Amendment1 QAsUWM BID KK18-13-My.pdf

State of Wisconsin – UW-Milwaukee Wis. Statutes s.16.75

DOA-3070 (R08/2003) UWM-3070 (R10-13)

REQUEST FOR BID: KK18-13-M THIS IS NOT AN ORDER

Services Requested: X-Ray Lab Maintenance and Service

Release date: March 2, 2018

Optional Site Visit Request: Must be requested by

March 12 @ 12:00PM (See Section 3.5)

Purchasing Agent: Kathy Kercheck Email: uwmbids@uwm.edu

BID AMENDMENT #1 Questions and Answers SEE Page

See Section 3.4 for rules regarding communications during a Bid.

Site Visit: between March 13 – March 21

Questions Due: March 22, 2018 @ 2:00PM

Bid Due: March 29, 2018@ 2:00PM

Available submission methods: See Section 3.6

BID RESPONSIVENESS: To be considered responsive, the bidder must submit the following. Please check off the following:

MANDATORY: Request for Bid Cover Sheet (this page), signed by an authorized signatory.

MANDATORY: Bid Response (Exhibit A) OPTIONAL: Any exceptions to Contract Terms and Conditions. See Section 4.0.

OPTIONAL: Confidentiality Form, if desired (http://vendornet.state.wi.us/vendornet/doaforms/doa-3027.doc; DOA-3027)

(Include as Tab C of response).

The undersigned has legal authority to bind the bidder to this bid.

Yes No Note: Failure to check “Yes” will result in the bid being considered non-responsive and ineligible for award.

The undersigned claims minority bidder preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder must be certified by the Wisconsin Department of Administration. If you have questions concerning the certification process, contact the Wisconsin Department of Administration, 101 E. Wilson Street, 6th Floor, Madison, WI 53707 (608) 267-7806.

Yes No The undersigned bidder is a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification 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.

Yes No Wis. Stats. s. 16.754 directs the State to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in our bid 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.

Yes No Unknown By signing this, the undersigned also certifies that neither bidder nor any person or entity associated with the bidder has, 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 to any other bidder or competitor; that the above statements are accurate under penalty of perjury; that false, misleading or missing information may disqualify the bid; and that neither the bidder nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency (see www.sam.gov and https://acquisition.gov/far/current/html/Subpart%209_4.html). Yes No The undersigned and the respondent will comply with all terms, conditions and specifications set forth in this bid.

Yes No Note: Failure to check “Yes” may result in the quote/bid being considered non-responsive and ineligible for award.

Name of Bidder:: Date: Bidder’s phone number:

Address of Bidder: Full name and Title of authorized Bidder’s representative:

Bidder’s email:

City, State, Zip Code of Bidder:

Signature of authorized Bidder representative

Federal Employer Identification No (or social security if sole proprietor) (voluntary)

KK18-13-M Amendment #1 Questions and Answers Page 2

1. Is there a previous contract for this equipment? If so, can you provide the contract number?

A quote was provided but no contract was negotiated.

2. Who was the awarded vendor?

Cal-Ray Inc.

3. What was the cost of the last year's contract and is this the same equipment as last year's contract?

$12,200. Yes

4. Is the contract available for viewing?

See answer question 1.

5. Is there a service/repair history report available?

See attachment.

6. Is all the equipment up and running? Yes

1.0 GENERAL INFORMATION

1.1 DEFINITIONS:

1.1.1 “Bidder” means a firm submitting a bid in response to this Request for Bid. May be referred to as

“Vendor” or “Supplier” or “Contractor.”

1.1.2 “State” means State of Wisconsin. UWM is an agency of the State and any legal obligations that run to the benefit of the State apply equally to UWM.

1.1.3 “RFB” or “Bid” means this Request for Bid.

1.1.4 “Must”, “Shall”, and “Will” are mandatory requirements.

1.1.5 “UWM” means the University of Wisconsin-Milwaukee.

1.1.6 “PM” means preventative maintenance

1.2 GENERAL DESCRIPTION/PURPOSE OF THE REQUEST FOR BID: UWM is seeking bidders to submit a bid for a 3-year service contract for the X-Ray equipment for the Imaging Laboratories for the BioMedical Sciences Program, to include preventative maintenance and any repairs needed.

1.3 TERM OF CONTRACT: The contract will be for a three (3) year period from September 14, 2018 to September 13, 2021, (to be invoiced annually), with three optional 1-year renewals (or one 3-year optional renewal) unless either party notifies the other in writing an intention not to renew at least thirty (30) days prior to expiration date of the contract.

1.4 PARKING: UWM parking is very limited. Each Contractor and/or employee(s) shall make their own arrangements for parking through UWM Transportation Services.

