2848_1.DOC

State of Wisconsin Wis. Statutes s.16.75

DOA-3261 N(R01/98)

PROPOSALS MUST BE SEALED AND ADDRESSED TO:

SYMBOL 168 \f "Wingdings" \s 9 \h Remove from proposal list for this commodity/service. (Return this page only.)

AGENCY: Wisconsin Department of Natural Resources ADDRESS: Attn: Rick T. House PO Box 7921 Madison, WI 53707-7921

THIS IS NOT

AN ORDER

REQUEST FOR PROPOSAL

Proposal envelope must be sealed and plainly marked in lower corner with due date and Request for Proposal #C-002-23. Late proposals will be rejected. Proposals MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the proposal is due. Proposals dated and time stamped in another office will be rejected. Receipt of a proposal by the mail system does not constitute receipt of a proposal by the purchasing office. Any proposal that is inadvertently opened as a result of not being properly and clearly marked is subject to rejection. Proposals must be submitted separately, i.e., not included with sample packages or other proposals. Proposal openings are public unless otherwise specified. Records will be available for public inspection after issuance of the notice of intent to award or the award of the contract. Proposer should contact person named below for an appointment to view the proposal record. Proposals shall be firm for acceptance for sixty (60) days from date of proposal opening, unless otherwise noted. The attached terms and conditions apply to any subsequent award.

PROPOSER (Name and Address)

Proposals MUST be in this office no later than Public Opening July 19, 2012 @ 2:00 PM CST No Public Opening SYMBOL 168 \f "Wingdings" \s 9 \h

Name (Contact for further information)

Rick T. House (email address: reche.house@wisconsin.gov)

Phone

Date

608-267-7208 06/08/2012

Quote Price and Delivery FOB

Destination

Description

Request for Proposal

#C-002-23 Wisconsin Department of Natural Resources

Used Licensable Vehicles RFP Issue Date

June 8, 2012

SYMBOL 168 \f "Wingdings" \s 9 \h We claim minority preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Proposer must be certified by the Wisconsin Department of Commerce. If you have questions concerning the certification process, contact the Wisconsin Department of Commerce, 5th Floor, 201 W. Washington Ave., Madison, Wisconsin 53702, (608) 267-9550.

SYMBOL 168 \f "Wingdings" \s 9 \h We are a work center qualified under Wis. Stats. s. 16.752. Questions concerning the qualification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-2605.

Wis. Stats. s. 16.754 directs the state to purchase materials that are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in our proposal were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States.

SYMBOL 168 \f "Wingdings" \s 9 \hYes SYMBOL 168 \f "Wingdings" \s 9 \hNo SYMBOL 168 \f "Wingdings" \s 9 \hUnknown

In signing this proposal we also certify that we have not, either directly or indirectly, entered into any agreement 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 proposal; that this proposal has been independently arrived at without collusion with any other proposer, competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of proposals to any other proposer or competitor; that the above statement is accurate under penalty of perjury.

We will comply with all terms, conditions and specifications required by the state in this Request for Proposal and all terms of our proposal.

Fax

Proprietor (Voluntary)

This form can be made available in accessible formats upon request to qualified individuals with disabilities.

TABLE OF CONTENTS

1.0

GENERAL INFORMATION

1.1 Introduction and background

1.2 Scope of the project

1.3 Procuring and contracting agency

1.4 Definitions

1.5 Clarification and/or revisions to the specifications and requirements

1.6 Vendor Conference

1.7 Reasonable accommodations 1.8 Calendar of events

1.9 Contract term and funding

1.10 How to get on the State of Wisconsin’s Bidders List 2.0

PREPARING AND SUBMITTING A PROPOSAL

2.1 General instructions

2.2 Incurring costs

2.3 Submitting the proposal

2.4 Proposal organization and format

2.5 Multiple proposals

2.6 Interviews

2.7 Withdrawal of proposals 3.0

PROPOSAL SELECTION AND AWARD PROCESS

3.1 Preliminary evaluation

3.2 Proposal scoring

3.3 Evaluation criteria

3.4 Right to reject proposals and negotiate contract terms

3.5 Award and final offers

3.6 Notification of intent to award

3.7 Appeals process 4.0

PROPOSER QUALIFICATIONS

4.1 Other Qualifications

4.2 Specific Experience

4.3 Vendor references 5.0

TECHNICAL REQUIREMENTS

5.1 Used Vehicles for Class 4-13 6.0

COST PROPOSAL

6.1 General instructions on preparing cost proposals

6.2 Fixed price period 7.0

SPECIAL CONTRACT TERMS AND CONDITIONS

7.1 Payment requirements

7.2 Executed contract to constitute entire agreement

7.3 General Performance Specifications

7.4 Termination of contract

7.5 Cooperative Purchasing 8.0

STANDARD TERMS AND CONDITIONS

Standard Terms and Conditions (Requests for Bids/Proposals) (DOA-3054)

