University of Wisconsin - Madison

REQUEST FOR BID

THIS IS NOT AN ORDER

OFFICIAL SEALED

AGENT: Janet Bresnahan

Questions regarding this bid – see Section 3.1 For Submittal of Bid Instructions – see Section #1.

BID NUMBER: 18-0018

ISSUE DATE: 10/25/2017

DUE DATE: 11/3/2017 2:00 PM CST

If NO BID (check here) and return.

Bid prices and terms shall be firm for sixty (60) days from the date of bid opening, unless otherwise specified in this Request for Bid by the UW-Madison Purchasing Services.

Unless otherwise noted, public openings will be on the date and time specified.

High Fidelity Cardiac Surgical Simulation System

In signing this bid, we have read and fully understand and agree to all terms, conditions and specifications and acknowledge that the UW-Madison Purchasing Services bid document on file shall be the controlling document for any resulting contract. We certify that we have not, either directly or indirectly, entered into any contract or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the stated statement is accurate under penalty of perjury. I certify that the information I have provided in this bid is true and I understand that any false, misleading or missing information may disqualify the bid.

By submitting a bid, the bidder certifies that no relationship exists between the bidder and the University that interferes with fair competition or is a Conflict of Interest, and no relationship exists between such bidder and another person or firm that constitutes a Conflict of Interest. Further, bidder certifies that no employee of the University whose duties relate to this request for bid assisted the bidder in preparing the bid in any way other than in his or her official capacity and scope of employment.

The Bidder certifies by submission of the bid that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency.

COMPANY NAME:

COMPANY STREET ADDRESS:

COMPANY CITY, STATE & ZIP:

SIGNATURE: DATE :

TYPE OR PRINT NAME:

TITLE:

TELEPHONE NUMBER: ( ) FAX NUMBER: ( )

EMAIL ADDRESS:

FEIN NUMBER: DUNS #:

UNIVERSITY OF WISCONSIN BID NO.: 18-0018

TABLE OF CONTENTS

INTRODUCTION

SECTION #1: SUBMITTAL INSTRUCTIONS

BIDS MUST BE DELIVERED TO:

Purchasing Services, 21 N. Park Street, Suite 6101, Madison, WI 53715-1218.

NUMBER OF COPIES TO BE SUBMITTED:

One (1) hard copy of the completed bids, including the signed original, may be mailed, delivered by Bidder, or by a third-party/courier service in a sealed envelope or package with the RFB number on the outside. One (1) CD/DVD/Flash Drive copies of the bid must also be submitted. Bids must be received and date/time stamped prior to 2:00 p.m. CST on the stated bid due date. Bids not so date/time stamped shall be considered late. Late bids shall be rejected.

RETAIN A COPY OF YOUR BID RESPONSE FOR YOUR FILES

If hand delivering to Purchasing Services, please come to the 6th Floor Reception Desk in Suite 6101 and call 608-262-1526 for assistance.

Bids may be dropped off at Purchasing Services, 21 N. Park Street, Suite 6101, Madison, WI 53715-1218, between the hours of 7:30 AM and 4:00 PM prior to the due date and time.

FAXED RESPONSES WILL NOT BE ACCEPTED.

If e-mailing, the University will accept completed bids e-mailed to bids@bussvc.wisc.edu, provided (i) they are date/time stamped prior to 2:00 p.m. CST on the stated bid due date.

Submitting a bid to any other e-mail address than bids@bussvc.wisc.edu does not constitute receipt of a valid bid by Purchasing Services. Proof of transmission doesn't constitute proof of receipt. E-mail submissions must be a scanned copy of the document with ACTUAL signatures and initials (not typed or electronic signatures), or those pages that require signatures and/or initials must be signed and returned via fax (608-262-4467) and should be received prior to 2:00 p.m. CST on the stated due date.

