9542 RFB Main Digitizing Scan Records.docx

REQUEST FOR BID

Records Digitizing and Scanning

CKS-9542

Issued: July 1, 2024 Responses Due: August 22, 2024

Table of Contents

1.0 INTRODUCTION AND PURPOSE

1.1 DEFINITIONS

For the purposes of this Request for Bid and resulting contract(s), the following definitions of terms shall apply, unless otherwise indicated.

1.2 PURPOSE AND SCOPE

The Department of Corrections (DOC) requests Bids for the procurement of services for the scanning and digitizing of client files on behalf of the Division of Community Corrections, and intends to use the results of this process to award a contract for these services. The Contractor will be required to perform all tasks listed in the Scope of Work (SOW) (Attachment C), the SOW includes picking up records from various DOC locations located throughout the State of Wisconsin. The processing of the records includes confirming client numbers match the records, preparing the documents for scanning, scanning records and providing validation, quality assurance, indexing, storing, electronic submission, and confidential destruction.

DOC estimates that 14,000,000 pages will need to be scanned into images. This estimate is based on the linear feet of records, and is not an exact number. DOC intends to award this RFB to one bidder for these services.

1.3 CONTRACT TERM

The contract award from this RFB process will be in effect for the duration not to exceed a five-year period. However, DOC anticipates this project will be completed within a two-year period. The contract shall be effective on the date of the implementation of the contract, as set forth by a letter from DOC to the Contractor establishing the effective date.

The RFB documents, the awarded Bidder's response as accepted by the DOC, and any purchase order(s) related to this RFB shall become the contract between the parties, unless a separate contract is executed.

1.4 MODIFICATIONS OF CONTRACT

The contract shall not be used for purchasing services outside of the general scope and intent of the original Request for Bid. Any modifications made to the contract shall fall within the scope of the Bid. They must be rendered in writing and signed by both parties, or they will be void.

1.5 ORDER OF PRECEDENCE

In the event of contract award, the contents of this RFB (including all attachments), RFB addenda and revisions, the Bid response from the successful Bidder as accepted by the DOC, and any additional terms agreed to in writing by the parties shall be incorporated into the contract. Failure of the successful Bidder to accept these elements into the contract will result in the cancellation of the contract award.

In the event of a conflict with the incorporated elements of the contract, the following order of precedence will prevail:

· Final Signed contract with clarifications included

· Bid Response as accepted by the DOC

· Request for Bid

If the Official State Purchase Order serves as the final contract, in the event of a conflict with the incorporated elements of the contract, the following order of precedence will prevail:

· Official State Purchase Order

· Bid Response as accepted by the DOC

· Request for Bid

1.6 RESPONDING TO BID REQUIREMENTS

Mandatory Bidder qualifications and/or requirements in this RFB document must be minimally met without exception; failure to meet such will disqualify the Bid. Before the award of any contract, the DOC shall be satisfied that the Bidder has sufficient qualified resources available for performing the work described in this Bid. It is the Bidder's responsibility to acquaint the DOC with these qualifications by submitting appropriate or supporting documentation.

Certain qualifications/specifications will be presented by the DOC as itemized questions that require an affirmative response from the Bidder that they can meet them (e.g., "yes/no" prompt, dropdown menu, required attachment). Other requirements may be presented in a grouped manner (e.g., "Does your company meet requirements 2.1-2.8?"). For any itemized or grouped requirements that the Bidder cannot meet, the Bidder must check "no" and provide a supplemental document as an attachment to explain.

Failure to meet a qualification will disqualify the Bid. However, in the event that no Bidder is able to meet an individual mandatory requirement, the DOC reserves the right to continue the review of Bids.

2.0 BIDDER QUALIFICATIONS AND REQUIREMENTS

All requirements in this section are mandatory and shall be met at no additional cost above the pricing provided in the Bid response. Bidder shall use Attachment B- Mandatory Requirements Checklist to respond to this section.

