Event_and_Highway_Equipment_Rentals_(Addendum_#1_Revision).pdf

REQUEST FOR BID

2023-RFB-024-PR

EVENT AND HIGHWAY EQUIPMENT RENTALS

County of Dane

City-County Building, Room 426 , 53703

Madison, WI 53703

RELEASE DATE: February 7, 2023

DEADLINE FOR QUESTIONS: February 22, 2023

RESPONSE DEADLINE: March 7, 2023, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/countyofdane

County of Dane

REQUEST FOR BID

Event and Highway Equipment Rentals

I. Introduction II. Bid Specifications

III. Pricing Table IV. Vendor Questionnaire V. General Guidelines

VI. Standard Terms and Conditions

Request For Bid #2023-RFB-024-PR Title: Event and Highway Equipment Rentals

1. INTRODUCTION

1.1. Summary

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a bid response for Event and Highway Equipment Rentals.

The County intends to use the results of this process to award a contract(s) or issuance of purchase order for the product(s) and or services(s) stated above.

1.2. Contact Information

Pete Patten

Lead Purchasing Officer

210 Martin Luther King Jr. Blvd. Room 425

Madison, WI 53703

Email: patten.peter@countyofdane.com

Phone: (608) 267-3523

Department:

Purchasing

1.3. Timeline

Desired Bid Release Date February 7, 2023

Vendor Question Submission Deadline February 22, 2023, 4:00pm

Question Response Deadline March 1, 2023, 4:00pm

Proposal Submission Deadline March 7, 2023, 2:00pm mailto:patten.peter@countyofdane.com tel:(608)267-3523

2. BID SPECIFICATIONS

2.1. Contract Term

The contract shall be effective on the date indicated on the Dane County purchase order or the Dane

County contract execution date and shall run until December 31, 2023 with 4 additional 1 year renewal terms exercisable upon mutual agreement.

Possible Terms:

Term 1 - March 2023 - December 31, 2023

Term 2 - January 1, 2024 - December 31, 2024

Term 3 - January 1, 2025 - December 31, 2025

Term 4 - January 1, 2025 - December 31, 2026

Term 5 - January 1, 2025 - December 31, 2027

If applicable, any renewal terms are not automatic extensions. Vendor performance may be taken into consideration in the decision by the contracting agencies and the Purchasing Division to either continue this contract into each possible renewal term or to terminate and re-bid this contract.

2.2. Highway Equipment Rentals Specifications

Listed below are the specifications for Highway Department equipment.

1. Deviations - On the Vendor Questionnaire in Section 3.0 Bid Specifications, list any specification deviations. - include #, Category Name, deviation and explanation of deviation.

2. On the pricing table in the Deviations Column, write in "YES" for any equipment containing deviations.

3. On the pricing table, make sure to include the Make and Model for each piece of equipment.

2.3. Service Level Expectations

1 Any equipment rented shall be guaranteed to be fully functional and capable of performing the task(s) it was designed to perform under the manufacturer’s guidelines.

2 All safety equipment/attachments shall be in place and functioning per the manufacturer’s design.

3 Any equipment not functioning properly (or becoming non-functional) will be picked up and replaced by the supplier at no additional charge during the rental period.

4 Equipment that needs to be replaced will be provided within 4 hours of the call for service. If the equipment cannot be replaced within 4 hours, the rental day is free.

5 Routine repairs (not caused by misuse of the equipment) shall be provided at no additional cost.

6 At the time Dane County takes possession of the equipment, the supplier shall provide information regarding current condition and any visual, pre-existing damage to the equipment and confirm that equipment requiring fuel contains a full tank of fuel.

7 For all equipment requiring fuel to operate, the Supplier will fill the fuel tank completely full prior to

Dane County taking possession of that equipment.

8 The supplier and Dane County will review the equipment condition at point of delivery as well as at the point of return.

9 From receipt of order to delivery or pickup, Supplier shall provide a maximum turnaround time of 2 business days. If a supplier is unable to meeting the turnaround time, Dane County reserves the right to cancel the order/request and obtain equipment from the next lowest cost supplier able to provide equipment.

10 In urgent or emergency situations, if a supplier is unable to provide equipment to Dane County in the timeframe in which it's needed by, Dane County reserves the right to cancel the order/request and obtain equipment from the next lowest cost supplier able to provide equipment within the timeframe needed.

2.4. Pricing

1 Pricing listed in the Price Proposal section of this bid shall include any/all transportation charges, environmental charges, or other surcharges associated with renting equipment.

2 It shall be noted if particular equipment listed within this bid is not available at all branch locations.

3 Mileage shall not be charged if the supplier needs to travel to another branch location to pick up a piece of equipment.

4 The pre-printed terms on the reverse side of each Rental Agreement/Delivery Ticket shall govern the rental transaction only to the extent they are not in addition to, or in conflict of, the terms of the Master

Agreement, which shall govern all transactions between the parties.

5 Pricing must be held firm for the entire duration of each term.

6 Pricing includes a Vendor Drop Off and Pick Up (Vendor Drop/Pick Up) and County Pick Up and Drop

Off option for each Rate. Both options must be filled out.

7 There are 4 rates on the pricing spreadsheet:

1. Daily Rate

2. 1 Week Rate

3. 4 Week Rate

4. April – October Rate (Highway Construction Season)

8 For the 2023 Term, The April – October Rate may be pro-rated depending on the timing of the award or contract date.

2.5. Supplier's Catalog/Product List

1 Each supplier must provide a catalog/product list with pricing for each item. The % discount submitted in the Pricing Section shall apply to all non-listed, related items from the supplier's catalog/product list pricing.

