10137 RFB Body Scanners Bid Document.pdf

REQUEST FOR BID

Body Scanners

CS-10137

Issued: April 15, 2025 Responses Due: May 6, 2025 2:00 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 AND SUPPORT SPECIFICATIONS

4.0 SPECIAL TERMS AND CONDITIONS OF BID

4.1 EXECUTING PURCHASE ORDERS

4.2 DELIVERY REQUIREMENTS

4.3 RETURN POLICY FOR DEFECTIVE OR DAMAGED UNITS

4.4 BACKGROUND CHECKS

4.5 TOBACCO-FREE ENVIRONMENT

4.6 PAYMENT TERMS

4.7 INVOICING

4.8 ACCESS TO DOC FACILITIES

5.0 PRICE STRUCTURE AND PRICE SHEET INSTRUCTIONS

5.1 METHOD OF BID

5.2 FOB DESTINATION, FREIGHT PREPAID AND ALLOWED/INSTALLED

5.3 REQUESTING PRICE ADJUSTMENTS

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

6.5.1 WISCONSIN eSUPPLIER PORTAL SUBMITTAL (STRONGLY PREFERRED)

6.5.2 MAILED or HAND DELIVERED BID SUBMITTAL

6.6 FORMAT OF BID RESPONSE FOR MAILED OR HAND DELIVERED BIDS

6.7 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, Agency, 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.

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 includes all requisite forms, response completed as instructed.

Bidder A person or firm 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.

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 equipment, materials, supplies, contractual Services, or leasing real property to the DOC.

Contract Manager

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

Contraband

Any item which inmates may not possess; is not authorized by the institution; is not state property and is on the institution grounds (or in an assigned area of inmates on work release/special projects) but not in the possession of any person; comes into an inmate's possession through unauthorized channels or which is not on the inmate's property list and is required to be; is stolen property; is damaged or altered; or is used as evidence for a disciplinary hearing and deemed contraband by the adjustment committee or hearing officer.

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 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, Procuring Agency

DOC Facility Any location owed and/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

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 A writing issued by the DOC notifying all Bidders of the DOC’s award of the Commodity Contract to the successful Bidder.

LTSCS Long term servicing channel

Procurement Manager The individual responsible for overseeing and administering the procurement process for a Bid.

Purchasing Department of Corrections’ Purchasing Services Section

Responsible

A Bidder who has furnished information and data to prove that the financial resources, service, facilities, personnel, service reputation, and experience are adequate to make satisfactory delivery of such Services and 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 performance characteristics of the Commodity or service 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 throughout this RFB, this term is used interchangeably with the term "requirement".

State State of Wisconsin

Supplier Bidder that has been awarded a contract

USPS United States Postal Service

Vendor Firm submitting a bid in response to this RFB

1.2 PURPOSE AND SCOPE OF THE REQUEST FOR BID

The Department of Corrections (DOC) requests Bids for the purchase of full body scanners and intends to award a Contract to one responsive and responsible Bidder. DOC is requesting a scanner that meets all of the specifications as set forth in this RFB.

DOC initially plans to purchase three to five units, but may use the results of the RFB to purchase the scanners as they are needed for the life of the contract term. The awarded vendor must be willing to ship and install the scanners to any DOC location at the contracted price.

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 initial Contract term will be for a one-year period. The DOC and the Contractor, upon written mutual agreement, may renew the Contract for up to an additional four one-year periods.

The Contract shall be effective on the date indicated in the Contract award notification letter.

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 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 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 from the successful Bidder as accepted by the 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 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:

• Final Signed Contract

• Bid Response- as accepted by the DOC

• Request for Bid

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:

• Official 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, support, and reporting the 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 such 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 or supporting documentation.

Certain qualifications/Specifications will be presented by the DOC as itemized questions that require an affirmative response from the Bidder that they can be meet (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 waive that requirement and continue the review of Bids.

2.0 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. Failure to meet any qualification will disqualify the bid.

2.1 The bidder must be an authorized seller of the scanner bid.

2.2 The bidder must be able to provide qualified technicians to set-up, install, and calibrate the scanners to ensure they are functioning properly.

2.3 The bidder must be able to train DOC staff on-site on the proper operation of scanner at time of installation.

2.4 The bidder must be able to provide training materials (such as manuals and user guides).

2.5 The bidder must have qualified technical support personnel.

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.

3.1 TECHNICAL SPECIFICATIONS

Bidders shall use ATTACHMENT B to respond to this section.

3.1.1 The full body scanner must be able to detect contraband inside and outside the body (head to toe).

3.1.2 The unit must be capable of detecting metal, plastics, narcotics, explosives, precious stones/diamonds, electronic devices (such as cell phones), audio/video recording equipment, and any other hidden objects.

3.1.3 The scanner must be able to operate in temperatures in a range of 50-100 degrees.

3.1.4 The scanner must operate on electrical power of 120 volts.

3.1.5 Radiation Safety- Must comply with ANSI/HPS N43-17-2009 (Body Scanner

Radiation Safety).

