JCHS 2024-02 A1.docx

Jefferson County Human Services

REQUEST FOR BID COVER SHEET

One medium size lowstep minivan

SOLICITATION NUMBER (must be included on all bid documents that are submitted)

JCHS 2024-02

THIS SOLICITATION CLOSES ON

01/21/2024 at 4 PM CT

Bids must be submitted by this date and time. Late BIDS or offers will not be accepted.

SUBMIT BIDS/OFFERS TO

BrianB@jeffersoncountywi.gov

FOR INFORMATION ON THIS PROCUREMENT, CONTACT

Mike Hansen MichaelH@jeffersoncountywi.gov 1541 Annex Road Jefferson, WI 53449

ITEMS OR SERVICES TO BE PURCHASED

One medium size lowstep minivan to provide transportation for seniors and individuals with disabilities living in Jefferson County, WI.

SIGNIFICANT EVENTS/DATES

ISSUE DATE

11/20/2024

LAST DAY TO SUBMIT Questions and “Or Equal” Product Requests

12/19/2024 at 2 PM CT

BID CLOSING DATE

01/21/2025 at 4 PM CT

BID OPENING

01/22/2025 at 9 AM CT

BID EVALUATIONS BEGIN

01/22/2025

BID EVALUATIONS COMPLETED

01/24/2024

ESTIMATED CONTRACT AWARD DATE

02/11/2025

ESTIMATED CONTRACT START DATE

02/12/2025

REQUEST FOR BIDS

TO PROVIDE One medium size lowstep minivan to provide transportation for seniors and individuals with disabilities living in Jefferson County, WI.

· Late BIDS will be rejected. BIDS MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the Bid is due.

· BIDS dated and time stamped in another office will be rejected. Receipt of a Bid by the mail system does not constitute receipt of a Bid by the purchasing office.

· Any Bid which is inadvertently opened as a result of not being properly and clearly marked is subject to rejection. BIDS must be submitted separately, i.e., not included with sample packages or other BIDS.

· Records will be available for public inspection after issuance of the notice of intent to award or the award of the contract.

· Bidder should contact the person named below for an appointment to view the Bid record. BIDS shall be firm for acceptance for sixty (60) days from date of Bid opening, unless otherwise noted.

· The attached terms and conditions apply to any subsequent award.

· There will be no public bid openings

SUBMITTING THE BID

Offerors must submit bids via the following method(s):

One electronic copy delivered through email

BrianB@jeffersoncountywi.gov

If a Vendor is submitting their Bid through email, the submittal must include all required documentation organized and named as detailed in this IFB.

Table of Contents

Attachments:

Attachment A-Price Sheet Appendixes:

APPENDIX B – SIGNATURE PAGE

APPENDIX C - AFFIDAVIT OF NON-COLLUSION

APPENDIX D – BIDDER INFORMATION

APPENDIX E – REFERENCES

APPENDIX F – DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION

Appendix G – STANDARD TERMS & CONDITIONS (DOA-3054 (R08/2016)) Appendix H - Supplemental Standard Terms and Conditions for Procurements for Services (DOA-3681 (R01/2022))

APPENDIX I - RECORD KEEPING

Appendix J - Federal Clauses for Federal Contracts (Separate Document) Appendix K – Bidders List (Separate Document)

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

1.0 Introduction and Purpose

General Description The Jefferson County Human Services is seeking bids from qualified contractors to provide One medium size lowstep minivan to provide transportation for seniors and individuals with disabilities living in Jefferson County, WI.

Contract Term One (1) contract will be awarded. Jefferson County Human Services intends to use the results of the IFB to award a contract. The contract will be a one year period from the date of award with no renewal.

The contract start date will be the date of Contract Execution. Supplier must not invoice agency for any costs accrued prior to this contract start date.

Any Contract resulting from this solicitation shall not be, in whole or in part, subcontracted, assigned or otherwise transferred to any other Supplier without prior written approval from the Agency.

Number of Contracts It is the intention of the agency to award One Contract for the Goods required in this solicitation.

Federal Participation This procurement is subsidized with state and federal transit operating funds. Federal grant monies ($53,113) fund this contract, in whole or in part (Section 5310). Applicable Federal clauses are set forth in Appendix I of the solicitation.

Procurement Manager All communication and/or Questions and “Or Equal” on all matters regarding this Bid must be made in writing and refer to Request for Bid number JCHS 2024-02 and be directed to the agency Procurement Manager: Brian Belford.

