Proposal No. 22-5387

UNIVERSITY OF WISCONSIN

MADISON, WISCONSIN 53715-1218

University of Wisconsin – Madison Request for Proposal

THIS IS NOT AN ORDER

OFFICIAL SEALED

Proposal Number: 22-5387

NO PUBLIC OPENING

Issued Date: 01/25/2022

Due Date: 02/24/2022 2:00 PM CT Agent: CALEB HALL

Questions regarding this proposal – see Section 2.6

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.

Point of Sale and Related Systems

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:

Signature:

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Title:

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Table of Contents

1. General Information

1.1. Purpose:

The University of Wisconsin-Madison, hereinafter referred to as the “University”, through its Purchasing Services Department, hereinafter referred to as “Purchasing”, requests proposals for software and hardware for a Transaction System, Point-of-Sale System, Online/Mobile Ordering application, User Account Management Site, and a Mobile Credential solution.

Background/and Current Environment The University of Wisconsin-Madison is a land grant university covering 938 acres located in downtown Madison, WI. The University has a Fall 2021 enrollment of 47,936. In addition, the campus has 24,000 faculty and staff plus a large affiliate population that includes UW Hospital, Extension, Emeritus, and other UW System personnel.

The University has managed a campus-wide point-of-sale (POS) and transaction system dating back to 1996. This enterprise system provides integrated solutions to support campus dining and retail operations. These systems also support the campus accounts and meal plan programs.

Transact Campus has been the vendor for these core applications since 2012 and the current contract ends June 30, 2022. Most hardware is obsolete and will need to be replaced. The University is seeking solutions that can support our diverse campus environment for the next 5-10 years.

See Exhibit One for more details regarding current environment.

Scope The University seeks innovative solutions for each of these systems referenced above, or other related hardware and software available that can integrate with the various components that make up the University’s campus card program and point-of-sale operations. It is desired to have the new solutions in place by July 1, 2022.

Note that the University has split out different areas of expertise / functionality as separate Lots because not every company may be able to provide all of the requested services. Every Proposer must respond to all Mandatory Requirements in each Lot. Proposers may respond to more than one Lot but are not required to do so. Proposers will only be considered for Lots in which they provide responses and costs.

Please only submit ONE proposal, even if you are responding to more than one Lot. If you are responding to multiple Lots, include answers to the corresponding Lot and provide cost on the correspondent Lot tab.

The University reserves the right to negotiate with any contracted vendor(s) to establish additional discounts and/or lower prices for products determined to meet the requirements of a University-led initiative to set product standards. Contractor vendor(s) may be asked to provide new, lower prices for these standard products and configurations for a limited, fixed term, to fall within the term of the contract resulting from this Request for Bid/Request for Proposal.

All University of Wisconsin-Madison departments must be eligible to purchase from this contract.

Additional background information related to the present campus environment is provided below.

Book Store: The University Book Store uses the MBS Books point-of-sale and ecommerce solutions for their operations. These applications interface with our transaction system for campus card payment processing.

Copying: The University has a small number of copy readers on campus that are in our campus libraries. These copiers have a Transact Campus hardware device installed to process campus card payments.

Credentials: The University issues an HID Corporate 1000 35-bit proximity card with magnetic stripe. The University hopes to update to a new credential in the coming year although a decision on the new card technology has not been made. Acquisition of a new physical card is outside the scope of this procurement; however, the University is interested in exploring the feasibility of implementing a mobile credential as part of this RFP.

Dining/Food Operations: The University of Wisconsin-Madison has multiple self-operated dining operations on campus. The School of Agriculture and Life Sciences operates two food/retail locations that sell meats, cheeses, ice cream, and sandwiches. University Housing has six primary locations that provide a variety of dining concepts. The Wisconsin Union has two main buildings with multiple food concepts and the Wisconsin Union also operates small delis in 15 academic buildings across campus.

