20-5008 RFP AMD 1.docx
DOCX document 231 KB Posted
- Solicitation number
- 20-5008
- Issued by
- Dane County, Madison City, Wisconsin
About this file
This is Amendment #1 to Request for Proposal 20-5008 issued by the University of Wisconsin-Madison Purchasing Services for an Enterprise Access Control Solution. The amendment extends the proposal due date to June 1, 2020 at 2:00 PM CDT and addresses questions received from bidders regarding the project scope and requirements. The University seeks to replace and upgrade its existing access control infrastructure, which currently consists of approximately 5,000 access points across campus, with 4,700 points on an Andover system and 300 additional points distributed across Simplex and Pegasys systems. The solution must accommodate over 211,126 cardholders, support integration with multiple existing systems, and include implementation across numerous campus buildings including residence halls, research laboratories, and Select Agent facilities. The proposal requires either manufacturers or integrators capable of providing complete solutions including software, hardware installation, configuration, and programming. Bidders must demonstrate experience implementing systems with more than 4,000 access points at a single university. The University is considering both in-person and virtual site visits, with specific scheduling to be determined due to COVID-19 travel restrictions. Demonstrations and oral presentations are anticipated for top-scoring proposals at a date to be determined.
The proposal requires separate submission of technical and cost proposals in specified formats. Pricing should be submitted on a line-item basis identifying all potential costs including software licenses, labor for installation and configuration, hardware, and integration costs. The University requests bidding both OSDP-compliant and non-OSDP-compliant options. Proposals are to be firm for sixty days from submission date. The University will provide all networking infrastructure, servers, client PCs, and peripherals; the integrator must identify any additional IT hardware required. Existing field devices including card readers, locks, and wiring will be reused where possible, though most readers and wiring are not currently OSDP-compliant. The project includes optional future expansion phases for mobile credentialing and potential conversion of offline locations. The University emphasizes supplier diversity considerations in evaluation and awards preference to certified MBE/DVB businesses when qualified bids are within 5% of the apparent low bid. Training for 10-30 University personnel is required, with preference for train-the-trainer delivery and remote options.
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| 20-5008 RFP AMD 2.docx | DOCX document | |
| 20-5008 RFP.docx | DOCX document | |
| 20-5008 RFP AMD 3.docx | DOCX document |
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Text version
AMENDMENT #1
Proposal No. 20-5008
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53715-1218
Amendment #1 to Request For Proposal
THIS IS NOT AN ORDER
OFFICIAL SEALED
Proposal Number: 20-5008
NO PUBLIC OPENING
AMD #1 Issue Date: 03/24/2020
Due Date: 06/01/2020 2:00 PM CDT Agent: Brad Bauman
Questions regarding this proposal – see Section 2.7
For Submittal Instructions & Proposal Response Format – see Section 2.2 and 2.3
Proposal prices and terms shall be firm for sixty (60) days from the date of the proposal to the opening, unless otherwise specified in this Request for Proposal by the UW-Madison Purchasing Services.
If NO BID (check here) ☐ and return.
Enterprise Access Control Solution Amendment #1 is issued to answer questions received from bidders, revise Section 2.1 Applicable Dates - including extending the DUE DATE, and revise Section 2.5 Pre-proposal Site Visit (if deemed necessary by the University).
If this amendment is not returned, it shall be assumed your original bid meets all conditions of the amendment.
All other terms and conditions remain the same. Please revise and submit your bid accordingly.
The DUE DATE has been EXTENDED to: 06/01/2020 2:00 PM CDT. We have enclosed a new return label for your convenience. Please replace the following pages reflecting the revisions to Applicable Dates: Pages 9 and 10 of 54.