Supplemental Standard Terms and Conditions for Procurements for Services (DOA-3681) 9.0

REQUIRED FORMS

Designation of Confidential and Proprietary Information (DOA-3027)

Vendor Information (DOA-3477)

Vendor Reference (DOA-3478)

Vendor Agreement (optional) (DOA-3333)

Vehicle Safety Inspection

Cost Proposal Form (Class 4-13)

APPENDIX A

FHWA VEHICLE CLASSIFICATION

1.0

GENERAL INFORMATION

1.1 Introduction and background The purpose of this document is to provide interested parties with information enabling them to prepare and submit a proposal for procuring used licensable vehicles to the Wisconsin Department of Natural Resources. The State as represented by the Department of Natural Resources (DNR) intends to use the results of this solicitation to award a contract to provide the purchase of used vehicles as described in this document.

The Department of Natural Resources fleet service needs vehicles on an on-going nature. Because of low miles driven on some vehicles on an annual basis, it is not always cost effective to purchase new vehicles for specific program areas. The DNR is exploring the purchase of used vehicles to compliment the fleet rotation for low mileage usage vehicles.

The contract will be awarded to the proposals that scores the highest according to the process outlined in Section 3.

Any questions about this RFP should be directed to the Department contact provided in Section 1.5.

1.2 Scope of Project Vendors providing proposals for procuring used licensable vehicles must have a valid dealer’s license in good standing with all regulating agencies (state, local and federal if applicable).

This proposal may be awarded to multiple vendors to ensure that the DNR can procure used vehicles in a timely fashion. The DNR will use the Federal Highway Administration (FHWA) classification, Appendix A, for procuring used vehicles.

Vehicle values “Strike Price” will be provided in advance by the requesting agency as the maximum purchase price that can be used in procuring a vehicle including vendor’s flat fee.

The Flat Fees proposed by the vendor is to include:

· Service Fee – Fee collected by vendor for each procurement occurrence.

· Auction Fee - Fee paid to an auction company (if applicable).

· Vehicles must pass a certified post auction inspection, using the attached Vehicle Safety Inspection sheets on pages 27 through 29.

· Inspection Fee - Fee paid for certified post auction inspection.

· Vendor must provide a CarFax® report on all vehicles if available.

· Vendor must include license and registration fees. (Vehicle must be licensed upon delivery. Procuring fleet program will designate plate type at time of procurement).

· All vehicle delivery costs will be included to get vehicle to 2421 Darwin Road, Madison Wisconsin 53704.

· Any other fees in the acquisition of each/all vehicle(s).

Vendor must outline all Seller/Buyer protection language (State of Wisconsin standards as a minimum).

Vendor must outline settlement process if the vehicle does not match requested type and/or condition.

Vendor must identify the industry standard scale for vehicle condition based on inspection and vehicle report.

1.3 Procuring and contracting agency

This Request for Proposal (RFP) is issued by the WDNR, which is the sole point of contact for the State of Wisconsin during the selection process. The person responsible for managing the procurement process is Rick House.

The contract resulting from this RFP will be administered by the Wisconsin Department of Natural Resources. The contract manager will be Rick House, PO Box 7921, Madison, WI 53707-7921.

1.4 Definitions The following definitions are used throughout the RFP.

Agency: means the Wisconsin Department of Natural Resources.

Bidder/Vendor: means a firm submitting a bid in response to the Request for Proposal.

Commercial Fleet: means multiple vehicles owned or leased by private business entities

Condition Report: means industry standard grading system for vehicle condition Contractor: means proposer awarded the contract.

Department: means Department of Natural Resource.

DOA: means State of Wisconsin Department of Administration DOT: means State of Wisconsin Department of Transportation DNR or WDNR: means the Wisconsin Department of Natural Resources FHWA: Federal Highway Administration FMCSA: Federal Motor Carrier Safety Administration

Flat Fee: All fees to be included in the proposal per Section 1.2 Scope of Project Government Fleet: means vehicles owned or leased by a unit of government such as: State, County, Municipalities, Public School Districts etc….

Inspection: means inspecting the vehicle using the attached Vehicle Safety Inspection sheets on pages 27 through 29.

Licensed Dealer: means anyone who sells, leases, offers, or negotiates sales or leases of motor vehicles in Wisconsin must have a Wisconsin Dealer License.

MBE: means Minority Business Enterprise

Must: means that a requirement is mandatory.

Proposer/vendor: means a firm or individual submitting a proposal in response to this RFP.

Ready for Delivery: means deliver vehicles, properly licensed and titled to 2421 Darwin Rd. Madison WI.

Required Standard Equipment: means the minimum amount of equipment that must be included in the proposal price.

RFP: means Request for Proposal.

