L21-023-O RFB Athletic Video Boards.pdf

REQUEST FOR BID

Athletic Video Boards L21-023-O

Issued: May 5, 2021, 3PM CST Responses Due: May 24, 2021, 3PM CST

Contents

1.0 INTRODUCTION AND PURPOSE

1.1 DEFINITIONS

1.2 PURPOSE AND SCOPE OF THE REQUEST FOR BID

1.3 CONTRACT

1.4 MODIFICATIONS OF CONTRACT

1.5 ORDER OF PRECEDENCE

1.6 COOPERATIVE PURCHASING SERVICES

1.7 RESPONDING TO BID REQUIREMENTS

2.0 BIDDER QUALIFICATIONS AND REQUIREMENTS

3.0 MANDATORY SPECIFICATIONS OF BID

4.0 SPECIAL TERMS AND CONDITIONS OF BID

4.1 INSTALLATION REQUIREMENTS

4.2 SCOREBOARD CONTROLLER

4.3 SIGNAL/DATA DISTRIBUTION

4.4 RETURN POLICY FOR DEFECTIVE OR DAMAGED GOODS

4.5 ACCEPTANCE TESTING

4.6 BACKGROUND CHECKS

4.7 PAYMENT TERMS

4.8 CERTIFICATES OF INSURANCE

4.9 CANCELLATION AND TERMINATION TERMINATION FOR CAUSE

TERMINATION FOR CONVENIENCE

CONTRACT CANCELLATION

5.0 COST STRUCTURE AND COST SHEET INSTRUCTIONS

5.1 METHOD OF BID

5.2 FOB DESTINATION, FREIGHT PREPAID AND ALLOWED/INSTALLED

5.3 PRICE SHEET INSTRUCTIONS

6.0 BID PROCEDURE AND INSTRUCTIONS

6.1 CALENDAR OF EVENTS

6.2 CORRESPONDENCE, CLARIFICATIONS, AND QUESTIONS

6.3 REASONABLE ACCOMMODATIONS

6.4 WISCONSIN eSUPPLIER PORTAL REGISTRATION

6.5 SUBMITTING A BID

6.6 INCURRING COSTS

7 BID ACCEPTANCE AND AWARD

7.1 BID OPENING

7.2 BID REVIEW

7.3 BID ACCEPTANCE

7.4 METHOD OF AWARD

7.5 BIDDER REFERENCES/CLIENT LIST

7.6 USE OF SUBCONTRACTORS

7.7 SUPPLIER DIVERSITY

7.7.2 VETERAN-OWNED BUSINESS

7.7.3 DISABLED VETERAN-OWNED BUSINESS

7.7.4 WOMAN-OWNED BUSINESS ENTERPRISE

7.9 DEBARMENT

7.10 AWARD NOTIFICATION

7.11 PROTESTS AND APPEALS PROCESS

8 REQUIRED FORMS

1.0 INTRODUCTION AND PURPOSE

1.1 DEFINITIONS

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

Agency: An office, department, Agency, institution of higher education, association, society or other body in State government created or authorized to be created by the constitution or any law, which is entitled to expend moneys appropriated by law, including the legislature and the courts, but not including an authority.

Authorized Users: Includes any State Agency, University of Wisconsin campus, or other state or local public body authorized to use Contracts, as established in §16.70 (1b), (1e), (2),

(4) and (8), §16.73 and §66.0301 of the Wisconsin Statutes and PRO-D-30 of the State Procurement Manual.

Bid: A price quotation specifically given to a prospective purchaser by a prospective seller; a Bid is an offer to sell.

For the purposes of this RFB, a Bid includes all requisite forms, response completed as instructed.

Bidder: A person or firm that responds to this Request for Bid.

Commodity: A tangible article of trade or item of merchandise; goods, products, materials, supplies, or finished products. A Commodity is not a Service for purposes of this RFB, but a Commodity may include incidental or related Services.

Contract: The written agreement between the successful Bidder and the State covering the commodities and Services to be performed pursuant to this RFB.

Contract Administrator: The Agency employee responsible for oversight of the implementation, administration, and completion of the Contract.

