510019 final rev 050117.pdf

STATE OF WISCONSIN DEPARTMENT

OF TRANSPORTATION PURCHASING

REQUEST FOR SOLICITATION

Digitizing Microforms

Page Req.

Solicitation Number: 510019

Agency: Dept of Transportation

WISDOT-CENTRAL PURCHASING

Date Issued: 4/11/2017

Purchasing Agent: Melissa Viken

Email: melissa.viken@dot.wi.gov

Responses Must Be Received No Later Than

Due Date: June 9, 2017 Time: 2:00 PM (CT)

RESPONSE INSTRUCTIONS

1. Read the entire document and attachments, including all terms, conditions, and specifications. The standard terms and conditions apply to any subsequent award.

2. Solicitation number and opening date must be on outside front lower left corner of the sealed envelope/package (bid or no-bid). Any envelope/package which is inadvertently opened as a result of not being properly and clearly marked is subject to rejection.

3. Solicitation responses must be in ink or typed (pencil is unacceptable), signed and dated.

4. Responses (bid or no-bid) must be submitted on this form. Make copies for your records.

5. For a "No-Bid" response, return only the signature page signed and marked "No-Bid".

6. Each numbered, sealed bid, quote or RFP response (bid or no-bid) must be in a separately identified sealed envelope/package and must be received by Purchasing prior to specified time. Late submissions will be rejected.

7. Solicitation responses submitted by "express/overnight" services must be in separate inner envelopes/packages, sealed and identified as stated above.

8. Submit your responses to:

9. Delivery can be made

WISDOT-CENTRAL PURCHASING

Melissa Viken, DOT Rm 751

4802 SHEBOYGAN AVE

PO Box 7396 Madison, WI 53707-7396

10.Vendor contact person:

I/We 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 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 of any other bidder 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 of Wisconsin in this request for bid and all terms of our bid.

(Authorized Name - Type or Print) (Authorized Signature)

(Telephone) (Date) T206 1/2003

TO BE COMPLETED BY SUPPLIER

______________________ ________________Telephone:

____days or ___weeks after receipt of order.

11. Vendor Email Address: ______________________ dotmyv Line dotlaw Highlight dotlaw Highlight dotlaw Highlight dotlaw Highlight dotlaw Highlight dotlaw Highlight dotmav Sticky Note Unmarked set by dotmav

T208 2/2012 Wisconsin Department of Transportation

To be completed by Supplier (cont.) Supplier Name Page 2

Solicitation Number

510019 Due Date: 6/9/2017 Time 2:00 PM

16. MINORITY BIDDER ENTERPRISE (MBE) BIDDER PREFERENCE

Under s. 16.75(3m)(b) Wis. Stats., a 5% preference may be granted to certified minority business enterprises.

INDICATE IF REQUESTING A MINORITY BIDDER PREFERENCE

MINORITY BIDDER PREFERENCE - MUST BE CERTIFIED by Wisconsin Department of Administration (DOA). If you have questions concerning the certification process, contact DOA, 6th floor, 101 E. Wilson St., PO Box 7867, Madison, WI 53707-7867 or Telephone 608-267-3293.

YES NO

17. DISABLED VETERAN OWNED BUSINESS (DVB) BIDDER PREFERENCE

Under s. 16.75(3m)(b) Wis. Stats., a 5% preference may be granted to certified disabled veteran owned businesses.

DISABLED VETERAN OWNED BUSINESS - MUST BE CERTIFIED by Wisconsin Department of Administration (DOA). If you have questions concerning the certification process, contact DOA, 6th floor, 101 E. Wilson St., PO Box 7867, Madison, WI 53707-7867 or Telephone 608-267-3293.

YES NO

18. VETERAN OWNED BUSINESS

A "VETERAN OWNED BUSINESS" as defined by s. 16.75(4)(d) and 16.755 Wis. Stats. means a small business, as defined in paragraph (c), that is certified by the Department of Veterans Affairs as being at least 51 % owned by one or more veterans, as defined in s. 45.01 (12) Wis. Stats.

YES NO

19. SMALL BUSINESS

Indicate if your company is a small business pursuant to s. 16.75(4)(c) Wis. Stats. "small business" means a business which has had less than $1.5 million gross annual sales in the most recent calendar of fiscal year.

YES NO

20. WORK CENTER

Indicate if responding as a work center certfied under s. 16.752 Wis. Stats. employing persons with severe disabilities.

When engaged in 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. Questions concerning the certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, WI 53702, (608) 266-2605.