Shall: means that a requirement is mandatory

State: means State of Wisconsin Strike Price: Maximum acceptable purchase price dictated by the agency in advance including all vendor fees of the written purchase request USPS: United States Postal Service WisDOT: means the Department of Transportation

1.5 Clarification and/or revisions to the specifications and requirements

Any questions concerning this RFP must be submitted in writing on or before 4:00 PM, June 21, 2012, (email submission is preferred) to:

Rick House Purchasing Agent Senior Wisconsin Dept. of Natural Resources

101 S. Webster St., PO Box 7921

Madison, WI 53707-7921

Telephone #: (608) 267-7208

FAX #: (608) 264-6277

Email Address: reche.house@wisconsin.gov Vendors are expected to raise any questions, exceptions, or additions they have concerning this RFP document at this point in the RFP process. If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the vendor should notify immediately the above named individual of such error and request modification or clarification of the RFP.

The agency expects to respond via email to all questions submitted before the deadline, by, July 5, 2012.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be provided to all recipients of this initial RFP.

Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions of this RFP and any supplements or revisions thereof.

Any contact with State employees concerning this RFP is prohibited, except as authorized by the RFP manager, Rick House, during the period from date of release of the RFP until the notice of intent to contract is released.

1.6 Vendor Conference A vendor conference will be held on June 28, 2012 at 1:00 p.m. at 2421 Darwin Road, Madison WI, 53704 to respond to written questions and to provide any needed additional instruction to vendors on the submission of proposals. If no questions are received, the State reserves the right to cancel the vendor conference. Oral answers provided at the conference are not binding. The WIDNR will summarize all questions presented at the conference and provide written answers to all vendors. These written answers will be incorporated as part of the RFP document through issuance of an addendum, which will be provided to all recipients of the initial RFP. Vendor attendance at the conference is not mandatory, but is advisable.

1.7 Reasonable accommodations

The Department will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you think you need accommodations at the bid opening, contact the Department of Natural Resources at (608) 267-7208 (voice) or TTY Access via relay - 711.

1.8 Calendar of events Listed below are specific and estimated dates and times of actions related to this Request for Proposal (RFP). The actions with specific dates must be completed as indicated unless otherwise changed by the State. In the event that the State finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing a supplement to this RFP. There may or may not be a formal notification issued for changes in the estimated dates and times.

DATE

EVENT

June 8, 2012

Date of issue of the RFP

June 21, 2012 @ 3:30 PM CST Last day for vendor submission of written questions

June 28, 2012 @ 1:00 PM CST Vendor Conference @ 2421 Darwin Rd., Madison WI, 53704

July 5, 2012 (est.)

Agency emails written answers to questions and emails notification to vendors of supplements or revisions to the RFP

July 19, 2012 @ 2:00 PM CST Proposals due from vendors

August 9, 2012

Interviews by invited vendors (optional - if needed)

August 30, 2012 (est.)

Notification of intent to award sent to vendors

September 13, 2012 (est.)

Contract start date 1.9 Contract term and funding The contract shall be effective on the date indicated on the purchase order or the contract execution date and shall be in effect for one year from that date. The agency has the authority to renew this contract as funding allows for up to two additional one‑year periods by mutual agreement.

1.10 How to get on the State of Wisconsin’s Bidders List

Vendors are directed to the State of Wisconsin’s computerized vendor information system, ”VendorNet”, for additional electronic copies of this Request for Proposal package, and for information on receiving automatic notification of all state agency procurements over $50,000 in a vendors particular area of interest. The web address for VendorNet is http://vendornet.state.wi.us. If there is a need to solicit bids for additional services upon the completion of the contract initiated by this procurement, only vendors registered with “VendorNet” will receive automatic notification of the bid. Your firm’s receipt of this bid in the mail does not guarantee receipt of future bids for these services.

2.0

PREPARING AND SUBMITTING A PROPOSAL

2.1 General instructions

The evaluation and selection of a contractor and the contract will be based on the information submitted in the vendor's proposal plus references and any interviews/oral presentations. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response.

Elaborate proposals (e.g., expensive artwork), beyond that sufficient to present a complete and effective proposal, are not necessary or desired.

2.2 Incurring costs The State of Wisconsin is not liable for any cost incurred by proposers in replying to this RFP.

2.3 Submitting the proposal

Proposers must submit an original and four (4) copies of all materials required for acceptance of their proposal by July 19, 2012 @ 2:00 PM CST, along with one electronic copy (on USB Drive or CD) to the following addresses:

Wisconsin Dept. of Natural Resources

Attn: Rick House 101 S. Webster St., PO Box 7921 Madison, WI 53707-7921 To ensure confidentiality of the document, all proposals must be packaged, sealed and show the following information on the outside of the package:

—Proposer's name and address

—Request for proposal title

—Request for proposal number

—Proposal due date

An original plus one (1) copy of the Cost Proposal Form must be sealed and submitted as a separate part of your proposal. Do not include the Cost Proposal Form on the USB Drive or CD being prepared and sent with the written proposal. The outside of the cost proposal envelope must be clearly labeled with the words “Cost Proposal, RFP #C-002-23, USED VEHCILE Contract”, and include the name of the proposer and the due date. The cost proposal is due to the addressee on the same due date and time as noted above for the entire proposal. All bidders are responsible for the delivery of their RFP package to this purchasing office prior to the stated RFP opening time. Late and unsigned proposals will be rejected. No fax proposals will be accepted.