Any contact or communication with any employee or officer concerning this IFB except the Procurement Manager is strictly prohibited from the date this IFB is released until the date the notice of intent to award is issued. The Procurement Manager may authorize in writing contact or communication with another State employee or officer as circumstances dictate. Vendors who hold a current Contract may continue to communicate with the appropriate Contract Administrator regarding the performance of that current Contract.

Contractor Selection The Municipality reserves the right to award a contract to a Vendor without clarifications, discussions, or negotiations following an evaluation of which Vendor is determined to be the highest scoring (technical factors and price considered) based on the factors discussed below. As such, Vendors should always submit their best technical and price bid from the onset.

Bid award, if made, will be to the responsive and responsible bidder who offers the lowest cost to the Issuing Agency in accordance with the specifications set forth in the Invitation for Bid. The Issuing Agency will notify in writing the vendors who respond to this IFB with the “Notice of Intent to Award” for the contract(s) it intends to award under this solicitation.

Contract Term Price Options Bidders must price 1 base year contract prices at the time of bid submission in order to be considered for award. The price sheet submitted by the successful Bidder will be incorporated in the resultant contract as the contract’s Pricing Schedule.

This is a firm-fixed price contract for a base period of 1 year with no option periods. Bidders are required to submit a firm-fixed price for the contract base period (first two contract years) that covers all operating and administrative costs of performing the service.

The competitiveness of the offered prices will be based on the total price of the sum of Section A.

Contract Modifications The resulting Contract must only be used to purchase goods within the scope and intent of the original Request for Bid. Any modifications made to the resulting Contract must fall within the scope of the Bid.

All modifications must be made in writing and signed by both parties.

Completeness and Validity of Offers Vendors must complete and submit all required forms with their Bids. This includes the “Affidavit of Non-Collusion” which Vendors must submit with their pricing bid.

Vendors must acknowledge receipt of any solicitation amendments. Offers must remain valid for a minimum of 90 days after Bids are submitted.

Correspondence Related to the Solicitation Questions and “Or Equal” Product Requests, noted errors, discrepancies, ambiguities, exceptions, additions, or deficiencies noted in this solicitation must be submitted by e-mail to the identified Procurement Administrator prior to the specified solicitation closing date.

Any changes in the solicitation (including specification) will be made by amendment issued to all Vendors.

Reasonable Accommodations Jefferson County Human Services can provide reasonable accommodations, including the provision of informational material in an alternative format for qualified individuals with disabilities upon request. If a Vendor needs accommodations at the outset of this solicitation process, please contact the Procurement Manager.

Wisconsin Public Records Law WisDOT and all records it retains are subject to Wisconsin Public Records law, sec. 19.31, et seq, Wis. Stats. WisDOT will advise proposer request for records it has designated as proprietary or confidential. All records shall be retained in a safe and secure place for a period of four (4) years after the end of the final contract year.

Federal Public Records Law The Supplier must maintain the following records which will be available to the Wisconsin Department of Transportation for inspection upon demand. All records, whether handwritten or electronic, must be accurate, organized, and legible. All records shall be retained in a safe and secure place for a period of four (4) years after the end of the final contract year and the grant has been closed.

Order of Precedence In the event of contract award, the contents of this RFP (including all attachments), RFP addenda and revisions, the bid response from the successful bidder, and additional terms agreed to, in writing, by WisDOT and Contractor shall become part of the contract.

The following priority for contract documents will be used if there are conflicts or disputes:

1. The Contract Document

2. Official Purchase Order

3. Bid response as accepted by The Agency

4. The Agency’s Published Procurement Documents

2.0 PRE-BID CONFERENCE

Jefferson County Human Services will not be hosting a pre-bid conference.

3.0 BID SCHEDULE

Jefferson County Human Services intends to adhere to a schedule in procuring these services. The schedule below is provided for informational purposes, may be affected by unforeseen circumstances, and is subject to change.

Listed below are dates and times of actions related to this solicitation. The events with specific dates must be completed as indicated unless otherwise amended. In the event that the Agency finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an amendment to this solicitation. There may or may not be a formal notification issued for changes in the estimated dates and times.

At the time of issuance, the procurement schedule shall be as follows:

4.0 GENERAL BID SUBMISSION REQUIREMENTS

Bids which do not comply with the format set forth below may be rejected without further consideration. These restrictions are not intended to hamper bid preparation but to provide uniformity in evaluating responses to this IFB.