2.1 SERVICE LOCATION

Due to high degree of confidentiality and sensitive records handling, the DOC requires the ability to conduct on-site inspections/reviews of the Contractors operations. Additionally, DOC reserves the right to conduct an on-site review prior to the contract award to determine that the Bidder meets all the requirements of the RFB. Therefore, the Bidder must have a facility that is within a 200 mile radius of Madison, WI, where the work required under this contract will be completed. .

2.3 SECURE FACILITY

Bidder must have a facility that is secure. The facility must only allow access to authorized personnel. Facility must have a dual-lock system for records that are in storage.

2.4 CERTIFICATION

Document destruction must follow National Association of Information Destruction (NAID) AAA certification guidelines. The Bidder must be NAID AAA certified, or show that they meet all the requirements of NAID certification, and are able to achieve certification prior to contract commencement. DOC reserves the right to require a Bidder to become NAID AAA certified prior to award of the contract. For more information go to: https://isigmaonline.org/certifications/naid-aaa-certification/

3.0 MANDATORY SPECIFICATIONS

All requirements in this section are mandatory and shall be met at no additional cost above the pricing provided in the Bid response. Bidder shall use Attachment B- Mandatory Requirements Checklist to respond to this section.

3.1 STAFF QUALIFICATIONS, TRAINING, AND EXPERIENCE

The Contractor shall only employ staff to work on this contract that have the proper training and experience needed to perform the responsibilities of this work according the requirements in the Scope of Work (Attachment C) and the requirements specified in this RFB. The Contractor will follow the provisions of background checking per the DOC Rider (Attachment F).

3.2 TECHNICAL SPECIFICATIONS

The Bidder must be able to perform all tasks as specified in the Scope of Work (Attachment C)

3.3 PERFORMANCE AND SUPPORT SPECIFICATIONS

All work performed under this contract is expected to be completed within five years. If work is not being completed according to the schedule developed by DOC and the Contractor at the start of the project, DOC reserves the right to cancel the contract and negotiate a contract with the next lowest priced Bidder from this RFB.

3.4 RECORDS TRANPORT

Bidder must have the capability to pick up and transport the records to their processing location. The Bidder must be willing to pick up the records at any DOC owned or leased location specified within the State of Wisconsin (Attachments D and E).

3.5 SITE VISITS

The Bidder must be willing to accommodate site visits of DOC personnel as requested. DOC will give a notice of at least 5 business days, unless there is an emergency situation that does not allow for the 5 business day notice.

4.0 SPECIAL TERMS AND CONDITIONS OF BID

The DOC reserves the right to negotiate special terms and conditions when it is in its best interest to do so. The Bidder shall not submit its own contract document as a substitute for the State's Special Terms and Conditions.

Bidders shall accept all terms and conditions or submit point-by-point exceptions along with proposed alternative language for each point. The DOC may or may not consider any of the Bidder's suggested revisions. Any changes or amendments to any of the terms and conditions will occur only if they are in the best interest of the DOC.

4.1 EXECUTING SERVICES OR PURCHASE ORDERS

No service is to be provided until an official State of Wisconsin Purchase Order is issued by DOC to the Contractor. When there is more than one State fiscal year (July 1 through June 30), or a portion of a fiscal year during the contract period, a separate purchase order will be issued for each fiscal year in accordance with the Department’s policy on the issuance of purchase orders.

4.2 AUDITING

A. Contractor will allow inspection of records related to this contract and as permitted by law, by representatives of DOC and its authorized agents, in order to confirm Contractor's compliance with the specifications of this contract.

B. Contractor shall comply with the auditing requirements of DOC including making available to DOC all documents applicable to the contract. The DOC shall, during normal business hours, have the right to examine, audit, and copy (on Contractor's premises), any of the Contractor’s records and computer data storage media any data pertaining to transactions directly pertinent to the resulting contract. All electronic data shall be submitted to the DOC via customary industry form or medium as directed by the DOC. This provision shall survive six years following the termination, cancellation, or expiration of this contract.