Contractor: The person or entity that has been awarded the Contract as a result of this Bid, and who is required to provide equipment, materials, supplies, contractual Services, or leasing real property to the Procuring Agency.

Contract Manager: The employee of an Agency responsible for 1) resolving contractual matters that cannot be resolved with the Contract Administrator; and 2) facilitating and/or completing all official actions under the Contract including but not limited to amendments, renewals, and termination.

Disabled Veteran-Owned Business (DVB):

A business that has been certified by the Department of Administration under Wis. Stat. §16.283.

Minority-Owned Business Enterprise (MBE):

A business that has been certified by the Department of Administration under Wis. Stat. §16.287

Municipality: Any Wisconsin 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 the authority to award public Contracts (Wis. Stat §16.70(8)).

Notice of (Intent to) Award: A writing issued by the Procuring Agency notifying all Bidders of the Procuring Agency's intent to award a Commodity Contract to the successful Bidder(s), or in the case of Services, the Procuring Agency's intent to award a Contract to the successful Bidder(s).

Purchasing Card (PCard): A charge card issued to an authorized state employee through the Department of Administration, State Bureau of Procurement's Purchasing Card Contract.

Procurement Specialist: The individual responsible for overseeing and administering the procurement process for a Bid.

Procuring Agency: The State Agency conducting the purchasing transactions.

Services or Contractual Services:

An intangible product, including actions, recommendations, plans, research, customizations, modifications, documentation, and maintenance and support, including all related material necessary to fulfill that which the successful Bidder is obligated to accomplish or to provide under this RFB.

Specification: A descriptive statement of the physical, functional and performance characteristics of the Commodity or service required by the Procuring Agency. A Specification may be a description of the physical or functional characteristics, or of the nature of a supply. It may include a description of any requirement for inspecting, testing or preparing a supply item for delivery, or the necessary performance criteria. When used throughout this RFB, this term is used interchangeably with the term "requirement".

1.2 PURPOSE AND SCOPE OF THE REQUEST FOR BID

The University of Wisconsin-Parkside requests Bids for the purchase of two Athletic Video & Scoring Boards with 25-30ft of video, scoring tables and two clear shot clocks and intends to use the results of this process to award a Contract. The University of Wisconsin-Parkside does not guarantee it will purchase any specific quantity or dollar amount. Bids that require a minimum number of commodities or Services be ordered will be rejected.

1.3 CONTRACT

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

1.4 MODIFICATIONS OF CONTRACT

The Contract shall not be used for purchasing commodities or Services outside of the general scope and intent of the original Request for Bid. Any modifications made to the Contract shall fall within the scope of the Bid and be rendered in writing and signed by both parties or they will be void.

1.5 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.

In the event of 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

1.6 COOPERATIVE PURCHASING SERVICES

U.W. System campuses, State of Wisconsin agencies, and Wisconsin municipalities shall be eligible to purchase off of this contract.

A Wisconsin municipality is defined by Wisconsin Statute 16.70(8) to include counties, cities, villages, towns, school boards, sewage, drainage, vocational, technical and adult education districts, and other bodies with the power to award public contracts.

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

Certain qualifications/Specifications will be presented by the Procuring Agency as itemized questions that require an affirmative response from you that you can meet them (e.g., "yes/no" prompt, dropdown menu, required attachment). Other requirements may be presented in a grouped manner (e.g., "Does your company meet requirements 2.1-2.8?"). For any itemized or grouped requirements that you cannot meet, you must check "no" and provide a supplemental document as an attachment to explain.

Failure to meet a qualification will disqualify your Bid. However, in the event that no Bidder is able to meet an individual mandatory requirement, the State 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. Bidder shall use Attachment A to respond to this section

– (Bidder Response Sheet).

• Vendor must have the ability to provide customer service & technical support during all athletics or campus events, which occur during nights & weekends.

• Examples of work, including photographs if possible, that have been done within intercollegiate athletics departments.

• Provide list of references within intercollegiate athletics departments.