A. Corporations, individuals, or other organizations interested in providing service should so indicate by answering all questions included throughout this IFB. Vendors must respond to any questions and forms included throughout this IFB.

B. Bids received after the due date and time will be considered late Bids and will not be accepted. Reliance upon public carriers for delivery of Bids is at the Offeror’s risk. Bids submitted via fax will not be accepted.

C. The pricing bid must be submitted on the form shown in Appendix A, and must be signed by an individual authorized to contractually obligate the Offeror. The provided pricing sheet should not be modified or altered to present different or additional information than what the form is asking for.

5.0 Bid Format

Bid Format Each bid shall include complete and detailed written responses to the items below. Each Offeror’s response to these items will be evaluated in accordance with the criteria stated in this IFB A. If electronic, each bid should be in Microsoft Word, Adobe Acrobat, or equivalent format, using 12-point font and a standard 8 ½” x 11” page format.

Cover Letter The Cover Letter must specifically state that the information contained in the Offeror’s bid is accurate and complete as of the date of submission; that the information is true and reasonably verifiable as of the date of submission; and that the Offeror is willing to comply with all stated contractual requirements.

6.0 Manditory Requirements

All deliverables in this section are considered the minimum deliverable for the services required. The following deliverables must be met at no additional cost above the pricing provided in the Bid. Failure to meet any minimal deliverables may result in the disqualification of the Bid. In the event no Vendor is able to meet individual specifications, the State reserves the right to continue the review of Bids and to select the Bid that most closely meets the specifications detailed in this IFB.

The following contract deliverables must be met at no additional cost above the pricing provided in the Bid.

Before the award of any Contract, the Department shall be satisfied that the Vendor has sufficient qualified resources available for performing the work described in this Bid. It is the Vendor’s responsibility to acquaint the Department with these qualifications by submitting appropriate or supporting documentation.

Minimum Requirements IMPORTANT – EACH OFFEROR MUST DEMONSTRATE IN ITS PROPOSAL THAT IT MEETS ALL OF THE MINIMUM QUALIFICATIONS SET FORTH BELOW AS OF THE DATE THAT IT SUBMITS ITS OFFER. OFFERORS THAT DO NOT CONFORM TO THESE REQUIREMENTS WILL NOT BE CONSIDERED.

This IFB is purchase one medium-size lowstep minivan.

· To be considered for award, your company must sell medium-sized lowstep minivans that meet the minimum specifications listed in 7.1.

Contract Deliveries Weekends and holidays excepted, deliveries shall be F.O.B. Destination, to the location shown below. The term "F.O.B. Destination," as used in this clause, means free of expense to the Issuing Agency and delivered to the location specified. Delivery shall be made between 7:30 a.m. and 3:00 p.m., Monday through Friday, except holidays observed by the State of Wisconsin.

Delivery Address Highline Corporation 100 Cary Rd. Hurley, WI 54534 Condition of Contract Deliveries The contractor shall deliver any contract shipments in good order and condition to the point of delivery specified in the solicitation and units delivered must meet or exceed all specifications. If applicable, manufacturer's statement of origin (MSO) must accompany each unit at the time of delivery. The contractor shall be responsible for any loss of and/or damage to the goods occurring before receipt of the shipment by the Issuing Agency at the delivery point specified in the solicitation.

Contract Award Document

1. Pursuant to the intent of this solicitation, made applicable and part to the resultant contract are all parts found within this IFB.

1. Specifically, the resultant contract must include from this IFB all specified terms and conditions found in:

1. All Parts of the IFB

1. APPENDIX A – PRICING PROPOSAL

1. APPENDIX B - SIGNATURE PAGE

1. APPENDIX C - AFFIDAVIT OF NON-COLLUSION

1. APPENDIX D – BIDDER INFORMATION

1. APPENDIX E – REFERENCES

1. APPENDIX F – DESIGNATION OF CONFIDENTIONAL AND PROPRIETARY INFORMAITON

1. APPENDIX G - STANDARD TERMS AND CONDITIONS

1. APPENDIX H - SUPPLEMENTAL TERMS AND CONDITIONS

1. APPENDIX I – RECORD KEEPING

1. Appendix J - Federal Clauses for Federal Contracts

1. Appendix K – Bidders List

1. The Municipality will add to the above a cover page listing the parties entering into the contract agreement per this RFP along with a signature page to be signed by the authorized binding individuals from both parties.