2.4 Proposal organization and format

Proposals should be typed and submitted on 8.5 by 11 inch paper bound securely. Proposals should be organized and presented in the order and by the number assigned in the RFP. Proposals must be organized with the following headings and subheadings. Each heading and subheading should be separated by tabs or otherwise clearly marked. Failure to provide any requested information in the prescribed format may result in disqualification of the proposal.

The RFP sections which should be submitted or responded to are:

Tab 1 - Cover Letter/Vendor Certifications: Include here any cover letter included with the proposal and include a signed copy of form number DOA-3261 Request for Proposal Cover Sheet. Proposals submitted in response to this RFP must be signed by a person in the vendor’s organization who is responsible for the decision as to the prices being offered in the proposal or by a person who has been authorized in writing to act as an agent for the person responsible for the decision on prices. Each proposal shall stipulate that it is predicated upon the terms and conditions of this RFP and any supplements or revisions thereof.

By submitting a signed proposal, the vendor’s signatories certify that in connection with this procurement: (a) the vendor’s organization or agent of the vendor’s organization has arrived at the prices in its proposal; without consultant, communication, or agreement with any other respondent or with any competitor for the purpose of restricting competition, (b) the prices quoted in the proposal have not been knowingly disclosed by the vendor’s organization or by any agent of the vendor’s organization and will not be knowingly disclosed by same, directly or indirectly, to any other respondent or to any competitor, and (c) no attempt has been made or will be made by the vendor’s organization or by any agent of the vendor’s organization to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

Tab 2 – Additional Required Forms: Include here completed and signed copies of the required forms listed in Section 9.0 except for the cost proposal form, which is submitted separately, and the vendor reference form(s), which is(are) included in Tab 4. Do not include the cost proposal form in this tab.

Tab 3 – Mandatory Qualifications: Provide a point-by-point response to each and every proposal requirement specified in Section 4.1 of this RFP. Responses must be in the same sequence and numbered as they appear in this RFP. Responses must indicate all information requested in each specific requirement.

Tab 4 – Vendor References: Using the attached Vendor Reference Form (DOA-3478), please provide references as specified in Section 4.3 of this RFP.

Tab 5 – Additional Information: Include additional information which will be essential to an understanding of the proposal.

Separate Envelope – Cost Information: The vendor must submit their Cost Proposal according to the instructions provided in Section 2.3 above. Failure to provide any requested information in the prescribed format may result in disqualification of the proposal. Additional information on cost proposals can be found in Section 6. No mention of the cost proposal amounts may be made in the response to the proposer qualifications or technical requirements of this Request for Proposal.

2.5 Multiple proposals

Multiple proposals from a vendor will be permissible; however, each proposal must conform fully to the requirements for proposal submission. Each such proposal must be submitted separately and labeled as Proposal #1, Proposal #2, etc. on each page included in the response.

2.6 Interviews

Top scoring vendors based on an evaluation of the written proposal may be required to participate in interviews, if requested by the DNR. The DNR will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to interview on the date scheduled may result in rejection of the vendor's proposal. Proposers should note the dates established in Section 1.7, Calendar of Events, and should be prepared to be available for an interview (if requested) on those dates. If, at the time of proposal submission, a proposer knows that they will not be available on the above indicated dates, they should make note of it in their response and indicate alternative dates. Interviews will be held at the DNR Central Office in Madison, WI or by phone or video conference. Each vendor invited to interview will be provided with additional details at the time of the invitation.

2.7 Withdrawal of proposals

Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may withdraw a proposal in writing at any time up to the proposal closing date and time. To accomplish this, the written request must be signed by an authorized representative of the proposer and submitted to the RFP project manager. If a previously submitted proposal is withdrawn before the proposal due date and time, the proposer may submit another proposal at any time up to the proposal closing date and time.

3.0

PROPOSAL SELECTION AND AWARD PROCESS

3.1 Preliminary evaluation

The proposals will be reviewed initially to determine if mandatory requirements are met. Failure to meet mandatory requirements will result in rejection of the proposal. In the event that all vendors do not meet one or more of the mandatory requirements, the DNR reserves the right to continue the evaluation of the proposals and to select the proposal that most closely meets the requirements specified in this RFP.