2.6. Invoicing

1 An invoice shall be issued and emailed to the Dane County invoice email address found on the Bill To section of each Dane County purchase order issued for each department The invoicing format shall be subject to change at any time as subsequently requested by Dane County.

2 All invoices shall comply with the pricing and markups established by this specification and bid and/or

Dane County contract.

3 All invoices must be itemized and contain the following information at minimum:

4 →Supplier's Name

5 →Remit To Address

6 →Dane County Purchase Order Number

7 →Time period of the services invoiced

8 →Description of service provided

9 →Price per the bid/contract, itemized so that the service and costcan be readily identified as being a part of this bid/contract.

10 Only properly submitted invoices will be processed for payment. Any invoice failing to comply with these provisions may be returned for correction and reissue. The Net 30 terms will begin upon equipment being returned. The Net 30 terms will begin upon receiving a corrected invoice.

11 Dane County shall not be responsible for paying any general charges, including but not limited to

‘sundries’, ‘miscellaneous parts charge’ or transportation, fuel, or other surcharges.

2.7. Bid Award

1 Dane County intends to award multiple vendors in order to ensure equipment availability to County

Departments.

2 Equipment and pricing shall apply to any Dane County Department that needs to rent equipment.

2.8. 19,000 lb. Excavator w/ bucket

1 19,000 lb machine or compatible size.

2 Bucket size to be determined.

3 With quick attach.

4 Aux. hydraulics to run a compactor.

5 Dane County Highway would pick-up equipment

2.9. 70,000 lb. Excavator w/ bucket

1 70,000 lb machine or comparable size

2 54” bucket with paddle teeth

3 W/ Quick attach

4 Dane County Highway would pick-up equipment.

2.10. 80,000 lb. Excavator w/bucket

1 80,0000LB. Or compatible size

2 54" Bucket with Paddle Teeth

3 W/ Quick attach

4 Dane County Highway would pick-up equipment.

2.11. Truck Mounted Hydro Excavator

1 6" Suction system

2 650 - 700 gal spoil tank

3 Hydraulic boom

4 Single axle vehicle

5 Dane County Highway would pick-up equipment.

2.12. 32,000 lb. Dozer

1 32,000 lb machine or compatible size.

2 6 way blade

3 LGP Series

4 Enclosed cab

5 Dane County Highway would pick-up equipment.

2.13. 52,000 lb. Dozer

1 52,000 lb machine or compatible size

2 6 way blade

3 LGP Series

4 Dane County Highway would pick-up equipment.

2.14. 10,000 lb. Compact Track Loader w/bucket

1 10,000 Lb. machine or compatible size

2 75Hp. Or compatible size engine

3 Hydraulic Quick coupler

4 Bucket size and type to be determined.

5 Dane County Highway would pick-up equipment.

2.15. Hydraulic Vac Trailer

1 Min. 1000 CFM

2 Hydraulic arm for suction hose

3 800 gal tank

4 4” suction

5 Dane County Highway would pick-up equipment.

2.16. 66" Single Drum Sheep Foot Compactor

1 16,000lbs machine or compatible size

2 100 Hp or compatible

3 Dane County Highway would pick-up equipment.

2.17. 66" Smooth Drum Roller

1 Single smooth drum

2 66” Drum

3 Dane County Highway would pick-up equipment.

2.18. 84" Smooth Drum Roller

1 Single smooth drum

2 84” Drum

3 Dane County Highway would pick-up equipment.

2.19. Concrete Walk-Behind Saw

1 Self Propelled

2 Minimum 36" Blade

3 Diesel Powered

4 Minimum 60 HP

5 Dane County Highway would pick-up equipment.

2.20. Portable Light Tower

1 Minimum 4,000W

2 Towable

3 Diesel Power W/ Generator Capability

4 Power Lift Mast

5 LED Lights

6 Dane County Highway would pick-up equipment.

3. PRICING TABLE

Pricing shall be inclusive of all labor, delivery costs and other expenses necessary to provide product in accordance with the specifications and terms and conditions of this bid document and your proposal.

EQUIPMENT RENTAL PRICING

NOTE: Please fill in the Make/Model, Daily Rate, 1 Week Rate, 4 Week Rate and April-Oct Rate Columns.

The system will require the Daily Rate column to be filled in - if you cannot provide the equipment and a daily rate, please type in $0.

Line Item Description Pick Up /

Drop Off Make /

Model Daily Rate

1 Week

Rate ($) 4 Week

Rate ($) April - Oct

Rate ($) No Bid

1 5,000 LB Forklift -with pneumatic tires, propane with tank or gasoline.

VENDOR N/A

2 5,000 LB Forklift -with pneumatic tires, propane with tank or gasoline.

COUNTY N/A

3 6,000 LB Forklift -with pneumatic tires, quad mast, propane with tank or gasoline

VENDOR N/A

4 6,000 LB Forklift -with pneumatic tires, quad mast, propane with tank or gasoline