7.0 Bid Content

Bids must include the information listed below in the same order as listed below. Additional data, exhibits, and explanations may be included should the Offeror deem them important to the evaluation of its proposal.

Information Pertinent to the Offeror and Offeror’s bid. The bid must include and confirm the following information:

Detailed Specification Please note: Jefferson County will allow for "an equal" product requests to be offered. Please review the salient characteristics of each requirement. All requirements allows for “an equal” request.

Please see section 10.10 Vendor Questions and Clarifications for “or equal” details.

POWER UNIT

ENGINE

DRIVETRAIN

FUEL

CHASSIS

26.5 (solid)

Tires (All Season)

Compact Spare Tire

DIMENSIONS (Minimums)

EXTERIOR

INTERIOR (Minimums)

* Based on SAE J1100 cargo volume measurement standard.

WEIGHT

FEATURES

HONDA SENSING® (Or approved equal)

SAFETY & DRIVER ASSISTIVE TECHNOLOGY

Lower Anchors and Tethers for Children (LATCH):

Lower Anchors (2nd-row all, 3rd-row outboard) Tether Anchors (2nd-row all, 3rd-row all) Yes

AUDIO & CONNECTIVITY

2nd-Row (2 Ports)

COMFORT & CONVENIENCE

SEATING

EXTERIOR

COLORS & TRIM

STANDARD EXTERIOR COLORS (Or approved equal)

PREMIUM EXTERIOR COLORS (Or approved equal)

Warranty Vendor must confirm that they will meet the following Warranty Requirements:

Bumper-to-Bumper Warranty – Three years/36,000 miles

· Provides coverage for all components and includes 24-hour Roadside Assistance, including jump-starting, flat tire, lockout assistance, towing, and more.

Powertrain Limited Warranty – Five years/60,000 miles

· Covers routine maintenance and parts replacement for the engine, transmission, transaxle, drivetrain, and restraint system.

Corrosion Limited Warranty – Five years/Unlimited miles

· Covers any corrosion perforation of the sheet metal during the warranty period.

Accessory Limited Warranty – Three years/36,000 miles

· Covers Honda accessories installed at the time of purchase. Accessories purchased afterward from a Honda dealer are covered for one year.

Replacement Parts Limited Warranty – One year

· Covers replacement parts purchased from and installed by a Honda dealer. Honda Remanufactured Parts are covered for three years/36,000 miles.

· All warranty work shall be at no cost to Jefferson County Human Services and should be conducted so as to minimize the vehicle's out-of-transit service time

· Jefferson County Human Services shall be notified in writing of all warranties, their coverage and scope at the time of delivery.

· An owner's care book shall also be included with each vehicle; a copy of a detailed maintenance and inspection schedule supplied by the respective manufacturers of the vehicle and its subsystems (e.g. wheelchair ramp, etc.) shall be included with each vehicle.

· Where accessories are supplied, they must be compatible with the rest of the product warranties.

· All warranty work must be performed within a reasonable amount of time after the contractor or his designated dealer services receives the vehicle.

· Vehicles delivered by driving them will have the warranty begin at the actual vehicle mileage at the time of final delivery at the sub-recipient’s location; dealer is responsible for submitting chassis manufacturers Delayed Warranty Start application.

· Jefferson County Human Services shall consult with contractor to locate the nearest repair facility that can provide the repairs.

· A complete warranty plan shall be provided at bid submittal and, at minimum, shall address the following warranty activities

· Extension of the warranty period (i.e., due to lack of parts or information needed to complete the warranty repair).

· Conditions that cause voiding of the warranty

· Exceptions and additions to warranty (i.e., normal wear and tear, etc.)

· Procedures to follow when a warranty defect is detected

· Repair procedures including repairs performed by the vendor and repairs to be performed by the sub-recipient and how parts are to be supplied and which defective components are to be returned or examined by the vendor.

· Procedures for filing failure analysis reports of safety-related parts or major components removed from vehicles under the warranty period by the vendor to determine if a fleet defect could affect fleet operation

· Reimbursement for parts and labor

· Identification of locations/facilities for warranty repairs

· Maximum response time for delivery of OEM and non-OEM parts that are not in stock at warrant repair facilities.

· Each vehicle delivered with warranty cards or such documents as are needed by the owner to obtain warranty services.