Discounts: Most dining operations provide discounts on campus card declining balance account purchases. For example, if a student lives in University Housing and makes a purchase at a Housing dining facility, the student will automatically receive a 30% discount on prepared food, a 10% discount on packaged or barcoded items, and the purchase is exempt from Wisconsin sales tax. Another example of discounts includes a 30% employee discount on food purchases for Wisconsin Union staff at Wisconsin Union dining locations.

In our current system, the cashier only needs to press one button to initiate this process. The POS system automatically applies the appropriate discounts after completing a series of verifications to confirm someone’s status based on demographic information available in the transaction system.

Hardware: A list of campus locations and hardware needs is included in the “UW-Madison Hardware and Integration Needs by Location” document. This document outlines each campus profit center and hardware or integration needs. The document also identifies some existing ELO kiosks as well as HP-RP2 and HP-RP9 POS devices that are newer that the University hopes it can continue to use. Locations using this hardware is indicated in the Comments column of the hardware document. Vendor should clearly identify if they are able to support this hardware.

Laundry: The campus has 24 laundry rooms located in University Housing facilities. Housing charges for each wash cycle and dryers are free. The laundry rooms range in size from 2 machines up to 30. Machines are activated by making payment with a campus declining balance account from a central reader device in each laundry room. University Housing also uses Laundry Alert so students can monitor machine availability.

Meal Plans: University Housing uses meal plans for many of their summer conference groups. Housing is also moving their resident hall dining program from a declining balance program to traditional meal plans in Fall 2022.

Mobile Credentials: The University seeks a secure mobile credential that uses a secure NFC solution and can be used with both iOS and Android phones. The credential should be able to be used across campus to open doors, pay for purchases in campus food and retail locations, and gain access to other campus services and facilities. The University has a standalone photo ID database and does not directly integrate with the transaction system. The University does not currently own or support an ISO number and understands work will need to be completed to build up campus infrastructure to support a mobile credential.

Mobile Ordering: The University currently uses Grubhub and Starship for mobile ordering. Grubhub is accepted at most campus dining location for in-person order pickup, however this contract ends in June 2022. In addition, University Housing uses Starship to provide delivery from Housing dining locations and Housing intends to continue to use this service for both pickup and delivery going forward.

Off-Campus Merchants: The University does not permit use of campus accounts at off-campus merchants.

Payment Processing Providers: The University is a customer of US Bank and uses Elavon as the credit card payment processor for campus. In 2019, the POS system processed approximately 1.7 million credit card transactions. The University also uses Cashnet for bursar account payments and ACH payment processing. There is no intent to replace these solutions as part of this procurement.

Printing: Papercut and netZcore are two print solutions used on campus. These applications interface with our transaction system for campus card payment processing.

RecWell: The University’s recreational sports facilities use Innosoft Fusion. This application interfaces with our transaction system for campus card payment processing.

Retail Operations: The University has multiple convenience store operations. In addition to convenience stores that are part of the dining operations, there are also other campus locations that sell course packets, school supplies, parts, and various other items.

Vending: The University has a contract with Compass Group Canteen to provide vending services for over 300 soda, snack, and coffee machines across campus. In addition, University Housing has a Chowbotics machine with a Cantaloupe reader installed. Both solutions interface with our transaction system for campus card payment processing.

Wiscard user account management site: JSA Technologies Student Link application supports the campus card account management site. This web site permits account holders to view account balances and six months of account history, make deposits using credit card or ACH, assign guest user access to accounts, and suspend or reactivate a lost card.

1.2. Organization of this Solicitation Document:

This document is divided into five (5) main sections. The sections also refer to “Attachments” when such organization assists in making this document more fluid. The five (5) main sections are:

1.3. Definitions:

The following definitions are used throughout this document:

Agent means UW Madison Purchasing Agent responsible for this Request for Proposal. Full contact information can be found in Section 2.6.

API means Application Programming Interface.