UW-Milwaukee Transportation Services 2200 E. Kenwood Blvd Milwaukee, WI 53201-0413

(414) 229-1122 Website: http://uwm.edu/transportation/loadingdock/ No additional costs will be allowed for parking fees or violations. Unauthorized vehicles parking in UWM lots or loading docks may be ticketed and or towed.

2.0 SPECIFICATIONS AND QUALIFICATIONS:

2.1 Contractors must hold the appropriate licenses, certifications, and/or other professional credentials required by appropriate federal, state, county, and city laws to perform these services. Contracts must be able to maintain/service ALL of the above equipment. Bidder must currently be and have been in this line of business for the past three (3) years.

2.2 Annual Preventative Maintenance must include:

-Parts (Glassware and batteries not included) -Labor and travel -Ground shipping -One annual preventative maintenance on all the above listed equipment -Call back response time must be 48 hours for all service calls -All work to be done during normal business hours of Mon-Fri 8am – 5pm.

-Annual PM must be performed in 2 days or less (exceptions only apply when a repair is needed.)

2.3 IDENTIFICATION WHILE ON CAMPUS: Contractor’s employees, while working on UWM property, must wear a clearly displayed photo identification badge or uniform showing name of employee and/or company represented.

Any identification must be provided by the contractor at no cost to UWM.

2.4 Contractors must perform all aspects of work without dependence on subcontractors unless approved in writing by UWM Purchasing.

2.5 SUBCONTRACTING

2.5.1 Upon request Contractor must provide Subcontractor’s complete contact information including EIN#

(TIN#, SS#) and signed W-9 form.

2.5.2 If Subcontractors are to be used, the Contractor must clearly explain their participation, deliverables, and project milestones prior to commencing work.

2.5.3 The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. University reserves the right to assess Contractor damages in excess of the contract amount for Subcontractor’s failure to perform or inability to complete required project milestones.

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

2.6 ANY REPAIRS AFTER INITIAL INSPECTION: If it is determined that any work needs to be done to bring equipment to a level of performance meeting the manufacturer’s specifications, prior to providing preventive maintenance service, a list of parts, labor and costs must be provided, and approved, before any work commences. Labor and parts charges will be paid in accordance with the pricing basis and costs shown as noted on Exhibit A. Failure to perform this inspection, upon award, will not relieve the Bidder from the necessity of

Radiology Equipment

Lab Manager Contact: Margaret Hirschfeld

(414) 229-hirschfe@uwm.edu

Equipment Serial Number Age of

Equipment

Toshiba TosRad OTC Radiology Room which includes:

-Siemens OTC (overhead tube crane) Tube serial: 01155 July 2003 -Siemens Elevating table 01106S85 March 1999 -Siemens Wall Stand 03642S07 March 1999 -Siemens Generator 02434S01 March 1999 -Collimator 3182 February 2009 GE Silhouette FMTS Radiology Room -Control X Tube Stand Tube serial: H205081

Tube stand serial: 152/05 July 2005

-Pausch Wall Stand 5477 1995 -4 Way float non elevating table 10276 January 2006 GE AMX-4 Portable X-Ray System 6301A-11 July 2003 Konica Minolta Regius 170 CR System 05411376 December 2004 furnishing and installing any materials and equipment or performing any labor that may be required to carry out the intent of the contract at no additional cost to UWM.

2.7 ADDITIONAL SERVICES: UWM reserves the right to add services or equipment to be serviced from the Contractor within the contract term. Contractor shall provide like services at the same pricing discounts or pricing basis as stated in the bid response.

2.8 WARRANTY: Contractor is responsible for all damages caused by their employees or representatives in the performance of this contract.

2.9 FIRM PRICING: Bid prices must remain firm for a period of three (3) years form date of award. The vendor shall notify Purchasing Agent Kathy Kercheck at kkerchec@uwm.edu at least 90 days prior to the renewal period date of the contract with any price changes. Any price changes must include supporting documentation for the increase.

3.0 BID PROCEDURES AND INSTRUCTIONS:

3.1 METHOD OF BID: Bidder must complete Exhibit A and all of the “mandatory” requirements as listed on the front cover sheet of the bid, according to the directions provided. The bid prices on the service must be all inclusive for all applicable costs. No additional costs will be allowed that are not stated in Exhibit A.

3.2 METHOD OF AWARD: Award will be made to the lowest responsive, responsible bidder by the lowest Extended Total.

UWM may make awards to certified Minority Business Enterprise, or Disabled Veteran-Owned Business firms submitting the lowest qualified bid when that qualified bid is not more than 5% higher than the apparent low bid.

Authority for this program is found in ss. 16.75(3m) (b) 2, 3, 16.75(3m) (c) (4) and 560.0335(1) (b) (3), 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes.