Pricing Proposal Provide your best pricing on Pricing Proposal Excel Document. Vendors must submit costs for each deliverable. The total cost provided must be all inclusive to carry out the services included in this RFP, in accordance with the terms and conditions of this RFP. Please sign and date Pricing proposal.

The Agency does not guarantee to purchase any specific quantity, or pay any minimum Contract price during the term of the Contract. Bids that require a minimum number of commodities or services be ordered will be disqualified.

Bidders List – Appendix K Each proposal must include a completed Bidders List (see Appendix K – Bidders List) which consists of all firms that are participating or attempting to participate, on DOT-assisted projects.

For every firm, the following information must be included: (1) Firm name, (2) Firm address, (3) Firm’s status as a DBE or non-DBE, (4) The age of the firm, (5) The annual gross receipts of the firm. The list must include all sub-consultants contacting the proposer/offeror expressing an interest in participating in the proposal.

Federal Clauses for Federal Contracts – Appendix J Vendor must review and sign the federal clauses. At time of submission, vendor must submit a signed copy of the federal clauses. Bids received without signed federal clauses will not be accepted and will automatically be disqualified from further consideration Minimum Qualifications The Minimum Qualifications located in Section 6.1 will be used to determine eligibility of this procurement. Restate the minimum qualification and provide a synopsis of how the Offeror meets the minimum qualifications.

8.0 Contract Administration Information

Contract Administrator The authorized individual responsible for administering this contract after award is Brian Belford 1541 Annex Rd. Jefferson, WI 53549 BrianB@jeffersoncountywi.gov Administrative Services Division Mgr. Jefferson County Human Services phone: 920-674-8147 The individual authorized to address any technical or specification issue, or other work or performance requirements under this contract is Mike Hansen 1541 Annex Rd. Jefferson, WI 53549 MichaelH@jeffersoncountywi.gov Transportation Supervisor Jefferson County Human Services phone: 920-675-4049 (Note: This person is NOT authorized to make any changes to the contract but may request any necessary contract modifications from the person identified in 5.1, above).

Inspection Administrator The individual and office designated to inspect and accept all contract deliveries and to certify that invoices are proper for payment is Brian Belford 1541 Annex Rd. Jefferson, WI 53549 BrianB@jeffersoncountywi.gov Administrative Services Division Mgr. Jefferson County Human Services phone: 920-674-8147 Contract Payment Administrator The individual and office responsible for making contract payments is Brian Belford 1541 Annex Rd. Jefferson, WI 53549 BrianB@jeffersoncountywi.gov Administrative Services Division Mgr. Jefferson County Human Services phone: 920-674-8147

9.0 Contract Clauses

The Agency reserves the right to negotiate the following terms and conditions when it is in the best interest of the agency to do so. Vendors may not submit their own Contract document as a substitute for the Agency’s Terms and Conditions.

Vendors must accept all terms and conditions or submit point-by-point exceptions along with Bid alternative or additional language for each point. The State may or may not consider any of the Vendor’s suggested revisions. Any changes or amendments to any of the terms and conditions will occur only if the change is in the best interest of the State. Pricing submitted should assume that no changes to these terms and conditions will be accepted.

If a Contract document is executed as a result of this procurement, additional terms and conditions may be contained in that document and negotiated at that time.

Force Majeure Neither party is responsible for failure to fulfill its obligations due to causes beyond its reasonable control, including without limitation, acts or omissions of government or military authority, acts of God, materials shortages, transportation delays, fires, floods, labor disturbances, riots, wars, terrorist acts, or any other causes, directly or indirectly beyond the reasonable control of the nonperforming party, so long as such party is using its best efforts to remedy such failure or delays.

Hold Harmless/Indemnification The contractor agrees to protect, defend, and save the Issuing Agency, its elected and appointed officials, agents, and employees, while acting within the scope of their duties as such, harmless from and against all claims, demands, causes of action of any kind or character, including the cost of defense thereof, arising in favor of the contractor’s employees or third parties on account of bodily or personal injuries, death, or damage to property arising out of services performed or omissions of services or in any way resulting from the acts or omissions of the contractor and/or its agents, employees, representatives, assigns, subcontractors, except the sole negligence of the Issuing Agency, under this agreement.

Payment Terms Payment terms will be computed from the date of delivery of supplies or services OR receipt of a properly executed invoice, whichever is later. Unless otherwise noted in the solicitation document, the Issuing Agency is allowed 30 days to pay such invoices.

