State of Wisconsin – UW-Stevens Point Wis. Statutes s.16.75

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

Name: Amanda Rouse Email: amanda.rouse@uwsp.edu Phone: (715) 346-3721

See section 3.4 for rules regarding communications during a Bid.

Questions Due: 07/21/2022 no later than 2:00PMCT

Bid Due: 07/25/2022 no later than 2:00PM CT

Submission method:

|X| Email (See Section 3.5.1 for instructions)

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” will 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-Stevens Point 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-Stevens Point is hereafter referred to as “UWSP”.

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

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

1.2 DEFINITIONS:

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

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

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

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

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

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

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

1.2.8 “UWSP” means the University of Wisconsin-Stevens Point.

1.2.9 “F.O.B. Destination” means the Seller retains title and control of goods until they are delivered, and the contract of carriage has been completed. The seller selects the carrier and is responsible for the risk of transportation and pays for the transportation.

1.3 GENERAL DESCRIPTION/PURPOSE OF THE REQUEST FOR BID: Convocation, Commencement, and Inauguration Ceremony Services

2.0 SPECIFICATIONS

2.1 The contract will be for one (1) year from the date of the purchase order with the option to renew for three (3) one (1) year renewables upon mutual consent of both parties. UWSP reserves the right to extend the contract beyond the term of the contract if it is in UWSP’s best interest.

2.2 Supplier must be able to provide all services and supplies per attached Scope of Work

3.0 BID PROCEDURES AND INSTRUCTIONS:

3.1 METHOD OF BID: METHOD OF BID: Bidder must fully complete Exhibit B. Prices listed must be in US dollars unless otherwise indicated. No additional costs, fees or expenses will be allowed unless it is listed in Exhibit A.

3.2 METHOD OF AWARD: Award will be made to the lowest responsible responsive Bidder based upon the highest compensation value.

3.3 BID RESPONSIVENESS: Bids may be evaluated by the Purchasing Agent and program manager to verify that they meet all specified requirements in this RFB and that they comply with all instructions of this Bid.

All specifications are mandatory minimum requirements unless otherwise stated. Failure to meet a mandatory requirement shall result in the Bid being deemed non-responsive. Bidders are encouraged to ask questions to resolve any ambiguities in Bid specifications (specs that are written too restrictively, are internally inconsistent, etc.). 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 Bid or items not Bid if two Bidders or more, or more than 50% of the Bidders are unable to comply with a requirement.

UWSP 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 Purchasing@UWSP.edu unless otherwise indicated by the Purchasing Office. Violation of this condition may be considered sufficient cause for Bid rejection. The subject line of the email must be labeled “AR-07.18.22 Question”

It is incumbent upon bidders to point out any possible discrepancies, omissions, or ambiguities using the process outlined above to submit questions. This includes alerting UWSP to any non-standard specifications. By failing to do so, bidders waive the right to claim any provision of this Bid is ambiguous. Any clarifying addendum will be posted as set forth herein.

3.5 BID SUBMISSION: The method of submission shall be as set forth on the Bid Cover Sheet: By email to the Purchasing Office; purchasing@uwsp.edu Details with respect to each method of submission are provided below. All bids must be signed on the Bidder Signature block or they shall be deemed non-responsive and be rejected.

No public bid opening is planned at this time. The names of the bidders may be emailed to all bidders after opening. Records will be available for public inspection after award of the contract. Bidder should contact the Purchasing Agent named on the Bid Cover Sheet for information on viewing the Bid record.

3.5.1 Delivered via Email

Bidder shall submit to Purchasing@UWSP.edu. Such email (and all Bid documents) must be received prior to the Bid due date set forth on the cover sheet of this bid. The subject line of bidder’s submission must contain the following: “Bid response” followed by “Bid number, date due, and bidder’s company name.” Any attachments to electronic submissions must be in Microsoft Word, Microsoft Excel, Microsoft Power point, Adobe PDF, or ZIP file formats and under 10MB in size. If email is too large, two emails may be sent. Be sure to add to both emails the identity and number of parts (ex: Part 1 of 2) UWSP will not accept responsibility for any network or power outages that may occur during the transmission of bids. Electronic or digital signatures are acceptable, but subject to verification. Submitting a Bid to an email address other than Purchasing@UWSP.edu will not constitute receipt of a valid Bid by the Purchasing Office.

3.6 ADDENDUM: Addendums shall be posted on the State of Wisconsin’s Vendor Net website at http://vendornet.state.wi.us. Bidders are responsible for checking this website for any future addenda or Bid information prior to the Bid closing date. If this is an informal bid, addendum will be sent to all Bidders receiving a RFB or to any Bidder requesting a copy of the Bid.

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. Each such Bid must be separately submitted and labeled as Bid #1, Bid #2, etc. on each page included in the response. Alternate acquisition plans do not constitute multiple bids.

In the event a group of bidders elects to jointly submit a Bid, there may only be a single Bidder designated as the prime, but all participating bidders must be identified in that Bid. The designated prime Bidder will be responsible for all matters related to the provision and invoicing subject to this Bid and any resulting contract. UWSP will make contract payments to only the Bidder awarded the Bid.