3.0 MANDATORY SPECIFICATIONS OF BID

All requirements in this section are mandatory and shall be met at no additional cost above the pricing provided in the Bid. Bidder shall use Attachment B to respond to this section – (Bidder Specifications Price Sheet)

Technical Requirements

• Two video boards that are 3.9mm Minimum Resolution of 768 pixels tall by 1408 pixels wide, minimum height of 9.8’ tall by 18’ wide

• Mandatory video input of but not limited:

o XGA o HDMI o VGA o SDI

• Minimum calibrated brightness of 1400 units

• 3.9mm scorers tables, to include end pads, covers, PI at a total length of 25’-30’

• Two clear shot clocks -NCAA approved and must attach or be compatible with current basketball backboard mounting system shown in Picture #4

• One year standard parts & labor mandatory with option to negotiate additional years of parts and labor

• Replacement parts available for a minimum of five years

• All items bid shall be manufacturer’s current production products

• Support live & video associated hardware

• Delivery, installation & training of all components to be included in price

• Content package (graphics)

Picture #1-This is the current East scoreboard that will need to be replaced with a new video/scoring board in the exact same location.

Picture #2-This is the West scoreboard that will need to be removed, and the location of the replacement is one bay over North. Dimensions of all the bays are identical.

Picture #3- The old videoboard that will need to be removed for UW Surplus.

Picture #4-Backboard Mount System

Picture #5-Backboard Mount System

Picture #6-Backboard Mount System

4.0 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 INSTALLATION REQUIREMENTS

Delivery requirements are as follows: The contractor shall deliver to the site all system components and related materials at its own expense. The contractor shall completely unload, uncrate, assemble, transport each component to its desired location for installation, and install the system on site in accordance with the University’s scheduling and onsite regulations. The contractor will be responsible for the removal and disposal of all packaging materials, scrap, debris and construction waste generated by all portions of its work. Any temporary onsite storage of equipment or tools will be their responsibility of the contractor and must be coordinated with UW-Parkside.

The contractor must be able to install according to Facilities’ schedule with installation complete no later than October 15th, 2021. Failure to accept this installation requirement may disqualify the Bid.

4.2 SCOREBOARD CONTROLLER

All scoring control shall be performed by the game controlling system. The scoring system/controller will be used to track and display all game-in-progress information. The controller must conform to all NCAA Division II requirements. It will be the primary control for all scoring displays. A complete backup controller will be required on site in the event the primary game controller fails. Controllers shall be able to provide generic count up, count down and display 1/10th second intervals during final minute of play.

Battery backup designed into the system in order to maintain official game time and score during power failure is required. The scoring controller must be able to act as a stand-alone unit allowing a single user to control all aspects of a game. In addition to the stand-alone unit, operator input devices for statistics and goal/judge controller must be available.

A list of all controllers, as well as their overall dimensions shall be supplied with the bid. Upon submittal of response to RFB, it will be the Bidder's responsibility to coordinate the equipment layout within the control room to ensure easy access and functionality.

Sports specific controller & computer software that can drive multiple sports, integrate into all NCAA used statistical software, and that is user friendly including features such as:

o NCAA Live stats integration o Live data feeds (social media) o Split screen capability o Drag and drop and shrink to fit content features o Ability for transitions and effects o Ability for in game or content replay

4.3 SIGNAL/DATA DISTRIBUTION

Bidder shall provide, route and install all necessary data/control cables for each of the display components supplied in response to this RFB. Contractor will be responsible to terminate and perform final connection of said cables. All cables will be routed from the specified control locations to the display components as per chosen Contractor's riser diagram. Contractor will also provide and install all additional conduits, jboxes, and cable trays required for the distribution of the data cables from the control locations to the display components. All signal/data routing to be submitted to and approved by, UW Parkside, prior to installation/fabrication.

4.4 RETURN POLICY FOR DEFECTIVE OR DAMAGED GOODS

Upon receipt of defective or damaged goods, Contractor shall, at their own expense, provide for return of items ordered in error for up to 30 calendar days.

4.5 ACCEPTANCE TESTING

The University of Wisconsin- Parkside has seven (7) business days following delivery of signs to test their appropriateness and may return or cancel order without penalty if signs do not meet requirements.

