21-0001-TDP Coach Busing RFB Final.docx

University of Wisconsin

REQUEST FOR BID

THIS IS NOT AN ORDER

AGENT: Todd Pooler

Questions regarding this bid – see Section 3.1

For Submittal of Bid Instructions – see Section 1

BID NUMBER: 21-0001-TDP

ISSUE DATE: 11/12/19

DUE DATE: 12/13/19

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 University Procurement. Unless otherwise noted, public openings will be on the date and time specified. Award(s), if any, will be made as soon thereafter as possible. The bid abstract will be on file and is open to public inspection only after award determination has been made.

Charter Bus Services

In signing this bid, we have read and fully understand and agree to all terms, conditions and specifications and acknowledge that the University Procurement 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 #:

Contents

SUBMITTAL INSTRUCTIONS

BIDS MUST BE EMAILED TO:

A complete copy of the required bid response must be received and be available for printing prior to 2:00 p.m. CST/CDT on the stated bid due date via e-mail to: tpooler@uwsa.edu courtesy copy to nwbids@uwsa.edu. Submitting a bid to any other e-mail address other than above does not constitute receipt of a valid bid by Purchasing. A cover page is required, and you must provide all the documents required by the solicitation. RETAIN A COPY OF YOUR BID RESPONSE FOR YOUR FILES.

Emails should contain the solicitation #21-0001-TDP and your company’s name in the subject line. Email submissions may not be greater than 25 megabytes. Any email file greater than 25 megabytes will be rejected by the email server. It is the responsibility of the sending party to confirm emailed bid responses were received by the Purchasing office prior to bid due date.

Bid Response Requirements 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 and information with your bid submittal may disqualify your bid.

1. An Electronic Copy of your bid, including the signed original, with your company’s name and the solicitation number in the document name. Bids must be received, and date/time stamped prior to 2:00 p.m. CST/CDT on the stated bid due date. The received date and time on your email will serve as the date/time stamp. It is the Bidder responsibility to verify that their bid was received before the deadline.

2. Request for Bid Form (signed) Page 1 of this Document

7. Client Reference List (Attachment D)

8. Equipment List (Attachment G)

GENERAL INFORMATION

Purpose The University of Wisconsin System Administration, hereinafter referred to as the "University", through its Purchasing Services Department, hereinafter referred to as "Purchasing," on behalf of the University of Wisconsin-Eau Claire, University of Wisconsin-River Falls, and University of Wisconsin-Stout hereinafter referred to as "UW Schools," requests bids for the purchase of charter busing Services.

All University of Wisconsin campuses and departments must be eligible to purchase from this contract.

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.

Scope The University of Wisconsin Schools are seeking to contract for Charter Busing Services. The trips may be local, regional or national in nature. The trips could be single day or multiple days trip to various athletic, academic, or other venues for Students, Staff and Faculty. An estimate of the number of trips for the University of Wisconsin Schools would be estimated between 300 and 600 individual trips. This is an estimate only as the number of trips varies by year.

See Specifications (Section 6) and/or Itemized Bid List (Attachment B) 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. This Contract must not be construed as mandatory upon any University campus, State agency or municipality. The University reserves the right to issue separate bids when deemed in the best interest of the University.

Definitions The following definitions are used throughout this document:

Agent means University Procurement Agent responsible for this Request for Bid. Full contact information can be found in Section 3.1.

Bid means Request for Bid.

Bidder means a firm submitting a bid in response to this Request for Bid.

Contractor means successful Bidder awarded the bid.

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.

Department means University Departments within the University of Wisconsin Eau Claire, River Falls and Stout.

DVB means Disabled Veteran-Owned Business.

GSA means General Services Administration.

MBE means Minority Business Enterprise.

Purchasing Card means State credit card.

Procurement means the Procurement Office in the Division of Business Services responsible for the procurement of goods and services for University of Wisconsin Eau Claire, River Falls and Stout, located at UW Stout, Suite 130, 110 University Services Building, Menomonie, WI 54751.

Schools means University within the University of Wisconsin Eau Claire, River Falls and Stout.

State means State of Wisconsin.

University and UW both mean University of Wisconsin Eau Claire, River Falls and Stout.

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.

WBE means Woman-Owned Business Enterprise.