COUNTY N/A

5 15,000 LB Forklift -w/ 8' tines with propane and tank or gasoline

VENDOR N/A

6 15,000 LB Forklift -w/ 8' tines with propane and tank or gasoline

COUNTY N/A

7 Forklift - Long Tine

Attachment

VENDOR N/A

8 Forklift - Long Tine

Attachment

COUNTY N/A

9 Tennant T20 Floor Scrubber -

Ride On

VENDOR N/A

10 Tennant T20 Floor Scrubber -

Ride On

COUNTY N/A

11 Tennant M20 Floor Scrubber -

Ride On

VENDOR N/A

Line Item Description Pick Up /

Drop Off Make /

Model Daily Rate

1 Week

Rate ($) 4 Week

Rate ($) April - Oct

Rate ($) No Bid

12 Tennant M20 Floor Scrubber -

Ride On

COUNTY N/A

13 30’ - 33’ Electric Scissor Lift VENDOR N/A

14 30’ - 33’ Electric Scissor Lift COUNTY N/A

15 30' Articulated Electric Manlift VENDOR N/A

16 30' Articulated Electric Manlift COUNTY N/A

17 40' Manlift w/ jib VENDOR N/A

18 40' Manlift w/ jib COUNTY N/A

19 60' Manlift w/ jib VENDOR N/A

20 60' Manlift w/ jib COUNTY N/A

21 80' Manlift w/ jib VENDOR N/A

22 80' Manlift w/ jib COUNTY N/A

23 120' Manlift w/ jib VENDOR N/A

24 120' Manlift w/ jib COUNTY N/A

25 135' Manlift w/ jib VENDOR N/A

26 135' Manlift w/ jib COUNTY N/A

27 45 kVA Transformer -with all cables and other necessary components.

VENDOR N/A

28 45 kVA Transformer -with all cables and other necessary components.

COUNTY N/A

29 75 kVA 480-280V Transformer

-with all cables and other necessary components.

VENDOR N/A

30 75 kVA 480-280V Transformer

-with all cables and other necessary components.

COUNTY N/A

Make /

Model Daily Rate

1 Week

Rate ($) 4 Week

Rate ($) April - Oct

Rate ($) No Bid

31 150 kVA 480-280V

Transformer -with all cables and other necessary components.

VENDOR N/A

32 150 kVA 480-280V

Transformer -with all cables and other necessary components.

COUNTY N/A

33 225 kVA Transformer -with all cables and other necessary components.

VENDOR N/A

34 225 kVA Transformer -with all cables and other necessary components.

COUNTY N/A

35 150 kW Diesel Generator VENDOR N/A

36 150 kW Diesel Generator COUNTY N/A

37 175 kW Diesel Generator VENDOR N/A

38 175 kW Diesel Generator COUNTY N/A

39 250 kW Diesel Generator VENDOR N/A

40 250 kW Diesel Generator COUNTY N/A

41 4,000W Narrow Horizontal

Light Tower (non-LED)

VENDOR N/A

42 4,000W Narrow Horizontal

Light Tower (non-LED)

COUNTY N/A

43 Highway Message Boards VENDOR

44 Highway Message Boards COUNTY

45 19,000 lb. Excavator - per stated specs within bid

VENDOR

46 19,000 lb. Excavator - per stated specs within bid

COUNTY

47 70,000 lb. Excavator - per stated specs within bid

VENDOR

Make /

Model Daily Rate

1 Week

Rate ($) 4 Week

Rate ($) April - Oct

Rate ($) No Bid

48 70,000 lb. Excavator - per stated specs within bid

COUNTY

49 80,000 lb. Excavator - per stated specs within bid

VENDOR

50 80,000 lb. Excavator - per stated specs within bid

COUNTY

51 Truck Mounted Hydro

Excavator - per stated specs within bid

VENDOR

52 Truck Mounted Hydro

Excavator - per stated specs within bid

COUNTY

53 32,000 lb. Dozer - per stated specs within bid

VENDOR

54 32,000 lb. Dozer - per stated specs within bid

COUNTY

55 52,000 lb. Dozer - per stated specs within bid

VENDOR

56 52,000 lb. Dozer - per stated specs within bid

COUNTY

57 10,000 lb. Compact Track

Loader w/bucket - per stated specs within bid

VENDOR

58 10,000 lb. Compact Track

Loader w/bucket - per stated specs within bid

COUNTY

59 Hydraulic Vac Trailer - per stated specs within bid

VENDOR

60 Hydraulic Vac Trailer - per stated specs within bid

COUNTY

61 66" Single Drum Sheep Foot

Compactor - per stated specs within bid

VENDOR

62 66" Single Drum Sheep Foot

Compactor - per stated specs within bid

COUNTY

Make /

Model Daily Rate

1 Week

Rate ($) 4 Week

Rate ($) April - Oct

Rate ($) No Bid

63 66" Smooth Drum Roller - per stated specs within bid

VENDOR

64 66" Smooth Drum Roller - per stated specs within bid

COUNTY

65 84" Smooth Drum Roller - per stated specs within bid

VENDOR

66 84" Smooth Drum Roller - per stated specs within bid

COUNTY

67 Concrete Walk-Behind Saw -per stated specs within bid

VENDOR

68 Concrete Walk-Behind Saw -per stated specs within bid

COUNTY

69 4,000W (min.) Narrow

Horizontal Light Tower - LED -per stated specs within bid

VENDOR

70 4,000W (min.) Narrow

Horizontal Light Tower - LED -per stated specs within bid

COUNTY

PRICING - OTHER EQUIPMENT

Line Item Description Equipment

Category Unit of

Measure Percentage No Bid

DISCOUNT - NON-LISTED, RELATED EQUIPMENT - BY CATEGORY

71 All non-listed, related equipment from supplier's catalog/product list (fill in

Equipment Category in next Column)

% DISCOUNT

72 All non-listed, related equipment from supplier's catalog/product list (fill in

Equipment Category in next Column)

% DISCOUNT

73 All non-listed, related equipment from supplier's catalog/product list (fill in

Equipment Category in next Column)

% DISCOUNT

Line Item Description Equipment

Category Unit of

Measure Percentage No Bid

74 All non-listed, related equipment from supplier's catalog/product list (fill in

Equipment Category in next Column)

% DISCOUNT

75 All non-listed, related equipment from supplier's catalog/product list (fill in

Equipment Category in next Column)

% DISCOUNT

PRICING - FUEL

Line Item Description Unit of Measure Unit Cost No Bid

FUEL

76 GASOLINE - IF EQUIPMENT IS

RETURNED WITHOU BEING REFUELED.