UWSP reserves the right to accept the prime Bidder but reject any secondary Bidder. The prime Bidder will have the option of withdrawing its bid, without penalty, or replacing the rejected secondary Bidder.

3.8 PROPRIETARY INFORMATION: Any information contained in the Bidder’s response that is proprietary must be detailed separately on form DOA-3832 section 4 and submitted as set forth on the Bid Cover Sheet. Marking of the entire response as proprietary will neither be accepted nor honored. UWSP 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.

4.0 TERMS AND CONDITIONS

4.1 ENTIRE CONTRACT: A contract will be awarded to the successful Bidder 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) This Bid document, including any amendments/attachments; (2) The successful Bidder’s response to RFB.

Any Contract terms and conditions provided by the Bidder, including but not limited to click-on/click-through agreements provided to the Bidder; shrink wrapped agreements; or terms submitted with bid, order acknowledgements, or invoices; shall be considered null and void and will not be enforceable by the Successful Bidder unless agreed to in a written amendment signed by UWSP’s Purchasing Manager.

Any exceptions to the Contract Terms and Conditions must be submitted with Bidder 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. UWSP 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 UWSP.

4.2 BID PRICING HELD FIRM: Bid pricing shall be held firm for sixty (60) days from date of Bid opening, unless otherwise noted.

4.3 PAYMENT TERMS: Payment must be submitted to UWSP in accordance with Bid detail and Award Letter. Submittal must be made to the address given in Award Letter for processing.

4.4 CANCELLATION AND TERMINATION: UWSP reserves the right to cancel any contract in whole or in part without penalty due to failure of the contractor to comply with terms, conditions, and specifications of this contract. The contract may also be terminated due to product deficiencies, customer unacceptability resulting in a decrease in sales, unacceptable delivery service, excessive price increases, continual billing errors, occurrence of which is not corrected after notification by the University resulting in significant additional labor by the University in processing payments, or any other just cause as determined by the University. Written notice will be issued by the UWSP Purchasing Office, citing cause and effective date UWSP shall give notice, in writing, of such termination at least 10 days before the effective date of termination. Each party will assist the other party in the orderly termination of this contract and the transfer of all aspects hereof, tangible or intangible, as may be necessary for the orderly, non-disruptive business continuation of each party.

4.5 TAXES: UWSP is exempt from payment of all federal tax and Wisconsin state and local taxes on its purchases except Wisconsin excise taxes.

4.6 APPLICABLE LAW AND COMPLIANCE: This contract shall be governed under the laws of the State of Wisconsin. The contractor shall at all times comply with and observe all federal and state laws, local laws, ordinances, and regulations which are in effect during the period of this contract and which in any manner affect the work or its conduct. UWSP 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. UWSP 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.

4.7 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 not met or complied with the requirements of s.77.66, Wis. Stats., and related statutes regarding certification for collection of sales and use tax.

4.8 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 UWSP.

4.9 NONDISCRIMINATION / AFFIRMATIVE ACTION: In connection with the performance of work under this contract, the contractor agrees not to discriminate against any employee or applicant for employment because of age, race, religion, color, handicap, sex, physical condition, developmental disability as defined in s. 51.01(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; layoff 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.

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

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.

4.10 INSURANCE RESPONSIBILITY: Successful Bidder shall maintain the following insurance, naming the Board of Regents of the University of Wisconsin system to be an additional insured:

Maintain worker's compensation insurance as required by Wisconsin Statutes, for all employees engaged in the work.

Maintain commercial liability, bodily injury and property damage insurance against any claim(s) which might occur in carrying out this agreement/contract. Minimum coverage shall be one million dollars ($1,000,000) liability for bodily injury and property damage including products liability and 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 ($1,000,000) per occurrence combined single limit for automobile liability and property damage.

UWSP reserves the right to require higher or lower limits when warranted

4.11 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 official's immediate family owns or controls a ten percent (10%) interest, is a party to this agreement, and if this agreement involves payment of more than three thousand dollars ($3,000) within a twelve (12) month period, this contract is voidable by UWSP unless appropriate disclosure is made according to s. 19.45(6), Wis. Stats., before signing 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.

4.12 ANTI-KICKBACK ACT of 1986: (41 USC 51 et. seq): To the extent required by law, the officer or employee responsible for submitting this Bid shall certify, in accordance with 48 CFR 52.203-7, to the best of their knowledge, that they have no information concerning the violation of the Anti- Kickback Act in connection with the submitted bid. Signing the Bid with a false statement shall void the submitted Bid and any resulting contract(s).

4.13 HOLD HARMLESS: The contractor will indemnify and save harmless the State of Wisconsin, UWSP and all of their respective officers, agents and employees from all suits, 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.

4.14 FORCE 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.

4.15 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 UWSP’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.