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:
Proposer Street Address:
| Proposer City, State & Zip: |
| Date: |
Signature:
Type or Print Name:
Title:
| Telephone Number: ( ) |
| Fax Number: ( ) |
Email address:
| Fein Number : |
| DUNS #: |
QUESTIONS AND ANSWERS FOR RFP #20-5008
| Q1. | Is the intent of this RFP for manufacturers to respond directly, or is this to be responded to by the potential installing Integrators? |
| A1. | Either the manufacturer or integrators may respond if they are able to provide the solution to the University. |
| Q2. | Will floor plans and/or a point list of the current Andover system be provided? |
| A2. | The Purchasing Agent can provide supplemental information after your firm signs an NDA (Select Agent information excluded). |
| Q3. | Will a walk through off all buildings be scheduled to evaluate all existing readers and/or control panel locations? |
| A3. | It is not feasible to take all proposers through all buildings to evaluate all existing readers. A detailed walk-through of each space can be provided for the finalists. |
| Q4. | Is the requirement to have implemented and installed of 2 universities of more than 4,000 readers, mandatory in the sense that if an Integrator does not have a reference with that amount of readers, they will not be considered for the project? |
| A4. | We only require that you have experience with implementing more than 4,000 access points at ONE University. If the integrator does not have at least one reference with that number of readers, they will not be considered. |
Q5 – Q8 pertain to Section 4.4.3 Future expansion Option 2.
| Q5. | Are you requiring a campus-wide credential? i.e. allowing a student to use the same mobile credential for both Security and Food Service? |
| A5. | Yes, we currently have a campus-wide credential. There are different technologies used for access and for payment services. Prox for access and mag stripe/barcode for payment services. |
| Q6. | Mobile Credentials are best adopted when students do not need to open an app on their phone. Is this a requirement of this RFP? |
| A6. | The campus currently does not have a mobile credential, but is interested in pursuing this option in the future. Please describe your system’s capability to support this feature. |
| Q7. | Regarding 4.4.3 # 2 –RFP Question: What additional hardware is required, and what additional existing hardware would not be re-used if mobile credentialing is implemented. Are you requesting each reader have both Mobile Credential and magstripe capabilities? |
| A7. | The campus is interested in pursuing a mobile credential in the future; however, this is not a requirement of this proposal. We are interested in finding an application that can support a mobile credential. If your application has these capabilities, please explain the hardware requirements necessary to support this feature. |
| Q8. | Regarding 4.4.3 # 3 –RFP Question: Describe any additional application modules or software that would be required for mobile credentials. Should the Mobile Credential be part of the Apple Wallet / Google Pay? |
| A8. | The campus is interested in a implementing a mobile credential in the future. Although it is not a requirement, describe your system’s capabilities to support a mobile credential including a credential stored in Apple Wallet and Google Pay. |
| Q9. | 1.2 States 5000 access point 4,700 are on Andover where do the additional 300 reside? |
| A9. | There are two disparate systems that have the additional 300 access points. These are using Simplex and Pegasys. |
| Q10. | 2.1 Questions are due by March 16 however site visit not schedule until March 30th will you allow questions and answers after site surveys? |
| A10. | Site visits will be postponed due to travel restrictions. Purchasing will notify the vendor community once the timetable is determined. We are considering remote site visits as well. There will be opportunities for Q & A during the visits. |
| Q11. | 4.3.3 #7 & 7a Is OSDP security from the door controller to the reader wire required? Note not all readers are not compatible OSDP. |
| A11. | New wire would be required to achieve OSDP security from the controller to the reader; we have all Wiegand cabling on campus at this point. |
| Q12. | 4.3.5 #1 States use all existing wiring which contradictory to question #4 which states use OSDP. |
| A12. | We would like to use our existing wiring where possible. The University is considering whether or not to implement OSDP compliance. We would like to see pricing for both OSDP compliant option and non-OSDP compliant option. Currently, none of the wiring from controller to card reader is OSDP compliant. |
| Q13. | 4.4.2 Will the University be responsible for all door hardware? |
| A13. | For the expansion piece, all door hardware (following campus technical guidelines) should be priced/supplied by proposer. |
| Q14. | 4.4.2 For the readers with no access control, will proposer be providing and install all wire? |
| A14. | Yes, proposer would be providing and installing all wiring for expansion doors. |
| A15. | Which doors have existing Door Positions Switches and Request to Exit Motions? |
| A15. | Nearly all existing access doors have DPS and REX (most REX devices are in the hardware, very few motion REX). |
| Q16. | Do you want Door Position Switches and Request to Exit Motions on all doors included in the Cost? |
| A16. | We would like to re-use any existing DPS and REX currently in the hardware. Any expansion doors (4.4.2) will need DPS and hardware REX (not motion). |
| Q17. | How many Concurrent Licenses? |
| A17. | We currently have approximately 300 web client users, and 25 workstations (thick client) for our system. We would need a minimum of 25 concurrent licenses for the thick client (if there is one) and 25 concurrent web clients. |
| Q18. | How many Clients will the UWM need? |
| A18. | Depends on the capabilities of any web-client. We currently have 25 full workstations on campus. |
| Q19. | Can you provide Drawings of each building? |
| A19. | The University will consider sharing floor plans for non-select agent work on an as needed basis. |
| Q20. | Can you provide Device location for each building? |
| A20. | The Purchasing Agent can provide supplemental information after your firm signs an NDA (Select Agent information excluded). |
| Q21. | Can you provide the Names of each building? |
| A21. | The Purchasing Agent can provide supplemental information after your firm signs an NDA (Select Agent information excluded). |
Q22. Does this scope Include the Residence Halls?
