Bid Document.docx

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

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

Name: Pam Loignon Email: uwmbids@uwm.edu Phone: (414) 229-5212

See Section 3.4 for rules regarding communications during a Bid.

Questions Due: May 9, 2017 @ 9:00AM CDT

Bid Due: May 18, 2017 @ 2:00PM CDT Bid Opening: May 18, 2017 @ 2:15PMCDT

Available submission methods: See Section 3.6

BID RESPONSIVENESS: Bidder must submit the following mandatory items or your bid may not be considered. Please check off the following:

|_| MANDATORY: Bid Response (Exhibit B) (MUST BE SUBMITTED ELECTRONICALLY) (Label as “Tab A” in your 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.

City, State, Zip Code of Bidder:

Signature of authorized Bidder representative Federal Employer Identification No (or social security if sole proprietor) (voluntary)

1.0 GENERAL INFORMATION

1.1 ISSUING AGENT: University of Wisconsin-Milwaukee issues this Bid on behalf of the Board of Regents of the University of Wisconsin System as an agency of the State of Wisconsin. The University of Wisconsin-Milwaukee is hereafter referred to as “UWM”.

UWM shall not be liable for any cost incurred by a Bidder in the process of responding to this Bid.

UWM will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities, upon request. If a Bidder needs accommodations for a site visit, contact Purchasing Agent listed on the Bid Cover Sheet.

1.2 VENDORNET: The State of Wisconsin has implemented a web-based registration system called “VendorNet” to enable registered vendors to receive notice of all Official Sealed Bids/Request for Proposals (over $50,000.00) as solicited by all state agencies.

To obtain information on the state’s bidder registration, please visit the VendorNet Web site at http://vendornet.state.wi.us or call the VendorNet Information Center (1-800-482-7813).

1.3 DEFINITIONS:

1.3.1 “Bidder” means a firm submitting a Bid in response to this Request for Bid. May be referred to as “Vendor” or “Supplier” or “Contractor.”

1.3.2 “Contract” means the document(s) constituting the agreement resulting from this Bid award.

1.3.3 “Bid Cover Sheet” means the first page of this Bid.

1.3.4 “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.

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

1.3.6 “Successful Bidder” means the Bidder to whom this Bid is awarded. May be referred to as “Contractor”, “Vendor” or “Supplier” or “Contractor.”

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

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

1.3.9 “BSI” means Badger State Industries the mandatory signage vendor for the State of Wisconsin.

1.3.10 “F.O.B. Destination Installed” means the Seller retains title and control of goods and assumes risk of loss until delivery or installation (when installation is required) has been completed. The seller selects the carrier and pays for the transportation.

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

Parking and Transit 2200 E. Kenwood Blvd Milwaukee, WI 53201-0413

(414) 229-1122 Website: http://www4.uwm.edu/parking/visitors/vendor_contractor.cfm

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.

1.5 TYPES OF ORDERS: Under this contract, Specific order(s), Contract blanket order(s), or Purchasing Card orders may be issued to the Contractor(s). All orders placed by UWM shall be bound by the terms, conditions, and pricing of awarded contract whether the department refers to the contract or not.

1.6 GENERAL DESCRIPTION/PURPOSE OF THE REQUEST FOR BID: The purpose of this document is to provide interested parties with information to enable them to prepare and submit a bid for signage, banners and related items both with and without installation on an as needed basis with no minimum order requirements. Please note this contract will be a secondary contract to the State’s mandatory contract with Badger State Industries (BSI). This contract will be utilized only when BSI has provided UWM with a waiver. This contract must be available to all UWM departments, including outlying destinations such as UWM Innovation Campus located in Wauwatosa WI.

2.0SPECIFICATIONS

2.1 CONTRACT LENGTH: The contract will be from June 1, 2017, through June 30, 2018, with the option for three (3) one (1) year renewals upon mutual consent of both parties. UWM reserves the right to extend the contract beyond the expiration date on a month to month basis if it is in UWM’s best interest.

2.2 MINIMUM YEARS IN BUSINESS: Bidder or its principals must currently be in the business of providing the requested items and have been in in the business of providing similar items for the past three (3) years.

2.3 DELIVERY F.O.B. DESTINATION INSTALLED: Bid prices shall include, but not be limited to, product, insurance, packing, packaging, parking, and transportation to the dock or through the completion of installation where installation is required. Contractor insures risk of loss to UWM receipt or completion of installation and pays freight. Contractor shall be responsible for unloading product onto the dock. No tailgate deliveries are acceptable.

2.4 ADDITIONAL PRODUCTS: UWM reserves the right to purchase all similar items and services in the Contractor’s product line. Contractor shall provide like items at the same Contract pricing as stated in Exhibit B. Where the pricing structure does not apply or where cost to the Contractor is unique, pricing on these items must be forwarded by the Contractor to the UW-Milwaukee Purchasing Office, Pam Loignon, 414 229 5212, loignon@uwm.edu, and prior written approval must be obtained before delivery. All items that are not in the Contract and that have not met the criteria set forth will not be allowed.