4.6 BACKGROUND CHECKS

Due to the nature of this solicitation, the Procuring Agency reserves the right to conduct background checks on the organization, its officers and employees, and subcontractors, if applicable, in order to determine whether any conviction exists that is substantially related to the solicited Commodity or service, or if such conviction may otherwise adversely affect the Bidder's ability to perform under the resulting Contract. The State is the sole determinant of whether the results of a background check(s) will negatively impact the Contractor's ability to meet contractual obligations and requirements.

4.7 PAYMENT TERMS

Payment will not be made until the signage is determined to meet all Specifications, requirements and deliverables and has been accepted by the University of Wisconsin – Parkside.

4.8 CERTIFICATES OF INSURANCE

Upon request by the State of Wisconsin, the Bidder shall provide copies of insurance policies and/or insurance certificates in effect during this Contract. The insurance policies shall be issued by an insurance company licensed to do business in the State of Wisconsin, with a minimum AM Best rating of A- unless otherwise approved in writing by the State's Contract Administrator and the signature of an authorized agent.

The policies and/or certificates shall be submitted to the State upon request, for annual review, and/or when insurance coverage(s) or providers are changed. In the event the Contractor's required insurance policies in effect during this Contract are modified or cancelled, Contractor shall immediately provide notice to the State of Wisconsin.

4.9 CANCELLATION AND TERMINATION

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.

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.

CONTRACT CANCELLATION

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

Fails to perform any material obligation required under the Contract Files a petition in bankruptcy, becomes insolvent, or otherwise takes action to dissolve as a legal entity Allows any final judgment not to be satisfied or a lien not to be disputed after a legally-imposed, 30-day notice 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 submit a non-discrimination or affirmative action plan as required in the

Standard Terms and Conditions (DOA-3054) 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

Fails to maintain the confidentiality of the State's information that is considered to be Confidential Information, proprietary, or containing Personally Identifiable Information

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

5.0 COST STRUCTURE AND COST SHEET INSTRUCTIONS

5.1 METHOD OF BID

The Bidder shall submit a price for entire system for all specified items on the Specifications/Price Sheet. The price total will determine the lowest bidder. Prices shall be in U.S. dollars.

5.2 FOB DESTINATION, FREIGHT PREPAID AND ALLOWED/INSTALLED

FOB DESTINATION, FREIGHT PREPAID INCLUDED AND INSTALLED

Items are to be installed at 4130 Petrifying Springs Road, Kenosha, WI 53144, FOB DESTINATION FREIGHT PREPAID INCLUDED AND INSTALLED. Bid prices shall include all packing, freight, insurance, set-up, operation manuals, and instructional charges. Items shall be set in place in an area designated by the Procuring Agency, demonstrated to be in operating condition, and approved by the Procuring Agency. All debris shall be removed from the premises and properly disposed of by the Bidder. Bidder shall restore all installation sites to their original condition to the satisfaction of the Agency. Upon installation, all operating instructions and operating and maintenance manuals shall be furnished to the Procuring Agency contact person identified on the purchase order.

Universal and Hazardous Waste shall be removed by Bidder in accordance with State and Federal regulations and guidelines.

Failure to bid FOB Destination Freight Prepaid Included and Installed in the Bid price will disqualify the Bid.

5.3 PRICE SHEET INSTRUCTIONS

Bidders shall complete the attached Bidder Specifications/Price Sheet. Bidders may not alter the Price Sheet in any manner unless instructions on the Specifications/Price Sheet indicates otherwise.

6.0 BID PROCEDURE AND INSTRUCTIONS

6.1 CALENDAR OF EVENTS

Listed below are important dates and times by which actions related to this Request for Bid shall be completed. In the event that the Procuring Agency finds it necessary to change any of these dates and times (except estimated dates and times), it will do so by posting an amendment to this RFB on Wisconsin VendorNet.

DATE EVENT

May 5, 2021 Date of Issue of the RFB

May 14, 2021, 3 PM CST Date Questions Due May 17, 2021, 3 PM CST Responses to Questions Posted May 24, 2021, 3 PM CST Bids Due from Bidders June 2, 2021, 3PM CST Anticipated Award Date June 2, 2021 and upon issuance of State’s Purchase Order Contract Start Date

October 15, 2021 Installation Completed

6.2 CORRESPONDENCE, CLARIFICATIONS, AND QUESTIONS

Bidders are expected to raise any questions, exceptions, or additions they have concerning the RFB document by May 14, 2021, 3 PM. 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.