A22. Yes; exterior doors and commons spaces, no resident rooms.
| Q23. | Are the Residence Hall Rooms Currently Access Controlled? If so, what kind of locking hardware are they using? Is it online or offline access control? |
| A23. | Residence hall rooms are not currently access controlled and Student Housing is not planning on moving in that direction at this time. |
| Q24. | Will a University escort be assigned for High Security (Selected Agent Labs) and High Privacy (Residence Halls)? |
| A24. | Yes, we will work with the SA program and Residence Hall staff to assign an escort for any initial walk-throughs; we will discuss the potential to obtain clearance for unescorted access based on the time-frame required for install (SA excluded). |
Q25. Is weekend or overnight work permitted for areas where applicable?
A25. Yes, where operational constraints mandate this. Work would have to be reviewed on a case by case basis (research labs, etc.) as needed.
| Q26. | Are we permitted to stage equipment onsite? |
| A26. | Depends on the equipment, space requirements, and duration. This will need to be coordinated with space management and physical plant/FPM as appropriate; likely will only need temporary staging during installations. |
| Q27. | Will there be secure spaces on site to house equipment and small “attic stock supply”. |
| A27. | This will need to be coordinated with space management and physical plant/FPM as appropriate While this is typically not available in each building, Space Management should be able to find a couple of rooms around campus. |
| Q28. | For programming support will the university provide remote access to network via VPN/ VLAN or a client laptop? |
| A28. | The University will likely accommodate. |
| Q29. | Will University be able to provide a list of all camps / events hosted in building within renovation scope? |
| A29. | The University will likely accommodate. |
| Q30. | What is the University’s expectation of the “testing/ sign off/ acceptance” process for each building? |
| A30. | A University or other trusted, certified electrician familiar with state/UW requirements will review work after contractor tells us it is complete. UW staff will then sign off that the work is complete and meets standards. |
| Q31. | What kind of Access Control Credentials is the University currently using? Are there multiple types of credentials currently deployed? |
| A31. | Currently using Iclass and 125Khz prox. We are also using some biometric readers (bioscrypt fingerprint readers and Princeton Identity Iris Scanners). |
| Q32. | How many members of the University team will require initial and ongoing training? |
| A32. | 10-30. |
| Q33. | How will COVID19 impact the schedule and site survey? |
| A33. | We will notify the vendor community as timetable changes are determined. We are considering remote site visits as well. |
Q34. Is the use of the Princeton Iris Scanner a requirement or is it possible to provide an alternative?
A34. The University wants to maintain consistency across campus for our iris scanners, and are committed to Princeton at this time. The University will be arbiter of equivalency for any other iris scanning technology.
| Q35. | Can the University confirm that the intent of RFP 20-5008 is to award the entire contract, including software, integration configuration, on-site cutovers, and other associated work to a single integrator? |
| A35. | Yes, a single integrator or the OEM if either can provide the entire solution. |
Q36. Can the University clarify the requirements of Section 4.2.3? How will the University determine which integrators qualify for the requisite experience regarding Select Agent Labs / Nuclear Areas / Department of Defense systems? Should integrators include information regarding certifications such as CRZH / UL2050 / Etc. in addition to the requested references/experience?