YES NO

21. SERVICES PERFORMED IN USA

The services provided under this bid are performed in the United States pursuant to s. 16.705 Wis. Stats.

YES NO

22. AMERICAN MADE

The materials covered in our bid were manufactured in whole or in substantial part the within United States, or the majority of the component parts were manufactured in whole or in substantial part in the United States, as defined in s. 16. 754, Wis. Stats.

YES NO UNKNOWN

23. REASONABLE ACCOMMODATIONS - AMERICANS WITH DISABILITIES ACT

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 a bid opening/vendor conference, please contact the buyer listed on page 1 in the upper right corner, or TTY users call the Wisconsin TRS at 1-800-947-3529.

24. WISCONSIN DEPARTMENT OF ADMINISTRATION VENDORNET PROGRAM

The State of Wisconsin maintains a list of vendors who wish to conduct business with state agencies. Registered vendors will receive any bid/proposal over $50,000 that occurs statewide in the commodity/service area for which you are registered. There are no fees involved. You are encouraged to register with vendornet to ensure that you continue receiving bids from state agencies.

To obtain information on the state's registration process, please visit the vendornet website at http://vendornet.state.wi.us or call the vendornet information center at 1-800-482-7813 In the Madison, WI area please telephone 264-7897 OR 264-7898.

25. BUILDING SECURITY AWARENESS

Because of increased building security, access to the WisDOT Purchasing Office is restricted and may cause delay if hand delivering your bid. Allow ample time for security clearance to the Purchasing Office.

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T201 4/2003 Wisconsin Department of Transportation

COOPERATIVE PURCHASING AGREEMENT Supplier Name Page 3

Solicitation Number 510019

Due Date: 6/9/2017 Time 2:00 PM

SUPPLIER AGREEMENT

Wisconsin's Cooperative Purchasing Service

Wisconsin statutes (s.16.73, Wis. Stats.) establish authority to allow Wisconsin municipalities to purchase from state contracts when the contractors agree to extend their terms to them. Participating in the service gives vendors opportunities for additional sales without additional bidding. Municipalities use the service to expedite purchases. A "municipality" is defined as any county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the authority to award public contracts (s.16.70(8) Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under s.66.0301 (1) and (2), Wis. Stats.

If you agree to make the products or services of this contract available to Wisconsin municipalities, the Department of Administration will provide the information through a subscription to the VendorNet system. Interested municipalities:

-- will contact the contractor directly to place orders referencing the state agency contract number; and

-- are responsible for receipt, acceptance, inspection of goods directly from the vendor, and making payment directly to the vendor.

A contractor in the service may specify minimum order sizes by volume or dollar amount, additional charges beyond normal delivery areas, or other minimal changes for municipalities.

The State of Wisconsin is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

A vendor's decision on participating in this service has no effect on awarding the contract.

__ I agree to make the products or services of this bid/proposal available to Wisconsin municipalities with any special conditions below:

__ I do not agree to make the products or services of this bid/proposal available to Wisconsin municipalities.

Comments:

(Company Name) (Signature) (Date)

(Address) (Name - Type or Print)

(City, State, Zip Code) (Title)

(Commodity I Service) (Area Code - Telephone Number)

ADA - The Wisconsin Department of Transportation complies with the Americans with Disabilities Act.

T207 1/2003 Wisconsin Department of Transportation

PROPRIETARY STATEMENT Supplier Name Page 4

Solicitation Number

510019 Due Date: 6/9/2017 Time 2:00 PM

DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION

The attached material submitted in response to the above indicated bid/proposal, includes proprietary and confidential information which qualifies as a trade secret, as provided in section 19.36(5) Wis. Stats., or is otherwise material that can be kept confidential under the Wisconsin Open Records Law. As such, we ask that certain pages, as indicated below, of this bid/proposal response be treated as confidential material and not be released without our written approval.

Prices always become public information when bids/proposals are opened, and therefore cannot be kept confidential.

Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s.134.90(1 )(c), Wis.

Stats. as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

We request that the following pages not be released:

Section Page Number Topic

In the event the designation of confidentiality of this information is challenged, the undersigned agrees to provide legal counsel or other necessary assistance to defend the designation of confidentiality and agrees to hold the state harmless for any costs or damages arising out of the state's agreement to withhold the materials.

Failure to include this form in the bid/proposal response may mean that all information provided as part of the bid/proposal response will be open to examination and copying. The state considers other markings of "confidential" in the bid/proposal response to be insufficient. The undersigned agrees to hold the state harmless for any damages arising out of the release of any materials unless they are specifically identified above.