Contract Funding To ensure the delivery of improved services and competitive pricing, to address potential performance issues, changes in technology or industry consolidation, the Agency reserves the right to negotiate the pricing and terms at the time of contract renewal.

As required by Wisconsin Statutes, continuance of a Contract beyond the limits of funds available shall be contingent upon appropriation of the necessary funds, and the termination of the Contract by lack of appropriations shall be without penalty.

Reference to Contract The contract or purchase order number MUST appear on all invoices in order for the invoice to be considered a properly executed invoice. The contract number must also be identified on all packing lists, packages, and correspondence pertaining to the contract.

Shipping Supplies shipped prepaid, F.O.B. Destination, unless the contract specifies otherwise.

Assignment, Transfer and Subcontracting The contractor shall not assign, transfer or subcontract any portion of the contract without the express written consent of the Issuing Agency.

Conformance with Contract No alteration of the terms, conditions, delivery, price, quality, quantities, or specifications of the contract will be granted without prior written consent of the authorized individual in the Issuing Agency. Supplies delivered which do not conform to the contract terms, conditions, and specifications may be rejected and returned at the contractor’s expense.

10.0 BID PROCEDURE AND INSTRUCTIONS

Solicitation Examination Vendors are responsible for examining all solicitation documents and any addenda issued to become informed as to all conditions that might in any way affect the cost or performance of any work. Failure to do so will be at the sole risk of the Bidder/offeror.

Should the vendor find discrepancies in or omissions from the solicitation documents, or should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the solicitation documents, the vendor shall promptly notify the procurement officer in writing.

The Bidder/offeror making such request will be solely responsible for its timely receipt by the authorized procurement officer. Replies to such notices may be made in the form of an addendum to the solicitation that must be acknowledged by all Bidders/offerors when submitting their Bids/offers.

Alteration of Solicitation Document In the event of inconsistencies or contradictions between language contained in the solicitation document and a vendor’s response, the language contained in the original solicitation document will prevail. Intentional manipulation and/or alteration of solicitation document language will result in the vendor’s disqualification.

Interpretations or Representations The Issuing Agency assumes no responsibility for any interpretation or representations made by any of its officers or agents unless such interpretations or representations are incorporated into a formal written addendum to the solicitation.

Satisfactory of Requirements Requirements identified in this solicitation must be satisfied, or a functional equivalent Bid submitted, which is acceptable to the Issuing Agency. Bidders who do not meet this criterion may be disqualified from further consideration.

A Bidder must state if they are unable or unwilling to meet any requirement. Inability or unwillingness to meet any requirement, in part or in whole, may be cause for disqualification of the entire Bid response. Any exceptions taken by the Vendor must be clearly identified on the Bid forms.

U.S. Funds All prices Bid must be in U.S. dollars. All contract payments will be made in U.S. dollars.

Bid Prices The prices herein specified, unless otherwise expressly stated, shall exclude all taxes and duties of any kind which either party is required to pay with respect to the sale of products covered by this solicitation, but shall include all charges and expenses in connection with the packing of the products and their carriage to the designated place of delivery unless specifically excluded.

Bid prices shall include any and all transportation costs. The Contractor will be paid upon submission of a proper invoice at the prices stipulated herein for products, and/or services delivered to and accepted by the Agency.

IFB Consideration of All Inherent Costs Bid prices must take into consideration all inherent costs of providing the services described in the IFB.

IFB Fixed Pricing The awarded contractor must hold the accepted prices and/or costs for the entire contract period. Any adjustment to prices and/or costs at the beginning of a contract renewal period will be negotiated between the Agency and the Contractor. Contractor must provide supporting documentation when requesting price changes.

EXTENSION OF BID PRICES

In the case of error in the extension of prices in the Bid, the unit price will govern. In a lot Bid, the lot price will govern.

Vendor Questions and Clarifications Any questions, “Or Equal” Product Requests, exceptions, or additions concerning this IFB must be submitted in writing on or before 10/29/24 at 4 PM CT to: Brian Belford (BrianB@jeffersoncountywi.gov) Vendors are expected to raise any questions, exceptions, or additions they have concerning the IFB document by the Question Due Date. Questions must be submitted to the Procurement Manager.

If at any time prior to the due date, a Vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this IFB, the Vendor must immediately notify the Procurement Manager of the issue in writing and request modification or clarification of the IFB document.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this IFB, supplements or addendums will be posted on Vendor Net.