E-Supplier Registration Registration on the State of Wisconsin’s Wisconsin e-Supplier Portal is available free of charge to all businesses and organizations that want to sell to the state or University system. Only vendors who are registered in Wisconsin’s e-Supplier Portal are guaranteed to receive notice of State of Wisconsin solicitation opportunities in their commodity or service area. To register with Wisconsin e-Supplier Portal navigate to:

https://esupplier.wi.gov Registration allows a vendor to:

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

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

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

Orders Under this contract, Specific order(s), Contract blanket order(s), or Purchasing Card orders (defined below) may be issued to the Contractor(s). Bidder should identify method by which you will accept orders against this contract (e.g. e-mail, fax, internet, mail, phone, etc.).

· Specific order(s): issued as one-time orders.

· Contract blanket order(s): issued for a specified period, to allow departmental personnel to issue releases against the Contract blanket order(s) as needed.

· Purchasing Card order(s): issued as one-time order(s).

Electronic Commerce/Online Ordering Customers of this contract may want to take advantage of electronic ordering and “E-Commerce” opportunities that may be offered by the Contractor. All electronic orders shall receive contract pricing and/or discounts.

Parking University parking on all campuses is very limited. Each Contractor and/or Contractor employee(s) shall make their own arrangements for parking through UW Transportation/Parking Services and no additional Contractor costs will be allowed to be passed on to the campuses for parking fees or violations. Unauthorized vehicles parking in University lots or loading docks without permits will be ticketed and/or towed.

Promotional Materials/Endorsements Contractor agrees that they will not use any promotional or marketing material which states expressly or implies that the University endorses either the Contractor or any party related to the Contractor or this Contract.

Discriminatory Boycotts of Israel Effective October 27, 2017, consistent with 2017 Wisconsin Executive Order 261, contractor agrees it is not engaged in a boycott of the State of Israel and further, contractor will not during the term of the contract engage in a boycott of the State of Israel. State agencies may not execute a contract and reserve the right to terminate an existing contract with a business entity that is not compliant with this provision. This provision applies to all contracts of all values.

Supplier Diversity

Minority Business Enterprise Program (MBE) The State of Wisconsin is committed to the promotion of minority business in the state's purchasing program and a goal of placing 5% of its total purchasing dollars with certified minority businesses. Authority for this program is found in ss. 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes. The University of Wisconsin Colleges and Extension is committed to the promotion of minority business in the state's purchasing program.

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.

Woman-Owned Business Enterprise Program (WBE) Woman-owned business enterprises (WBEs) are certified by the Wisconsin Department of Administration. This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program 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://wisdp.wi.gov/search.aspx Disabled Veteran Owned Business Program (DVB) Disabled veteran-owned businesses (DVBs) are certified by the Wisconsin Department of Administration. This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program 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

VETERAN-OWNED BUSINESS Program (VB) 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).

Contact the DVA at: http://dva.state.wi.us. There is no price preference for certified VBs that compete for State Contracts.

BID PROCESS INSTRUCTIONS

Clarifications and/or Revisions through Designated Contact All communications and/or questions regarding this request must be in writing and must reference the bid number. Bidders are required to e-mail written questions to the Agent.

If a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission or other deficiency in this BID, 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 BID document.

Todd Pooler UW Procurement 140 University Services Building Menomonie, WI 54751 E-mail: tpooler@uwsa.edu

PHONE 608-890-0128

If a Bidder fails to notify the Purchasing Office of an error in the Bid 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 BID, supplements or revisions will be posted on http://vendornet.state.wi.us) and publicnotices.wi.gov.

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

Applicable Dates Date

11/12/19

11/18/19

12/13/19 -- 2:00 PM CST/CDT

Event

Date of Issue of the Bid

Written questions due

BID Due Date (CST/CDT)

Contract Term The initial term of this contract shall begin on the date of award and continue for three (3) year. This contract will be automatically renewed for two (2) additional one-year terms, unless termination clause 5.12 is optionally utilized.

Proprietary Information Any information contained in the Bidder’s response that is proprietary must be detailed separately on the attached Designation of Proprietary and Confidential Information Form (DOA-3027). Marking of the entire response as proprietary will neither be accepted nor honored. The University cannot guarantee that all such material noted remains confidential, particularly if it becomes a significant consideration in contract award. Information will only be kept confidential to the extent allowed by State of Wisconsin Public Disclosure Law (refer to Standard Terms and Conditions, Section 27.0). Pricing information cannot be kept confidential.