VENDOR NOTE: FOR THE PURPOSES OF THE RETURN ADDRESS LABEL, IF THE ADDRESS IS THE SAME AS YOU LISTED ON THE REQUEST FOR BID FORM – YOU DO NOT NEED TO FILL OUT THE RETURN ADDRESS LABEL.

RETURN ADDRESS LABEL:

Below is a label that can be taped to the outside of your sealed bid response. If returning your bid response by mail or in person, please fill out the information and tape to the outside of your bid package.

OFFICIAL SEALED BID

NUMBER: 18-0018

DUE DATE: 11/06/2017 TIME: 2:00 PM CST

SHIP FROM:

VENDOR NAME HERE: ______________________________________

ADDRESS: ________________________________________________

SHIP TO:

UNIVERSITY OF WISCONSIN-MADISON

PURCHASING SERVICES

21 N PARK ST, SUITE 6101

MADISON, WI 53715-1218

1.1 BID RESPONSE REQUIREMENTS:

In order for your bid to be considered, the following forms/information must be completed and submitted as part of your bid response. Failure to provide these forms/information with your bid submittal may disqualify your bid.

SECTION #2: GENERAL INFORMATION

Conditions of bid which include the word “must” or “shall” describe a mandatory requirement. All specifications are defined as mandatory minimum requirements unless otherwise stated. If no bidder is able to comply with a given specification, condition of bid or provide a specific item/service on the Itemized Bid List, Purchasing reserves the right to delete that specification, condition of bid or item without having to complete the bid process again. FAILURE TO MEET A MANDATORY REQUIREMENT SHALL DISQUALIFY YOUR BID. This contract bid document and the awarded bidder’s (Contractor’s) response information shall become the Contract.

2.1 Purpose:

The University of Wisconsin-Madison, hereinafter referred to as the "University", through its Purchasing Services Department, hereinafter referred to as "Purchasing," on behalf of requests bids for the purchase of a High Fidelity Cardiac Surgical Simulation System.

Scope:

See Specifications (Section 6 and Attachment B) and/or Itemized Bid List (Attachment C) for the minimum acceptable specifications for items/services desired. The estimated item quantities identified on the Itemized Bid List are for bid purposes only. The University does not guarantee to purchase any specific quantity or dollar amount.

2.2 Definitions:

The following definitions are used throughout this document:

DVB means Disabled Veteran-Owned Business.

MBE means Minority Business Enterprise.

Purchasing means the Purchasing Services Department in the Division of Business Services responsible for the procurement of goods and services on UW-Madison campus, located at 21 N. Park St., Madison, WI 53715.

2.3.1 Register for a bidders list for commodities/services that the vendor wants to sell to the state.

2.3.2 Receive an automatic e-mail notification each time a state agency, including the University of Wisconsin System campuses, posts a Request for Bid (RFB) or a Request for Proposal (RFP) with an estimated value over $50,000 in their designated commodity/service area(s).

2.3.3 Receive an e-mail notification of addendums/amendments relative to the RFB or RFP.

Only vendors registered, with a valid e-mail address, at the time the RFB or RFP is posted will receive e-mail notifications of addendums/amendments. Vendors who obtain the RFB or RFP from a third party; through the public notice website; or other means assume responsibility for checking for updates to the RFB or RFP.

You must update your Vendornet Profile to continue to receive bid posting notifications. Please review this website for more details: https://vendornet.wi.gov/GenProcurement/StrategicSourcing.aspx.

2.4.2 The University of Wisconsin-Madison no longer permits access to trucks over 30 ft. in length on several designated streets on this campus. For specific policy language, a campus map and restrictions, see the University Transportation Services website at http://transportation.wisc.edu/resources/large_truck.aspx.

The State of Wisconsin policy provides that Wisconsin Certified minority-owned business enterprises 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 minority-owned business enterprises or by using such enterprises to provide goods and services incidental to this agreement, with a goal of awarding at least 5% of the contract price to such enterprises.

The supplier/contractor may be requested to provide information about its purchases from Wisconsin certified MBEs.