A36. Vendors should provide evidence of having completed this work. The University will require verification along with references. Please provide pertinent certifications.
| Q37. | Can the University confirm that sufficient time walk through will be provided? In this integrators experience, while not all facilities will be required to be visited prior to a response, on a project of this size, multiple locations for each type of facility should be visited in order to establish a representative basis of understanding of the current state. Based on the number of locations and variety of location types, this integrator recommends a 2 day site walk to visit the requisite numbered variety of facilities. |
| A37. | The University is planning a thorough walkthrough consisting of multiple representative buildings. Vendors will be notified with a detailed schedule; 2 days is not unreasonable although we are not committing to any duration at this time. We are also considering remote/virtual site visits. |
| Q38. | Can the University clarify any expectations regarding Covid 19, the RFP timeline, and any potential Site Visits? |
| A38. | We will notify the vendor community as timetable changes are determined. We are also considering remote/virtual site visits. |
| Q39. | Can the University confirm that the detailed information provided regarding the existing Andover facility encompasses all of the 4700 access points on the existing Andover Continuum system? |
| A39. | The detailed information encompasses all of the existing points on the existing Andover Continuum system, except for the UW Hospital and American Family Children’s Hospital – those facilities were removed from the scope of our project. The points listed include any access opening, but we may not have specific reader types listed for some locations. Some points have card readers, some have electronic locking, some have only door contacts to provide information on open/closed status. |
| Q40. | Does the University expect any additional information to be provided to Integrators regarding the existing infrastructure prior to receiving proposal responses? |
| A40. | Yes. The Purchasing agent can provide supplemental information if you sign and return an NDA. |
| Q41. | Is it acceptable to duplicate attachments A-H onto our proposal response template or should they be completed with the original bid formatting and header/footer? | |
| A41. | You may use your template, but the content may not be altered | . |
| Q42. | Can the University clarify what should be included as part of the Cost Proposal as part of the “Integration costs”? Does the cost listed only include software licenses, or does the University also want Integrators to include labor to program and configure the integrations? |
| A42. | Please identify all potential costs, on a line item basis. The University will choose the suite of features and services that best meet the needs of the University. For cost comparison purposes, we will compare the base functionality required in the RFP. |
| Q43. | Can the University clarify what should be included as part of the Cost Proposal as part of “Implementation costs”? Are the categories listed intended to be utilized for labor to install, configure, and program the Universities chosen Access Control System? |
| A43. | Yes; initial install, configuration, and programming. |
| Q44. | Regarding section 5.1 & 5.2, is the Supplier Diversity Program weighting applicable only to the pricing portion of the Scoring Criteria? Is the Supplier Diversity Program only applicable to primary respondents, or will a subcontractor utilization plan including Diverse Suppliers qualify for the additional evaluation weighting if meeting the award goals stated in section 3.22? |
| A44. | The Supplier Diversity weighting is applicable to the total score, and applies only to the Respondents. Per State of WI policy: State agencies may award contract(s) to certified MBE/DVBs when a qualified bid is not more than 5% higher than the apparent low bid or the proposal is no more than5% lower than the apparent high point score. A contract award based on application of the MBE/DVB preference may only be made if the business is certified at the time of the bid/proposal opening. |
| Q45. | Does the University have a minimum number of active technical certifications that an integrator must hold at the time of response for the Access Control System software? |
| A45. | No; but the expertise of each vendor will be considered. Describe any such certifications. |
| Q46. | Does the University have a minimum number of years of experience that an Integrator must have at the time of response for the Access Control System software? |
| A46. | No, but the expertise of each vendor will be considered. Describe any such experience. |
| Q47. | Does the University have a minimum number of years of experience that the Access Control System software manufacturer must have with Mercury Hardware? |
| A47. | No, but the expertise of each vendor will be considered. |
| Q48. | What special requirements/restrictions can be expected in a typical Select Agent Lab building cutover? i.e. dust barriers, hepafiltration carts, decontamination requirements. |