Accommodations for Individuals with Disabilities The University will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. Please contact Agent whose contact information is listed in section 3.1 to make a reasonable accommodation request.

Appeals Process Any protest of the University's solicitation or intent to award must be based on an alleged violation of the Wisconsin State Statute or a provision of a Wisconsin Administrative Code.

Appeals must be submitted no later than five working days after the date of solicitation or the notice of intent to award is issued by the University, written notice of intent to protest must be sent to:

The Office of the Executive Director The University of Wisconsin-Shared Services 432 N. Lake Street, Rm 507 Madison, Wisconsin 53706-1498 with a copy to:

Director of Procurement University of Wisconsin-Shared Services 432 N. Lake Street, Rm. 501 Madison, Wisconsin 53706-1498

The complete protest must be received by the Executive Director and the Director of Procurement no later than ten working days after the date of solicitation or the intent to award is issued. The protest must be in writing. Protesters must make their protests as specific as possible and must specifically identify the Wisconsin State Statute and/or State of Wisconsin Administrative Code provision(s) allegedly violated.

The decision of the University regarding the protest may be appealed to the Secretary of the Department of Administration within five working days after denial by the University, with a copy of such appeal filed with the University.

Method of Bid

Bidder must submit on attached spreadsheet, their net unit prices, by bus size, for each component of their costs. Any costs not provided on the cost sheet will not be compensated and will be the sole responsibility of the contractor. This pricing shall remain fixed for the initial term of the contract. All Prices listed must be in US dollars unless otherwise indicated.

GSA Pricing This bid may qualify for GSA Pricing. If you have a GSA contract covering any of the items specified, enclose information on use of that contract including the contract number.

Method of Award

It is the intention to award multiple vendors with this solicitation who meet the minimum requirements, are cost competitive and .

Vendors will be ranked from the lowest to highest aggregated costs, by lot, which is judged to be in the best interest of the University. Campuses book trips with the lowest bidder that has available equipment on the day(s) of the event. Bids that state the University shall guarantee orders of a specific quantity or dollar amount will be disqualified. It is the intention of the UW to make a single award. The UW reserves the right to award to multiple vendors if it is in the UW’s Best interest.

Aggregated costs will be calculated using the following assumptions.

1. There will be 25 trips for each type of bus within each lot (I.e. Items 1 through 5). This is for calculation purposes and is not a guarantee of future volumes.

2. Lot 1, The trips will be for 500 miles round trip and last for 8 hours. No Dead Head miles.

3. Lot 2, The trips will be for 3,000 miles round trip and last for 4 days and 3 nights. 9 hours of driving will be required each day Supplier Diversity Preferences State of Wisconsin agencies may make awards to certified Minority Business Enterprise (MBE), or Disabled Veteran-Owned Business (DVB) firms submitting the lowest qualified bid when that qualified bid is not more than 5% higher than the apparent low bid or the proposal is no more than 5% lower than the apparent high point score. Authority for this program is found in ss. 16.75(3m)(b)2,3, 16.75(3m)(c)(4) and 560.0335(1)(b)(3), 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes.

The University reserves the right to make an interim award and to require proof of performance through a “trial” period of up to six months before awarding a final Contract. During this “trial” period, the University shall review the Contractor's performance, including invoicing requirements, to ensure complete compliance with the Contract.

If deficiencies are not remedied to the complete satisfaction of the University, the “trial” period shall be canceled, and award shall be made to the next lowest responsible bidder. The final interim award decision rests with the University based upon the data it collects.

If the Contractor's performance demonstrates that the Contractor is capable of complete compliance with the contract on a continuous basis for the six-month trial period, the University shall make a final award for the contract.

BIDDER QUALIFICATIONS

To be eligible for a Contract award, you must be licensed/authorized to provide this service by the state and federal government and able to provide the information requested in the solicitation and it’s attachments or your bid will be disqualified. Respond on Bidder Response Sheet (Attachment A).

Bidder Information Bidder must complete the attached Vendor Information Form (Attachment C) to identify designated contact people, to provide information regarding the size of the bidder’s company, and other information as requested. All sections of this form must be completed.

Bidder Experience The Bidder (company or its principals) must be in the business of providing Charter Busing Services and must have done so for the past three (3) years. If you provide similar services to educational institutions of similar size and complexity, those refences are preferred.