3.2 Proposal scoring

Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. A proposer may not contact any member of an evaluation committee except at the State’s direction. The committee may review references and/or request interviews, and use the results in scoring the proposals. Proposals from certified Minority Business Enterprises may have scores increased by as much as five percent (5%) in accordance with Wis. Stats. 16.75(3m). Proposals will be ranked based on the numerical scores received from the evaluation committee. The lowest cost proposal will receive 100% of the allotted cost points. All other proposals will be scored using the formula as follows:

Lowest Proposed Cost

(Constant) X Maximum evaluation points given to cost = SCORE

Other Proposer's Cost

(Varies according to proposal being scored)

Calculation of points awarded to subsequent proposals will use the lowest dollar proposal amount as a constant numerator and the dollar amount of the firm being scored as the denominator. This result will always be less than one. The result is then multiplied by the number of points given to the cost section of the RFP.

3.3 Evaluation criteria

Proposals will be initially screened to endure the mandatory qualifications outlined in Section 4.1 are met. The proposals meeting those qualifications listed below will then be scored using the following criteria in Section 4.1.

4.1.3 Provide a list of the year, model and make of vehicles and quantities procured in the last three (3) years.

5.1 Used Vehicles

3.4 Right to reject proposals and negotiate contract terms

The State reserves the right to reject any and all proposals. The DNR may negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the agency may negotiate a contract with the next highest scoring proposer.

3.5 Award and final offers

The DNR will compile the final scores for each proposal. The award may be granted to the highest scoring responsive and responsible proposer or multiple proposers to ensure that the DNR can procure used vehicles in a timely fashion. The proposer or proposers may be required to submit final and best offers; however a proposer should not expect that the DNR will request a final and best offer. If final and best offers are requested by the DNR and submitted by the vendor, they will be evaluated against the stated criteria, scored and ranked by the evaluation committee. The award then will be granted to the highest scoring proposer or proposers.

3.6 Notification of intent to award

All vendors who respond to this RFP will be notified in writing of the DNR's intent to award the contract(s) as a result of this RFP.

After notification of the intent to award is made, and under the supervision of agency staff, copies of proposals will be available for public inspection from 8:30 a.m. to 3:30 p.m. at the DNR’s Central Office in Madison, WI. Vendors should schedule reviews with Rick House by phone at (608) 267-7208, or by email at: reche.house@wisconsin.gov

3.7 Appeals process

The appeals procedure applies only to those requests for proposals that are greater than $50,000. Notices of intent to protest and protests shall be made in writing. Protesters shall make their protests as specific as possible and should identify statutes and Wisconsin Administrative Code provisions that are alleged to have been violated. Any protest of this DNR solicitation or of any intent to award issued as a result of this RFP process must be made as provided by the Wisconsin Administrative Code and the State Procurement Manual.

No later than five (5) working days after the date of this solicitation or no later than five (5) working days after any intent to award is issued by DNR, a written notice of a vendor’s intent to protest must be received by:

Cathy Stepp – Secretary

C/o Tim Sell

Wisconsin Department of Natural Resources

PO Box 7921

Madison, WI 53703-7921

The complete written protest must then be received by the DNR Secretary (and/or his designee) at the above address, no later than ten (10) working days after any notice of intent to award is issued, or no later than ten (10) working dates after the date of this solicitation. All properly filed protests will be reviewed and the DNR Secretary will issue a decision regarding the protest. The decision of the DNR Secretary may then be appealed to the Secretary of the Department of Administration, 101 E. Wilson St., Madison, WI 53703, within five (5) working days of its issuance, with a copy of such appeal filed with the DNR, provided that the appeal alleges a violation of a statute or a provision of a Wisconsin Administrative Code.

4.0 PROPOSER QUALIFICATIONS

Please address your experience and expertise in each area listed below. Please include this narrative in Tab 3 of your response to this request for proposal. Responses in the proposal must be in the same sequence and numbered as they appear here. Be specific and discuss all positions and projects you have been involved with that pertain to these areas, including the dates for which you were involved.

Mandatory Qualifications The items below are mandatory and proposals not including any one of them shall be rejected without further consideration. Please select Yes or No on the response below. Your response below requires a response of “Yes” to continue. Proposals must include documentation that you:

Are you a licensed vehicle dealer? Describe ___________________________________

Do you have a buyer-seller protection contract?

Do you have an inspection process?

Do you have a Return Policy?

Do you sell to Commercial or Government Fleets?

Provide DOT Annual Inspection form for all commercial motor vehicles. Inspections must be current.

4.1 Other Qualifications

4.1.1 Provide in detail your settlement process for vehicles that are unacceptable upon delivery. Also provide in detail any associated fees for the returned vehicle.

4.1.2 Provide a summary of the types of different commercial and government fleets that you have sourced and sold to, in the last three (3) years.

4.1.3 Provide a summary (by vehicle classification … see Page 31) of vehicles and quantities sourced and sold to commercial and government fleets, in the last three (3) years.

4.2 Specific Experience 4.2.1 Describe your experience and the number of years of experience sourcing and procuring used vehicles for commercial and government fleets.