(Company Name) (Signature)

(Area Code - Telephone Number) (Name - Type or Print)

ADA - The Wisconsin Department of Transportation complies with the Americans with Disabilities Act.

This document can be made available in accessible formats to qualified individuals with disabilities

(Date)

STANDARD TERMS & CONDITIONS

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 Price established in continuing agreements and term contracts may be lowered due to general markef 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 pnce 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.

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 submitled, and to accept any part of a bid/proposal as deemed to be in the best interest 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 rece_ipt of a bid/r>roposal 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 provicling goods and/or services have been delivered, installed (if required) b and� accepted as specified. Invoices presented for payment must be su mitted 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

T241 1/2006

Supplier Name

Supplier Number

Solicitation Number 510019

Due Date: 6/9/2017

Wisconsin Department of Transportation

Time 2:00 PM 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. }lowever, 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 m 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: 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 contractorhereby 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 I 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 physical condition, developmental disabi ity as defined m s.51.0f(5) Wis. Stats., sexual orientation as defined in s.111.32(13m) Wis. Stats., or national origin.

This provision shall include, but not be limited to, the following:

employment upgrading, demotion or transfer; recruitment or recruitment advertising; ayoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship.

Except with respect to sexual orientation, the contractor further agrees to take affirmative action to ensure equal employment opportunities.

19.1 Contracts estimated to be over twenty-five thousand dollars ($25,000) require the submission of a written affirmative action plan by the contractor. An exemption occurs from this requirement if the contractor has a workforce of less than twenty-five (25) employees. Within fifteen

(15) working days after the contract is awarcled, the contractor must submit the plan to the contracting state agency for approval. Instructions on preparing the plan and technical assislance regarding this clause are available from the contracting state agency.

19.2 The contractor agrees to post in conspicuous places, available for employees and applicants for employment, a notice to be provided by the contractinf} state agency that sets forth the provisions of the State of Wisconsin s nondiscrimination law.

19.3 Failure to comply with the conditions of this clause may result in the contractor's becoming declared an "ineligible" contractor, termination of the contract, or withholding of payment.

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STANDARD TERMS & CONDITIONS

20.0 PATENT INFRINGEMENT: The contractor selling to the State of Wisconsin the articles described herein guarantees the articles were manufactured or produced in accordance with applicable federal labor laws. Further, that the sale or use of the articles aescribed herein will not infringe any United States patent. The contractor covenants that it will at its own expense defend every suit which shall be brought against the State of Wisconsin (provided that such contractor is promptry notified of such suit, and all papers therein are delivered to it) for any alleged infringement of any patent by reason of the sale or use o f such articles, and agrees that it will pay air costs, damages, and profits recoverable in any such suit.

21.0 S A F E T Y REQUIREMENTS: All materials, equipment, and supplies provided to the State of Wisconsin must comply fully with all safety requirements as set forth by the Wisconsin Administrative Code, and all applicable O S H A Standards.

22.0 WARRANTY: Unless otherwise specifically stated by the

bidder/proposer, equipment purchased as a result of this request shall be warranted against defects by the bidder/proposer for one (1) year from date of receipt. The equipment manufacturer's standard warranty shall apply as a minimum and must be honored by the contractor.

23.0 INSURANCE RESPONSIBIL ITY: The contractor performing

services for the State of Wisconsin shall:

23.1 Maintain workers compensation insurance, as required by

Wisconsin Statutes, for all employees engaged in the work.

3.2 Maintain.commercic1:l liability 1 bodil,Y injury an.d prop rty damage insurance against any cla1m(s) which might occur 1n carrying out this agreement/contract. Minimum coverage shall be one million dollars ($1,000,000) liability for bodily injury and property damage including products liaoility ana completed operations. Provide motor vehicle insurance for all owned, non-owned and hired vehicles that are used in carrying out this contract. Minimum coverage shall be one million dollars ($1d000,000) per occurrence combined single limit for automobile liability an property damage.

23.3 The state reserves the right to require higher or lower limits where warranted.

24.0 CANCELLATION: The State of Wisconsin reserves the right to cancel any contract in whole or in P,art without penalty due to nonappropriation of funds or for failure of the contractor to comply with terms, conditions, and specifications of this contract.

25.0 VENDOR T A X DELINQUENCY: Vendors who have a delinquent

Wjsconsin tax liability may have their payments offset by the State of Wisconsin.