Email is the preferred method of written contact. Please email to: purchasing@uwp.edu

All communication and/or questions on all matters regarding this Bid shall be made in writing and refer to Request for Bid #L-21-023-O and be directed to Purchasing Agent, Monica Litterer.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFB, supplements or revisions will be posted on VendorNet (http://vendornet.state.wi.us/).

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

Monica Litterer may authorize in writing contact or communication with another State employee or officer as circumstances may dictate. Prospective Bidders who hold a current Contract with the Procuring Agency may continue to communicate with the Purchasing Agent regarding the performance of that current Contract only.

6.3 REASONABLE ACCOMMODATIONS

Upon request, the University of Wisconsin-Parkside shall provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with a disability.

6.4 WISCONSIN eSUPPLIER PORTAL REGISTRATION

Only Bidders registered with the State of Wisconsin’s eSupplier Portal (the State’s electronic purchasing information system) will receive future official notice for this service/Commodity. The State of Wisconsin purchasing information and Bidder notification service is available to all businesses and organizations that want to sell to the State. Anyone may access the Wisconsin eSupplier Portal on the internet at https://eSupplier.wi.gov to register as a Bidder with the State of Wisconsin. Bidders may use the same internet address for inclusion on the Bidders list for goods and Services that the organization wants to sell to the State. A subscription with notification mailto:purchasing@uwp.edu http://vendornet.state.wi.us/) guarantees the organization will receive an email message each time a State Agency, including any campus of the University of Wisconsin System, posts a request for bid in their designated Commodity/service area(s) with an estimated value over $50,000.

Organizations without internet access receive paper copies in the mail. Increasingly, State agencies also are using Wisconsin eSupplier Portal to post simplified bids valued at $50,000 or less. Bidders also may receive email notices of these simplified bid opportunities. Bidders may also visit VendorNet on the internet at https://VendorNet.wi.gov to get information on State purchasing practices and policies, goods and Services that the State buys, and tips on selling to the State.

6.5 SUBMITTING A BID

An emailed Bid SHALL be received by the UW-Parkside Purchasing Office prior to the Bid opening due date and time, at the place shown on the Request for Bid.

Bid responses shall be emailed to purchasing@uwp.edu. Submitting a Bid to any email address other than purchasing@uwp.edu does not constitute receipt of a Bid by the University.

It is the Bidder's responsibility to verify that the emailed Bid has been timely received and delivered to the Procuring Agency by the Bid opening date and time. The Procuring Agency is not responsible for late receipt of a Bid, regardless of the reason for the delay. Proof of transmission doesn't constitute proof of receipt.

Emailed Bids that do not meet this requirement will be rejected.

State of Wisconsin Standard Terms and Conditions (DOA-3054), herein after Terms and Conditions: 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. This might include diagrams, excerpts from manuals, or other explanatory documentation that would clarify and/or substantiate the Bid document.

Cost Information: Provide price information on the Specifications/Price Sheet, included in this RFB. Attachment B included in this RFB. Include one electronic copy with the Bid submission. All prices for furnishing the product(s) and/or service(s) included in the Bid in accordance with the terms and conditions in this RFB shall be included. No alternate price formats will be accepted.

Alternate price formats may eliminate consideration for this Bid.

Bid Response Qualifications and Requirements: The Bidder shall include the Bid Response Sheet Attachment A included in this RFB. A response to each qualification and requirement listed shall be clearly checked and/or submitted as applicable and the sheet signed.

Any alteration of the Bid forms or Appendices is prohibited and will result in rejection of the Bid.

https://vendornet.wi.gov/

6.6 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.

7 BID ACCEPTANCE AND AWARD

7.1 BID OPENING

A public Bid opening will be held on May 24, 2021 at 3 PM. The names of all Bidders may be read aloud at that time.