| A48. | There are industry standard protections in all of the lab spaces. Further details will be provided to whomever wins the contract as appropriate. |
| Q49. | Are there Select Agent labs at more than one location? If so, how many and where are they located? |
| A49. | Yes; multiple locations. Further details will be provided to whomever wins the contract as appropriate. NDA and other considerations will be required. |
| Q50. | Do Select Agent labs require a higher level of federal government restrictions of encryption for credential, reader device, or data transmission? |
| A50. | Data in transit and data at rest encryption is required per eCFR 331.11 SA Security, and the FIPS 140.2. |
| Q51. | Is the expectation that all doors remain 100% live during cut over process? If so, what high security areas would require personnel standing by individual locations until door transition is complete? If so, are there UW personnel available to assist with maintaining the security of these locations during this transition? |
| A51. | The expectation is that all doors remain 100% live during the cutover process. UW-Madison manages its own security protocols. It is not the integrators responsibility to maintain physical security of these locations during this transition. |
| Q52. | Is UW able to provide existing door reports, trees, and I/O lists that show a current snap shot of how boards and devices are currently distributed? |
| A52. | Yes. The Purchasing agent can provide supplemental information if you sign and return an NDA. |
| Q53. | Does UW expect to keep any removed access control hardware, or request that the Proposer dispose of everything removed? |
| A53. | At the beginning of the project, we will keep some of the stock to repair any other locations that may stop working during the transition phase, then all stock shall be disposed of by Proposer as requested by UW-Madison. |
| Q54. | Is there a list of addresses available to show the breadth of geographic area being required to cover for this implementation? | |
| A54. | See Scope section of the RFP. Campus Maps are publicly available | . |
| Q55. | What is the intent of UW with regards to cover all existing door hardware, readers, and other field devices? Outside of a proposed support agreement how will Realtime repairs be handled during project implementation? |
| A55. | Realtime repairs to any door hardware shall be completed by UW Physical Plant trades workers; any new readers and/or field devices shall be the responsibility of the contractor/integrator during the install and warranty period. |
| Q56. | Are there items that UW intends to provide such as network switches, servers, client PCs, and peripherals required for system use? |
| A56. | UW will provide all required networking items, including switches, servers, client PCs and peripherals. The integrator shall define any additional IT hardware that will be required to implement their solution upfront. |
| Q57. | Based on the future expansion Opt 1 and 2, what network infrastructure related items does UW expect to provide to support these projects? i.e. network backbone, POE switches, racks. |
| A57. | Any network-related items for the expansion options would be provided and supported by the University. |
| Q58. | Of the 3 main Andover systems referenced there are 4700 out of 5000 access points covered. What type of system is covering the additional 300 access points? |
| A58. | There are two disparate systems that have the additional 300 access points. These are using Simplex and Pegasys. |
| Q59. | How many cardholders/credentials are currently used in the system? |
| A59. | Currently over 211,126. |
| Q60. | How many readers are used externally to the buildings? I.e.... such as gate arm controls, overhead doors, parking related… |
| A60. | Very few of this type. Most parking lot related devices are on a separate system that is not part of this project. |
| Q61. | How many unique user groups are currently used in the system? |
| A61. | Each building is considered a unique user group for web client capabilities; over 150 unique groups. |
| Q62. | How many locations require badge printing capabilities? |
| A62. | Two. |
| Q63. | How many unique facility codes are currently used in the system? |
| A63. | 15; but several are used in very limited applications and we are working on reducing the overall number. |
| Q64. | Are all credentials currently being carried by system users of a multi-class type? If not, What is the proportion of Prox to Iclass only? Do some individuals carry both card types? |
| A64. | No, not all cards are multi-class. The proportion is 99.5% prox, .5% multiclass. |
| Q65. | How many concurrent client users are expected to be logged into the system at any given time? |
| A65. | 25 for our current arrangement. |
Q66. Can UW provide a brief description of how their current integrations help support or are supported by the current Andover system to include Milestone, StarRez, Watchmans Keywatcher, Event Management Software, Metasys, and Manitou?