26.0 PUBLIC R E C O R D S A C C E S S : It is the intention of the state to maintain an open and P.Ublic process in the solicitation, submission, review, and approval of procurement activities.

Bid/proposal openings are public unless otherwise specified. Records may not be available for public inspection prior to issuance of the notice of intent to award or the award of the contract.

27.0 P R O P R I E T A R Y INFORMATION: Any restrictions on the use of data contained within a request, must be clearly stated in the bid/proposal itself. Proprietary information submitted in response to a request will be handled in accordance with applicable State o Wisconsin procurement regulations and the Wisconsin public records law. Proprietary restrictions normally are not accepted. However, when accepted, 1t is the vendor's responsibility to defend the determination in the event of an appeal or litigation.

27.1 Data contained in a bid/proposal, all documentation provided therein, and innovations developed as a result of the contracted commodities or services cannot be copyrighted or patented. All data, d cumer:itation, and innovations become the property of the State of Wisconsin.

27.2 Any material submitted by the vendor in response to this request that the vendor considers confidential and proprietary information and which qualifies as a trade secret, as provided in s.19.36(5), Wis. Stats., or material which can be kept confidential under the Wisconsin public records law I must be identified on a Designation of Confidential and Proprietary information form (DOA-3027). Bidders/proposers may request the form ifit is not part of the Request for Bid/Request for Proposal package. Bid/proposal prices cannot be held confidential.

T242 1/2006

Wisconsin Department of Transportation

Solicitation Number 510019 Due Date: 6/9/2017 Time 2:00 PM

28.0 DISCLOSURE: If a state public official (s.19.42, Wis. Stats.), a member of a state public official s immediate family\ or any organization in which a state public official or a member of the off1c1al's immeaiate family owns or controls a ten percent ( 10%) interest, is a party to this agreement, and if this agreement involves payment of more than tliree thousand dollars ($3,000) within a twelve (12) month period, this contract is voidable by the state unless appropriate disclosure is made according to s.19.45(6); Wis. Stats., before si_gning the contract. Disclosure must be made to the State of Wisconsin Ethics Board, 44 East Mifflin Street, Suite 601, Madison, Wisconsin 53703 (Telephone 608-266-8123).

State classified and former employees and certain University of Wisconsin faculty/ staff are subject to separate disclosure requirements, s.16.417, Wis. Stats.

29.0 R E C Y C L E D MATERIALS: The State of Wisconsin is required to purchase products incorporating recycled materials whenever technically and economically feasible. Bidaers are encouraged to bid products with recycled content which meet specifications.

30.0 MATERIAL S A F E T Y DATA S H E E T : If any item(s) on an order(s) resulting from this award(s) is a hazardous chemical, as defined under 29CFR 1910.1200, provide one (1) copy of a Material Safety Data Sheet for ach item with ttie shipped container(s) and one (1) copy with the 1nvo1ce(s).

31.0 PROMOTIONAL ADVERTISING/NEWS R E L E A S E S : Reference to or use of the State of Wisconsin, any of its departments, agencies or other subunits, or any state official or employee for commercial promotion is prohibited. News releases pertaining to this J?.rocurement shall not be made without prior approval of the State of Wisconsin. Release of broadcast e-mails pertaining to this procurement shall not be made without prior written authorization of the contracting agency.

32.0 HOLD HARMLESS: The contractor will indemnify and save

harmless the State of Wisconsin and all of its officers, agents and employees from all suits 1 actions, or claims of any character brought for or on account of any injuries or damages received by any persons or property resulting from the operations of the contractor, or of any of its contractors, in prosecuting work under this agreement.

33.0 FOREIGN CORPORATION: A foreign corporation (any corporation other than a Wisconsin corporation) which becomes a party to this Agreement is required to conform to all the requirements of Chapter 180, Wis. Stats., relating to a foreign corporation and must possess a certificate of authority from the Wisconsin Department of Financial Institutions, unless tlie corporation is transacting business in interstate commerce or is otherwise exempt from the requirement of obtaining a certificate of authority. Any foreign corporation which desires to apply for a certificate of authority should contact the Department of Financiaf Institutions, Division of Corporation, P O Box 7846, Madison, WI 53707-7846; telephone (608) 261-7577.

34.0 W O R K C E N T E R PROGRAM: The successful bidder/proposer shall agree to implement processes that allow the State agencies, including the University of Wisconsin System, to satisfy the State's obligation to purchase goods and services produced oy_work centers certified under the State Use Law, s.16.752, Wis. Stats. This shall result in requiring the successful bidder/proposer to include products provided by work centers in its catalog for State agencies and campuses or to block the sale of comparable items to State agencies and campuses.

