KK19-03-M.docx

REQUEST FOR BID

KK19-03-M

Issued: May 11, 2018 Questions Due: May 22, 2018 10:00am Responses Due: June 7, 2pm CST

1.0 INTRODUCTION AND PURPOSE

DEFINITIONS

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

PURPOSE AND SCOPE OF THE REQUEST FOR BID

The University of Wisconsin-Milwaukee (UWM) requests Bids to Provide Service and Preventative Maintenance for Collater, Cutters, Folder and Printing Press as specified for the

UWM Print & Copy Services 115 E. Reindl Way, Glendale, WI 53212 per the attached terms and conditions and itemized specifications bid list. UWM does not guarantee it will purchase any specific quantity or dollar amount. There will be no guarantee to purchase any specific quantity, or pay any minimum Contract price during the term of the Contract.

CONTRACT TERM

This Contract will run for an initial three (3) year period. The Procuring Agency and the Contractor, upon written mutual agreement, may renew the Contract for up to an additional three (3) one-year periods to purchase additional service, PM blocks, and related items and consumables. The effective date of the Contract is the date of the purchase order. UWM has the right to add new or replacement equipment to be serviced by the awarded vendor. Additional equipment service will be added by written contract amendment.

The RFB documents, the awarded Bidder's response as accepted by UWM and any purchase order related to this RFB shall become the Contract between the parties unless a separate Contract is executed.

ORDER OF PRECEDENCE

In the event of Contract award, the contents of this RFB (including all attachments), RFB addenda and revisions, the Bid response from the successful Bidder as accepted by the Procuring Agency, and any additional terms agreed to in writing by the parties shall be incorporated into the Contract. Failure of the successful Bidder to accept these elements into the Contract will result in the cancellation of the Contract award.

Official Purchase Order shall serve as the final Contract, in the event of a conflict with the incorporated elements of the Contract, the following order of precedence will prevail:

· Official Purchase Order

· Bid Response as accepted by the State of Wisconsin

· Request for Bid

RESPONDING TO BID REQUIREMENTS

Mandatory Bidder qualifications and/or requirements in this RFB document must be minimally met without exception; failure to meet such will disqualify your Bid. It is the Bidder's responsibility to acquaint the Procuring Agency with these qualifications by submitting appropriate or supporting documentation.

Failure to meet a qualification will disqualify your Bid. However, in the event that no Bidder is able to meet an individual mandatory requirement, UWM reserves the right to continue the review of Bids and to select the Bid that most closely meets the requirements specified in this RFB.

2.0 BIDDER QUALIFICATIONS AND REQUIREMENTS

All Bidder qualifications in this section are mandatory and shall be met at no additional cost above the pricing provided in the Bid.

· Vendor must have no less than five (5) years of experience providing printing and bindery equipment maintenance/services.

· Awarded vendor must be able to provide service on all equipment listed in Exhibit A (excepting sec. 1.5.)

· UWM requires a contract that offers prepaid blocks of service time that once purchased, do not expire.

· A certificate of insurance will be required by the successful bidder before a contract can be awarded. For requirements, must fulfill these STANDARD INSURANCE REQUIREMETS: https://uwm.edu/risk-management/insurance/certificates-of-insurance/

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

· UWM is a tax-exempt WI State agency. Vendor shall agree not to charge federal or WI state and local taxes.

· Hourly rate shall include labor to perform preventative maintenance and repairs.

NO travel time will be charged for service calls.

Regular business hours are defined as 8am-4:30pm, Monday-Friday.

3.0 SPECIAL TERMS AND CONDITIONS OF BID

The State reserves the right to negotiate special terms and conditions when it is in the best interest of the State to do so. The Bidder shall not submit its own Contract document as a substitute for the State's Special Terms and Conditions.

Bidders shall accept all terms and conditions or submit point-by-point exceptions along with proposed alternative language for each point. The State may or may not consider any of the Bidder's suggested revisions. Any changes or amendment to any of the terms and conditions will occur only if the change is in the best interest of the State.