C. DOC may require that the Contractor cover the cost to audit all expenditures paid by DOC under the contract. Alternatively, DOC reserves the right to procure an auditor or conduct an audit of the Contractor. DOC may also require follow-up review of selected transactions as necessary. The Contractor agrees to make available to DOC financial records in the format requested for the audit.

4.3 PAYMENT TERMS

Payments will not be made until the work completed has been determined to meet all specifications, requirements, and deliverables, and has been accepted by the DOC. The Contractor will bill DOC monthly based on the number of completed records. All requirements for the processing of the record per the Scope of Work -Attachment C must be completed prior to the invoice being submitted.

Bidders that are not set up as a Suppliers in the STAR PeopleSoft system will be required to complete new Supplier paperwork before any payments can be issued. As part of the account set-up, Suppliers may elect to receive payments by check or Automated Clearing House (ACH). ACH payments are highly encouraged to cut down on handling and processing times.

DOC verifies invoiced amounts are correct as per the contract. Only properly submitted invoices will be processed for payment. Invoices must conform to the instructions below. Invoices must be itemized showing:

· Contractor name

· Remit to address

· Purchase order number

· Charges in the same format as the terms of the contract The original invoice must be emailed to the DCC business office at: DOCDCCBusinessOfficeCentralOffice@wisconsin.gov

4.4.2 The contract is limited to the services listed in the contract document or accompanying attachments or amendments. Services ordered not covered by this RFB will be considered out of scope. The Contractor should not accept or fulfill orders for items out of scope. Invoices sent to DOC for items not covered by the contract will be denied for payment.

4.4.3 If the DOC is dissatisfied with the quality of the Service, the DOC will provide written notice to the Contractor of the deficiency. If the Contractor fails to correct the deficiency by the date identified in the notice, the DOC may withhold funds under this contract, request reimbursement for the Service paid for but not delivered, or withhold funds due from delivery under another contract. Nothing set forth herein shall prevent or prohibit the DOC from pursuing other legal or equitable remedies.

4.6 TERMINATION FOR CAUSE

The DOC may terminate this contract after providing the Contractor with thirty (30) calendar days’ written notice of the Contractor's right to cure a failure of the Contractor’s performance under the terms of this contract. The Contractor may terminate this contract after providing the DOC a one hundred and twenty (120) calendar day notice of the State's right to cure a failure to perform under the terms of this contract.

Upon the termination of this contract for any reason, or upon the contract’s expiration, each party shall be released from all obligations to the other party arising after the date of termination or expiration, except for those that by their terms survive such termination or expiration.

4.7 TERMINATION FOR CONVENIENCE

Either party may terminate this contract at any time, without cause, by providing a written notice; the DOC by providing at least a thirty (30) calendar day notice to the Contractor, and the Contractor providing at least a one hundred and twenty (120) calendar day notice to the DOC in advance of the intended date of termination.

In the event of termination for convenience, the Contractor shall be entitled to receive compensation for any work performed under the contract. The DOC shall be entitled to a refund for goods or services paid for but not received or implemented. Any refund due to DOC must be paid within thirty (30) calendar days of written notice to the Contractor requesting the refund.