35.0 F O R C E MAJEURE: Neither party shall be in default by reason of any failure in performance of this Agreement in accordance with reasonable control and without fault or negligence on their part. Such causes may include, but are not restricted-to, acts of nature or the public enemy, acts of the government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes and unusually severe weather, but in every case the failure to perform such must be beyond the reasonable control and without the fault or negligence of the party.

Wisconsin Department of Administration - Ch. 16, 19, 51 Wis. Stats.

DOA-3054 (R 10/2005)

Supplier Name dotlaw Highlight

STANDARD TERMS & CONDITIONS Supplier Name

Supplier Number Solicitation Number 510019 Due Date: 6/9/2017

Wisconsin Department of Transportation

Time 2:00 PM

SUPPLEMENTAL STANDARD TERMS AND CONDITIONS FOR PROCUREMENTS FOR SERVICES

1.0 ACCEPTANCE OF BID/PROPOSAL CONTENT: The contents of

the bid/proP.osal of the successful contractor will become contractual obligations if procurement action ensues.

2.0 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION: By

signing this bid/proposal, the bidder/proposer certifies, and in the case of a Jointbid/proposal, each party thereto certifies as to its own organization, that in connection with this procurement:

2.1 The prices in this bid/proP.osal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidaer/proposer or with any competitor;

2.2 Unless otherwise required by law, the prices which have been quoted in this bid/proposal have not been knowingly disclosed by the bidder/proposer and will not knowingly be disclosed by tne bidder/proposer prior to opening in the case of an advertised P.rocurement or prior to award in the case of a negotiated procurement, directly or indirectly to any other bidder/proposer or to any competitor;

and

2.3 No attempt has been made or will be made by the bidder/proposer to induce any other person or firm to submit or not to submit a bid/proposal for the purpose o restricting competition.

2.4 Each person sil;Jning this bid/proposal certifies that: He/she is the person in the bidders/proposer's organization responsible within that organization for the decision as to tfie prices being offered herein and that he7she has not participated, and will not participate, in any action contrary to 2.1 through 2.3 above; (or) He/she is not the person in the bidder's/proP.oser's organization responsible within that organization for the decision as to the prices being offered herein, but that he/she has been authorized in writing to act as agent for the P.ersons responsible for such decisions in certifying that such persons have not participated, and will not participate in any action contrary to 2.1 through 2.3 above, and as their agent does herel::iy so certify; and he/she has not participated, and will not participate, in any action contrary to 2.1 through 2.3 above.

3.0 DISCLOSURE OF INDEPENDENCE AND RELATIONSHIP:

3.1 Prior to award of any contract, a potential contractor shall certify in writing to the procuring agency that no relationship exists between the potential contractor and the procuring or contracting agency that interferes with fair competition or is a conflict of interest, and no relationship exists between the contractor and another person or organization that constitutes a conflict of interest with respect to a state contract. The Department of Administration may waive tnis provision, in writing, if those activities of the potential contractor will not be adverse to the interests of the state.

T243 1/2006

3.2 Contractors shall a ree as part of the contract for services that during performance of the con the contractor will neither provide contractua.l services nor enter into any agreement to provide services to a person or organization that is regulated or funded by the contracting agency or has interests that are adverse to the contracting agencY.. The Department of Administration may waive this provision, in writing, if those activities of the contractor will not be adverse to the interests of the state.

4.0 DUAL EMPLOYMENT: Section 16.417, Wis. Stats., prohibits an individual who is a State of Wisconsin employee or who is retained as a contractor full-time by a State of Wisconsin agency from being retained as a contractor by the same or another State of Wisconsin agency where the individual receives more than $12,000 as co nsation for the individual's services during the same year. 1s prohibition does not apply to individuals who have full-time appointments for less than twelve

(12) months during any period of time that is not included in the appointment. It does not include corporations or partnerships.

5.0 EMPLOYMENT: The contractor will not engage the services of any person or ersons now employed by the State of Wisconsin, including any depa nt, commission or board thereof, to provide services relating to this agreement without the written conserit of tlie employing agency of such person or persons and of the contracting agency.

6.0 CONFLICT OF INTEREST: Private and nonprofit corporations are bound by ss. 180.0831, 180.1911(1)., and 181.225, Wis. Stats., regarding conflicts of interests by directors in the conduct of state contracts.