A listing of certified minority businesses, as well as the services and commodities they provide, is available from the Department of Administration, Office of the Minority Business Program, 608/267-7806. To view all MBE firms go to https://wisdp.wi.gov/search.aspx select the MBE box and click search.

The State of Wisconsin policy provides that Woman-Owned Businesses certified by the Wisconsin Department of Commerce 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 Woman-Owned Businesses or by using such businesses to provide goods and services incidental to this agreement.

SECTION #3: RFB PROCESS INSTRUCTIONS

3.1 Clarifications and/or Revisions through Designated Contact:

All communications and/or questions in regard to this request should be in writing and must reference the bid number. Bidders are encouraged to e-mail written questions to the Agent, with the bid number in the subject line. Verbal questions, when permitted, must be directed to the Agent.

If a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission or other deficiency in this RFB, they have five (5) business days after the bid issue date and time to notify, in writing, the Agent at the address shown below of such error and request modification or clarification of the RFB document.

ADMINISTRATIVE: Janet Bresnahan UW Purchasing 21 N Park St, Suite 6101 Madison, WI 53715-1218 E-mail: janet.bresnahan@wisc.edu

PHONE 608/262-6335 -- FAX 608/262-4467

If a Bidder fails to notify the Purchasing Office of an error in the RFB document which is known to the Bidder, or which should have reasonably been known to the Bidder, then the Bidder shall submit a bid response at the Bidder’s risk and if awarded a contract, shall not be entitled to additional compensation or delivery or installation time by reason of the error or its later correction.

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 will be posted on http://vendornet.state.wi.us) and publicnotices.wi.gov.

Any contact with University employees concerning this RFB are prohibited, except as authorized by the RFB manager during the period from date of release of the RFB until the notice of award is released. Contacting anyone other than the Designated Contact(s) above may disqualify your RFB.

3.2 Applicable Dates:

Date

October 25, 2017

October 30, 2017

November 6, 2017 -- 2:00 PM CST Event

Date of Issue of the RFB

Written questions due

RFB Due Date (Local Madison Time)

For University Imports: See Section 5.2

SECTION #4: BIDDER QUALIFICATIONS

To be eligible for a Contract award, you must be qualified and able to provide the following as required or your bid will be disqualified (respond on "Bidder Response Sheet".)

4.2 Bidder Experience:

Bidder company or its principals must be in the business of providing the requested item/service and must have done so for the past three years.

4.6 Debarment

Federal Executive Order (E.O.) 12549 “Debarment“ requires that all contractors receiving individual awards, using federal funds, and all subrecipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. By signing this document you certify that your organization and its principals are not debarred. Failure to comply or attempts to edit this language may disqualify your bid. Information on debarment is available at the following websites: www.sam.gov and https://acquisition.gov/far/index.html see section 52.209-6.

SECTION #5: PERFORMANCE AND CONTRACT REQUIREMENTS

If bidding other than F.O.B. Destination, as stated, F.O.B. point and shipping charges must be identified on the Itemized Bid List. This additional cost will be added to the bid total and will serve as the basis for determining the award.

Indicate on the Bidder Response Sheet the Country of Origin and Shipping Point.

Failure to bid FOB DESTINATION delivery charges and risk of loss borne by the Contractor in bid price or discount may disqualify your bid.

5.2 University Imports:

Definitions:

Custom Charges/Fees: typically includes, but is not limited to, United States duties, if applicable; port of entry documentation fees; custom clearance fees; applicable tax; etc.

University Imports: When the University is the Importer of Record or has responsibilities for paying Custom Charges/Fees for products purchased directly from a foreign country.

Bids must include costs from bidder’s door to port of destination and local delivery charges. Custom Charges/Fees should not be included in the bid price. The University will be responsible for determining Custom Charges/Fees from a University designated customs broker and adding the cost to the bid price. If these charges are identified in your bid, they will be deducted from your total bid price and the University’s estimate added instead. This adjusted total cost will serve as the basis for award.