4.8 CONTRACT CANCELLATION

The DOC reserves the right to cancel this contract in whole or in part without penalty if the Contractor:

· Fails to perform any material obligation required under the contract

· Files a petition in bankruptcy, becomes insolvent, or otherwise acts to dissolve as a legal entity

· Allows any final judgment not to be satisfied or a lien not to be disputed after a legally-imposed, 30 calendar day notice

· Makes an assignment for the benefit of creditors

· Fails to follow the sales and use tax certification requirements of §77.66 of the Wisconsin Statutes

· Incurs a delinquent Wisconsin tax liability

· Fails to submit a non-discrimination or affirmative action plan as required in the Standard Terms and Conditions (DOA-3054)

· Fails to follow the non-discrimination or affirmative action requirements of subch. II, Chapter 111 of the Wisconsin Statutes (Wisconsin's Fair Employment Law)

· Becomes a federally debarred Contractor

· Is excluded from federal procurement and non-procurement contracts

· Fails to maintain and keep in force all required insurance, permits and licenses as provided in this contract

· Fails to maintain the confidentiality of the DOC's information that is considered to be Confidential Information, proprietary, or containing Personally Identifiable Information

· Contractor’s performance threatens health or safety of any person

4.9 NONDISCRIMINATION AND AFFIRMATIVE ACTION

The Bidder shall comply with Section 19 of the Standard Terms and Conditions (DOA 3054) and submit an affirmative action plan as required.

The Bidder shall input a price per image in Attachment A- Bid Cost Sheet. Prices shall be in U.S. dollars unless otherwise indicated. In the event of errors in calculation, the unit price shall prevail. The price shall include all costs associated with the processing of the records, no additional fees or charges will be allowed.

5.2 COST SHEET INSTRUCTIONS

Bidders shall complete the attached Bid Cost Sheet- Attachment A by submitting a cost per image. The spreadsheet will extend out the total estimated value of the contract based on the estimated number of images. Bidders may not alter the Cost Sheet in any manner.

Additional Costs- Contractors may not bill for additional services or any other cost other than the per image price on the Bid Cost Sheet (Attachment A), and the costs to return non-scannable media found in boxes (refer to Attachment C-Scope of Work).

The DOC Contract Administrator reserves the right to consider approval of additional costs, however they will only be considered under extenuating circumstances that are unforeseen and out of the Contractor’s control.

6.0 BID PROCEDURE AND INSTRUCTIONS

6.1 CALENDAR OF EVENTS

Listed below are important dates and times by which actions related to this Request for Bid shall be completed. In the event that DOC finds it necessary to change any of these dates and times (except estimated dates and times), it will do so by posting an amendment to this RFB on Wisconsin eSupplier Portal.

6.2 CORRESPONDENCE, CLARIFICATIONS, AND QUESTIONS

Bidders are expected to raise any questions, exceptions, or additions concerning the RFB document by July 15, 2024. If at any time prior to the bid due date, a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB, the Bidder must immediately notify the Procurement Manager named below of the issue in writing and request modification or clarification of the RFB document.

All communication and/or questions on all matters regarding this Bid shall be made in writing and refer to Request for Bid CKS-9542 and directed to the Procurement Manager, Cynda Solberg. Correspondence should be emailed to: DOCProcurementManager@wisconsin.gov.

Any questions or protests regarding specifications in this RFB must be submitted in writing to the Procurement Manager by July 15, 2024.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFB, supplements or revisions, including addendums and amendments, it will be posted to the Wisconsin eSupplier Portal. https://esupplier.wi.gov/psp/esupplier/supplier/erf/h/?tab=WI_BIDDER

All contact or communication with any employee or officer of the DOC concerning this RFB, except the Procurement Manager, is strictly prohibited during the period from the date this RFB is released until the date the Notice of Award is issued. The Procurement Manager may authorize, in writing, contact or communication with another state employee or officer as circumstances may dictate. Prospective Bidders who hold a current contract(s) with the DOC may continue to communicate with the Contract Administrator(s) regarding the performance of that current contract(s) only.

Violation of the communication conditions in this section may be considered sufficient cause for rejection of a bid, irrespective of any other considerations.