7.0 RECORD KEEPING AND RECORD RETENTION: The contractor

shall establish and maintain adequate records of all expenditures incurred under the contract. All records must be kept in accordance with generally accepted accounting procedures. All procedures must be in accordance with federal, state and local ordinances. The contracting agency shall have the right to audit, review, examine, copy, and transcribe any pertinent records or documents relating to any contract resulting from this bid/proposal held by the contractor. The contractor will retain all documents apP.licable to the contract for a period of not less than three (3) years after final payment is made:

8.0 INDEPENDENT CAPACITY OF CONTRACTOR: The parties hereto

agree that the contractor, its officers, agents, and employees, in the performance of this agreement shall act in the capacity of an independent contractor and not as an officer, employee, or agent of the state. The contractor agrees to take such steps as may be necessary to ensure that each subcontractor of the contractor will be deemed to be an independent contractor and will not be considered or permitted to be an agent, servant, joint venturer, or partner of the state.

Wisconsin Department of Administration - Ch. 16, 19, 51 Wis. Stats.

DOA-3681 (01 /2001)

RFP #510019

REQUEST FOR PROPOSAL (RFP)

FOR

Digitizing Microforms

Issued by:

STATE OF WISCONSIN

DEPARTMENT OF TRANSPORTATION

Division of Transportation Systems Development

Proposals must be received No later than June 9, 2017 2 PM

Important: See building security access restrictions in Section 2.3

LATE PROPOSALS WILL BE REJECTED

There will not be a public opening for this RFP

For further information regarding this RFP contact Melissa Viken

At (608) 266-0709 Email: melissa.viken@dot.wi.gov

Issued: April 11, 2017

TABLE OF CONTENTS

SECTION SUBJECT PAGE #

1 GENERAL INFORMATION

1.1 INTRODUCTION

1.2 DEFINITIONS

1.3 SCOPE

1.4 CLARIFICATION AND/OR REVISIONS OF THIS RFP

1.5 REASONABLE ACCOMMODATIONS

1.6 CALENDAR OF EVENTS

1.7 CONTRACT TERM

1.8 MINORITY BUSINESS ENTERPRISE / DISABLED VETERAN-OWNED BUSINESS PARTICIPATION

1.9 CERTIFICATION FOR COLLECTION OF SALES AND USE TAX

1.10 VENDORNET REGISTRATION

2 PREPARING AND SUBMITTING A PROPOSAL

2.1 GENERAL INSTRUCTIONS

2.2 INCURRING COSTS

2.3 SUBMITTING PROPOSALS

2.4 PROPOSAL ORGANIZATION AND FORMAT

2.5 MULTIPLE PROPOSALS

2.6 WITHDRAWAL OF PROPOSALS

3 PROPOSAL SELECTION AND AWARD PROCESS

3.1 EVALUATION COMMITTEE

3.2 PRELIMINARY EVALUATION

3.3 RIGHT TO REJECT PROPOSALS

3.4 PROPOSAL SCORING

3.5 EVALUATION CRITERIA

3.6 INTERVIEWS/PRESENTATIONS AND/OR SITE VISITS

3.7 SAMPLES

3.8 FINAL EVALUATION

3.9 AWARD AND FINAL OFFERS

3.10 NOTIFICATION OF INTENT TO AWARD

3.11 APPEALS PROCESS

3.12 NEGOTIATE CONTRACT TERMS

4 PROPOSER INFORMATION AND SOLUTIONS

4.1 MANDATORY REQUIREMENTS

4.2 ORGANIZATION CAPABILITIES

4.3 STAFF QUALIFICATIONS

4.4 SCANNING SERVICES PROPOSER SOLUTION

4.5 INDEXING SERVICES PROPOSED SOLUTIONS

4.6 GENERAL SERVICES

4.7 DESCRIBE VALUE-ADDED SOLUTIONS

4.8 PROPOSER REFERENCES

5 CONTRACT REQUIREMENTS

5.1 CONTRACT REQUIREMENTS

5.2 SERVICES

5.3 SUBCONTRACTORS

5.4 INSURANCE REQUIREMENTS

6 COST PROPOSAL

6.1 GENERAL INSTRUCTIONS FOR THE COST PROPOSAL AND HOW IT WILL BE SCORED

6.2 FORMAT FOR SUBMITTING COST PROPOSAL. USE COST PROPOSAL--ATTACHMENT E

6.3 FIXED PRICE PERIOD

7 REQUIRED FORMS

WI DEPARTMENT of TRANSPORTATION RFP #510019

1 GENERAL INFORMATION

1.1 Introduction

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for Digitizing Microforms and providing indexing services for Wisconsin Department of Transportation (WisDOT). The Microforms exist in different formats, including microfilm (reels), microfiche (flat sheets), slides, etc. Clear saving, storing, naming, and indexing of converted images may be necessary per WisDOT requirements.