2.5 ARTWORK SERVICES: UWM may provide their own artwork in the form of adobe illustrator, vector, jpeg, and pdf. Artwork may need to be modified for matters such as, but not limited to, resizing, color enhancement, color matching and/or tweaking to enhance overall visual appearance. Bidder must provide full artwork services upon request to include the stages from initial concept to final approval of proof(s).

Prices must include color matching for all UWM logos. Our two primary school colors are black and gold (PMS 1235). UWM will be the sole judge of what constitutes an acceptable color match.

2.6 ARTWORK PROOFS/REMEDIES: The successful bidder(s) will be required to submit proofs and obtain approval prior to producing the product from the ordering department. Electronic proofs may be sufficient for most of the items, however some may require proofing of artwork on a sample piece of material.

UWM will not be liable for any product that is printed and delivered without prior written approval of artwork. Instances where product is shipped without prior written approval or whereas approval was obtained but printing errors occurred, the Bidder agrees to any of the following remedies to be determined by UWM:

2.6.1 Product is picked up at vendor cost and replacement product is delivered at original quoted cost. If expedited shipping is required to make a UWM deadline bidder agrees to not pass along any additional costs.

2.6.2 Product is accepted by UWM at a mutual agreed upon lower price. A new invoice must be issued that reflects the “lowered price to UWM”.

2.6.3 Product is returned for a full credit with no invoice liability and an alternate product is chosen.

2.6.4 Product is returned for a full credit with no invoice liability and UWM goes to another vendor. Bidder agrees to reimburse UWM for any additional costs above contract pricing that UWM has incurred.

2.7 ACCOUNT REPRESENTATIVE: Contractor must assign a dedicated account representative as our primary contact.

2.8 VENDOR PRODUCT FULFILLMENT: All contracted items must be readily available to UWM in order to meet the specified delivery requirements listed below.

Orders placed after 11:00AM CST will be considered the next day. Deliveries are accepted Monday - Friday from 8:00AM – 3:00PM CST. UWM may waive this requirement on a case by case basis at its’ sole discretion.

2.9 EMERGENCY DELIVERIES: Occasional emergency deliveries may be required for the same day or next day delivery. UWM understands that emergency deliveries may place an additional burden on the Vendor. UWM will use vendor responsiveness to emergencies and any contract problems as a key factor in determining whether to renew a Contract in upcoming years. UWM will make every effort to ensure that emergency deliveries remain minimal and do not place an undue burden on the Vendor.

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

2.11 PRODUCT SUBSTITUTIONS: Product substitutions are not allowable without verbal or written approval from UWM prior to delivery. Substitutions must be made at a quality comparable to, or exceeding, the Contract specifications, and are to be provided at the Contract price of the original item ordered except when the substituted item is of a lessor cost. A substituted item of a lessor cost must be charged at the lessor cost.

2.12 SUBCONTRACTING:

2.12.1 If Subcontractors are to be used, the Contractor must clearly explain their participation, deliverables, and project milestones prior to commencing work and must get written approval from UWM

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

2.12.3 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.

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

2.13 INSURANCE RESPONSIBILITY: Contractor will at all times during the terms of this contract keep in force and effect commercial general liability, automobile liability, excess/umbrella liability, worker’s compensation, and employer’s liability insurance policies issued by a company or companies rated A- or better by AM Best and authorized to conduct business in the State of Wisconsin with the following minimum limits of coverage;

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.

Coverage afforded shall apply as a primary with the Board of Regents of the University of Wisconsin System acting on behalf of the University of Wisconsin-Milwaukee, its officers, employees, and agents named as additional insureds on the commercial general and excess/umbrella liability policies. Contractor shall give sixty (60) day advance written notice of non-renewal, cancellation, or expiration during the term of this Contract. In the event of non-renewal, cancellation, or expiration, the contractor shall provide the University evidence of the new source(s) of required insurance within twenty-one (21) calendar days after the University’s receipt of the sixty (60) day notice. Failure to maintain the required insurance in force may be cause for contract termination.

UWM reserves the right to require higher or lower limits where warranted

2.14 REQUIRED REPORTS: The contractor must provide upon request no more than twice a year upon request to purchasing agent Pam Loignon at loignon@uwm.edu all items/services purchased against this contract during the designated report period including, but not limited to:

Date of order/release Item manufacturer’s name or abbreviation (if applicable) Complete item description including catalog, model and/or stock number(s) identical to those stated in proposal Prices per the Contract Quantities Ordered

3.0BID PROCEDURES AND INSTRUCTIONS:

3.1 METHOD OF BID: Bidder must complete Exhibit A, Exhibit B (must be submitted electronically) and all of the “mandatory” requirements as listed on the front cover sheet of the Bid, according to the directions provided. No additional costs, fees or expenses will be allowed that are not stated in Exhibit B.

3.2 METHOD OF AWARD: Awards will be made to the lowest responsive, responsible Bidders based on a formula that may be requested in writing after Bid Opening. UWM intends to award to three (3) or more Bidders. Bids that state a specific quantity or dollar amount that must be guaranteed by UWM will be disqualified.