4.3 Vendor References

Please provide a list of at least three current clients or organizations, including those listed in your response to Sections 4.2 and 5.0, for whom you have provided services like those required by this solicitation within the last five years. For each reference, the proposer must include the name, title, address, and telephone number of a contact person along with a brief description of the project or assignment that was the basis for the business relationship. The procuring agency will determine which, if any, references to contact to assess the quality of work performed and personnel assigned to the project. The results of any references will be provided to the evaluation committee and used in scoring the proposal. Please use the attached Vendor Reference Form (DOA-3478) to provide reference information.

5.0 TECHNICAL REQUIREMENTS

5.1 Used Vehicles for Class 4-13 The individual or firm awarded this contract will be required to perform the following duties over the course of the contract. The Department anticipates that the contractor will provide these services. Please summarize your qualifications and experience pertinent to your ability to perform in Class 4-13, Appendix A, page 31. Be specific and discuss all business transactions you have been involved that pertain to these areas, for which you were involved.

5.1.1 Please describe in detail your process of sourcing and providing used vehicles.

5.1.2 Describe in detail your license and vehicle registration process to the State of Wisconsin.

5.1.3 Please describe the industry standard scale to be used for vehicles inspection and condition. See 7.1.3 for additional detail.

5.1.4 Describe how your buying technique creates the best value for your customers.

5.1.5 Detail your delivery time (in weeks) to 2421 Darwin Rd, Madison, WI 53704 from the time you receive a written Purchase Order.

5.1.6 Please describe any innovations or ideas that may be valuable to this contract.

5.1.7 Describe your electronic invoicing and electronic payments options.

5.1.8 Describe settlement process for unacceptable vehicles upon delivery, such as: unpleasant odors, undisclosed body damage or mechanical issues, ¼ tank of fuel minimum, vehicles must be clean with all stickers removed from the body/shield prior to delivery with the exception of any sticker required by law etc….

6.0

COST PROPOSAL

6.1 General instructions on preparing cost proposals The cost proposal should be submitted in a separate envelope with the written proposal. Use the form supplied in Section 9.0. The cost proposal scores will be calculated with the most points awarded to the proposal with the lowest cost for (Class 4-13). There may be one award made to one vendor or multiple awards. Other cost proposals will be assigned points that correlate to those assigned to the lowest cost proposal(s). Cost proposal shall be a flat fee that includes all fees and delivery per Section 1.2 Scope of Project.

6.2 Fixed price period

All prices, costs, and conditions associated with flat fees list below and outlined in the proposal shall remain fixed and valid for acceptance for the first year of the contract starting on the due date for proposals.

Fees to be included in the proposal:

· Service Fee – Fee collected by vendor for each procurement occurrence

· Auction Fee - Fee paid to an auction company (if applicable)

· Vehicles must pass a certified post auction inspection, using the attached Vehicle Safety Inspection sheets on pages 27 through 29.

· Vendor must provide a CarFax® report on all vehicles if available.

· Vendor must include license and registration fees. (Vehicle must be licensed upon delivery. Procuring fleet program will designate plate type at time of procurement.)

· Inspection Fee - Fee paid for certified post auction inspection

· All vehicle delivery costs will be included to get vehicle to 2421 Darwin Road, Madison Wisconsin 53704.

Prices established in continuing agreements/subsequent years and term contracts may be lowered due to general market conditions, but prices shall not be subject to increase for ninety (90) calendar days from the date of award. Any increase for subsequent years proposed shall be submitted to the contracting agency thirty (30) calendar days before the proposed effective date of the price increase, and shall be limited to fully documented cost increases to the contractor which are demonstrated to be industry wide. The conditions under which price increases may be granted shall be expressed in bid/proposal documents and contracts or agreements and mutually agreed upon by the State of Wisconsin, Department of Natural Resources and the contractor.

All price increase requests must be submitted in writing to Rick House by any of the three methods listed below. If approved, the price increase will be documented in the form of a contract amendment. Increases shall not affect any orders written prior to the effective date of the increase.

USPS

Common Carrier and Hand Delivery Address Rick T. House FN/2

Rick T. House FN/2

WI Department of Natural Resources

WI Department of Natural Resources

PO Box 7921

101 S. Webster St.

Madison, WI 53707-7921

Madison, WI 53703

Email: reche.house@wisconsin.gov.

7.0

SPECIAL CONTRACT TERMS AND CONDITIONS

7.1 Payment requirements Vendor invoice(s) must include vendor’s flat fee and documentation of the original purchase price for each subject vehicle(s) (auction records, bill of sales, etc.) transaction. Send all invoices to: DNR Fleet, 2421 Darwin Road, Madison, Wisconsin 53704. All invoices must include the agency purchase order number along with details of each vehicle purchased. The agency does not guarantee a minimum number of purchases for this contract or a minimum total dollar value for this contract. The agency will pay the invoice upon acceptance of the vehicle and approval for payment by the DNR Fleet Manager or agency designee…. all fees and invoice cannot be greater than the strike price.