6.3 REASONABLE ACCOMMODATIONS

Upon request, the DOC shall provide reasonable accommodations, including the provision of informational material in an alternative format or accommodations at a Bid opening or Bidder’s Conference. To arrange any necessary accommodation, please contact: Cynda Solberg at 608-240-5581 or DOCProcurementManager@wisconsin.gov

6.4 WISCONSIN eSUPPLIER PORTAL REGISTRATION

Only Bidders currently registered with the State of Wisconsin’s eSupplier Portal (the State’s electronic purchasing information system) will receive future official notices for this Service or Commodity. The State of Wisconsin purchasing information and Bidder notification service is available to all businesses and organizations that want to do business with the State. The Wisconsin eSupplier Portal may be accessed on the internet at https://eSupplier.wi.gov, to register as a Bidder with the State of Wisconsin. Bidders may use the same internet address for requesting inclusion on the Bidders list for goods and Services that the organization wants to sell to the State. Registered Bidders in the eSupplier Portal should receive an email message each time a State Agency, including any campus of the University of Wisconsin System, posts a request for bid in their designated Service or Commodity area(s) with an estimated value over $50,000. Organizations without internet access will receive paper copies in the mail. Increasingly, State agencies also are using Wisconsin eSupplier Portal to post simplified bids valued at $50,000 or less. Bidders also may receive email notices of these simplified bid opportunities. Bidders may also visit VendorNet at https://VendorNet.wi.gov to get information on State purchasing practices and policies, goods and Services that the State buys, and tips on selling to the State.

6.5 MANDATORY BIDDER CONFERENCE

A mandatory bidder conference will be held on July 25, 2024 at 11:00 am CT, via TEAMS. Bidders should RSVP to Cynda Solberg DOCProcurementManager@wisconsin.gov no later than July 23, 2024 to receive a meeting invitation. Bidders unable to meet via TEAMS can request the TEAMS phone number to call to join the meeting. Bidders must have at least one person in attendance at the meeting in order to be eligible to submit a bid.

At the conference, DOC will explain the scope of this project, respond to pre-submitted questions, and to provide any additional instruction to Bidders on the submission of their Bid. As time allows, DOC will take additional questions from the attendees at the meeting. All answers to questions or any changes to the Bid as a result of the Bidder Conference will be posted to the Wisconsin eSupplier Portal as an amendment to the RFB. Bidders are cautioned that only formal amendments issued via the Wisconsin eSupplier Portal are binding. If no questions are received in advance of the conference, the DOC reserves the right to cancel or reschedule the Bidder Conference.

6.6 SUBMITTING A BID

Bidders have three options to respond to this RFB. Required materials (refer to Section 8) shall be received for acceptance of the bid by the date and time listed on the Bid cover, or through eSupplier. Bids received after that date and time will be rejected. Receipt of a bid by the State mail system does not constitute receipt of a bid by DOC Purchasing for the purposes of this RFB. Use one of the options below for submission of a bid response.

Faxed or emailed bids are not accepted.

6.6.1 WISCONSIN eSUPPLIER PORTAL SUBMITTAL (STRONGLY PREFERRED) Respond as directed herein and in the pages presented in the Wisconsin eSupplier Portal for this event. The State has developed questions that will guide your electronic response to this RFB. If the bid is submitted electronically, a mailed copy does not need to be submitted, unless Bidders are directed to submit materials or samples related to the Bid response.

Certain requirements, qualifications and Specifications shall be presented as itemized questions that require an affirmative response from the Bidder that indicate these can be met (i.e. “yes/no” prompt; drop down menu; required attachment). Other requirements may be presented in a grouped manner (e.g. “Does your company meet requirements 2.1-2.8”). For any (itemized or grouped) requirements that cannot be met, a “no” shall be checked and a supplemental document shall be provided as an attachment to explain.

Allow time for entering a Bid Response in eSupplier. Keep in mind the following if an error occurs:

Please note, Bidders must click "Submit" in the Wisconsin eSupplier Portal to have their response received. Only clicking "Save" does not submit the Bidder’s response; therefore, it shall not be received or reviewed. Bidders will receive verification that a response has been submitted.