Campus account means an account used to make on-campus purchases. Accounts are typically declining balance accounts but could also be meal plans.

Contractor means successful proposer awarded a contract.

CT means Central Time.

Department means UW Madison ordering department.

DVB means Disabled Veteran-Owned Business.

MBE means Minority Business Enterprise.

Meal Plan means a board plan or process to provide a patron with an account that provides access to a specified number of meals each week.

P2PE means Point-to-Point Encryption.

PA-DSS means Payment Application Digital Security Standard.

PCI DSS means Payment Card Industry Data Security Standard.

Proposer means a firm submitting a Proposal in response to this Request for Proposal.

PTS means PIN Transaction Security.

Purchasing card means State credit card.

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.

REST means Representational State Transfer.

RFP means Request for Proposal.

SOAP means Simple Object Access Protocol.

Wiscard means the UW Madison ID and campus declining balance program.

1.4. eSupplier/VendorNet Registration:

Registration on the State of Wisconsin’s eSupplier Portal (eSupplier.wi.gov) is available free of charge to all businesses and organizations that want to sell to the state. Refer to Bidder Response: Registration and Sign-in Process for further instructions. Registration allows a vendor to:

1.4.1. Registration for a bidders list for commodities/services that the vendor wants to sell to the state.

1.4.2. 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 Request for Proposal (RFP) with an estimated value over $50,000.00 in their designated commodity/service area(s).

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

1.4.4. Only vendors registered, with a valid e-mail address, at the time of 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.

1.5. Parking:

University parking is very limited. Each Contractor and/or employee(s) shall make their own arrangements for parking through UW Transportation Services (website: http://transportation.wisc.edu/parking/parking.aspx) No additional costs will be allowed for parking fees or violations. Unauthorized vehicles parking in University lots or loading docks without permits will be ticketed and or towed.

1.6. Reasonable Accommodations:

The University will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request.

2. Preparing and Submitting a Proposal

2.1. Applicable Dates:

Date

Event

2.2. Submittal Instructions:

ONLY EMAILED BID RESPONSES WILL BE ACCEPTED.

All completed proposals must be e-mailed to bids@bussvc.wisc.edu, with the RFP number and vendor name in the subject line. Proposals must be received and date/time stamped prior to 2:00 p.m. Central Time (CT) on the stated proposal due date.

RETAIN A COPY OF YOUR BID RESPONSE FOR YOUR FILES

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 of signature pages should be a scanned copy of the document with ACTUAL signatures and initials (or electronic signatures) and should be received prior to 2:00 p.m. CT on the stated due date.

Contact Purchasing Services Agent listed in Section 2.6 for assistance.

The Maximum file size that can be accepted is 25MB. Please consider submitting your proposal as a zip file.

2.3. Proposal Response Format:

Proposals 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 C

· Current W-9 (IRS Form may be found here: https://www.irs.gov/pub/irs-pdf/fw9.pdf ) Tab 2: Responses to specifications in Section 4. – Requirements and Specifications (Sections 4.1 - 4.5) Tab 3: Cost Proposal, Attachment B Tab 4: Exceptions to the RFP Terms and Conditions in a Word document (if necessary – see Section 3.1)

· Redacted copy of the Proposal and DOA-3027, if applicable; submit as a separate attachment (see RFP Section 2.8 for further details)

· Other

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. Oral Presentations, Product Demonstrations and Proposer Location Site Visits (Pre-Award):

The University at its sole discretion, may require oral presentations, product demonstrations and/or proposer location site visits to validate information submitted with the proposals. Failure of a proposer to conduct a presentation on the date scheduled or allow an on-site/proposer site visit may result in rejection of the proposal. These events cannot be used as an opportunity to alter proposals submitted.

2.6. Clarifications and/or Revisions through Designated Contact:

All communications and/or questions in regard to this request must be in writing and must reference the proposal number. Proposers are encouraged to FAX or e-mail written questions to the Agent. Verbal questions when permitted must be directed to the Agent.