7.2 BID REVIEW

All Bids will be reviewed by the Purchasing Agent to ensure compliance with submittal requirements. The University of Wisconsin-Parkside shall be the sole judge as to Bidders' compliance with the Bid instructions.

7.3 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. he University of Wisconsin-Parkside 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.

7.4 METHOD OF AWARD

The Bid award(s) will be made on the basis of the lowest price, responsive, responsible Bidder. Prices Bid shall be in US dollars unless otherwise indicated. Bids that require a specific quantity or dollar amount will be disqualified. In the event of Bidder error in calculation, unit price shall prevail in award.

7.5 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.

7.6 USE OF SUBCONTRACTORS

The Contractor will be responsible for the Contract performance of its subcontractors. The Contract will be between the University of Wisconsin-Parkside 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 University of Wisconsin-Parkside 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.

If, in the course of providing services to the UW, Contractor (or its employee) observes an incident or threat of child abuse or neglect, or learns of an incident or threat of child abuse or neglect, and the Contractor (or its employee) has reasonable cause to believe that child abuse or neglect has occurred or will occur, Contractor must make a report of that abuse or neglect to law enforcement or to a county social service agency as provided in UW’s Policy on Mandatory Reporting of Child Abuse and Neglect (“the Policy”). If the suspected child abuse or neglect involves an allegation against a UW employee or agent (e.g. student, volunteer, Contractor, etc.), or the incident or threat of child abuse or neglect occurred on the UW campus or during a UW-sponsored activity, the Contractor shall also report to the UW Police Department or UW’s Office for Equity and Diversity.

7.7 SUPPLIER DIVERSITY

7.7.1 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. (A MBE Bidder preference will not be considered on a printing or stationery procurement.)

Policy provides that MBEs should have the maximum opportunity to participate in the performance of its Contracts. The Contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to MBEs or by using such enterprises to provide commodities and Services incidental to this agreement.

The Contractor shall furnish appropriate quarterly information about its efforts, including the identities of such businesses certified by the Wisconsin Supplier Diversity Program, their Contract amount, and spend for each period to the Procuring Agency.

A listing of certified MBEs, as well as the Services and commodities they provide, is available at:

https://wisdp.wi.gov/search.aspx.

7.7.2 VETERAN-OWNED BUSINESS

The State Bureau of Procurement encourages the participation of Veteran-Owned Businesses (VBs) in the statewide purchasing program by inviting VBs to actively solicit public purchasing business and by reducing undue impediments to such participation. VBs are certified by the Department of Veterans Affairs (DVA). Applicants shall complete a Veteran- owned Business Request for Certification form (WDVA 1037). There is no price preference for certified VBs that compete for State Contracts.

Contact the DVA at: http://dva.state.wi.us.

7.7.3 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.

https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx https://wisdp.wi.gov/search.aspx http://dva.state.wi.us/ 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.

(A Bidder preference will not be considered on a printing or stationery procurement.) Policy provides that DVBs should have the maximum opportunity to participate in the performance of its Contracts. The Supplier/Contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to DVBs or by using such enterprises to provide commodities and Services incidental to this agreement.

The Supplier/Contractor shall furnish appropriate quarterly information about its efforts, including the identities of such businesses certified by the Supplier Diversity Program and their Contract amount.

A listing of certified DVBs, as well as the Services and commodities they provide, is available at:

7.7.4 WOMAN-OWNED BUSINESS ENTERPRISE

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

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

State-certified WBEs are able to provide both governmental entities and private companies with a credible recognition of the business' ownership. The WBE certification may serve as an additional marketing tool when seeking Contract opportunities with entities that place a value on having a diverse supplier base. There is no price preference for certified WBEs that compete for State Contracts.

A listing of certified WBEs, as well as the Services and commodities they provide, is available at:

7.9 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).

7.10 AWARD NOTIFICATION

All Bidders who respond to this RFB with a Bid shall be notified in writing of the Agency's intent to Contract.

7.11 PROTESTS AND APPEALS PROCESS

Any protest of the University's solicitation or intent to award must be based on an alleged violation of the Wisconsin State Statute or a provision of a Wisconsin Administrative Code.