7.2 Executed contract to constitute entire agreement

In the event of contract award, the contents of this RFP (including all attachments), RFP addenda and revisions, and the proposal of the successful bidder, and additional terms agreed to, in writing, by the Department and Contractor shall become part of the contract. Failure of the successful bidder to accept these as a contractual agreement may result in a cancellation of award.

The following priority for contract documents will be used if there are conflicts or disputes.

1. Applicable State of Wisconsin statutes and regulations.

2. The terms of the resulting Contract.

3. The terms of Bidder’s Bid as accepted by the State.

4. The terms of the RFP as amended.

7.3 General Performance Specifications:

· All requested vehicles and/or its equipment must be capable of performing at an effectiveness level in accordance with manufacturer's specifications.

· All requested vehicles and/or its equipment must be capable of performing all operations in accordance with manufacturer's advertised data sheets and technical publications.

· Equipment Required: All vehicles must have all standard equipment as stated at time of request by the requesting agency. Any requested vehicles not supplied with equipment, special packages or options from packages as specified are not acceptable. The only exception to this rule is any devices such as “subscription services, and telemetric devices”.

· Defective Product: Any vehicles and/or its equipment determined at inspection to be defective (unless noted and agency has given written authorization) shall be returned and replaced at vendor’s cost.

· Vehicles delivered in an unacceptable condition i.e.(not meeting grade/condition as stated, smoke smell interior, dirty interior/exterior, person delivering is unpleasant/unprofessional and unable to work with staff at delivered location, altered an any fashion as to mask problem conditions, not meeting specifications of this RFP unless previously accepted in writing.

· Specialty vehicles or vehicles requiring up-fitted attachments or unique features may need to be tested after delivery at DNR location before vehicle is considered “acceptable”. Any vehicle not meeting functional performance standards may be rejected and subjected to be returned and replaced at vendor’s cost.

7.4 Termination of contract

The agency may terminate the contract at any time at its sole discretion by delivering 30 days written notice to the contractor. Upon termination, the agency's liability will be limited to the pro rata cost of the services performed as of the date of termination plus expenses incurred with the prior written approval of the agency. In the event that the contractor terminates the contract, for any reason whatsoever, it will refund to the agency within 5 days of said termination, all payments made hereunder by the agency to the contractor for work not completed or not accepted by the agency. Such termination will require written notice to that effect to be delivered by the contractor to the agency not less than 30 days prior to said termination.

7.5 Cooperative Purchasing

Wisconsin Statues (s. 16.73, Wis. Stats.) established authority to allow Wisconsin municipalities to purchase from State contracts. For cooperative bidding services, a Vendor Agreement will be optional for RFP No. C-002-23. Form DOA-3333 is attached, please complete and return with your proposal. By agreeing to extend the contract to other municipalities additional units may be purchased other than the initial units requested.

8.0

STANDARD TERMS AND CONDITIONS

The State of Wisconsin reserves the right to incorporate standard State contract provisions into any contract negotiated with any proposal submitted responding to this RFP (Standard Terms and Conditions (DOA-3054) and Supplemental Standard Terms and Conditions for Procurements for Services (DOA-3681)). Failure of the successful proposer to accept these obligations in a contractual agreement may result in cancellation of the award.

1.0 SPECIFICATIONS: The specifications in this request are the minimum acceptable. When specific manufacturer and model numbers are used, they are to establish a design, type of construction, quality, functional capability and/or performance level desired. When alternates are bid/proposed, they must be identified by manufacturer, stock number, and such other information necessary to establish equivalency. The State of Wisconsin shall be the sole judge of equivalency. Bidders/proposers are cautioned to avoid bidding alternates to the specifications which may result in rejection of their bid/proposal.

2.0 DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from original text, terms, conditions, or specifications shall be described fully, on the bidder's/proposer's letterhead, signed, and attached to the request. In the absence of such statement, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and the bidders/proposers shall be held liable.

3.0 QUALITY: Unless otherwise indicated in the request, all material shall be first quality. Items which are used, demonstrators, obsolete, seconds, or which have been discontinued are unacceptable without prior written approval by the State of Wisconsin.

4.0 QUANTITIES: The quantities shown on this request are based on estimated needs. The state reserves the right to increase or decrease quantities to meet actual needs.

5.0 DELIVERY: Deliveries shall be F.O.B. destination freight prepaid and included unless otherwise specified.

6.0 PRICING AND DISCOUNT: The State of Wisconsin qualifies for governmental discounts and its educational institutions also qualify for educational discounts. Unit prices shall reflect these discounts.

6.1 Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea.) as stated on the request or contract. For any given item, the quantity multiplied by the unit price shall establish the extended price, the unit price shall govern in the bid/proposal evaluation and contract administration.