WILL ALSO BE A CREDIT TO COUNTY IF

EQUIPMENT IS DELIVERED/PICKED UP

WITHOUT A FULL TANK.

PER GALLON

77 DIESEL - IF EQUIPMENT IS RETURNED

WITHOU BEING REFUELED. WILL ALSO

BE A CREDIT TO COUNTY IF

EQUIPMENT IS DELIVERED/PICKED UP

WITHOUT A FULL TANK.

PER GALLON

FUTURE PRICING

Line Item Description Unit of Measure Percentage No Bid

78 Term 2 - 1/1/24 - 12/31/24 % Increase

79 Term 3 - 1/1/25 - 12/31/25 % Increase

80 Term 4 - 1/1/26 - 12/31/26 % Increase

81 Term 5 - 1/1/27 - 12/31/27 % Increase

4. VENDOR QUESTIONNAIRE

4.1. BID DOCUMENT UPLOADS

4.1.1. Upload bid specification document here*

*Response required

4.1.2. Upload supplemental documents

Upload any additional or required information documents that supplements the bid submission.

4.1.3. Upload W9*

Upload your company's W9 form.

NOTE: The W9 is required to be signed within the past 12 months

*Response required

4.2. VENDOR INFORMATION

4.2.1. Local Content Vendor Preference*

Select a Local Content Vendor Preference:

Dane County Made Criteria:

1. An article that is manufactured, mined, produced or grown in the Dane County and;

2. Over 50% of the total cost of its components are made in Dane County.

Regionally Made Criteria:

1. An article that is manufactured, mined, produced or grown in one of the following counties: Dane, Columbia, Dodge, Green, Iowa, Jefferson, Rock, or Sauk and;

2. Over 50% of the total cost of its components are made in one of the following counties: Dane, Columbia, Dodge, Green, Iowa, Jefferson, Rock, or Sauk.

Wisconsin Made Criteria

1. An article that is manufactured, mined, produced or grown in the State of Wisconsin and;

2. Over 50% of the total cost of its components are made in the State of Wisconsin.

NOTE: “Component”, as referenced in the above criteria, means an article, materials, or supply incorporated directly into a finished product.

☐ Dane County-Made

☐ Regionally-Made

☐ Wisconsin-Made

☐ No Preference

*Response required

4.2.2. Local Vendor Preference *

Select a Local Vendor Preference:

Locally Based and Owned Vendor Criteria

1. Your business or corporate headquarters is physically located in Dane County and;

2. Your business owners or shareholders totaling more than 50% of ownership live in Dane County and;

3. Your business is registered and authorized to do business in the State of Wisconsin.

Locally Operated Vendor Criteria

1. Your business is registered and authorized to do business in the State of Wisconsin and;

2. Your business has an established place of business within Dane County.

Non-Locally Operated Vendor Criteria

1. Your business is registered and authorized to do business in the State of Wisconsin and;

2. Your business has an established place of business in one of the following Wisconsin Counties:

Columbia, Dodge, Green, Iowa, Jefferson, Rock, or Sauk.

NOTE: A post office box address does not qualify as an established place of business.

☐ Locally Based & Owned Vendor

☐ Locally Operated Vendor

☐ Non-Locally Operated Vendor

☐ No Preference

*Response required

4.2.3. Cooperative Purchasing*

Reference General Guidelines - Section 8.

Does your company agree to furnish the commodities or services of this bid to municipalities and state agencies?

☐ Yes

☐ No

*Response required

4.2.4. Fair Labor Practice Certification*

Has your company been found by the National Labor Relations Board ("NLRB") or the Wisconsin

Employment Relations Commission ("WERC") to have violated any statute or regulation regarding labor standards or relations in the seven years prior to the date this bid submission is signed?

If yes is answered, a copy of any relevant information regarding such violation is required to be uploaded with your bid submission.

Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

☐ Yes and any relevant information regarding such violation has been or will be uploaded with this bid submission.

☐ No

*Response required

4.2.5. Vendor Orders - Contact Info

Provide the following contact information for the County to place an order:

- Sales Rep Name

- Phone #

- Email Address

4.2.6. Vendor Billing - Contact Info*

Provide the following contact information for your Billing Department:

- Billing Rep Name

- Phone #

- Email Address

*Response required

4.3. BID SPECIFICATIONS

4.3.1. Specification Deviations*

Does your submission have any specification deviations?

If yes, provide the Spec # and deviation explanation for each deviation.

If no, write in "None"

*Response required

4.4. Bid Addendum(a)

4.4.1. I understand that if any addendum is issued I will have to acknowledge the posted addendum. *

☐ Yes

☐ No http://www.nlrb.gov/ http://werc.wi.gov/

*Response required

4.4.2. If an addendum is posted after I have submitted my bid response and the resulting addendum requires action to be taken either in the Specification Section or Pricing Section, I understand that:*

1. I will have to unsubmit my bid response.

2. I will have to acknowledge the posted addendum.

3. I will have to take action in responding to the changes on either the Specification Section or Pricing

Section.

4. I will then have to resubmit my bid response.

Further instructions on addendum(a) postings can be found here.