4.1 TERMINATION FOR CAUSE

The State may terminate this Contract after providing the Contractor with thirty (30) calendar days written notice of the Contractor's right to cure a failure of the Contractor to perform under the terms of this Contract. The Contractor may terminate this Contract after providing the State a one hundred and twenty (120) calendar day notice of the State's right to cure a failure of the State to perform under the terms of this Contract.

Upon the termination of this Contract for any reason, or upon Contract expiration, each party shall be released from all obligations to the other party arising after the date of termination or expiration, except for those that by their terms survive such termination or expiration.

4.2 TERMINATION FOR CONVENIENCE

Either party may terminate this Contract at any time, without cause, by providing a written notice; the State of Wisconsin by providing at least a thirty (30) calendar day notice to the Contractor, and the Contractor providing at least a one hundred and twenty (120) calendar day notice to the State in advance of the intended date of termination.

In the event of termination for convenience, the Contractor shall be entitled to receive compensation for any fees owed under the Contract. The Contractor shall also be compensated for partially completed Services. In this event, compensation for such partially completed Services shall be no more than the percentage of completion of the Services requested, at the sole discretion of the State, multiplied by the corresponding payment for completion of such Services as set forth in the Contract. Alternatively, at the sole discretion of the State, the Contractor may be compensated for the actual Service hours provided. The State shall be entitled to a refund for goods or Services paid for but not received or implemented, such refund to be paid within thirty (30) days of written notice to the Contractor requesting the refund.

4.3 CONTRACT CANCELLATION

The State reserves the right to cancel this Contract in whole or in part without penalty if the Contractor:

· Files a petition in bankruptcy, becomes insolvent, or otherwise takes action to dissolve as a legal entity

· Makes an assignment for the benefit of creditors

· Fails to follow the sales and use tax certification requirements of §77.66 of the Wisconsin Statutes

· Incurs a delinquent Wisconsin tax liability

· Fails to follow the non-discrimination or affirmative action requirements of subch. II, Chapter 111 of the Wisconsin Statutes (Wisconsin's Fair Employment Law)

· Becomes a federally debarred Contractor

· Is excluded from federal procurement and non-procurement contracts

· Fails to maintain and keep in force all required insurance, permits and licenses as provided in this Contract

· Contractor performance threatens the health or safety of a State employee or State customer

5.0 COST STRUCTURE AND COST SHEET INSTRUCTIONS

Bidders shall complete the Price Sheet Exhibit A on page 8. Bidders may not alter the Price Sheet in any manner. In the event of errors in calculation, unit price shall prevail.

If a bidder cannot service a piece of equipment, indicate in the “NA/Comments” column “No Bid”. (UWM reserves the right to award by line item if it is in the best interest of the University.)

If the bidder offers a percentage discount with contract, the discount shall remain firm for the entirety of the contract. Any proposed increases to the contract must be approved in writing by UWM.

6.0 BID PROCEDURE AND INSTRUCTIONS

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6.1 CORRESPONDENCE, CLARIFICATIONS, AND QUESTIONS

Bidders are expected to raise any questions, exceptions, or additions they have concerning the RFB document by May 22, 2pm CST. If at any time prior to the Bid due date a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB, the Bidder shall immediately notify the Procuring Agency representative named below of the issue in writing and request modification or clarification of the RFB document.

Please email to: kkerchec@uwm.edu

All contact or communication with any employee or officer of the State of Wisconsin concerning this RFB, except Kathy Kercheck, is strictly prohibited during the period from the date this RFB is released until the date the notice of intent to award is issued.

6.2 REASONABLE ACCOMMODATIONS

Upon request, the UWM shall provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with a disability. If accommodations are needed at a Bid opening or Bidders' Conference, please contact: Kathy Kercheck, kkerchec@uwm.edu

6.3 ELECTRONIC BID SUBMITTAL

Email bid response to kkerchec@uwm.edu prior to the Bid opening due date and time.