Authorization Bidder must be licensed in the State of Wisconsin and be compliant with all Federal, State and local requirements to provide this service, at the time of bidding and during the length of the contract. Failure to maintain this compliance shall be grounds for immediate termination of the contract.

Client List / References If contacted, information received from those clients will be used to determine whether bidder can reasonably meet contract requirements and specifications. Client references may be used in the award consideration.

Fair Price Analysis Purchases made under this contract may require further fair price analysis. Bidders should identify on the Bidder Response Sheet the type of documentation they will provide (i.e. published price list, list of previous buyers, etc.) to allow the University to complete this analysis. The awarded Bidder will be required to provide this documentation prior to the order being issued.

If, because of riots, war, public emergency or calamity, fire, flood, earthquake, act of God, government restriction, labor disturbance or strike, business operations at the University are interrupted or stopped, performance of this contract, with the exception of monies already due and owing, shall be suspended and excused to the extent commensurate with such interfering occurrence.

Trademark Bidder may be able to provide University of Wisconsin Schools with bus wraps. Bidder will have no ownership or right to use UW System or UW Schools Trademarks, Logos or other symbols of the University other than the fulfillment of the services under this contract. All trademarks, logos or other symbols of the University in which the University has a proprietary, licensed or copyright interest shall remain their exclusive property.

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.

PERFORMANCE AND CONTRACT REQUIREMENTS

Firm Prices Prices must remain firm for the initial contract term. Prices established may be lowered due to general market conditions or negotiations between the Contractor and the University.

The percentage off list must remain firm during the initial and each succeeding contract term; or may be renegotiated by the University and the Contractor. You must utilize the cost sheet supplied with this Request for Bid

5.1.6 Price lists should be labeled with the contract number and lot(s) if applicable, to which they apply.

On Site Service In carrying out the scope of this Contract, the Contractor shall be required to perform services on University property. Bidders cost must include all transportation charges. Certificates of Liability with appropriate levels of coverage must be provided prior to beginning work.

Service and/or maintenance of this equipment may be required. Indicate on the Bidder Response Sheet whether work is performed on your site or ours, response time on any work requested, the number of miles your site is from ours, if work is performed on your site.

Requirements for Criminal Background Checks This contract is contingent upon, Contractor supplying workers who have passed a criminal background check that includes a national criminal background check database demonstrating the worker has no convictions or pending criminal charges that are substantially related to the contracted-for activities or services, including but not limited to, those that would render the worker unsuitable for regular contact with children. Disqualifying convictions or charges include, but are not limited to, sexual offenses, violent offenses, and drug offenses.

If, in the course of providing services to the UW, Contractor (or its employee) observes an incident or threat of child abuse or neglect, or learns of an incident or threat of child abuse or neglect, and the Contractor (or its employee) has reasonable cause to believe that child abuse or neglect has occurred or will occur, Contractor must make a report of that abuse or neglect to law enforcement or to a county social service agency as provided in UW’s Policy on Mandatory Reporting of Child Abuse and Neglect (“the Policy”). If the suspected child abuse or neglect involves an allegation against a UW employee or agent (e.g. student, volunteer, Contractor, etc.), or the incident or threat of child abuse or neglect occurred on the UW campus or during a UW-sponsored activity, the Contractor shall also report to the UW Police Department or UW’s Office for Equity and Diversity.

Timeliness of Delivery Trips will be scheduled in advance. Once a trip is awarded to a contractor, contract must give seven (7) days advanced notice.

Additional Items/Services Similar items/services may be added to this Contract provided it was mutually agreeable to both Purchasing Services and the Contractor. Scope of work and pricing (including discounts) must be consistent with the current contract items/services.

Invoicing Requirements

5.6.1 Contractor must agree that all invoices and purchasing card charges shall reflect the discounts and net prices established for the items/services on this contract for all orders placed even though the contract number and/or correct prices may not be referenced on each order or at time of purchasing card order.

The University must meet a statutory mandate to pay or reject invoices within 30 days of receipt of properly submitted invoices by University Accounts Payable. Before payment is made, Accounts Payable must verify that all invoiced charges are correct per this Contract. Only properly submitted invoices will be officially processed for payment.

The Prompt Payment Policy requires that your invoices be clear and complete and in conformity with the list below and must be itemized showing:

· Contractor name

· remit to address

· purchase order number

· release number if given

· date of order/release

· Starting Point, waypoints and end point

· complete item description including how the costs were calculated (i.e. Miles X price, time X price, etc.). Invoices to do not contain this information, may be rejected.