Appeals must be submitted no later than five working days after the date of solicitation or the notice of intent to award is issued by the University, written notice of intent to protest must be sent to:

https://wisdp.wi.gov/search.aspx https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx https://wisdp.wi.gov/search.aspx https://www.sam.gov/portal/SAM/

The Office of the Purchasing Director The University of Wisconsin-Parkside 900 Wood Rd Kenosha, WI 53144 with a copy to:

Director of Procurement University of Wisconsin-Shared Services 432 N. Lake Street, Rm. 501 Madison, Wisconsin 53706-1498

The complete protest must be received by the Executive Director and the Director of Procurement no later than ten working days after the date of solicitation or the intent to award is issued. The protest must be in writing. Protesters must make their protests as specific as possible and must specifically identify the Wisconsin State Statute and/or State of Wisconsin Administrative Code provision(s) allegedly violated.

The decision of the University regarding the protest may be appealed to the Secretary of the Department of Administration within five working days after denial by the University, with a copy of such appeal filed with the University.

8 REQUIRED FORMS

The following is a list of forms pertaining to this RFB that it shall be completed and returned with the Bid response.

DOA Submittal form, DOA 3070 Bidder Response Sheet- Attachment A Specifications/Price Sheet- Attachment B Bidder Required Form, DOA-3832- Attachment C

State of Wisconsin Wis. Statutes s.16.75

DOA-3070 (R05/2014)

BIDS MUST BE SEALED & ADDRESSED TO: Remove from bidder list for this commodity/service. (Return this page only.)

AGENCY ADDRESS: Bid envelope must be sealed and plainly marked in lower corner with due date and Request for Bid # .

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. Bid openings are public unless otherwise specified. 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.

REQUEST FOR BID

THIS IS NOT AN ORDER

BIDDER (Name and Address)

Bids MUST be in this office no later than

Name (Contact for further information)

Phone Date

Quote Price and Delivery FOB

Fax bids are accepted Fax bids are not accepted

Item No.

Quantity and Unit

Description Price

Per Unit

Total

Payment Terms Delivery Time

We claim minority bidder preference [Wis. Stats. s. 16.75(3m)(b)(3)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises.

Bidder must be certified by the Wisconsin Supplier Diversity Program. If you have questions concerning the certification process, contact the Wisconsin Supplier Diversity Program, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53703, (608) 267-9550. Does Not Apply to Printing Bids.

We claim disabled veteran owned business bidder preference [Wis. Stats. s. 16.75(3m)(b)(3)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Disabled Veteran Owned Businesses. Bidder must be certified by the Wisconsin Supplier Diversity Program. If you have questions concerning the certification process, contact the Wisconsin Supplier Diversity Program, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53703, (608) 267-9550. Does Not Apply to Printing Bids.

We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-5462.

Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States. Yes No Unknown

In signing this bid we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate under penalty of perjury.

We will comply with all terms, conditions and specifications required by the state in this Request for Bid and all terms of our bid.

Name of Authorized Company Representative (Type or Print) Title Phone Fax

Signature of Above Date Email:

This form can be made available in alternate formats to individuals with disabilities upon request.

Yes No

Do you have the ability to provide customer service & technical support during all athletics or campus events, which occur during nights & weekends.

Do you agree with process and timeframe identified and can you meet the installation date required (no later than 3:00pm on October 15th, 2021)?

Do you agree to the specified payment terms?

Have you provided references within intercollegiate athletics departments?

Do you agree to submit examples, including photographs if possible?

Does the Controller meet NCAA Division II requirements?

Has a backup controller been provided?

Do you agree to provide the following?

Two video boards that are 3.9mm Minimum Resolution of 768 pixels tall by 1408 pixels wide, minimum height of 9.8’ tall by 18’ wide

Mandatory video input of but not limited: XGA, HDMI, VGA, SDI

Minimum calibrated brightness of 1400 units

3.9mm scorers tables, to include end pads, covers, PI at a total length of 25’-30’

Two clear shot clocks -NCAA approved and must attach or be compatible with current basketball backboard mounting system shown in Picture #4, 5 and 6

One year standard parts & labor mandatory with option to negotiate additional years of parts and labor

Replacement parts available for a minimum of five years

All items bid shall be manufacturer’s current production products

Support live & video associated hardware

Delivery, installation & training of all components to be included in price

Content package (graphics)

NOTE: This form must be returned with your bid response. Bidder may attach additional relevant information to their bid response; identify sections to which information applies.