Proof of transmission doesn't constitute proof of receipt. Submitting a Bid to any email address other than kkerchec@uwm.edu does not constitute receipt of a Bid by UWM. UWM is not responsible for late receipt of a Bid, regardless of the reason for the delay. Bids that do not meet this requirement will be rejected.

6.4 FORMAT OF BID RESPONSE

The following is a list of required forms pertaining to this RFB:

Exhibit A: Cost Sheet (page 8) and attachment DOA Form 3832 (Optional) Additional Information

· Signed Request for Bid Sheet: Include the signed, required form DOA-3832 with the Bid. Bids submitted in response to this RFB shall be signed by the person in the vendor's organization who is responsible for the decision as to the prices being offered in the Bid or by a person who has been authorized in writing to act as agent for the person responsible for the decision on prices.

State of Wisconsin Standard Terms and Conditions (DOA-3054) These Terms and Conditions shall govern this Bid and subsequent award. Vendors shall accept these Standard and Supplemental Terms and Conditions or submit point-by-point exceptions along with proposed alternate or additional language for each point. Submission of any standard vendor Contracts as a substitute for language in the Terms and Conditions is not a sufficient response to this requirement and may result in rejection of the vendor's proposal. The State reserves the right to negotiate contractual Terms and Conditions other than those in the State of Wisconsin Contract when it is in the best interest of the State to do so.

· Additional Information: Include all additional information that shall be essential to an understanding of the Bid.

6.5 INCURRING COSTS

Neither the State of Wisconsin nor the Procuring Agency is liable for any costs incurred by the Bidder in responding to this RFB.

6.6 BID REVIEW

All Bids will be reviewed by UWM’s Procurement Manager to ensure compliance with submittal requirements. UWM shall be the sole judge as to Bidders' compliance with the Bid instructions and determination of quality, form and function.

6.7 BID ACCEPTANCE

Bids that do not comply with Mandatory Requirements or Mandatory Specifications will be rejected. Bids that do not comply with Special Terms and Conditions of Bid may be rejected UWM in its sole discretion retains the right to accept or reject any or all Bids, or accept or reject any part of a Bid, if deemed to be in the best interest of the State.

6.8 METHOD OF AWARD

The Bid award will be made on to the lowest responsive, responsible bidder. Lowest price will be determined by UWM, and will be based on hourly rate and PM information provided by bidder. Bids that require a specific quantity or dollar amount will be disqualified. UWM reserves the right to award by line item or items if deemed to be in the best interest of UWM.

6.9 BIDDER REFERENCES/CLIENT LIST

The Bid shall include Bidder references by completing DOA-3832, listing at least three names or companies with whom the Bidder has done business similar in size and scope as required by this RFB within the last three years. For each organization listed, the Bidder shall include the company name, address, contact person, email address, and telephone number along with a brief description of the product or service that formed the basis of the business relationship. The Procuring Agency will determine which references to contact in order to assess the quality of the product or service. UWM may reject a bid based upon references that report unsatisfactory performance. UWM will be the sole judge of what is considered unsatisfactory performance.

6.10 USE OF SUBCONTRACTORS

The Contractor will be responsible for the Contract performance of its subcontractors. The Contract will be between UWM and the awardee. The Contractor will be responsible for its subcontractors' performance of the pertinent Contract obligations including related Specifications, insurance requirements, and applicable regulations. The Bidder shall identify any potential subcontractor it intends to use to provide the product or service it will provide if awarded the Contract.

All subcontractors shall be approved in writing by the Procuring Agency. Any proposed substitution of an approved subcontractor shall be submitted in writing to the UWM 30 days prior to implementation of the substitution, and include the substitute's qualifications, the reason for the change, and the intended effective date of the substitution. Failure to notify the Procuring Agency may result in cancellation of the Contract without notice and without penalty to the State.