6.6.2 MAILED or HAND DELIVERED BID SUBMITTAL

If Bidders elect to mail or hand deliver a bid, Bidders shall submit an original of all the required materials (see Section 8) and one electronic version on a USB flash drive of all materials required (see Section 8) for acceptance of their Bid by the deadline to:

All Bids shall be received and time-stamped at the above location no later than August 22, 2024 at 2:00pm CT. Bids not time-stamped before the due date and time will be considered late and rejected. Receipt of a Bid by the State mail system does not constitute receipt of a Bid by DOC Procurement.

All Bids shall be packaged, sealed in a box or envelope, and clearly marked with the following information on the outside of the package:

BIDDER NAME AND ADDRESS

RFB TITLE: Digiting and Scanning of Records

RFB NUMBER: CKS-9542

RFB DUE DATE AND TIME: August 22, 2024 2:00pm CT

The DOC is not responsible for deliveries that do not reach the DOC Procurement Office by the required due date and time.

6.7 FORMAT OF BID RESPONSE FOR MAILED OR HAND DELIVERED BIDS

Bidders responding to this RFB outside of the Wisconsin eSupplier Portal shall comply with the following format requirements:

Bidder Required Form: Include the signed, required form (DOA-3832) with the Bid and those certifications required for submittal of a Bid. Bids submitted in response to this RFB shall be signed by the person in the Bidder’s organization who is responsible for the decision as to the prices being offered in the Bid or by a person who has been authorized in writing to act as agent for the person responsible for the decision on prices. DO NOT COPY AND RETURN THE ENTIRE BID DOCUMENT.

If any information as part of the solicitation has been labeled as proprietary or confidential on DOA 3832, the Bidder must submit an electronic version of the redacted submittal.

By submitting a signed Bid, the Bidders signatories certify that in connection with this procurement: (a) the Bidder’s organization or an agent of the vendor's organization has arrived at the prices in its Bid without consultation, communication, or agreement with any other respondent or with any competitor for the purpose of restricting competition; (b) the prices quoted in the Bid have not been knowingly disclosed by the Bidder's organization or by any agent of the Bidder's organization and shall 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 shall be made by the Bidder'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 Bid for the purpose of restricting competition.

State of Wisconsin Standard Terms and Conditions (DOA-3054) and State of Wisconsin Supplemental Standard Terms and Conditions for Procurements for Services (DOA-3681) (herein after Terms and Conditions): These Terms and Conditions shall govern this Bid and subsequent award. Bidders shall accept these Standard and Supplemental Terms and Conditions or submit point-by-point exceptions along with proposed alternate or additional language for each point. Submission of any standard Bidder contracts as a substitute for language in the Terms and Conditions is not a sufficient response to this requirement and may result in rejection of the Bidder's response. The State reserves the right to negotiate contractual Terms and Conditions other than those in the State of Wisconsin Contract when it is in the best interest of the State to do so.

Additional Information: Include all additional information that shall be essential to an understanding of the Bid. This might include diagrams, excerpts from manuals, or other explanatory documentation that would clarify and/or substantiate the Bid document.

Price Information: Provide price information on the Cost Sheet Attachment A, included in this RFB. All prices for furnishing the services included in the Bid in accordance with the terms and conditions in this RFB shall be included. No alternate price formats will be accepted. Alternate price formats may eliminate consideration for this Bid.

Bid Response Qualifications and Requirements: The Bidder shall include the Bid Mandatory Requirements- Attachment B, included in this RFB. A response to each qualification and requirement listed shall be clearly checked and/or submitted as applicable and the sheet signed.

6.8 INCURRING COSTS

The DOC shall not be responsible for any costs incurred by the Bidder to prepare and respond to this Bid, conduct its due diligence, or negotiate any agreements whether or not a contract is awarded.