The State as represented by its Wisconsin Department of Transportation (WisDOT) intends to use the results of this Request for Proposal (RFP) to award contract(s) for the above listed services. The contract administrator will be determined at the time of the contract award.

The WisDOT Purchasing Unit is the sole point of contact for the State of Wisconsin during the selection process. The person responsible for managing the procurement process is Melissa Viken, Purchasing Agent Sr., (608) 266-0709 or email: melissa.viken@dot.wi.gov. Contact with anyone else involved with this process without the prior authorization of WisDOT Purchasing may result in the disqualification of your proposal.

1.2 Definitions

The following definitions are used throughout the RFP:

Agency means the Wisconsin Department of Transportation Contractor means proposer awarded the contract Department means the Wisconsin Department of Transportation DOT or WisDOT means the Wisconsin Department of Transportation OCR means optical character recognition Proposer/Vendor means a company or individual submitting a proposal in response to this RFP State means the State of Wisconsin

1.3 Scope

1.3.1 Project Description

This project will initially include conversion of real estate microform as described in Section

1.3.3 below. Additional microform exists in other program areas that may require scanning and/or indexing at a later date, as described in Section 1.3.4, below.

The real estate project encompasses the following activities:

A. Scanning microform B. Image Post Processing (deskewing, despeckling, etc) C. File and Name Structures (Indexing) D. Metadata Tagging E. Sample Testing F. Optical Character Recognition (OCR)

1.3.2 Objectives/Needs

The conversion of Microforms to digital format should meet the following objectives:

A. All WisDOT real estate microforms are indexed with file naming structure provided.

a. Each scanned image shall have a unique file name specified by the Department

B. All data must be preserved in a form identical to, or functionally equal to, the original record

C. Scanned images shall be transferred on an approved media for delivery to the Department. A secure web-based utility is desired for viewing of some scanned files during the scanning process. This will be used by the scanning firm and the Department to interact and collaborate. There will be files on the microfilm rolls that do not fall into the categories of files described. The Department and the scanner will examine these files and determine how they will be incorporated in the file/folder convention.

D. Documents shall rotate to provide maximum readability E. Vendor shall use 300 dpi or higher as necessary to meet the quality requirements F. Post process digital images (cropping, deskewing, despeckling, image rotation) G. Vendor shall perform a quality check for consistency on the images. This shall include image clarity, orientation, and accuracy

1.3.3 Current Operations (history and background)

WisDOT is divided into five Divisions, each with different types of microforms, as well as different requirements for indexing and file naming after conversion.

Within the Division of Transportation System Development, Bureau of Technical Services, Real Estate has an immediate need for digitization of various records, as follows:

DTSD Bureau of Technical Services, Real Estate:

Microfilm

16MM

300 rolls/Approximately 1500 frames per roll

1. Project Documents o Plat images from varied sizes (22 in x 34in) originals.

o Scanned at 400 dpi o De-skewed o File name with the WisDOT project ID/name o Specified file/folder convention o Included metadata

County Type (plat or other) Date Related project IDs Notes

2. Acquisition Documents o Letter and up to Legal Size originals o 300 dpi o De-skewed o OCR o File name with Parcel number o Specified file/folder convention o Include Metadata

County Type (acquisition)

Date Parcel Number Notes

3. Land Sale Documents o Letter and up to Legal size originals o 300 dpi o De-skewed o OCR o File numbed with parcel number o Specified file/folder convention o Included Metadata

County Type (Sale) Date Parcel Number Notes

4. Miscellaneous microfiche images o There are some images that do not fall into this categories of fields described.

The department and the scanner will examine these files and determine how they will be incorporated in the file/folder convention

IMPORTANT NOTE: As part of this RFP process, interested Proposers will be asked to scan and partially index a roll of microfilm. Identical sample will be provided to all Proposers, along with instructions for indexing. Please see Section 3.7 for information on requesting a sample roll.

Additional microform exists throughout WisDOT, which may require scanning and/or indexing services at a later date:

Bureau of Highway Maintenance

35MM slides.