6.11 MINORITY-OWNED BUSINESS ENTERPRISE

Minority-Owned Business Enterprises (MBEs) are certified by the Wisconsin Department of Administration. This program can be found at:

https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx.

The State of Wisconsin is committed to the promotion of MBEs in the State's purchasing program. Wisconsin statutes provide for a permissive 5% price preference for certified MBEs that compete for State Contracts. This means that State agencies may make an award to the MBE submitting the lowest qualified Bid when that qualified Bid is not more than 5% higher than the apparent low Bid. Policy provides that MBEs should have the maximum opportunity to participate in the performance of its Contracts.

A listing of certified MBEs, as well as the Services and commodities they provide, is available at: https://wisdp.wi.gov/search.aspx.

6.12 DISABLED VETERAN-OWNED BUSINESS

Disabled Veteran-Owned Businesses (DVBs) are certified by the Wisconsin Department of Administration. This program can be found at:

https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx.

The State of Wisconsin is committed to the promotion of DVBs in the State's purchasing program. Wisconsin statutes provide for a permissive 5% price preference for certified DVBs that compete for State Contracts. This means that State agencies may make an award to the DVB submitting the lowest qualified Bid when that qualified Bid is not more than 5% higher than the apparent low Bid. Policy provides that DVBs should have the maximum opportunity to participate in the performance of its Contracts.

A listing of certified DVBs, as well as the Services and commodities they provide, is available at: https://wisdp.wi.gov/search.aspx.

6.13 DEBARMENT

Federal Executive Order (E.O.) 12549 "Debarment" requires that all contractors receiving individual awards using federal funds and all subrecipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or Agency from doing business with the Federal Government. Information on debarment is available at the following website: https://www.sam.gov/portal/SAM. See Section 15.0 of the Standard Terms and Conditions (DOA-3054).

6.14 VENDORNET REGISTRATION

The State’s Vendor Notification System recently changed from Vendornet to eSupplier. UW agencies still use VendorNet to post information regarding solicitations, which is accessible to vendors without needing to register by going to https://vendornet.wi.gov/ and going to the “Bid” tab. However, VendorNet no longer provides vendors with automatic notifications. Vendors are also no longer able to register with VendorNet. If you prefer to receive automatic updates when new solicitations are posted, or when a change to an existing solicitation is posted, please register with eSupplier at https://eSupplier.wi.gov/ Here is a link to instructions that may aid you in registering with eSupplier.

KK19-03-M UWM

EXHIBIT A COST SHEET

Bidder Name:_____________

EQUIPMENT:

If you wish to inspect this equipment before submitting a bid, please email Kathy Kercheck kkerchec@uwm.edu by May 16, 9am.

All of the equipment currently receives preventive maintenance service on a regular basis. The following is a list of equipment to be included in the service agreement.

PREVENTATIVE MAINTENANCE:

Preventative maintenance is expected to be performed based on manufacturer recommendations/specifications regarding procedure and frequency. Indicate for each piece of equipment hours expected for PM and yearly frequency, if applicable. If not applicable, indicate “N/A” If you are unable to service a piece of equipment, indicate “NO BID” in NA/Comments Column

AB Dick 2-color press

Cutter 40” Challenge

Cutter 30” Challenge

Cutter 20” Challenge

Folder

Duplo Model 4000 Bookletmaker

Is your company an Authorized Duplo dealer of graphics arts equipment?

|_| Yes |_|No

Do you have a factory-trained technician knowledgeable on the 4000 series bookletmaker on staff?

|_| Yes |_|No

Discount %, if any, applied to parts needed

UWM will pay for pre-paid blocks of service as needed. Please list the range of hours you sell blocks (add rows as needed), and the cost per hour of time blocks that you offer. If the per-hour cost varies based on type of equipment, add rows/columns that you would need to explain your price structure. It is fine to extend on to a page 9 if needed.

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