☐ Yes

☐ No

*Response required

4.5. FUTURE PRICING

4.6. SIGNATURE AFFIDAVIT

4.6.1. Solicitation Response Signature Affidavit*

This is an electronic signature form via DocuSign that is required to be signed upon finalizing submission of bid or proposal.

NOTE: For detailed instructions on how to complete the forms via DocuSign, please access the help articles below:

How to Complete DocuSign Forms

How to Download, Complete and Upload without DocuSign

Click here to go to the form

*Response required https://help.procurement.opengov.com/en/articles/4413350-managing-addenda https://help.procurement.opengov.com/en/articles/5659414-how-to-complete-docusign-forms https://help.procurement.opengov.com/en/articles/5608000-how-to-download-docusign-forms https://na4.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=edc59ca5-ec84-4fbd-949b-c65e2eec75b7&env=na4&acct=89dea4ef-d946-42fe-b789-43edb8d4c6b1&v=2

5. GENERAL GUIDELINES

5.1. Introduction

Dane County invites and will accept bids for item(s) outlined within this bid. The County as represented by Purchasing Division, intends to use the results of this process to purchase goods or services here within.

5.2. Clarification/Questions

Any questions concerning this bid must be submitted via the County's eProcurement Portal. Questions must be received before 4:00 pm on Wednesday, February 22, 2023 . Requests submitted after that time will not be considered.

5.3. Addenda

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this bid, addenda and/or supplements will be posted via the County's eProcurement Portal.

Bidders are responsible to regularly monitor the web site for any such postings. It is recommended to check the eProcurement Portal for addenda prior to submitting a proposal. Bidders must acknowledge the receipt/review of any addenda via the eProcurement Portal.

The Purchasing Division has the sole authority for modifications to specifications and/or this bid document.

5.4. Inspection of Premises/Vendor Site Visit

Bidder’s may inspect site(s) prior to submitting bids to determine all requirements associated with the project by contacting Pete Patten. Failure to do so will in no way relieve the successful bidder from the necessity of providing, without additional cost to the County, all necessary services that may be required to carry out the intent of the resulting contract.

5.5. Vendor Registration

Vendors are required to register at the County's eProcurement Portal. Registration is free and will ensure that you receive notifications of solicitations that match your profile and category code.

Registering allows a vendor the opportunity to receive notifications for bids issued by the County and provides the County with up-to-date company contact information.

Once registered, please Check to make sure your vendor information including commodity codes is up-to-date by signing into your account at https://procurement.opengov.com/portal/countyofdane.

5.6. Local Vendor Purchasing Preference

Under Dane County Ordinance 25.08(11)(c-e), a Locally Based and Owned Vendor, Locally Operated

Vendor, or Non-Locally Operated Vendor may be invited to match the low bid if the low bid is offered by a vendor that is not identified as a Locally Based and Owned Vendor, Locally Operated Vendor, or Non-https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane

Locally Operated Vendor according to Dane County Ordinance requirements. Local Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

Locally Based and Owned Vendors:

1. When bids are reviewed, the County will determine if a Locally Based and Owned Vendor responding to the bid is the low bidder. If a Locally Based and Owned Vendor is the low bidder, they will be awarded the bid.

2. If a Locally Based and Owned Vendor is not the low bidder but is within 15% of the low bid, the

County will contact the Locally Based and Owned Vendor and provide that vendor the option of matching the low bid price.

3. If no Locally Based and Owned Vendors are among the responding bidders, or the Locally Based and

Owned Vendor declines to match the low bid, then the County will determine if a Locally Operated

Vendor has responded to the bid.

Locally Operated Vendors:

4. If a Locally Operated Vendor is within 10% of the low bid, the County will contact the Locally Operated

Vendor and provide that vendor the option of matching the low bid price.

5. If no Locally Operated Vendors are among the responding bidders, or the Locally Operated Vendor declines to match the low bid, then the County will determine if a Non-Locally Operated Vendor has responded to the bid.

Non-Locally Operated Vendors:

6. If a Non-Locally Operated Vendor is within 5% of the low bid, the County will contact the Non-Locally

Operated Vendor and provide that vendor the option of matching the low bid price.

7. If no Non-Locally Operated Vendors are among the responding bidders, or the Non-Locally Operated

Vendor declines to match the low bid, then the County will award the bid to the low bidder without regard to the location of the vendor.

5.7. Local Content Vendor Preference

Under Dane County Ordinance 25.08(4)(f-j), bidders offering goods made in Dane County, its surrounding counties, or the State of Wisconsin receive a price preference on sealed bid solicitations.

Bids are first evaluated to determine if any bidders are offering products that qualify as Dane County-

Made Goods, Regionally-Made Goods, or Wisconsin-Made Goods. Local Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

A bidder offering Dane County-Made Goods will be considered the successful bidder if their price is up to 15% higher than the low bid for goods that are not Dane County-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Regionally-Made Goods. If so, then such a bidder will be considered successful if their price is up to 12.5% higher than the low bid for goods that are not Regionally-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Wisconsin-Made Goods. If so, that bidder will be considered successful if their price is up to 10% higher than the low bid for goods that are not Wisconsin-Made Goods. If no vendors are offering Dane County-Made, Regionally-Made, or Wisconsin-Made Goods, then the County will evaluate the low bid without regard to the content of the goods.

5.8. Cooperative Purchasing

Participating in cooperative purchasing gives vendors the opportunity for additional sales without additional bidding. Municipalities and state agencies use cooperative purchasing to expedite purchases.

A “municipality” is defined as any county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having authority to award public contracts (s. 16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (20, Wis. Stats.

In the Vendor Questionnaire section, you will have the opportunity to participate in allowing municipalities and state agencies to piggyback this bid. Participation is not mandatory. A vendor’s decision on participating in this service has no effect on awarding the bid.