A66. There are no current integrations supported by the current Andover system.
| Q67. | Does UW want visitor management included in this proposal? |
| A67. | Please include any visitor management options in your proposal, if you offer; the University is interested in knowing the options available. |
| Q68. | Does UW want mustering included in this proposal? |
| A68. | Please include any mustering options in your proposal, if you offer; the University is interested in knowing the options available. |
| Q69. | Are there any current audio integrations associated with the existing system related to notification? |
| A69. | Just audio files on the server to announce alarms in dispatch. |
| Q70. | Does the current system use an Active Directory connection for card holder reference? If not is this something that will be required? |
| A70. | We do not require that the system connect to Active Directory; we expect the system to access cardholder information by one or more of the methods listed in section 4.3.6, questions 1-4 (which includes Active Directory). |
| Q71. | Are there currently any "offline" locations the are using card access the will need to be converted to the main system infrastructure? |
| A71. | We do have some AD400 locks that it would be beneficial to add to this system, but it may be out of scope for the initial project. There is one offline location using a separate instance of Andover, that will need to be converted. |
| Q72. | How many independent locations would you like to have dedicated for on site user training? |
| A72. | At most 5. We would like to have some “train the trainer” training, then our staff can provide training to the end users. Also include remote training options. |
| Q73. | How many individuals does UW expect to train on the internal care of the system? |
| A73. | 10-15 (IT staff for server maintenance, electricians for hardware/head end equipment, UWPD staff for application). |
| Q74. | What is the model #(s) of the Bioscrypt Fingerprint reader? |
| A74. | L1 - V-station 4g – Model 4gstsh. |
| Q75. | Does the use of "access points" in RFP mean individual readers or does it also include any individually monitored input or output? |
| A75. | Also includes monitored inputs and outputs. |
| Q76. | Would the UW be interested in a monthly fee or subscription based service? |
| A76. | Provide your various licensing / pricing models on the cost proposal sheet. |
| Q77. | What commissioning supervision requirements will be mandated by UW personnel? |
| A77. | UW Electricians will need to verify that code and campus requirements have been met throughout the course of the project. The University will direct all supervision requirements as appropriate. |
| Q78. | Are there any requirements for pre-cut over system assessment? Will sites visits be available? |
| A78. | Site visits will be available, either in-person or remote/virtual depending on need and current circumstances (e.g. covid-19). |
Q79. What types of spaces and options will be available for secure storage for access control equipment?
A79. This will be arranged by the appropriate University divisions as necessary, and is dependent on the size and access requirements.
| Q80. | Can the University confirm that the intent is to re-use as much existing field devices (Card Readers, I/Os, locking hardware) as possible? What is the University’s expectations regarding existing enclosures, lock power supplies, and other head end Equipment? |
| A80. | The intent is to use as much existing equipment as possible; however, we know the majority of current card readers and wiring are not OSDP compliant. Head end equipment (net controllers, power supplies, door controllers, etc.) is proprietary and will not be able to be used with the new system. |
2. Preparing and Submitting a Proposal
2.1. Applicable Dates:
Date
Event
| 03/03/2020 |
| Date of Issue of the RFP |
| 03/16/2020 |
| Written questions due from Proposers |
| 03/20/2020 |
| Answers to Questions Sent to Proposers (Estimated) |
| TBD. The University will notify vendors once timetable is known. Virtual Site Visits are being considered.* |
| Pre-proposal Site Visit (required, if deemed necessary by the University) |
| 06/01/2020 – 2:00 PM CDT |
| RFP Due Date (Local Madison Time) |
| TBD. The University will notify vendors once timetable is known. Virtual Demonstrations and Oral Presentations are being considered. * |
| Demonstrations and Oral Presentations |
| TBD. The Intent to Award will adjust based on the other timeline adjustments. * |
| Intent to Award notification (estimated) |
* General Statement. Due to the Covid-19 travel restrictions, the University will monitor the options for delayed in-person site visits or virtual site visits. Other milestones will adjust accordingly. We will notify the vendor community as new timelines are solidified in the coming weeks.
2.2. Submittal Instructions:
PROPOSALS MUST BE DELIVERED TO:
Purchasing Services, 21 N. Park Street, Suite 6101, Madison, WI 53715-1218.