The University will be responsible for arranging the payment of all United States Custom Charges/Fees, if applicable. The awarded Contractor must use the University's contracted customs broker, as identified on the purchase order. Customs charges will not be paid to the awarded Bidder or anyone other than the University’s designated customs broker under any circumstances, unless previously agreed to in writing by the University.

Once awarded, failure to meet this delivery date may result in cancellation of order (award). The University reserves the right to contract with a second vendor/contractor to receive the items/services per delivery requests.

If the item/service does not meet specification or performance requirements, the Contractor will have 30 days to meet requirements. If after this time period the item/service still does not meet specifications or performance requirements, the Contractor agrees to remove the item and return any payments that may have been made.

The department manager or his/her designee, is the only authorized person who can sign an acceptance form. The warranty period will begin following the successful acceptance testing.

5.5 Payment Terms

Payment will not be made until the item/service is determined to meet all specifications and has been accepted by the University of Wisconsin-Madison. The University will pay the Contractor Net 30 days as accepted by the University.

The Contractor shall add: “The Board of Regents of the University of Wisconsin System, its officers, employees and agents” as an ‘additional insured’ under the commercial general and automobile liability policies. The certificate holder shall be listed as the University of Wisconsin-System Administration or System campus for their respective purchases.

5.9.2 The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. University reserves the right to assess Contractor damages in excess of the contract amount for Subcontractor’s failure to perform or inability to complete required project milestones.

5.9.3 Subcontractors must abide by all terms and conditions under this Contract.

5.9.4 If Subcontractors are to be used, the Contractor must clearly explain their participation, deliverables, and project milestones prior to commencing work.

The University shall have the right to audit, review, examine, copy, and transcribe any pertinent records or documents held by the Contractor related to this contract. The Contractor shall retain all applicable documents for a period of not less than five years after the final contract payment is made. The University reserves the right to inspect any facilities used to support this Contract.

5.11 Entire Contract

A contract will be awarded based on the criteria established in this Request for Bid, including attachments and any amendments issued. The RFB, the bid response, and written communications incorporated into the contract constitute the entire contract between the parties. The hierarchy of documents in descending order for resolution is as follows:

A. Official Purchase Order

D. Bidder response to RFB.

Any other terms and conditions provided by the Bidder with the bid or for future transactions against this contract, including but not limited to click on agreements accepted by the Customer; shrink wrapped agreements; or terms submitted with quotations, order acknowledgements, or invoices; will be considered null and void and will not be enforceable by the Contractor unless agreed to in a written amendment signed by the University Purchasing Department. Any exceptions to this RFB should be submitted with your response and alternative language proposed.

Submitting a standard Bidder contract or term and condition as a complete substitute or alternative for the language in this solicitation will not be accepted and may result in rejection of the bid.

The University reserves the right to negotiate contractual terms and conditions or reject the Bidder‘s response and proceed to the next qualified bidder.

SECTION #6 SPECIFICATIONS

SPECIFICATIONS OF ITEMS/SERVICES TO BE PROVIDED:

See Specifications (Section 6 and Attachment B) and/or Itemized Bid List (Attachment C) for the minimum acceptable specifications for items/services desired.

UW Specifications may not be revised without an official written amendment issued by Purchasing.

If you are bidding alternate items/services, you must provide complete specifications, documents and materials showing performance features and details for the items/services you propose to furnish for the items/services being bid. These will be used to establish equivalency. The University will be the sole judge of equivalent acceptability between Bidders responses.

6.2.2 Contractor must use only manufacturer trained personnel for this contract.

6.3.2 Service calls received in the a.m. must be acknowledged in p.m. of the same day and in the p.m. must be acknowledged by noon the following work day.

6.3.3 Contractor must complete all maintenance or repair services within one week of the initial call. The service representative shall leave the ordering department a copy of a dated written report indicating the service performed, which must be signed by the University employee in charge of the machine.