Dane County is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

5.9. Fair Labor Practices Certification

Dane County Ord. 25.09 (1) is as follows:

(28) BIDDER RESPONSIBILITY. (a) Any bid, application or proposal for any contract with the county, including public works contracts regulated under chapter 40, shall include a certification indicating whether the bidder has been found by the National Labor Relations Board (NLRB) or the Wisconsin

Employment Relations Committee (WERC) to have violated any statute or regulation regarding labor standards or relations within the last seven years. The purchasing manager shall investigate any such finding and make a recommendation to the committee, which shall determine whether the conduct resulting in the finding affects the bidder’s responsibility to perform the contract.

If a company indicates that they have been found by the NLRB or WERC to have such a violation in the

Vendor Questionnaire section, a copy of any relevant information regarding such violation with is required to be uploaded with the bid submission.

Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

5.10. Pricing

The price quoted shall include all labor, materials, equipment, shipping, and all other costs. All prices and conditions outlined in the bid shall remain fixed.

5.11. Bid Submission & Acceptance

Multiple bids from a vendor will be permissible, however, each proposal must conform fully to the requirements for bid submission. Multiple bid proposals must be submitted separately and labeled as

Bid# 1, Bid# 2, etc.

NOTE: If multiple proposals will be submitted, a vendor must create two separate accounts with two separate log-in sequences, emails/passwords on the County's eProcurement Portal. Please message procurement.support@opengov.com with any questions regarding set up.

http://www.nlrb.gov/ http://werc.wi.gov/

Dane County reserves the right to accept any part of this bid deemed to be in the best interest of the

County. The County also retains the right to accept or reject any or all bids.

Proposals must be submitted via the County's eProcurement Portal before NO VALUE on Tuesday, March 7, 2023. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this

RFP.

5.12. Award

The County will award the bid to the responsive and responsible bidder whose bid is most advantageous to the County. In determining the most advantageous bid, the County will consider criteria such as, but not limited to, cost, bidder’s past performance and/or service reputation, and service capability, quality of the bidder’s staff or services, customer satisfaction, references, the extent to which the bidder’s staff or services meet the County’s needs, bidder’s past relationship with the County, total long term cost to the County, fleet continuity and any other relevant criteria listed in this solicitation.

Written notice of award to a vendor in the form of a purchase order or other document, mailed or emailed to the address shown on the bid will be considered sufficient notice of acceptance of bid.

This contract and any part thereof shall not be subcontracted or assigned to another Contractor without prior written permission of the County. 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. Subcontractors must abide by all terms and conditions under this Contract.

5.13. Payment Terms & Invoicing

Unless otherwise agreed, Dane County will pay properly submitted vendor invoices within thirty (30) days of receipt of goods or services. Payment will not be made until goods or services are delivered, installed (if required), and accepted as specified. Invoices presented for payment shall be submitted to the bill to address and/or County Representative listed on the Dane County purchase order. The Dane

County purchase order number must be noted on the submitted invoice.

Other incidental or standard industry charges not identified herein, are not allowed under this contract.

Miscellaneous service charges used to help the Contractor pay various fluctuating current and future costs are not allowed. These charges include, but are not limited to, costs directly or indirectly related to the environment, energy issues, fuel charges, service and delivery of goods and services.

5.14. Permits & Licenses

The Contractor selected under this bid shall be required to obtain the necessary permits and licenses prior to performing any work under this contract. The Contractor will be required to demonstrate valid possession of appropriate required licenses and will keep them in effect for the term of this contract.

Contractor must be financially responsible for obtaining all required permits and licenses to comply with pertinent regulations, municipal, county, State of Wisconsin and Federal laws, and shall assume liability for all applicable taxes.

5.15. Satisfactory Work

Any work found to be in any way defective or unsatisfactory shall be corrected by the Contractor at its own expense at the order of the County. The County also reserves the right to contract out services not satisfactorily completed and to purchase substitute services elsewhere. The County reserves the right to charge the vendor with any or all costs incurred or retain/deduct the amount of such costs incurred from any monies due or which may become due under this contract.

5.16. Government Standards

All materials, equipment, and supplies provided to the County must fully comply with all safety requirements as set forth by the Wisconsin Department of Commerce and all applicable OSHA

Standards. Bidders shall comply with all local, state and federal regulations, directives and laws.

5.17. Contract/Project Administration

The County department(s) utilizing the service will be responsible for coordinating, monitoring and administering the resulting service contract/purchase order. The department shall be responsible for notifying the awarded vendor about contract renewals or extensions. Any modifications or additions to the contract(s)/purchase order(s) shall be communicated by the department to the Purchasing Division.

5.18. Contract Assignment - Subcontractors

This contract and any part thereof shall not be subcontracted or assigned to another Contractor without prior written permission of the County. 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. Subcontractors must abide by all terms and conditions under this Contract.

5.19. Contract Additions

The County reserves the right to add new items and locations at a price conforming to other like items on the contract. The procedure for such additions shall be as follows:

1. The County Purchasing Officer will contact the vendor requesting pricing for the item(s) to be added.

2. The vendor, within three working days, should respond in writing and include the bid number, contract period and the price for each item or service to be provided.

3. Upon receipt, the County shall issue a Change Order adding the service or product(s) to the Contract or Purchase Order.

*The County reserves the right to accept or reject prices and obtain bids on the open market for these add ons.

**When applicable, Contractor may be required to sign a Dane County Contract.

5.20. Contract Termination

If for any reason the successful contractor fails to fulfill the requirements of the contract for providing the specified services, the County shall have the right to cancel the contract at any time and negotiate for the services with another contractor.