If a Proposer discovers any significant ambiguity, error, conflict, discrepancy, omissions or other deficiency in this RFP, they have five (5) business days after the RFP 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 RFP document.

ADMINISTRATIVE:

Caleb Hall

UW Purchasing

21 N Park St, Suite 6101

Madison, WI 53715-1218

E-mail: cmhall6@wisc.edu

If a Proposer fails to notify the Purchasing Office of an error in the RFP document which is known to the Proposer, or which must have reasonably been known to the Proposer, then the Proposer shall submit a response at the Proposer’s risk and if awarded a contract, shall not be entitled to additional compensation or 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 RFP, supplements or revisions will be posted on http://vendornet.state.wi.us and publicnotices.wi.gov.

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

2.7. Multiple Proposals:

Proposers who wish to submit more than one proposal may do so, provided that each proposal stands alone and independently complies with the instructions, conditions and specifications of the request. If multiple responses are submitted, the University reserves the right to select the most advantageous proposal to the University.

2.8. Proprietary Information:

Any information contained in the Proposer’s response that is proprietary must be detailed separately on 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). A copy of the form needed to designate portions of your submission as proprietary can be found at: http://vendornet.state.wi.us/vendornet/doaforms/doa-3027.doc

2.9. 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.

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 received by:

The Office of the Chancellor

The University of Wisconsin-Madison

500 Lincoln Drive

Madison, Wisconsin 53715-1218

With a copy to:

Director of Purchasing Services

University of Wisconsin-Madison

21 N Park St, Suite 6101

Madison, Wisconsin 53715-1218

The complete protest must be received by the Chancellor and the Director of Purchasing Services 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.

3. Terms and Conditions of Contract

3.1. Entire Contract:

A contract will be awarded based on the criteria established in this Request for Proposal, including attachments and any amendments issued. The RFP, the proposal 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. Contract Award Letter B. Original Request for Proposal Number 22-5387 dated, 01/25/2022 including amendments/attachments C. Proposer response to RFP D. Official Purchase Order (when applicable) Any other terms and conditions provided by the Proposer with the proposal 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 RFP should be submitted with your response and alternative language proposed.

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

Submitting a standard Proposer 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 proposal.

The University reserves the right to negotiate contractual terms and conditions or reject the Proposer’s response and proceed to the next qualified proposer.

3.2. Contract Administrator:

Any correspondence must include reference to Contract number 22-5387 and be sent to the Contract Administrator. The Contractor Administrator is authorized to give the approvals required under this contract on behalf of the University.

A. University The Contract Administrator for the University is:

Caleb Hall

University of Wisconsin-Madison

Purchasing Services

21 N Park St, Suite 6101

Madison, WI 53715-1218

E-mail: cmhall6@wisc.edu

B. Day-to-day operations for the University will be handled by:

Jim Wysocky

Wiscard Office

1308 W Dayton St

Madison, WI 53715

E-mail: jim.wysocky@wisc.edu

PHONE: 608-265-8789

3.3. Term of Contract:

It is the intent of the University to start the resulting Contract upon successful negotiations. The contract shall be effective on the contract execution date and shall run for Five (5) years from that date, with an option to renew for Five (5) additional one (1) year periods.

This contract shall automatically be extended into its sixth, seventh, eighth, ninth, and tenth years unless the Contract Administrator is notified in writing by the Contractor; or the Contractor is notified by the Contractor Administrator in writing 30 calendar days prior to expiration of the initial and/or succeeding contract term(s).

3.4. Contract Termination:

3.4.1. The University may terminate the Contract at any time, without cause, by providing 60 days written notice to the Contractor. If the Contract is so terminated, the University is liable only for payments for products provided or services performed, to the extent that any actual direct costs have been incurred by the Contractor pursuant to fulfilling the contract. The University will be obligated to pay such expenses up to the date of the termination.