6.2 Prices established in continuing agreements and term contracts may be lowered due to general market conditions, but prices shall not be subject to increase for ninety (90) calendar days from the date of award. Any increase proposed shall be submitted to the contracting agency thirty (30) calendar days before the proposed effective date of the price increase, and shall be limited to fully documented cost increases to the contractor which are demonstrated to be industrywide. The conditions under which price increases may be granted shall be expressed in bid/proposal documents and contracts or agreements.

6.3 In determination of award, discounts for early payment will only be considered when all other conditions are equal and when payment terms allow at least fifteen (15) days, providing the discount terms are deemed favorable. All payment terms must allow the option of net thirty (30).

7.0 UNFAIR SALES ACT: Prices quoted to the State of Wisconsin are not governed by the Unfair Sales Act.

8.0 ACCEPTANCE-REJECTION: The State of Wisconsin reserves the right to accept or reject any or all bids/proposals, to waive any technicality in any bid/proposal submitted, and to accept any part of a bid/proposal as deemed to be in the best interests of the State of Wisconsin.

Bids/proposals MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the bid/proposal is due. Bids/proposals date and time stamped in another office will be rejected. Receipt of a bid/proposal by the mail system does not constitute receipt of a bid/proposal by the purchasing office.

9.0 METHOD OF AWARD: Award shall be made to the lowest responsible, responsive bidder unless otherwise specified.

10.0 ORDERING: Purchase orders or releases via purchasing cards shall be placed directly to the contractor by an authorized agency. No other purchase orders are authorized.

11.0 PAYMENT TERMS AND INVOICING: The State of Wisconsin normally will pay properly submitted vendor invoices within thirty (30) days of receipt providing goods and/or services have been delivered, installed (if required), and accepted as specified.

Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order including reference to purchase order number and submittal to the correct address for processing.

A good faith dispute creates an exception to prompt payment.

12.0 TAXES: The State of Wisconsin and its agencies are exempt from payment of all federal tax and Wisconsin state and local taxes on its purchases except Wisconsin excise taxes as described below.

The State of Wisconsin, including all its agencies, is required to pay the Wisconsin excise or occupation tax on its purchase of beer, liquor, wine, cigarettes, tobacco products, motor vehicle fuel and general aviation fuel. However, it is exempt from payment of Wisconsin sales or use tax on its purchases. The State of Wisconsin may be subject to other states' taxes on its purchases in that state depending on the laws of that state. Contractors performing construction activities are required to pay state use tax on the cost of materials.

13.0 GUARANTEED DELIVERY: Failure of the contractor to adhere to delivery schedules as specified or to promptly replace rejected materials shall render the contractor liable for all costs in excess of the contract price when alternate procurement is necessary. Excess costs shall include the administrative costs.

14.0 ENTIRE AGREEMENT: These Standard Terms and Conditions shall apply to any contract or order awarded as a result of this request except where special requirements are stated elsewhere in the request; in such cases, the special requirements shall apply. Further, the written contract and/or order with referenced parts and attachments shall constitute the entire agreement and no other terms and conditions in any document, acceptance, or acknowledgment shall be effective or binding unless expressly agreed to in writing by the contracting authority.

15.0 APPLICABLE LAW AND COMPLIANCE: This contract shall be governed under the laws of the State of Wisconsin. The contractor shall at all times comply with and observe all federal and state laws, local laws, ordinances, and regulations which are in effect during the period of this contract and which in any manner affect the work or its conduct. The State of Wisconsin reserves the right to cancel this contract if the contractor fails to follow the requirements of s. 77.66, Wis. Stats., and related statutes regarding certification for collection of sales and use tax. The State of Wisconsin also reserves the right to cancel this contract with any federally debarred contractor or a contractor that is presently identified on the list of parties excluded from federal procurement and non-procurement contracts.

16.0 ANTITRUST ASSIGNMENT: The contractor and the State of Wisconsin recognize that in actual economic practice, overcharges resulting from antitrust violations are in fact usually borne by the State of Wisconsin (purchaser). Therefore, the contractor hereby assigns to the State of Wisconsin any and all claims for such overcharges as to goods, materials or services purchased in connection with this contract.

17.0 ASSIGNMENT: No right or duty in whole or in part of the contractor under this contract may be assigned or delegated without the prior written consent of the State of Wisconsin.

18.0 WORK CENTER CRITERIA: A work center must be certified under s. 16.752, Wis. Stats., and must ensure that when engaged in the production of materials, supplies or equipment or the performance of contractual services, not less than seventy-five percent (75%) of the total hours of direct labor are performed by severely handicapped individuals.

19.0 NONDISCRIMINATION / AFFIRMATIVE ACTION: In connection with the performance of work under this contract, the contractor agrees not to discriminate against any employee or applicant for employment because of age, race, religion, color, handicap, sex,…