3.3 BID RESPONSIVENESS: Bids will be evaluated to verify that they meet all specified requirements in this RFB and that they comply with all instructions of this bid.

The verification process may include requesting reports on the bidder’s financial stability, and/or reviewing results of past awards to the vendor by the State of Wisconsin or any of its agencies. Failure of a bidder to comply with verification requests may result in rejection of the bid. UWM shall be the sole judge of the results of the verification process.

All specifications are mandatory minimum requirements unless otherwise stated. Failure to meet a mandatory requirements may result in the bid being deemed non-responsive. Bidders are encouraged to submit responses even if all mandatory requirements are not met because Purchasing reserves the right to delete specifications, conditions of bid or items not bid if two bidders or more, or 50% or more of the bidders are unable to comply with a requirement.

UWM reserves the right to (1) reject all Bid responses and make no award; (2) waive irregularities or technicalities in Bid responses; (3) request clarifying information from bidders; (4) make a partial award; and (5) accept or reject all or part of any Bid response submitted.

3.4 COMMUNICATION/QUESTIONS: From the date of release of this RFB until bid award, the only permissible communication regarding this bid is in writing to uwmbids@uwm.edu. The deadline for any questions concerning this RFB is as set forth on the cover sheet of this bid. Any questions received after that time may not result in an addendum answering the question.

3.5 OPTIONAL SITE VISIT: Bidders are invited to inspect the X-Ray labs site completely prior to submitting the bid in order to determine all requirements associated with the contract. Failure to inspect adequately shall not relieve the bidder from the necessity of performing any labor that may be required to carry out the intent of the contract.

Please contact Margaret M Hirschfield hirschfe@uwm.edu by March 12, 2018 @ 12:00PM to request a site visit. Please note: UWM will not pay for initial inspection; initial inspection is to be done at the vendor’s expense.

3.6 BID SUBMISSION: The method of submission are as listed below.

3.6.1 Delivery to Purchasing Office

If bidder is submitting a bid by delivery to the Purchasing Office, bidder shall submit one (1) original bid with a wet signature in a packaged, sealed envelope plainly marked on the outside with the following information: bidder’s name, bidder’s address, bid number, and the due date of the bid.

Purchasing Office Address: Engelmann Hall Room 180, 2033 E. Hartford Ave, Milwaukee, WI 53211

Bids shall be deemed accepted when physically received in the UWM Purchasing Office as evidenced by a time stamp by the UWM Purchasing Office. Late bids shall be rejected.

3.6.2 Delivered via Email

Bidder shall submit to uwmbids@uwm.edu. Such email (and all bid documents) must be received prior to the bid due date. The subject line should read the following: “KK18-13-M, and bidder’s company name.

UWM will not accept responsibility for any network or power outages that may occur during the transmission of bids. Electronic or digital signatures are acceptable.

4.0 TERMS AND CONDITIONS

4.1 ENTIRE CONTRACT: A contract will be awarded to the successful bidder(s) based on the criteria established in this Request for Bid, including attachments and any amendments issued. The RFB, the bidder’s response, and any written communications incorporated into the contract constitute the entire contract between the parties. The order of priority in interpreting the contract shall be as follows: (1) Official Purchase Order; (2) The Contract, (3) the bid document, including any amendments/attachments; and (3) the successful bidder’s response to RFB.

Any exceptions to the Contract Terms and Conditions must be submitted in the bidder’s response. Specific objections or additions must be listed.

4.2 INVOICING AND PAYMENT: Contractor must provide itemized invoices to UWM. Annual Preventative Maintenance shall be invoiced annually. The University will pay the Contractor Net 30 days after receipt of a properly submitted invoice.

4.3 ADDITIONAL TERMS AND CONDITIONS: The State of Wisconsin has Standard Terms and Conditions. By submitting this form you expressly agree to be bound by DOA-3054, Standard Terms and Conditions (RFB/RFP).

They can be found online at: https://vendornet.wi.gov/Forms.aspx.

4.4 INSURANCE RESPONSIBILITY: Insurance requirements shall be met in accordance to the UWM Risk Management requirements found below and here: http://uwm.edu/risk-management/insurance/certificates-of-insurance/.

On the Certificate of Insurance, the contractor’s agent shall add the, “Board of Regents of the University of Wisconsin System, its officers, employees, and agents” as an additional insured under the commercial general and excess/umbrella liability policies. The certificate holder shall be listed as the University of Wisconsin Milwaukee.

Commercial General Liability: Each Occurrence $1,000,000; Damage to Rented Premises $100,000; General Aggregate $2,000,000; Products Comp/Op Agg $2,000,000

Automobile Liability: Combined Single Limit $1,000,000; Excess/Umbrella Liability; Each Occurrence $1,000,000;

Aggregate; $1,000,000;

Worker’s Compensation: Statutory Limits

Employer’s Liability: Each Accident $100,000; Disease Each Employee $100,000; Disease Policy Limit $500,000 *or such higher limits sufficient for these insurance policies to be scheduled under the Umbrella policy.