3.4.2. Shall either party fail to perform under the terms of this Contract; the aggrieved party may notify the other party in writing of such failure and demand that the same be remedied within 10 calendar days. Should the defaulting party fail to remedy the same within said period, the other party shall then have the right to terminate this Contract immediately. Performance failure can be defined but not limited to failure to provide any of the Terms, Conditions or Specifications.

3.4.3. If at any time the Contractor performance threatens the health and/or safety of the University, its staff, students or others who may be on campus, the University has the right to cancel and terminate the Contract without notice.

3.4.4. Failure to maintain the required Certificates of Insurance, Permits and Licenses shall be cause for Contract termination. If the Contractor fails to maintain and keep in force the insurance as provided in Standard Terms and Conditions, Section 22.0, the University has the right to cancel and terminate the Contract without notice.

3.4.5. If at any time a petition in bankruptcy shall be filed against the Contractor and such petition is not dismissed within 90 calendar days, or if a receiver or trustee of Contractor's property is appointed and such appointment is not vacated within 90 calendar days, the University has the right, in addition to any other rights of whatsoever nature that it may have at law or in equity, to terminate this contract by giving 10 calendar days’ notice in writing of such termination.

3.4.6. All notices of performance failure must be submitted in writing to Purchasing, 21 N Park St, Suite 6101, Madison, WI 53715-1218. Purchasing shall be final authority for all performance failure determinations not resolved through the ordering department.

3.5. Orders:

Under this contract, Specific order(s), Contract blanket order(s), or Purchasing Card orders (defined below) may be issued to the Contractor(s).

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

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

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

3.6. Firm Prices:

Prices 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.

Prices increase requests proposed after the initial Contract term, along with an updated Price List, must be received by Purchasing in writing 30 calendar days prior to the beginning of the next contract term for acceptance or rejection. Proposed price increases are limited to fully documented cost increases submitted with the request. If Purchasing deems cost increases are not acceptable, it reserves the right to rebid the contract in whole or part. Acceptance of the price increases shall be in the form of an amendment to the contract.

Price increases must be labeled with the contract number and be submitted in the same format as the original Proposal. Any price increase requested that is not submitted in the proper format may be rejected.

Contractor should promptly notify Purchasing of new or discontinued items.

3.7. 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 Contract Net 30 days as accepted by the University.

3.8. Invoicing Requirements:

3.8.1. Invoices for Purchase Orders:

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

The University must meet a statutory mandate to pay or reject invoices within 30 days of receipt by University Accounts Payable. Before payment is made, it also must verify that all invoiced charges are correct as per this Contract. Only properly submitted invoices will be officially processed for payment. Prompt payment requires that your invoices be clear and complete in conformity with the instructions below. All invoices must be itemized showing:

· Contractor name

· remit to address

· purchase order number

· release number if given

· date of order/release

· item manufacturer’s name or abbreviation (if applicable)

· complete item description including catalog, model and/or stock number(s) identical to those stated in proposal

· prices per the Contract 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 University Accounts Payable, 21 N Park St, Suite 5301, Madison, WI 53715-1218.

3.8.2. Purchasing Card:

Order confirmation shall contain the same detail as listed in Section 3.8.1 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.

3.9. F.O.B. Destination:

All deliveries shall be FOB Destination. Delivery charges and risk of loss shall be borne by the Contractor. Delivery will be made by common carrier or Contractor’s truck, with unloading to be performed by the carrier/contractor and carton(s) transported to the interior/ground floor or inside dock at various locations. Proposal prices must include all packing, freight, insurance charges and installation/operation manuals, excluding any import/export costs.

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

Indicate on the Cost Proposal Form the Country of Origin and Shipping Point.

For University Imports: See Section 3.11 Failure to bid FOB DESTINATION delivery charges and risk of loss borne by the Contractor in proposal price or discount may disqualify your proposal.