· prices per the Contract

Please provide a sample of your invoice to show that you can meet these requirements.

At the discretion of Purchasing, invoices not reflecting the correct discount or net prices may be short paid or disputed.

The original invoice must be sent to the address on the purchase order, unless the customer identifies and establishes a different bill-to location.

5.6.2 Purchasing Card:

Order confirmation shall contain the same detail as listed in Section 5.6.1 and should be sent to the address given at the time of the order is placed.

Any fees charged for use of the University’s purchasing card program are not allowed.

Payment Terms The University shall be billed in arrears and payment will be made net 30 days from receipt of a valid invoice.

Insurance The Contractor shall maintain insurance levels as required in Standard Terms and Conditions, Section 22.0 and additional coverage required below. A certificate of insurance must be provided upon award, and on an annual basis throughout the term of the Contract.

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, automobile and Contractor’s liability policies. The certificate holder shall be listed as the University of Wisconsin-System Administration or System campus for their respective purchases.

Additional insurance requirements for this bid are as follows and a Certificate of Liability with appropriate coverage levels must be provided prior to beginning work. :

On notification of award and prior to issuance of a contract, the contractor (vendor) shall provide the University a Certificate of Insurance with the required coverage and limits of insurance issued by an insurance company that has an AM Best Rating of A-, is licensed to do business in the State of Wisconsin, and signed by an authorized agent.

All policies of insurance shall contain a covenant requiring sixty (60) days written notice by the insurer and sent certified mail to the contract administrator at the specific institution, before cancellation, reduction or other modifications of coverage. The insurance certificate shall be for the initial contract period of one (1) year and shall be renewed by the contractor for each subsequent renewal period of the contract.

In the event of non-renewal, cancellation, or expiration, the contractor shall provide the University evidence of the new source(s) of required insurance within twenty-one (21) calendar days after the University’s receipt of the sixty (60) day notice. Failure to maintain the required insurance in force may be cause for contract termination.

If the contractor fails to maintain and keep in force the insurance herein required, the University shall have the right to cancel and terminate the contract without notice.

The contractor agrees to indemnify, defend and hold harmless the Board of Regents of the University of Wisconsin System, its officers, employees and agents from and against any and all claims, losses, liability, costs or expenses (hereinafter collectively referred to as “claims”) occurring in connection with or in any way incidental to or arising out of the occupancy, use, service, operations or performance of work in connection with this contract, but only to the extent that such claims are caused by or result from the negligence, misconduct or other fault of the contractor, its agents, employees, subcontractors or contractors.

Performance Meetings The Account Representative and/or Contract Administrator must be available to meet as required with the University's Contract Administrator to evaluate contract implementation and performance and to identify continuous improvement.

Subcontracting

Activity Reports Contractor should, be able to report on an annual or semi-annual or quarterly or monthly, basis all items/services purchased against this contract during the designated report period, including but not limited to:

· Contractor name

· remit to address

· purchase order number

· release number if given

· date of order/release

· Starting Point, waypoints and end point

· complete item description including how the costs were calculated (i.e. Miles X price, time X price, etc.). Invoices to do not contain this information, may be rejected.

· prices per the Contract Contract Termination

Purchasing shall be final authority for all performance failure determinations not resolved through the ordering department or specific department.

Other Eligible Purchasers U.W. System campuses, State of Wisconsin agencies and Wisconsin municipalities shall be eligible to purchase off this contract.

A Wisconsin municipality is defined by Wisconsin Statute 16.70(8) to include counties, cities, villages, towns, school boards, sewage, drainage, vocational, technical and adult education districts, and other bodies with the power to award public contracts.

Record and Audit The Contractor shall establish, maintain, report as needed, and submit upon request records of all transactions conducted under the contract. All records must be kept in accordance with generally accepted accounting procedures. All procedures must be in accordance with federal, State of Wisconsin and local ordinances.

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.

Entire Contract A contract will be awarded based on the criteria established in this Request for Bid, including attachments and any amendments issued. The BID, 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:

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 System Purchasing Department. Any exceptions to this BID should be submitted with your response and alternative language proposed.