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 may be evaluated by the Purchasing Agent 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, requiring verbal presentations or product demonstrations at UWM or vendor’s location, 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. The verification process cannot be used as an opportunity to alter bids submitted. 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 also encouraged to submit responses even if all mandatory requirements are not met because Purchasing reserves the right to delete specifications, conditions of the bid or items not bid if two bidders or more, or 50% or more of the bidders are unable to comply with a requirement or bid on a line item.

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. Violation of this condition may be considered sufficient cause for bid rejection. The subject line of the email must be labeled “P17-019-O21”. 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 SAMPLES PRIOR TO AWARD: Sample(s), may be requested in writing following the bid opening and shall be provided within five (5 business) days for award consideration or the bid may be disqualified at no cost to UWM. Sample(s) must be for the exact item(s) quoted or be subject to rejection. The product(s) should be labeled "SAMPLE" and sent, transportation fully paid, to the attention of:

UW Milwaukee Attn: Pam Loignon 2033 East Hartford Avenue Milwaukee WI 53211

UWM will examine the condition of the samples and reserve the right to accept or reject the sample(s) based upon the condition and specifications herein. Receipt of an unacceptable sample(s) can be cause for the rejection of the bid. Samples will remain the property of UWM.

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

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.

The address of the Purchasing Office is: 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.

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: “Bid response” followed by “Bid number, date due, 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. ther than uwmbids@uwm.edu will not constitute receipt of a valid Bid by the Purchasing Office.

3.7 MULTIPLE BIDS/ JOINT BIDS: Multiple bids from a vendor will be permissible, however, each Bid must conform fully to the requirements for Bid submission.

3.8 PROPRIETARY INFORMATION: Any information contained in the bidder’s response that is proprietary must be detailed separately on form DOA-3027 and submitted as set forth on the Bid Cover Sheet. Marking of the response as proprietary will neither be accepted nor honored. UWM cannot guarantee that all such material noted remains confidential, particularly if it becomes a significant consideration in contract award. Information will only be kept confidential to the extent allowed by State of Wisconsin Public Disclosure Law. A copy of the form needed to designate portions of your submission as proprietary can be found at: http://vendornet.state.wi.us/vendornet/wais/docs/19328_3.PDF

4.0TERMS AND CONDITIONS

4.1 ENTIRE CONTRACT: A contract will be awarded to the Successful Bidders based on the criteria established in this RFB 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 under Tab B of bidder’s response. Specific objections or additions must be listed. It is insufficient for the bidder to submit a standard bidder contract as a complete substitute or alternative for the language in this bid. Likewise, it is insufficient for the bidder to simply cite to bidder’s document or incorporate a document by reference. Any contract term or condition not set forth in bidder’s response will not be negotiated or considered. UWM reserves the right to negotiate contractual terms and conditions or reject the bidder’s response and proceed to the next qualified bidder. Acceptance of any contract terms or conditions proposed is at the sole discretion of UWM.

4.2 VENDOR AGREEMENTS/CONTRACTS: UWM will not sign Vendor-supplied agreements/contracts. Agency Purchase Orders along with this document and any amendments to this document, listing all required and necessary items will serve as the only contract document.

4.3 FIRM PRICES: Pricing must remain firm for the initial period of the contract. Price increases or decreases after initial period may be requested sixty (60) days prior to contract renewal time.

4.4 ADDITIONAL 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.

Submission of this form does NOT represent a commitment from UWM.

Wisconsin Department of Administration Chs. 16, 19, 51

DOA-3681 (03/99)

SUPPLEMENTAL STANDARD TERMS AND CONDITIONS

FOR PROCUREMENTS FOR SERVICES

EXHIBIT A: BID RESPONSE

For the bid to be considered responsive, please must fully complete Exhibit A and Exhibit B (must be submitted electronically in an Excel format).

4. If yes, please list your early payment discount here:

5. Bidder or its principals must currently be in the business of providing the requested items and have been in in the business of providing similar items for the past three (3) years.

|_| Yes |_|No

7. UWM reserves the right to purchase all similar items and services in the Contractor’s product line. Contractor shall provide like items at the same Contract pricing as stated in Exhibit B. Where the pricing structure does not apply or where cost to the Contractor is unique, pricing on these items must be forwarded by the Contractor to the UW-Milwaukee Purchasing Office, Pam Loignon, 414 229 5212, loignon@uwm.edu, and prior written approval must be obtained before delivery. All items that are not in the Contract and that have not met the criteria set forth will not be allowed.

8. UWM may provide their own artwork in the form of adobe illustrator, vector, jpeg, and pdf. Artwork may need to be modified for matters such as, but not limited to, resizing, color enhancement, color matching and/or tweaking to enhance overall visual appearance. Bidder must provide full artwork services upon request to include the stages from initial concept to final approval of proof(s).

Prices must include color matching for all UWM logos. Our two primary school colors are black and gold (PMS 1235). UWM will be the sole judge of what constitutes an acceptable color match.

|_| Yes |_|No

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?

Use the checklist below as a tool to make sure you have submitted a complete Bid to be included under tab A.

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

|_| MANDATORY: Bid Response (Exhibit A).

|_| MANDATORY: Cost Sheet (Exhibit B) (Include under “Tab A” or label as “Tab A” in your response).