3.10. On Site Service:

In carrying out the scope of this Contract, the Contractor shall be required to perform services on University property. Proposers’ cost must include all transportation charges.

3.11. 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.

Proposals must include costs from proposer’s door to port of destination and local delivery charges. Custom Charges/Fees should be itemized on the Cost Proposal Form (Attachment B). Custom Charges/ Fees will be included in the cost for the purpose of determining the lowest cost proposed. The University reserves the right to compare the quoted Custom Charges/Fees with those from a University contracted customs broker and select whichever option is judged to be in the best interest of the University.

If the University is selecting the customs broker and paying the Custom Charges/Fees directly to them, the awarded Contractor must use the University's contracted customs broker identified on the purchase order.

3.12. Travel Per Diems:

All of the Contractor’s travel and per diem expenses shall be the Contractor’s sole responsibility. Payment to the Contractor by the University shall not include an additional amount for this purpose.

3.13. Campus Delivery Requirements:

3.13.1. Delivery of orders shall be made to the University departments five days per week, Monday through Friday, during normal University business hours.

3.13.2. The University of Wisconsin-Madison no longer permits access to trucks over 30 ft. in length on several designated streets on this campus. The exceptions are trucks necessary for the delivery or pick up of perishable commodities, private construction vehicles, vehicles carrying radioactive materials, and campus service vehicles. For specific policy language, a campus map and restrictions, see the University Transportation Services website at http://transportation.wisc.edu/resources/large_truck.aspx.

3.13.3. This contract requires that Contractor deliver goods to the stated delivery address in accordance with the 30’ truck policy referenced in Section 3.13.2 above. Any unique delivery arrangements must be pre-approved by contacting the ordering department or Material Distribution Services (MDS) at (608) 497-4432. MDS reserves the right to charge Contractor reasonable material handling fees for any deliveries they make for the Contractor.

3.14. Acceptance and Test (Post Award):

Acceptance testing will occur within 60 days after the item/service has been installed. Acceptance testing will be performed by the University and will consist of verification of the specifications and performance requirements.

If the item/service does not meet specification or performance requirements, the Contractor will have 60 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.

Jim Wysocky, 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.

3.15. Insurance:

The Contractor shall maintain insurance levels as required in Standard Terms and Conditions, Section 22.0. A certificate of insurance must be provided upon award and provided 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 and liability policies. The certificate holder shall be listed as the University of Wisconsin-System Administration or System campus for their respective purchases.

3.16. W-9 Form:

All suppliers are required to submit a current W-9 for the University to set up a supplier file. Below is a link to the current IRS form. https://www.irs.gov/pub/irs-pdf/fw9.pdf

3.17. Activity Reports:

Contractor should be able to report on annual basis all items/services purchased against this contract during the designated report period, including but not limited to:

· Date of order/release

· Item manufacturer’s name or abbreviation (if applicable)

· Complete item description including catalog, model and/or stock number(s) identical to those stated in proposal

· Prices per the Contract

3.18. 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.

3.19. Performance Meetings:

The Account Representative and/or Proposer 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.

3.20. Subcontracting:

3.20.1. Any Contract resulting from this proposal shall not be, in whole or in part, subcontracted, assigned, or otherwise transferred to any Subcontractor without prior written approval by Purchasing. Upon request Contractor must provide Subcontractor’s complete contact information including EIN# (TIN#, SS#) and signed W-9 for.

3.20.2. 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.

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

3.21. Fair Price Analysis:

Purchases made under this contract may require further fair price analysis. The awarded Proposer will be required to provide documentation (i.e. published price list, list of previous buyers, etc.) to allow the University to complete this analysis.

3.22. Severability:

If any provision of this contract shall be, or shall be adjudged to be, unlawful or contrary to public policy, then that provision shall be deemed to be null and separable from the remaining provisions and shall in no way affect the validity of this contract.