6.3.4 If Contractor cannot complete all services within this time, the Contractor must provide a progress report of the repair to the department stating the service performed to date and a plan and time line for completion. This report must be signed by the University employee in charge of the machine.

6.3.5 Contractor shall provide unlimited call-back maintenance service during normal business hours.

ATTACHMENT A: BIDDER RESPONSE SHEET

NOTE: This form must be returned with your bid response. Numbers for each question below refer to the corresponding section of this document that explains the requirement. Bidder may attach additional relevant information to their bid response; identify sections to which information applies.

YES NO

SUBMITTAL INSTRUCTIONS

1.1 Have you completed and returned all forms required? |_| |_|

4.4 Have you provided a client list? (see Attachment E) |_| |_|

5.6 Do you agree to terms regarding duplicates and overshipments? |_| |_|

5.7 Will you provide instructions on set-up and operation as required? |_| |_|

5.8 Will you provide insurance certificate(s) indicating coverage and agree to maintain coverage |_| |_| as required in 5.8 and will you add the following language to the insurance certificate?:

“The Board of Regents of the University of Wisconsin System, its officers, employees and agents” are added as an ‘additional insured’ under the commercial general and automobile liability policies on any insurance certificate provided.

5.9 Do you agree to subcontracting terms and conditions? |_| |_|

BIDDER RESPONSE SHEET (continued)

6.1 Are you bidding items as specified on the Itemized Bid List? |_| |_|

If “NO”, include information on alternates as required in Section 6.1 with your bid response.

Warranty term: __________________

6.3.1 Will you perform all maintenance or repair on site? |_| |_|

6.3.5 Will you provide unlimited call-back maintenance service during normal business hours? |_| |_|

6.9 Will you agree to have all employees wear appropriate identification? |_| |_|

ATTACHMENT B: SPECIFICATIONS

SCOPE:

The University of Wisconsin-Madison’s Department of Surgery is requesting bids for a High Fidelity Cardiac Surgical Simulation System. The system will be used at the UW Simulation Center to interactively simulate components of open heart operations as well as complete operative sequences. Almost every component of an open heart operation carries some risk. Learning and practicing skills in a low pressure, low risk, simulation environment is additive in the education of a cardiothoracic surgery resident. This simulator will be used in the context of a published curriculum for all trainees in our program. It also has applicability in the education of physician assistant students. There is also a lot of academic potential and upside for the University in combining these simulations with performance metrics already in use for other surgical simulations.

SPECIFICATIONS & INSTRUCTIONS FOR COMPLETING SPECIFICATION TABLE:

The following specifications represent minimum acceptable requirement. Bidders must select either “yes” or “no” for each specification below. For any “No” Response, the bidder must provide a detailed written explanation indicating how this difference in specification would affect the performance of the product being bid. The University shall be the sole judge of acceptability.

SPECIFICATIONS FOR A HIGH FIDELITY CARDIAC SURGICAL SIMULATION SYSTEM

MEET SPECIFICATIONS

ATTACHMENT C: ITEMIZED BID LIST

For bids to be considered pricing must be submitted on this attachment. Supplemental quotes may be submitted in addition to completion of this attachment. Terms and Conditions attached to quotes submitted will not become part of any contract between the parties.

Bidders are required to provide the total cost of equipment needed to fulfill the bid requirements/specifications and make the system fully functional. No additional charges will be allowed.

EQUIPMENT

LIST PRICE

UNIT

NET PRICE

Manufacturer:

Model/Catalog No.

2.

1 lot

ORIENTATION/TRAINING (if not included in above)

3.

1 lot

Preventative Maintenance during Warranty Period (if not included in above)

EXTENDED NET TOTAL FOR EQUIPMENT

Specify all utility requirements for installation and operation of system, e.g. electrical, physical, etc. _____________________________________________________________________________ What is the recommended useful life of the equipment being bid? __________ years.