Division of Transportation System Development (DTSD) Bureau of Structures (BOS)

Microfilm

35MM

Approximately 700 rolls standard 3 & 5/8 inch reel of 35 mm

Division of Transportation Investment Management (DTIM)

Highway and traffic images, Photolog

35MM

Approximately 1600 Rolls

Division of Motor Vehicles

Microfiche cards in the bureau of Vehicle Services o Approximately 310,407,552 records

Microfilm on the Bureau of Driver Services o Over a million cities on film

Division of Business Management

Fiscal Services Section – Aperture Cards

1.4 Clarification and/or revisions of this RFP

Any questions concerning this RFP must be submitted in writing on or before May 19, 2017 to: Melissa Viken, Purchasing

Email: melissa.viken@dot.wi.gov

Vendors are expected to raise any questions, exceptions, or additions they have concerning the 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.

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 during the period from date of release of the RFP until the notice of intent to contract is released.

1.5 Reasonable accommodations

WisDOT 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 a bid opening/proposer conference, contact Melissa Viken, Purchasing, at (608) 266-0709 (voice) or contacting Wisconsin Telecommunications Relay System (TTY) at 1-800-947-3529.

1.6 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 WisDOT. In the event that WisDOT finds it necessary to change any of the specific dates and times, it will do so by issuing amendments to this RFP. There may or may not be a formal notification issued for changes of the estimated dates and times.

DATE EVENT

April 11, 2017 RFP issuance date April 24, 2017 May 8, 2017 (estimated) May 19, 2017

Last day to request sample microform (See Section 1.3.3) Sample Packets Mailed to Proposers

Last day for submitting written questions

May 26, 2017 (estimated)

Post amendments to proposers, which include answers to questions, supplements and/or revisions to the RFP on VendorNet

June 9, 2017 Proposals due on or before 2:00 p.m.

mailto:melissa.viken@dot.wi.gov

1.7 Contract term

The contract shall be effective on the date indicated on the purchase order or contract and shall continue for 2 year(s) from that date. By mutual agreement of the agency and the contractor, the contract may be renewed up to 2 additional one-year periods.

1.8 Minority Business Enterprise / Disabled Veteran-owned Business Participation Wisconsin statutes support purchasing goods/service from state certified Minority Business Enterprises (MBEs) and Disabled Veteran-owned Businesses (DVBs) located in Wisconsin. The Wisconsin Department of Transportation is committed to the promotion of state certified minority and disabled veteran-owned businesses in the State’s purchasing program.

An MBE means a business certified, or certifiable, by the Wisconsin Department of Administration under Statute 560.036(2). Authority for the Minority Business Enterprise (MBE) program is found in Wisconsin Statutes 15.107(2), 16.75(3m), and 16.755.

A DVB means a business certified, or certifiable, by the Wisconsin Department of Administration (DOA), Wisconsin Supplier Diversity Program under Statute 16.283 (3). "Disabled veteran" means a person who is verified by the Department of Veterans Affairs as being all of the following at the time the person applies for certification:

1. A veteran as defined in s. 45.01(12),

2. A resident of this state, and

3. A person who is in receipt of an award from the U.S. Department of Veterans Affairs of a service–connected disability rating under 38 USC 1114 or 1134 of at least 30%.

Bidders who feel that they qualify, should seek certification from the Wisconsin Department of Administration, Wisconsin Supplier Diversity Program, and mark “yes” on page 2 of the RFP. Details of program certification are located at: https://wisdp.wi.gov/

Bidders are strongly urged to use due diligence to further this policy by setting up subcontracts to state-certified MBEs and DVBs and/or by using such enterprises to provide goods and services incidental to this contract (second-tier suppliers), with a goal of awarding 6% of the contract cost to such enterprises (5% MBEs, 1% DVB).

Bidders must submit the attached WisDOT MBE / DVB Program Awareness, Compliance & Action Plan (Attachment C) indicating their proposed utilization of state-certified minority businesses for this contract. Contact the State’s Minority Business Manager for assistance in locating certified firms at

(608) 267-9550. A listing of State of Wisconsin certified minority businesses, as well as the services and commodities they provide, is on the State-certified MBE web site: https://wisdp.wi.gov/Search.aspx.

Monthly reports (Attachment D) are requested to be submitted to WisDOT’s Purchasing Unit via email to DOTTIPSCOrrespond@dot.wi.gov, itemizing the deliveries and cost of items or services provided by certified firms. Reports should state the costs for the previous contract month. The Department reserves the right to verify with listed firms their involvement as subcontractors or second-tier suppliers.

1.9 Certification for Collection of Sales and Use Tax

The State of Wisconsin shall not enter into a contract with a vendor, and reserves the right to cancel any existing contract, if the vendor or Contractor has…