3.1.6 A full two-year manufacturer’s warranty (parts and labor) must be included. There will be no additional charges for anything (including time, materials, travel or labor) during the warranty period.

3.1.7 The size of the scanner must be no larger than (fully assembled): 94”H X 72”W X 52”L, and no smaller than 90”H X 48”W X 34”L. Scanners that fall outside of these dimensions may be considered by DOC. DOC will be the sole determinant of acceptability of variations in sizes.

3.1.8 The system must be a Windows 10 LTSC or higher compatible device.

3.1.9 The computer must be secured with a touchscreen monitor for interaction with the system.

3.1.10 The system must have the ability to print reports.

3.1.11 The scanners must be new, no used or refurbished scanners will be accepted.

3.2 PERFORMANCE AND SUPPORT SPECIFICATIONS

Bidder shall use ATTACHMENT B to respond to this section.

3.2.1 The Bidder must be able to deliver units within 60 days of receipt of the order. DOC may at its discretion approve a longer delivery time.

3.2.2 The Bidder must complete installation, calibration, and testing for every purchased scanner. This must be coordinated with the location receiving the scanner.

3.2.3 The bidder must be able to send technicians within two business days to the DOC locations when unable to solve problems without coming onsite. Note that DOC does not allow technicians to remote into the DOC network.

3.2.4 The bidder must offer technical support for the scanners, including phone support and/or virtual support via online chat and/or online meetings (TEAMS, Zoom, etc.). Support is expected to be in “real time” and requests for assistance must be responded to within an hour during regular business hours (at a minimum).

3.2.5 The Bidder must conduct bi-annual preventative maintenance inspections for five years after each scanner is installed.

3.2.6 The Bidder must offer a three-year extended warranty to cover years 3-5 of the scanner’s life. The warranty must cover everything that the original manufacturer’s warranty covered. DOC locations may choose to purchase the extended warranty at the end of the two-year manufacturer’s warranty.

3.3 DOCUMENTATION

3.3.1 The Bidder must submit with their bid documents the manufacture’s specifications of the machine bid.

3.3.2 DOC will review the specifications and will use the information to verify compliance with all technical specification requirements. Failure to include the specifications may result in rejection of the bid.

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 change is in the best interest of the DOC.

4.1 EXECUTING PURCHASE ORDERS

Orders for scanners are not to be fulfilled unless the Contractor has received an official State of Wisconsin Purchase Order is issued by DOC. A Purchase Order will be placed anytime a scanner is ordered.

4.2 DELIVERY REQUIREMENTS

Delivery requirements and a scheduled delivery date will be arranged with each location as orders are placed. Deliveries must not be made without prior approval of the delivery date and time from the DOC location receiving the scanner.

4.3 RETURN POLICY FOR DEFECTIVE OR DAMAGED UNITS

The DOC reserves the right to reject any scanners that it deems to be defective. Costs to return the scanners will be at the Contractor’s expense.

4.4 BACKGROUND CHECKS

Refer to DOC Rider for detailed background check requirements for DOC.

4.5 TOBACCO-FREE ENVIRONMENT

All DOC facilities are Tobacco-Free. Contractors are not to possess or use any tobacco product inside the fence of a DOC facility, including in the parking lots.

4.6 PAYMENT TERMS

Payment will not be made until the unit(s) is (are) determined to meet all specifications, requirements, and deliverables and have been accepted by the DOC. If a down payment is required at the time of order, that must be agreed to, in writing, between the Contractor and the DOC. DOC will be entitled to a full refund of any down-payment received if the Contractor fails to deliver the scanner, or does not deliver the scanner by the agreed upon delivery date. DOC may waive the return of the down payment for late delivery at its discretion.

Contractors 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, which are highly encouraged to cut down on handling and processing times.

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

4.7 INVOICING

4.7.1 Contractor must agree that invoices shall reflect the contracted prices.

DOC verifies invoiced amounts are correct as per the contract. Only properly submitted invoices will be processed for payment. Invoices must conform to the instructions below.

Invoices must be itemized showing:

• Contractor name

• Remit to address

• DOC Purchase order number

• Charges per the contracted price

The invoice must be sent to the email address that will be given at the time the purchase order is issued. It is preferred that invoices are emailed, and the email address to remit the invoice to will be on the Purchase Order.

4.7.2 The contract is limited to the commodities listed in the contract document or accompanying attachments or amendments. Items ordered not covered by this RFB will 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 will be denied for payment.

4.7.3 If the DOC is dissatisfied with the quality of the scanner, 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 any down payments made for equipment not delivered, or withhold funds due from delivery under another State of Wisconsin contract. Nothing set forth herein shall prevent or prohibit the DOC from pursuing other legal or equitable remedies.

4.8 ACCESS TO DOC FACILITIES

Refer to the DOC Rider for detailed information related to access to DOC Facilities.

5.0 PRICE STRUCTURE AND PRICE SHEET INSTRUCTIONS

5.1 METHOD OF BID

The Bidder shall submit a net unit price in US dollars.

5.2 FOB DESTINATION, FREIGHT PREPAID AND ALLOWED/INSTALLED

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 will disqualify the Bid.