5.21. Insurance

The successful vendor is required to submit to Dane County a Certificate of Insurance prior to performing any work under this contract. The certificate is required prior to issuance of purchase order.

See Section 22.0 Insurance Responsibility in the Standard Terms & Conditions.

Please contact your insurance representative to issue an Additional Insured Endorsement naming

County of Dane, a municipal corporation, its boards, commissions, agencies, officers, employees and representatives listed as an ADDITIONAL INSURED on the General Liability policy.

Indicate mailing address as:

COUNTY OF DANE

Risk Management

City County Building Room 425

210 Martin Luther King Jr., Blvd.

Madison, WI 53703

Please inform your insurance representative that you have agreed to provide us with 30 Days written notice in the event of cancellation for any reason before the expiration date of your policy or policies.

Call 608-266-4965 with any questions.

5.22. Dane County Sustainability Principles

On October 18, 2012, the Dane County Board of Supervisors adopted Resolution 103, 2012-2013 establishing the following sustainability principles for the county:

- Reduce and eventually eliminate Dane County government’s contribution to fossil fuel dependence and to wasteful use of scarce metals and minerals;

- Reduce and eventually eliminate Dane County government’s contribution to dependence upon persistent chemicals and wasteful use of synthetic substances;

- Reduce and eventually eliminate Dane County government’s contribution to encroachment upon nature and harm to life-sustaining ecosystems (e.g., land, water, wildlife, forest, soil, ecosystems); and

- Reduce and eventually eliminate Dane County government’s contribution to conditions that undermine people’s ability to meet their basic human needs.

6. STANDARD TERMS AND CONDITIONS

6.1. Applicability:

The terms and conditions set forth in this document apply to Requests for Proposals (RFP), Bids and all other transactions whereby the County of Dane acquires goods or services, or both.

6.2. Entire Agreement:

These Standard Terms and Conditions shall apply to any contract, including any purchase order, awarded as a result of this request. Special requirements of a resulting contract may also apply. Said written contract with referenced parts and attachments shall constitute the entire agreement, and no other terms and conditions in any document, acceptance, or acknowledgment shall be effective or binding unless expressly agreed to in writing by the County. Unless otherwise stated in the agreement, these standard terms conditions supersede any other terms and/or conditions applicable to this agreement.

6.3. Definitions:

As used herein, “vendor” includes a provider of goods or services, or both, who is responding to an RFP or a bid, and “bid” includes a response to either an RFP or a bid.

6.4. Specifications:

The specifications herein are the minimum acceptable. When specific manufacturer and model numbers are used, they are to establish a design, type of construction, quality, functional capability or performance level, or any combination thereof, desired. When alternates are proposed, they must be identified by manufacturer, stock number, and such other information necessary to establish equivalency. Dane County shall be the sole judge of equivalency. Vendors are cautioned to avoid proposing alternates to the specifications that may result in rejection of their bid.

6.5. Deviations and Exceptions:

Deviations and exceptions from terms, conditions, or specifications shall be described fully in writing, signed, and attached to the bid. In the absence of such statement, the bid shall be accepted as in strict compliance with all terms, conditions, and specifications and vendor shall be held liable for injury resulting from any deviation.

6.6. Quality:

Unless otherwise indicated in the request, all material shall be first quality. No pre-owned, obsolete, discontinued or defective materials may be used.

6.7. Quantities:

The quantities shown herein are based on estimated needs. The County reserves the right to increase or decrease quantities to meet actual needs.

6.8. Delivery:

Deliveries shall be FOB destination freight prepaid and included unless otherwise specified. County will reject shipments sent C.O.D. or freight collect.

6.9. Pricing:

Unit prices shown on the bid shall be the price per unit of sale as stated on the request or contract. For any given item, the quantity multiplied by the unit price shall establish the extended price, the unit price shall govern in the bid evaluation and contract administration.

1 Prices established in continuing agreements and term contracts may be lowered due to market conditions, but prices shall not be subject to increase for the term specified in the award. Vendor shall submit proposed increases to the Purchasing Division thirty (30) calendar days before the proposed effective date of the price increase. Proposed increases shall be limited to fully documented cost increases to the vendor that are demonstrated to be industry wide. Price increases may not be granted unless they are expressed in bid documents and contracts or agreements.

2 Submission of a bid constitutes bidder’s certification that no financial or personal relationship exists between the bidder and any county official or employee except as specially set forth in writing attached to and made a part of the bid. The successful bidder shall disclose any such relationship which develops during the term of the contract.

6.10. Acceptance-Rejection:

Dane County reserves the right to accept or reject any or all bids, to waive any technicality in any bid submitted and to accept any part of a bid as deemed to be in the best interests of the County.

Submission of a proposal or a bid constitutes the making of an offer to contract and gives the County an option valid for 60 days after the date of submission to the County.

1 Bids MUST be dated and time stamped by the Dane County Purchasing Division Office on or before the date and time that the bid is due. Bids deposited or time stamped in another office will be rejected.

Actual receipt in the office of the purchasing division is necessary; timely deposit in the mail system is not sufficient. THERE WILL BE NO EXCEPTIONS TO THIS POLICY.

6.11. Method of Award:

Award shall be made to the lowest responsible responsive bidder conforming to specifications, terms, and conditions, or to the most advantageous bid submitted to the County on a quality versus price basis.

6.12. Ordering/Acceptance

Written notice of award to a vendor in the form of a purchase order or other document, mailed or delivered to the address shown on the bid will be considered sufficient notice of acceptance of bid. A formal contract containing all provisions of the contract signed by both parties shall be used when required by the Dane County Purchasing Division.