ATTACHMENT A: BIDDER RESPONSE SHEET

L21-023-O Athletic Video Boards

ATTACHMENT B – Bidder Specification/Price Sheet L21-023-O Athletic Video Boards

Bidders are required to provide the total cost of system (equipment, components, and installation) and warranty needed to fulfill the specifications. Bid price must include all packing, freight, insurance, set-up, instruction and operation manual charges.

DESCRIPTION: TOTAL PRICE

1.

Qty 2: Athletic Video Board Systems

Manufacturer ________________________________________ Model/Catalog#_______________________________________ Item#_______________________________________________ (Include detailed product specifications with latest printed literature, illustration (picture) of product, warranty information.)

Delivery ARO_______________________________________

2.

Delivery and Installation: FOB Destination

3.

Warranty: Must include a minimum 1-year, full warranty, including parts and workmanship.

4.

Discount: Educational or University Discount (if applicable)

5.

TOTAL ITEMIZED BID REQUIREMENTS

STATE OF WISCONSIN

DEPARTMENT OF ADMINISTRATION

DOA-3832 (R 07/2019)

S. 16.72 WIS. STATS

Bidder Required Form

Instructions: Bidder is required to complete all sections of this form. (Note: If the agency checks the box preceding Section 5 indicating that section is not applicable to the bid/proposal, Bidder may skip Section 5. Bidder may not skip any other sections of this form).

To be completed by the agency:

Agency Name

Solicitation Title

Solicitation Reference Number

Section 1: Bidder Information

Bidder/Proposer Company Name:

E-Mail Address:

Phone Number:

Toll Free Phone:

Fax:

Address:

City: State: Zip:

Mailing Address for Purchase Orders (if different than above)

Address:

City:

State: Zip:

Section 2: Bidder Contacts List the name and title of the person to contact for questions related to each of the topics below:

Bid/Proposal

Phone:

Email:

Affirmative Action Plan

Orders and billing

Section 3: Bidder Reference Provide company name, address, contact person, telephone number, and appropriate information on the product(s) and/or service(s) used with requirements like those included in this solicitation document. If vendor is proposing any arrangement involving a third party, the named references should also be involved in a similar arrangement.

Company Name:

Address (including City, State, Zip):

Contact Person:

List Product(s) and/or Service(s) Used:

Section 4: Designation of Confidential and Proprietary Information

The attached material submitted in response to this bid/proposal includes proprietary and confidential information which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or is otherwise material that can be kept confidential under the Wisconsin Open Records Law. As such, we ask that certain pages, as indicated below, of this bid/proposal response be treated as confidential material and not be released without our written approval.

Prices always become public information when bids/proposals are opened, and therefore cannot be kept confidential.

Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s. 134.90(1)(c), Wis. Stats., as follows: “Trade Secret” means information, including a formula, pattern, compilation, program, device, method, technique or process to which all the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

We request that the following pages not be released:

Section Page # Topic

Using the boxes below, indicate your agreement with the following statements:

In the event the designation of confidentiality of this information is challenged, the bidder/proposer hereby agrees to provide legal counsel or other necessary assistance to defend the designation of confidentiality and agrees to hold the state harmless for any costs or damages arising out of the state’s agreeing to withhold the materials.

The state considers other markings of confidential in the bid/proposal document to be insufficient. The bidder/proposer agrees to hold the state harmless for any damages arising out of the release of any materials unless they are specifically identified above.

Agency Only:

Section 5 is not applicable to this bid/proposal. If this box is checked, Bidder may skip to Section 6.

Section 5: Bidder Agreement: Wisconsin’s Cooperative Purchasing Service

Wisconsin statutes (s. 16.73, Wis. Stats.) establish authority to allow Wisconsin municipalities to purchase from state contracts. Participating in the service gives vendors opportunities for additional sales without additional bidding. Municipalities use the service to expedite purchases.