3.23. Environmentally Friendly (“Green”) Product:

Contractors are encouraged to identify products that are made of recycled products, that use environmentally friendly production methods, or that can be recycled at the end of their service life. The UW will make every effort to purchase “Green” products wherever feasible or possible based on individual project needs and funding available.

3.24. Supplier Diversity:

3.24.1. 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-Madison 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.

3.24.2. Woman Owned Business (WBE)

The State of Wisconsin is committed to the promotion of Woman-Owned Businesses as outlined in 560.035, Wisconsin Statutes.

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.

3.24.3. Disabled Veteran Owned Business (DVB)

The State of Wisconsin policy provides that Disabled Veteran-Owned Business Enterprises certified by the Wisconsin Department of Administration 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 Disabled Veteran-Owned Businesses or by using such enterprises to provide goods and services incidental to this agreement, with a goal of awarding at least 1% of the contract price to such enterprises.

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

A listing of certified minority businesses, as well as the services and commodities they provide, is available from the Department of Administration, State Supplier Diversity Program, 608/267-9550. To view all DVB firms, go to https://wisdp.wi.gov/search.aspx, select the DVB box, and click search.

3.25. 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.

3.26. 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: https://www.sam.gov/SAM/ and https://acquisition.gov/browsefar.

3.27. 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.

3.28. 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.

3.29. 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.

4.

Requirements and Specifications Requirements that include the word “must” or “shall” describe a mandatory requirement. Failure to meet a mandatory requirement may disqualify your proposal.

Only proposals submitted by Proposers that meet all mandatory specifications will be considered for evaluation.

The Proposers response to this Section must clearly demonstrate the capacity to handle the needs stated in this RFP in addition to the Proposers current workload. The University reserves the right to request supplementary information deemed pertinent to assure Proposer’s competence, business organization, and financial resources are adequate to successfully perform.

NOTE: Failure to respond to all items in this section may be deemed as sufficient reason to reject a proposal. Format your response to correspond numerically with items on the Submittal Instruction (see Section 2.3.).

The University has identified different areas of expertise / functionality and split into the following Lots because not all companies will have the expertise to provide all of the requested services.

Please respond to one or more of the following lots including all Mandatory Requirements for each lot you are responding to. Answer the questions and complete the appropriate cost sheet Tab(s). You may respond to one or multiple Lots. Awards will be made by Lot. Multiple Proposers may be awarded in each Lot.

4.1. LOT 1 - Transaction System (1000 Points):

The University seeks proposals for a Transaction System that supports campus accounts, meal plans, and other privileges.

4.1.1. Mandatory Requirements (0 Points):

Confirm on Attachment A: Vendor Information Form, Question No. 5, that your company meets each Mandatory Requirements outlined in Section 4.1.1.

4.1.1.1. Purchased Services – USA Requirement:

The State of Wisconsin requires purchased contractual services to be performed in the United States. Some exceptions apply, including procurements subject to the conditions of the World Trade Organization Government Procurement Agreement (WTOGPA) and those listed in (Wis. Stats. 16.705 (1r). Subject to these exceptions, Contractor warrants that the services provided to the University under this contract will be performed in the United States. The inability to perform required services in the United States shall be grounds for disqualifying your proposal for this contract.

4.1.1.2. Special Pandemic and Emergency Operations Considerations:

The University of Wisconsin System, individual campuses, municipalities, counties, or the State or Federal government may have emergency orders or guidelines in place mandating or recommending measures such as face masks, protective gear, hand washing, temperature checks, symptom reporting, social distancing, or other temporary public health and safety measures. All suppliers visiting UW campuses or participating in UW sponsored activities, whether on or off campus, must comply with all relevant University, campus, government, and public health and safety mandates and guidelines unless specifically exempted by the applicable legislation, executive order or public health order. UW reserves the right to impose additional health and safety requirements, processes, and procedures at any time.