When not bidding on all particulars as specified, the bidder may offer that product to be an “or equal” product. All “or equal” alternate bids shall be pre-approved by a formal written bid amendment. Any requests must be fully supported by technical data, test results, or other pertinent information or evidence that the substitute offered is equal or better than the specification requirement.

Failure to provide “or equal” product information by 12/19/2023 by 2 PM CT will result in disqualification of the “or equal” alternate bid. The Department of Transportation will be the sole judge of equivalency and acceptability.

IFB Clarifications If a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this IFB, the Bidder should immediately notify (Brian Belford) at (BrianB@jeffersoncountywi.gov) via e-mail NO PHONE CALLS.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this IFB, addendums or amendments will be provided via Vendor Net.

Bidders are encouraged to log into Vendor Net periodically during the IFB process. The person who is registered for the Bidder on Vendor Net should get an email any time a change is made to the IFB.

No phone calls, emails or other correspondence to other Agency staff regarding this procurement are permitted during the procurement process unless otherwise noted in writing as required as part of the solicitation process. Violation of these conditions may be considered sufficient cause for automatic rejection of a Bid. All oral communications are unofficial. Bidders shall rely only on written statements issued by the Procurement Manager.

SOLICITATION AMENDMENTS

If the solicitation is amended, then all terms and conditions that are not modified remain unchanged. It is the Bidder's/offeror’s responsibility to keep informed of any changes to the solicitation.

Bidders/offerors must sign and return with their Bid/offer an Acknowledgment of Addendum for any addendum issued. In sealed Bid procurements, BIDS that fail to include an Acknowledgment of Addendum may be considered nonresponsive.

LATE BIDS AND BIDS

Regardless of cause, late Bids will not be accepted and will automatically be disqualified from further consideration. It is solely the vendor’s risk to ensure delivery of bids/offers at the designated office by the designated date and time. Late Bids will not be opened and may be returned to the vendor at the expense of the vendor or destroyed, if so requested.

Method of Bid Attachment A contains the Pricing bid for this solicitation, and must be completed in full and returned at the time of Bid. Vendors may not alter the Pricing bid in any manner. Alternate pricing formats will not be accepted and may result in disqualification of the Bid.

Pricing submitted must include all costs to furnish the services included in the Bid, in accordance with the terms and conditions of this IFB, including labor, travel, and insurance. The following additional costs or fees are not allowed in any Bid:

A. Delivery location fees B. Small Order/Minimum Order fees C. Special Order fees D. Purchasing Card (P-Card) related charges E. Return/Restocking fees All prices must be quoted in U.S. Dollars.

Multiple Bids Multiple Bids from a single Vendor will be permissible; however, each Bid must conform fully to the requirements for response. Each such Bid must be separately submitted and should be labeled as Bid #1, Bid #2, etc., on each page included in the response.

Incurring Costs The costs for developing and delivering responses to this solicitation are entirely the responsibility of the Bidder/offeror. The Issuing Agency is not liable for any expense incurred by the Bidder/offeror in the preparation and presentation of their Bid/offer or any other costs incurred by the Bidder/offeror prior to execution of a purchase order or contract.

Withdrawal of BIDS BIDS shall be irrevocable until Contract award unless the Bid is withdrawn. Vendors may withdraw a response at any time up to the Bid closing date and time.

To accomplish this, the written request must be signed by an authorized representative of the Vendor and submitted to the Procurement Manager.

If a previously submitted response is withdrawn before the deadline for Bid, the Vendor may submit another response at any time up to the Bid closing date and time.

11.0 Representations, Certifications, and Other Statements of Bidders/Offerors Debarment The contractor certifies, by submitting this Bid or Bid, that neither it nor its principals are presently debarred, suspended, Bid for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract) by any governmental department or agency.

If the contractor cannot certify this statement, attach a written explanation for review by the Issuing Agency and WisDOT.

Registration and Licenses The contractor certifies, by submitting this Bid or Bid, that it is properly registered and licensed to conduct business within the State of Wisconsin and the local jurisdiction in which this solicitation is issued and any resultant contract awarded.

The contractor certifies that it will maintain any such certification and licensing requirement for the duration of any resultant contract. In addition, if the solicitation and contract requires the use of appropriately certified and/or licensed employees in the execution of the contract, (e.g., skilled trades such as electricians, etc.), the contractor certifies that it will ensure that such…