NUMBER OF COPIES TO BE SUBMITTED:
Two (2) identical hard copies and one (1) identical electronic copy of the completed technical proposals, including the hand-signed (no digital signatures) original, may be mailed, delivered by Proposer, or by a third-party/courier service in a sealed package with the RFP number on the outside. See Section 4.4 for instructions on submitting your cost proposal. Proposals must be received and date/time stamped prior to 2:00 p.m. CT on the stated proposal due date. Proposals not so date/time stamped shall be considered late. Late proposals shall be rejected.
RETAIN A COPY OF YOUR PROPOSAL RESPONSE FOR YOUR FILES
If hand delivering to Purchasing Services, please come to 6th Floor Reception Desk in Suite 6101 and call 608-262-1526 for assistance.
Proposals may be dropped off at Purchasing Services, 21 N. Park Street, Suite 6101, Madison, WI 53715-1218, between the office hours of 7:00 AM and 4:00 PM prior to the due date and time.
If e-mailing, the University will accept completed proposals e-mailed to bids@bussvc.wisc.edu, provided they are date/time stamped prior to 2:00 p.m. CT on the stated bid due date.
Submitting a proposal to any other e-mail address than bids@bussvc.wisc.edu does not constitute receipt of a valid proposal by Purchasing Services. Proof of transmission doesn't constitute proof of receipt. E-mail submissions must include a copy of the document with scanned ACTUAL signatures and initials (not typed or electronic signatures).
FAXED RESPONSES WILL NOT BE ACCEPTED.
VENDOR NOTE: FOR THE PURPOSE OF THE RETURN ADDRESS LABEL, IF THE ADDRESS IS THE SAME AS YOU LISTED ON THE REQUEST FOR PROPOSAL FORM – YOU DO NOT NEED TO FILL OUT THE RETURN ADDRESS LABEL. Page 9 of 54
RETURN ADDRESS LABEL:
Below is a label that can be taped to the outside of your sealed proposal response. If returning your proposal response by mail or in person, please fill out the information and tape to the outside of your bid package.
OFFICIAL SEALED PROPOSAL
NUMBER: 20-5008
| DUE DATE: 06/01/2020 |
| TIME: 2:00 PM CDT |
SHIP FROM:
VENDOR NAME HERE:
ADDRESS:
SHIP TO:
UNIVERSITY OF WISCONSIN-MADISON
PURCHASING SERVICES
21 N PARK ST, SUITE 6101
MADISON, WI 53715-1218
2.3. Proposal Response Format:
Proposals should be typed and submitted on 8.5 by 11-inch paper and bound securely. The response should be organized and presented in the following order. Each section should be separated by tabs or otherwise clearly marked. The contents within each tab should reference the section or attachment number assigned in the RFP. Failure to submit as indicated may disqualify your proposal.
Tab 1:
· Request for Proposal form signed by an authorized representative of proposing company - Cover Page.
· Vendor Information Form, Attachment A
· Client Reference List, Attachment D Tab 2: Responses to specifications in Section 4 – Requirements and Specifications (Sections 4.1 – 4.4) Tab 3: Cost Proposal, Attachment C Tab 4: Other/Supporting documentation
RETAIN A COPY OF YOUR PROPOSAL RESPONSE FOR YOUR FILES
2.4. Incurring Costs:
The State of Wisconsin is not liable for any cost incurred by Proposers in replying to this RFP.
2.5. Pre-proposal Site visit (if deemed necessary by the University):
General Statement. Due to the Covid-19 travel restrictions, the University will monitor the options for delayed in-person site visits or virtual site visits. Other milestones will adjust accordingly. We will notify the vendor community as new timelines are solidified in the coming weeks. Any changes to the proposal as a result of the site visit shall be issued in the form of an Amendment which will be sent to all recipients of the initial RFP. If you think you need accommodations, contact the contract administer.
2.6. Product Demonstrations, Oral Presentations, Sandboxes, and University Site Visits (Pre Award):
The University, at its sole discretion, may require product demonstrations, oral presentations, sandboxes, and/or site visits to UW of the top scoring technically qualified proposal(s), to validate information submitted with the proposals. Page 10 of 54 image2.png image1.png
File details come from the government source that posted it. Updated .