CONSUMABLES NECESSARY TO RUN THE EQUIPMENT

Provide a description and pricing for supplies necessary to run the equipment and/or for routine maintenance performed by the department. Add rows as necessary.

ITEM

QTY (include estimated annual quantity)

DESCRIPTION

(Provide a description of the equipment and part number)

4.

Tubing Catalog # _____________________

5.

Connectors

6.

Tissue Cassettes

7.

Description:

8.

Description:

EXTENDED NET TOTAL FOR CONSUMABLES

ITEMIZED BID LIST (continued)

For how long will these prices remain firm?

Indicate the maximum percentage annual increase beyond the firm pricing period for three annual terms: _________% Note a 30-day advanced notice and new pricing must be provided to the University’s purchasing department for approval before any increases will be implemented. (See section 3.1 for contact information.)

What discount percentage will additional supplies/consumables for use with the equipment be given? ____________%

Can third party products be used with the equipment?

OPTIONAL (Cost not included in Award) Service contracts should be quoted for on-site service and include one on-site preventative maintenance per year. Please see Section 6 for additional details.

ITEM

9.

1 Year

Service Contract - First year after expiration of the warranty.

10.

1 year

Service Contract - Second year after expiration of the warranty.

11.

1 Year

Service Contract – Third year after expiration of the warranty.

Pricing for items service should be quoted as firm annual costs to be purchased at the beginning of each annual term. Unless otherwise referenced it is assumes maintenance for the first year is covered under the equipment warranty.

System Components

List all the components of the complete system being proposed. (Attach additional rows or sheets as needed)

ATTACHMENT D: VENDOR INFORMATION FORM

VENDOR NOTE: BOTH PAGES OF THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR BID RESPONSE.

1. Company and Contact Information

Company Name:

Company Website

Contact for questions regarding this Bid Name:

Telephone:

Fax

Email

Contract Renewals / Problems Name:

Telephone:

Fax

Email

Sales Representative Name:

Telephone:

Fax

Email

Ordering / Expediting Name:

Telephone:

Fax

Email

Returns Name:

Telephone:

Fax

Email

Invoice Information Name:

Telephone:

Fax

Email

Affirmative Action (see Section 17 in Standard Terms and Conditions)

Name:

Address:

City/State/Zip:

Telephone:

Fax

Email

Supplier Diversity Reporting (see Section 2.6) Name:

Address:

City/State/Zip:

Telephone:

Fax

Email

VENDOR INFORMATION FORM (continued)

3. Pursuant to Public Law 95-507, indicate which of the following classifications apply to your organization. All vendors are considered Large Business unless otherwise indicated (see website: www.sba.gov/). (Check √ all that apply.)

4. AMERICAN MADE: Wisconsin Statutes S. 16.754, directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. “Substantially equal” means when bids are tied or proposal scores are equal. Indicate whether the material covered in your bid/proposal were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States.

____________ YES ____________ NO ____________ UNKNOWN

5. RECYCLED PRODUCTS/PACKAGING/DISPOSAL TECHNIQUES: The University is committed to promote environmentally sound procurement, usage and disposal methods which are in compliance with State of Wisconsin County, and Municipal regulations. Currently the University has a recycling program for starch and Styrofoam packing peanuts. The University’s preference is to receive starch peanuts whenever possible. The Contractor shall not use INSTAPAK (or similar), Vermiculite or mix starch and Styrofoam peanuts under any circumstances. Each product shall be separately pre-packed in accordance with commercially accepted methods. Small products may be packaged in protective envelopes (Mail-Lite or Bubble-Jet packs).

ATTACHMENT E: CLIENT REFERENCE LIST

Bidder Name:

The Bidder must provide a minimum of three (3) business references.

References may be contacted to confirm the Bidder’s abilities and qualifications as stated in the Bidder’s response. The University may perform due diligence by contacting any applicable business reference, including references from within the UW System.