7.0 BID ACCEPTANCE AND AWARD

7.1 BID OPENING

Bids will be opened on the date and time indicated in Section 6.1 at 3099 E. Washington Ave., Madison, WI 53704. The names of the bidders shall be read aloud at that time.

7.2 BID REVIEW

All Bids will be reviewed by the DOC's Procurement Manager to ensure compliance with submittal requirements. DOC shall be the sole judge as to Bidders' compliance with the Bid instructions.

7.3 BID ACCEPTANCE

Bids that do not comply with the Mandatory Requirements or the Mandatory Specifications will be rejected. Bids that do not comply with the State of Wisconsin Terms and Conditions and/or the Special Terms and Conditions of Bid may be rejected. DOC in its sole discretion retains the right to accept or reject any or all Bids, or accept or reject any part of a Bid, if it is deemed to be in the best interest of the DOC.

7.4 METHOD OF AWARD

Award(s) will be made on the basis of the lowest price from a responsive, responsible Bidder that meets the specifications. Bids shall be in US dollars unless otherwise indicated. Bids that require a specific quantity or dollar amount will be disqualified. In the event of Bidder error in calculation, unit price shall prevail.

The DOC intends to award a contract to one Bidder.

7.5 PROTEST AND APPEALS PROCESS

Notice of Intent to Protest a proposed Bid award, and the actual protest, shall be made in writing to the head of the Procuring Agency (or designee) as set forth below. The protest procedure applies to only those requests for Bids for Services that are over $50,000. The protest shall be as specific as possible, and should identify statutes and Wisconsin Administrative Code provisions that are alleged to have been violated.

The Notice of Intent to Protest shall be filed with the individual listed below, and received by the head of the Procuring Agency Head (or designee) no later than five (5) business days after the Notice of Intent to Award is issued.

The actual Protest also shall be filed with the individual listed below, and shall be received by the head of the Procuring Agency (or designee) within ten (10) business days after the Notice of Intent to Award is issued.

With a copy to the Procurement Manager at DOCProcurementManager@wisconsin.gov

7.5.1 APPEALS

The decision of the head of the Procuring Agency may be appealed to the Secretary of the Department of Administration, in writing, within five (5) business days of the Procuring Agency's issuance of its written Protest decision.

A copy of the Appeal shall also be filed with the head of the Procuring Agency. The Appeal shall be as specific as possible, and should identify statutes and Wisconsin Administrative Code provisions that are alleged to have been violated.

7.6 BIDDER REFERENCES/CLIENT LIST

The Bid shall include Bidder references by completing the DOA-3832, listing at least four (4) names or companies with whom the Bidder has done business similar in size and scope as required by this RFB within the last five of years. For each organization listed, the Bidder shall include the organization, governmental agency, and/or company name, address, contact person, email address, and telephone number along with a brief description of the product or service that formed the basis of the business relationship. The DOC will determine which references to contact in order to assess the quality of the product or service.

7.7 USE OF SUBCONTRACTORS

The contract will be between the DOC and the awardee. The Contractor will be responsible for its subcontractors' performance of the pertinent contract obligations including related Specifications, insurance requirements, and applicable regulations. The Bidder shall identify any potential subcontractor it intends to use to provide the product or service it will provide if awarded the contract.

All subcontractors shall be approved in writing by the DOC. Any proposed substitution of an approved subcontractor shall be submitted in writing to the DOC 30 calendar days prior to implementation of the substitution, and include the substitute's qualifications, the reason for the change, and the intended effective date of the substitution. Failure to notify the DOC may result in cancellation of the contract without notice and without penalty to the State.

For all Subcontractors, the Bidder shall: 1) Name the Subcontractor; 2) Explain its relationship with the Subcontractor; 3) Describe the role the Subcontractor will play; and 4) Provide the name and a description of Subcontractor(s) relevant qualifications and capabilities.

7.8 SUPPLIER DIVERSITY

7.8.1 MINORITY-OWNED BUSINESS ENTERPRISE

Minority-Owned Business Enterprises (MBEs) are certified by the Wisconsin Department of Administration. This program can be found at:

https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx.