5.3 REQUESTING PRICE ADJUSTMENTS

The prices bid will remain firm for the initial contract period (one-year). Price adjustments after the initial period must be requested at least 30 days prior to the adjustment taking effect. DOC reserves the right to accept or reject all price change requests.

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 15, 2025 Date of Issue of the RFB

April 22, 2025 Questions from Bidders Due

April 25, 2025 Anticipated Answers Posted

May 6, 2025 2:00 CST Bids Due from Bidders

May 15, 2025 Anticipated Award and 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 22, 2025. 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 and request modification or clarification of the RFB document. Due to the tight timeframe of this RFB, no questions will be answered after April 22, 2025, unless they are simple technical questions (for example: questions about how to submit a bid).

Email is the preferred method of written contact. Please send an email to:

DOCProcurementManager@wisconsin.gov

All communication and/or questions on all matters regarding this Bid shall be made in writing and refer to Request for Bid CS-10137 and directed to the Procurement Manager, Cynda Solberg, 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 that 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 https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI_BIDDER

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. 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 service/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 to register as a Bidder with the State of Wisconsin. Bidders may use the same internet address for inclusion on the Bidders list for goods and Services that the organization wants to sell to the State. A subscription with notification allows the organization to receive an email message 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. Organizations without internet access receive paper copies in the mail. Increasingly, State agencies also 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 on the internet 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 three options in responding to this RFB. Required materials must be received by the due date and time listed on the Bid cover or through eSupplier. Bids received after that 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.

Bidder are encouraged to mail in a copy of their bid documents in addition to submitting through eSupplier as a “backup” in case of technical issues with the electronic submission. Note that the mailed in copy must be received prior to the due date and time to be considered as a backup.

6.5.1 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 with online to guide 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 these 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 https://esupplier.wi.gov/ https://vendornet.wi.gov/

Allow time for entering a Bid Response in eSupplier. Keep in mind the following 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.

• Vendor may only upload a single file in response to a question. Uploading additional files will overwrite the previous upload. If the Vendor has a need to attach multiple files, the Vendor will 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 received. Only clicking "Save" does not submit the Vendor’s response; therefore, it shall not be received or reviewed. Vendors will receive verification that a response has been submitted.

6.5.2 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, one hard copy labeled “copy” and one electronic version (Word or PDF saved on a flash drive or memory stick) of all materials required in Section 8.0 for acceptance of their Bid by the deadline to:

USPS ADDRESS COMMON CARRIER ADDRESS

Cynda Solberg, Purchasing Services Cynda Solberg, Purchasing Services

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 at the above location no later than May 6, 2025 2:00 CT will be considered late and rejected. Bidders are highly encouraged to include tracking on the mailing of their bid as documentation of when it was received by DOC.

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: Body Scanners

RFB NUMBER: CS-10137

RFB DUE DATE AND TIME: May 6, 2025, 2:00 CT

DOC is not responsible for bids that are not received by the required due date and time.

6.6 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 as part of the solicitation has been labeled as proprietary or confidential on DOA 3832, the Bidder must 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 prices for furnishing the units are to be included in the Bid in accordance with the terms and conditions in this RFB. No alternate price formats will be accepted.

Bid Response Qualifications and Requirements: The Bidder shall include the Bid Response Qualifications and Requirements Attachment B, included in this RFB. A response to each qualification and requirement listed shall be clearly checked.

6.7 INCURRING COSTS

Neither the State of Wisconsin nor the DOC are liable for any costs incurred by the Bidder(s) 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. A list of bidders will be available upon request after the bid opening.

7.2 BID REVIEW

All Bids will be reviewed by the DOC's Procurement Manager to ensure compliance with submittal requirements. DOC shall be the sole judge as to Bidders' 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 has the sole discretion to accept or reject any or all Bids, or accept or reject any part of a Bid, if deemed to be in the best interest of the State.

7.4 METHOD OF AWARD

Award(s) will be made on the basis of the lowest price from a responsive, responsible Bidder that meets specifications. Bids shall be in US dollars unless otherwise indicated. Bids that require a specific quantity or dollar amount will be disqualified. DOC intends to make one award based on the lowest price for a responsive and responsible Bidder.

7.5 USE OF SUBCONTRACTORS

The Contractor will be responsible for the Contract performance of any subcontractors. The Contract will be between the DOC and the awarded Bidder. The Contractor will be responsible for its subcontractors' performance of the pertinent Contract obligations including related specifications, insurance requirements, and applicable regulations. The Contractor shall identify any subcontractor(s) intends to use at the time of Contract award, or as soon as the sub-contractor becomes known throughout the life of the Contract.

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.

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

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 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 will receive the notification of award(s) in writing.

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 https://wisdp.wi.gov/search.aspx

8.0 REQUIRED FORMS

The following is a list of forms required to be submitted with the bid response:

• DOA-3832 Bidder Required Form

• Attachment A Bid Price Sheet

• Attachment B Response to Bid Checklist

• Specifications of equipment bid

The following forms are for informational purposes and do not need to be returned:

• DOA 3054 Standard Terms and Conditions

• DOC Rider- Attachment C