Deviations and exceptions from original text, terms, conditions, or specifications shall be described fully, on the bidder's letterhead, signed, and attached to the bid response as an attachment. Each deviation and exception must be identified by the section, page and paragraph to which it applies. In the absence of such statement, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and the bidder shall be held liable.

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.

A Word copy of this exceptions document must be submitted with your electronic bid response.

Travel Per Diems All Contractor’s travel expenses shall not exceed federal Per Diem Rates. Vendor shall pay costs at the time they are incurred and bill them back to the University on billing statement with no mark up.

SPECIFICATIONS

Information for bidders This Request for Bid shall require data from each bidder to enable the University to determine which bidders are qualified according to the criteria in this contract. Bidders shall furnish complete descriptions of their capabilities in the field of Coach Busing Services. The University will determine responsible bidders from the information provided and as defined in the State Bureau of Procurement Regulation, and only those will be further considered for contract award. Representatives from the University reserve the right to inspect the bidder's facilities and other operations under the contractor’s management prior to award of this bid.

Bidders shall provide a written response to all the following bidder's information (paragraphs 6.2 through 6.9). Each response shall be numbered to coincide with the bidder's information numbering and presented in the sequence listed. The bidder's information shall be prepared simply and economically, providing straightforward, concise information and descriptions as required. Emphasis should be on completeness and clarity of content. Omission, inaccuracy or misstatement may be sufficient cause for the rejection of a bid.

This shall not be construed as a mandatory contract on the schools. They shall retain the right to contract with other vendors if it is in their best interest.

Mandatory Requirements

6.2.1. The Bidder (company or its principals) must be in the business of providing Charter Busing Services and must have done so for the past three (3) years. Do you comply with this requirement?

6.2.2. The successful contractor will be required to provide the University of Wisconsin Schools with a copy of their I.C.C. Tariff Rate Sheet for Interstate Travel and their travel authorization from I.C.C prior to the charter trips. Will you comply with this requirement?

6.2.3. You must provide a current copy of the bidder company’s Federal Highway Administration Carrier Profile (MCS 90B). Will you comply?

6.2.4. Contractor(s) must comply with all Department of Transportation requirements for parties providing this service. This includes but is not limited to vehicles, employees, etc. Are you and will you remain in compliance with these requirements?

6.2.5. Charter Bus contractors must meet state standards of equipment and drivers per Wisconsin Administrative Code Trans 300, Subchapter II (equipment) and Trans 300.16 (driver equipment). Are you and will you remain in compliance with these requirements?

Company Information

6.3.1. Please provide your companies name and address for your Corporate Headquarters.

6.3.2. Please provide address(es) for locations that will service our account. Please specify for each of our locations (i.e. UW Eau Claire, UW River Falls, UW Stout).

6.3.3. Please describe the duration (years) and extent of experience your company has been in the Coach Busing Services Business.

6.3.4. Provide a description of at least three (3) other companies or schools in which you provide Coach Busing Services like what will be provided to UW Eau Claire, UW River Falls, and UW Stout. Include length of time with account and account contact person’s name and telephone number. UW System may also conduct independent reference checks and employ them in evaluating bidder responsibility.

6.3.5. Provide evidence of your financial capacity to support the services requested in this Request for Bid. Examples include a complete balance sheet or annual report as of the last previous fiscal year of operation. Certified Public Accountant certification may be required.

6.3.6. The bidder's response must clearly demonstrate the capacity to handle the requirements of this contract in addition to current workload. Provide a fleet listing with the following minimum information for each vehicle: date of manufacture, passenger capacity, and special features (restroom, A/C and heat, DVD/VCR, TV, etc.). Indicate the bidder’s average daily commitment during the months of January 1, 2019 through November 1, 2019. See Attachment G Equipment List Technical Specifications

6.4.1. Vendor must have capability to communicate between buses in the event of several chartered buses traveling together.

6.4.2. Provide a detailed description of bidder’s preventive maintenance program, including replacement policy for worn or defective equipment. Include a description of how bidder deals with breakdowns on the road or at destination sites away from the home facility.

6.4.3. Occasionally trips will be cancelled because of bad weather conditions, losses at conference tournaments, not enough participants, etc. There will be no penalty to the University for cancellations made 24 hours or more in advance of scheduled charter. Cancellations made with less than 24 hour notice of the scheduled trip are subject to a vendor cancellation fee not to exceed $50.00. If a cancellation fee will be assessed, the dollar amount must be shown on the Itemized Bid List.