The State of Wisconsin is committed to the promotion of MBEs in the State's purchasing program. Wisconsin statutes provide for a permissive 5% price preference for certified MBEs that compete for State Contracts. This means that State agencies may make an award to the MBE submitting the lowest qualified Bid when that qualified Bid is not more than 5% higher than the apparent low Bid. (A MBE Bidder preference will not be considered on a printing or stationery procurement.) Policy provides that MBEs should have the maximum opportunity to participate in the performance of its contracts. The Contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to MBEs or by using such enterprises to provide commodities and Services incidental to this agreement.

The Contractor shall furnish appropriate quarterly information about its efforts, including the identities of such businesses certified by the Wisconsin Supplier Diversity Program, their contract amount, and spend for each period to the DOC.

A listing of certified MBEs, as well as the Services and commodities they provide, is available at: https://wisdp.wi.gov/search.aspx.

7.8.2 VETERAN-OWNED BUSINESS

The State of Wisconsin encourages the participation of Veteran-Owned Businesses (VBs) in the statewide purchasing program by inviting VBs to actively solicit public purchasing business and by reducing undue impediments to such participation. VBs are certified by the Department of Veterans Affairs (DVA). Applicants shall complete a Veteran-owned Business Request for Certification form (WDVA 1037). There is no price preference for certified VBs that compete for State Contracts.

Contact the DVA at: http://dva.state.wi.us.

7.8.3 DISABLED VETERAN-OWNED BUSINESS

Disabled Veteran-Owned Businesses (DVBs) are certified by the Wisconsin Department of Administration. This program can be found at:

https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx.

The State of Wisconsin is committed to the promotion of DVBs in the State's purchasing program. Wisconsin statutes provide for a permissive 5% price preference for certified DVBs that compete for State Contracts. This means that State agencies may make an award to the DVB submitting the lowest qualified Bid when that qualified Bid is not more than 5% higher than the apparent low Bid. (A Bidder preference will not be considered on a printing or stationery procurement.) Policy provides that DVBs should have the maximum opportunity to participate in the performance of its contracts. The Supplier/Contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to DVBs or by using such enterprises to provide commodities and Services incidental to this agreement.

The Supplier/Contractor shall furnish appropriate quarterly information about its efforts, including the identities of such businesses certified by the Supplier Diversity Program and their contract amount.

A listing of certified DVBs, as well as the Services and commodities they provide, is available at: https://wisdp.wi.gov/search.aspx.

7.8.4 WOMAN-OWNED BUSINESS ENTERPRISE

Woman-Owned Business Enterprises (WBEs) are certified by the Wisconsin Department of Administration. This program can be found at: https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx.

State-certified WBEs are able to provide both governmental entities and private companies with a credible recognition of the business' ownership. The WBE certification may serve as an additional marketing tool when seeking contract opportunities with entities that place a value on having a diverse supplier base. There is no price preference for certified WBEs that compete for State Contracts.

A listing of certified WBEs, as well as the Services and commodities they provide, is available at: https://wisdp.wi.gov/search.aspx.

7.9 NOTIFICATION OF AWARD

A Notice of Intent to Award is issued for all Service Procurements. All Bidders who respond to this RFB shall receive a written Notice of Intent to Award.

8.0 REQUIRED BID SUBMITTAL FORMS

The following is a list of required forms to be submitted in response to this RFB.

· DOA-3832 Bidder Required Form

· Attachment A Bid Cost Sheet

· Attachment B Bid Mandatory Requirements

Additional Documents- do not need to be returned Attachment C- Scope of Work Attachment D- List of DCC Locations Attachment E- Maps- DCC Locations Attachment F- DOC Rider The following information must be submitted within 5 business days of the Intent to Award. Failure to submit the required information may result in awarding to the next vendor.

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