4.5 CONTRACT TERMINATION:

4.5.1 Shall the Contractor fail to perform under the terms, conditions and specifications of this Contract; the aggrieved party may notify the other party in writing of such failure and demand that the same be remedied within five (5) calendar days. Should the defaulting party fail to remedy the same within said period, the other party shall then have the right to terminate this Contract immediately.

4.5.2 UWM reserves the right to cancel any contract in whole or in part without penalty due to non-appropriation of funds.

4.6 REPORT OF CHILD ABUSE OR NEGLECT: If, in the course of providing services to UW System Institutions, contractor (or its agent or employee) observes an incident of child abuse or neglect, or learns of an incident of child abuse or neglect and the contractor (or its agent or employee) has reasonable cause to believe that child abuse or neglect has occurred or will occur, contractor (or its agent or employee) must make a report of that child abuse or neglect to law enforcement or to a county social service agency as provided in UW System Administration’s Policy on Mandatory Reporting of Child Abuse and Neglect. Any Contractor, its agents, employees, affiliates or volunteers that have routine or unsupervised access to vulnerable populations must affirmatively represent the aforementioned have satisfied a criminal background check that includes a national criminal background check database.

4.7 RELEASE OF INFORMATION: Contractor shall not report or release information concerning University of Wisconsin System or its campuses students, employees or customers to third parties without the University’s prior written approval. Any such report or release of information shall, at a minimum, comply with those requirements enumerated in the Gramm-Leach-Bliley Act, 15 USC 6801 et seq., University standards for safeguarding such information, and all other applicable laws regarding consumer privacy

Please complete Exhibit A.

EXHIBIT A: COST SHEET UWM Bid# KK18-13-M

PREVENTATIVE MAINTENANCE: Quantity of each machine is 1.

Hourly Rate for Cost of Service other than PM (cost to include labor/travel) $ Indicate any Discounts to be applied to Hourly Rate Discount % to be applied to parts needed For the three year contract requested, UWM requires that the department be invoiced annually. Do you understand and agree to this requirement?

Yes No

If you are the successful bidder, and the need arises to put other similar, manufacturer and model specific equipment under contract, would you be willing to extend the same unit pricing, which is in effect at the time, to that additional equipment?

Check Yes or No

Yes No

Equipment Serial Number Annual Service Cost for Year 1-

Toshiba TosRad OTC Radiology Room which includes: $ -Siemens OTC (overhead tube crane) Tube serial: 01155 -Siemens Elevating table 01106S85 -Siemens Wall Stand 03642S07 -Siemens Generator 02434S01 -Collimator 3182 GE Silhouette FMTS Radiology Room $ -Control X Tube Stand Tube serial: H205081

Tube stand serial:

152/05

-Pausch Wall Stand 5477 -4 Way float non elevating table 10276 GE AMX-4 Portable X-Ray System 6301A-11 $ Konica Minolta Regius 170 CR System 05411376 $ Total $

If you are the successful bidder, and the need arose to purchase like-services on this Bid, would you be willing to offer the same percentage discount (or cost plus mark up) on the like-items as offered in response to this Bid?

Check Yes or No

Yes No

INFORMATION TABLE

INFORMATION PLEASE FILL IN BELOW

COMPANY NAME

COMPANY WEBSITE

CONTACT NAME FOR QUESTION REGARDING THIS BID

TELEPHONE # AND EMAIL OF CONTACT FOR THE ABOVE TEL # EMAIL:

CONTACT NAME FOR ACCOUNT REPRESENTATIVE

TELEPHONE AND EMAIL FOR THE ABOVE TEL # EMAIL:

VENDOR REFERENCE

PROVIDE INFORMATION FOR COMPANIES OF TWO OF YOUR CUSTOMERS HERE WHERE YOU PROVIDE THE PRODUCT(S) AND/OR

SERVICE(S) WITH REQUIREMENTS SIMILAR TO THOSE INCLUDED IN THIS SOLICITATION.

COMPANY NAME OF YOUR CUSTOMER

CONTACT PERSON

EMAIL ADDRESS

PRODUCTS OR SERVICES YOU PROVIDE

HOW LONG HAVE YOU WORKED WITH THIS CUSTOMER?

COMPANY NAME OF YOUR CUSTOMER

CONTACT PERSON

EMAIL ADDRESS

PRODUCTS OR SERVICES YOU PROVIDE

HOW LONG HAVE YOU WORKED WITH THIS CUSTOMER?