Cynda Solberg at

DOCProcurementManager@wisconsin.gov

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.

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

6.5 SUBMITTING A BID

Bidders have two options in responding to this RFB. Required materials including Attachment A - Bid Price Sheet and Attachment B - Bid Response Checklist can be received for acceptance at the address listed, or through eSupplier. (Please refer to Section 8 for a complete list of required forms.) 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.

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.

It is recommended that Bidders also mail a copy of their RFB documents (per the instructions below) as a backup copy in case of any technical problems with submitting them electronically. Backup copies of bids received by mail must arrive before the due date and time to be considered.

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 one electronic version (files saved on a USB/ “thumb” drive) of all the materials required in Section 6.8, by the due date and time, for acceptance of the Bid to:

USPS ADDRESS COMMON CARRIER ADDRESS

Cynda Solberg Cynda Solberg

Wisconsin Department of Corrections Wisconsin Department of Corrections

Division of Management Services Division of Management Services

PO Box 7925 3099 E. Washington Ave.

Madison, WI 53707-7925 Madison, WI 53704

All Bids shall be received and time-stamped at the above location no later than April 22, 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: Analog Notification System

RFB NUMBER: CS-10089

RFB DUE DATE AND TIME: April 22, 2025 2:00 p.m. 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) (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.

Price Information: Provide price information on the Bid Price Sheet Attachment A, 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 the Bid Response Checklist Attachment B, included in this RFB. 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 at 3099 E. Washington Ave., Madison, WI 53704. DOC will provide a list of bidders 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

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 SUPPLIER DIVERSITY

7.5.1 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

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

7.5.3 DISABLED VETERAN-OWNED BUSINESS

Disabled Veteran-Owned Businesses (DVBs) are certified by the Wisconsin Department of

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 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

7.5.4 WOMAN-OWNED BUSINESS ENTERPRISE

Woman-Owned Business Enterprises (WBEs) are certified by the Wisconsin Department of

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

7.6 NOTIFICATION OF AWARD

All Bidders who respond to this RFB will receive the notification of award(s) in writing.

https://dva.wi.gov/Pages/Home.aspx https://wisdp.wi.gov/search.aspx

8.0 FORMS

8.1 REQUIRED FORMS

The following forms are required and must be returned with your response to this RFB.

• DOA 3832 - Bidder Required Form

• Attachment A - Bid Price Sheet

• Attachment B - Bid Response Checklist

8.2 INFORMATIONAL FORM

The following form is included for informational purposes only and does not need to be returned in the bid response.

• DOA 3054 - Standard Terms and Conditions