Wisconsin Department of Administration Chs. 16, 19, 51

DOA-3681 (03/99)

SUPPLEMENTAL STANDARD TERMS AND CONDITIONS

FOR PROCUREMENTS FOR SERVICES

EXHIBIT A: SCOPE OF WORK

Convocation/Welcome Week Activities Thursday, September 1 – Sunday, September 4

· Projector

· Screen (10x14)

· Up to 4 wireless microphones

· Stage lighting with ground truss

· Pipe and drape for behind the stage

· Audio connection for computer/tablet device

· UWSP will provide the stage

· Vendor will need to use existing sound set up in the space

· Vendor would need to provide their own scissor lift for set up

· In additional to the setup, a tech will be needed for all sessions. Tentative dates/times are below

· Thursday, September 1

· 3-5 p.m. and 6:30-9:30 p.m.

· Friday, September 2

· 9:30-11:30 a.m. and 7-9 p.m.

· Saturday, September 3

· 9:30-11:30 a.m. and 7-9 p.m.

· Sunday, September 4

· 9:30-11:30 a.m. and 7-9 p.m.

Chancellor Inauguration Ceremony Friday, September 23 10:30 a.m. Ceremony

· We may need an outside vendor to assist with this event. This will be pending if we have an on-campus AV staff member hired by the event.

· The vendor would need to work with existing equipment and set up in UWSP Laird Room, located in the Dreyfus University Center. The majority of equipment that is needed for this event is already owned by UWSP, but we would need assistance with set up and day of event support. Vendor will likely need to provide additional lighting for this event.

· A tech will be needed to set up and to attend the rehearsal and ceremony. Tentative dates/times are below

· Thursday, September 22

· Noon – 4 p.m.

· Friday, September 23

· 8 a.m. – 12:30 p.m.

Commencement Winter (December) and Spring (May) Ceremonies Meeting and Set up

· Attend a planning meeting on campus approximately 6 weeks before the ceremony.

· Vendor must be available by phone or email prior to the ceremony for additional questions.

· Start setup 1 week prior to the ceremony. Vendor must be available all week for any setup questions.

· Tuesday – AV vendor has access to ceremony site all day

· Wednesday – UWSP facilities staff to set up chairs from 8 a.m. – 1 p.m. AV vendor can access the space after 2 p.m.

· Thursday - AV vendor has access to ceremony site all day

· Friday – 1 technician available for walk throughs from 9 a.m.-5 p.m.

· Saturday – 2 onsite technicians from vendor are required. One to run lighting cues and the other to assist as needed. Begin teardown.

· Sunday- Teardown needs to be completed by 5 p.m.

Draping and Skirting

· Upstage Stage Drape

· Minimum of 60’ w x 24’ h

· Must be from same dye batch so color is consistent

· Stage skirting, 112 ft long x 4ft high

· Camera platform skirting, 2 platforms that are 8ft x 4ft x 4ft high

· Pipe & Drape

· Approximately two 65’ w x 16’ h runs per side of the stage Video

· 2 – 9’ X 16’ video screens for video fills

· 1 – Large 16:9 ratio video screen upstage center for IMAG and graphics

· Appropriate projector (minimum of 7,000 lumens for fill screens and 10,000 lumens for main stage screen) and or LED video walls for video screens

· Video format needs to be 1920x1080p with an aspect ratio of 16x9 Lighting

· 240 ft of focusable aisle lighting, front and back lighting.

· Currently eight T-bars are permanently mounted down aisle from I-beams for fixture mounting and cable runs

· Upstage and downstage lighting

· Wash lights for orchestra

· All cabling and truss work must be secured to the pick points from I-beams and provided by vendor

Additional Items

· Mount owner supplied camera to I-beam and provide appropriate cabling to tech command location.

· 4 low profile audio front fills for stage lip

· Black carpet runner for stage, size is 4’ x 36’

· Must provide their own scissor lift for setup

· 100 & 400 amp 3 Phase company switches located backstage with Cam-lok connection

· Sound handled by UWSP Event Technical Services (pending staff availability)

EXHIBIT B: BID RESPONSE

The contract will be for one (1) year from the date of the purchase order with the option to renew for three (3) one (1) year renewables upon mutual consent of both parties. UWSP reserves the right to extend the contract beyond the term of the contract if it is in UWSP’s best interest.

|_|Agree |_|Disagree

Additional Comments:

Supplier will provide Convocation/Welcome Week Activities per Exhibit A: Scope of Work

Supplier will provide Chancellor Inauguration Ceremony Activities per Exhibit A: Scope of Work

Supplier will provide Commencement Activities per Exhibit A: Scope of Work

Supplier is able to provide additional items, as needed, per Exhibit A: Scope of Work

Pricing, per Exhibit A: Scope of Work:

Convocation:

Chancellor Inauguration:

Commencement:

Additional Items:

Any Additional Comments or Services Offered

EXHIBIT C: REQUIRED DOCUMENTS

DOA-3832 BIDDER REQUIRED FORMS LINKED

DOA-3054 STANDARD TERMS AND CONDITIONS LINKED

DOA-3681 SUPPLEMENTAL STANDARD TERMS AND CONDITIONS

FOR PROCUREMENT OF SERVICES LINKED