6.13. Payment Terms and Invoicing:

Unless otherwise agreed, Dane County will pay properly submitted vendor invoices within thirty (30) days of receipt of goods and services. Payment will not be made until goods or services are delivered, installed (if required), and accepted as specified. Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order.

1. NO WAIVER OF DEFAULT: In no event shall the making of any payment or acceptance of any service or product required by this Agreement constitute or be construed as a waiver by County of any breach of the covenants of the Agreement or a waiver of any default of the successful vendor, and the making of any such payment or acceptance of any such service or product by County while any such default or breach shall exist shall in no way impair or prejudice the right of County with respect to recovery of damages or other remedy as a result of such breach or default.

6.14. Taxes:

The County and its departments are exempt from payment of all federal tax and Wisconsin state and local taxes on its purchases except Wisconsin excise taxes as described below. The State of Wisconsin

Department of Revenue has issued tax exempt number ES41279 to Dane County.

1. The County is required to pay the Wisconsin excise or occupation tax on its purchase of beer, liquor, wine, cigarettes, tobacco products, motor vehicle fuel and general aviation fuel. The County is exempt from Wisconsin sales or use tax on these purchases. The County may be subject to other states’ taxes on its purchases in that state depending on the laws of that state. Vendors performing construction activities are required to pay state use tax on the cost of materials.

6.15. Guaranteed Delivery:

Failure of the vendor to adhere to delivery schedules as specified or to promptly replace rejected materials shall render the vendor liable for all costs in excess of the contract price when alternate procurement is necessary. Excess costs shall include administrative costs.

6.16. Applicable Law and Venue:

This contract shall be governed under the laws of the State of Wisconsin, and venue for any legal action between the parties shall be in Dane County Circuit Court. The vendor 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.

6.17. Assignment:

No right or duty in whole or in part of the vendor under this contract may be assigned or delegated without the prior written consent of Dane County.

6.18. Non-Discrimination/Affirmative:

ACTION: During the term of this Agreement the vendor agrees, in accordance with sec. 111.321, Wis.

Stats., and Chapter 19 of the Dane County Code of Ordinances, not to discriminate against any person, whether an applicant or recipient of services, an employee or applicant for employment, on the basis of age, race, ethnicity, religion, color, gender, disability, marital status, sexual orientation, national origin, cultural differences, ancestry, physical appearance, arrest record or conviction record, military participation or membership in the national guard, state defense force or any other reserve component of the military forces of the United States, or political beliefs. The vendor shall provide a harassment-free work environment. These provisions shall include, but not be limited to, the following:

employment, upgrading, demotion, transfer, recruitment, advertising, layoff, termination, training, including apprenticeships, rates of pay or other forms of compensation.

1. Vendors who have twenty (20) or more employees and a contract of twenty thousand dollars

($20,000) or more must submit a written affirmative action plan to the County’s Contract Compliance

Officer within fifteen (15) working days of the effective date of the contract. The County may elect to accept a copy of the current affirmative action plan filed with and approved by a federal, state or local government unit.

2. The vendor agrees to post in conspicuous places, available for employees and applicants for employment, notices setting forth the provisions of this Agreement as they relate to affirmative action and nondiscrimination.

3. Failure to comply with these Terms and Conditions may result in the vendor being debarred, termination of the contract and/or withholding of payment.

4. The vendor agrees to furnish all information and reports required by Dane County’s Contract

Compliance Officer as the same relate to affirmative action and nondiscrimination, which may include any books, records, or accounts deemed appropriate to determine compliance with Chapter 19, D.C.

Ords. and the provisions of this Agreement.

5. AMERICANS WITH DISABILITIES ACT: The vendor agrees to the requirements of the ADA, providing for physical and programmatic access to service delivery and treatment in all programs and activities.

6.19. Patent, Copyright and Trademark Infringement:

The vendor guarantees goods sold to the County were manufactured or produced in accordance with applicable federal labor laws, and that the sale or use of the articles described herein do not infringe any patent, copyright or trademark. The vendor covenants that it will, at its own expense, defend every suit which shall be brought against the County (provided that such vendor is promptly notified of such suit, and all papers therein are delivered to it) for any alleged infringement of any patent, copyright or trademark by reason of the sale or use of such articles, and agrees that it will pay all costs, damages, and profits recoverable in any such suit.

6.20. Safety Requirements:

All materials, equipment, and supplies provided to the County must fully comply with all safety requirements as set forth by the Wisconsin Department of Commerce and all applicable OSHA

Standards.

1. MATERIAL SAFETY DATA SHEET: <body> If any item(s) on an order(s) resulting from this award(s) is a hazardous chemical, as defined under 29 CFR 1910.1200, provide one (1) copy of the Material Safety

Data Sheet for each item with the shipped container(s) and one (1) copy with the invoice(s).

6.21. Warranty:

Unless specifically expressed otherwise in writing, goods and equipment purchased as a result of this request shall be warranted against defects by the vendor for one (1) year from date of receipt. An equipment manufacturer’s standard warranty shall apply as a minimum and must be honored by the vendor.

The length, time, and conditions of warranty must be attached to or stated in the bid document. The seller and/or manufacturer warrants that the goods sold hereunder will be merchantable quality, will conform to applicable specifications, and will be free from defects in material and workmanship and will be fit for the particular purpose intended.

Warranty does not commence until after the complete unit has been accepted and placed into service by the user agency. Bidder shall indicate the name and the geographical location of the nearest authorized dealer to perform subsequent warranty service.