OSH 20 8110-S ATHLETIC EVENT TIMING SVS FINAL.pdf

UNIVERSITY OF WISCONSIN-SHARED SERVICES

PROCUREMENT DEPARTMENT

432 N. LAKE ST., SUITE 501

MADISON, WI 53706

Request for Bid Bid # OSH-20-8110-S

Simplified Request for Bid

CHARLENE M. SIMONSON

Issue Date: November 15, 2019 Due Date: December 4, 2019 -- 2:00 PM CST/CDT

University of Wisconsin-Shared Services

REQUEST FOR BID

THIS IS NOT AN ORDER

Simplified Bid

AGENT: Charlene M. Simonson

Questions regarding this bid – see Section 3.1

For Submittal of Bid Instructions – see Section 1.

BID NUMBER: OSH-20-8110-S

NO PUBLIC OPENING

ISSUE DATE: November 15, 2019

DUE DATE: December 4, 2019 -- 2:00 PM CST

If NO BID (check here) and return.

Bid prices and terms shall be firm for sixty (60) days from the date of bid opening, unless otherwise specified in this Request for Bid by the University Procurement. Unless otherwise noted, public openings will be on the date and time specified. Award(s), if any, will be made as soon thereafter as possible. The bid abstract will be on file and is open to public inspection only after award determination has been made..

ATHLETIC EVENT TIMING SERVICES FOR UW-OSHKOSH

In signing this bid, we have read and fully understand and agree to all terms, conditions and specifications and acknowledge that the University Procurement bid document on file shall be the controlling document for any resulting contract. We certify that we have not, either directly or indirectly, entered into any contract 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 stated statement is accurate under penalty of perjury. I certify that the information I have provided in this bid is true and I understand that any false, misleading or missing information may disqualify the bid.

By submitting a bid, the bidder certifies that no relationship exists between the bidder and the University that interferes with fair competition or is a Conflict of Interest, and no relationship exists between such bidder and another person or firm that constitutes a Conflict of Interest. Further, bidder certifies that no employee of the University whose duties relate to this request for bid assisted the bidder in preparing the bid in any way other than in his or her official capacity and scope of employment.

The Bidder certifies by submission of the bid that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. .

COMPANY NAME:

COMPANY STREET ADDRESS:

COMPANY CITY, STATE & ZIP:

SIGNATURE: DATE :

TYPE OR PRINT NAME:

TITLE:

TELEPHONE NUMBER: ( ) FAX NUMBER: ( )

EMAIL ADDRESS:

FEIN NUMBER: DUNS #:

Contents

1. SUBMITTAL INSTRUCTIONS

1.1 Bid Response Requirements

2. GENERAL INFORMATION

2.1 Purpose

2.2 Scope

2.3 Definitions

2.4 E-Supplier Registration

2.5 Orders

2.6 Parking

2.7 Promotional Materials/Endorsements

2.8 Supplier Diversity

3. BID PROCESS INSTRUCTIONS

3.1 Clarifications and/or Revisions through Designated Contact

3.2 Applicable Dates

3.3 Contract Term

3.4 Site Visit

3.5 Proprietary Information

3.6 Accommodations for Individuals with Disabilities

3.7 Method of Bid

3.8 Method of Award

4. BIDDER QUALIFICATIONS

4.1 Bidder Information

4.2 Bidder Experience

4.3 6

Client List / References

4.4 Fair Price Analysis

4.5 Debarment

5. PERFORMANCE AND CONTRACT REQUIREMENTS

5.1 Firm Prices

5.2 On Site Service

5.3 Requirements for Criminal Background Checks

5.4 Timeliness of Service Delivery

5.5 Invoicing Requirements

5.6 Payment Terms

5.7 Insurance

5.8 Subcontracting

5.9 Record and Audit

5.10 Travel Per Diems

5.11 Entire Contract

5.12 Contract Termination

6. SPECIFICATIONS OF SERVICES TO BE PROVIDED

6.1 Specification General

6.2 Additional Specifications

ATTACHMENT A – BIDDER RESPONSE SHEET

ATTACHMENT B – SPECIFICATIONS OF SERVICES TO BE PROVIDED

ATTACHMENT C – ITEMIZED BID LIST

ATTACHMENT D – VENDOR INFORMATION FORM

ATTACHMENT E – CLIENT REFERENCE LIST

ATTACHMENT F – STANDARD TERMS AND CONDITIONS

1. SUBMITTAL INSTRUCTIONS

Bidder shall submit one signed proposal via email to procurement@uwss.wisconsin.edu. Such email (and all bid documents) must be received prior to the due date set forth in section 1.

The subject line of Bidder’s submission must contain the following: RFB 0SH-20-8110-S-Vendor Name

Any attachments to electronic submissions must be in Microsoft Word, Microsoft Excel, Microsoft Power point, or Adobe PDF file formats. Submitting a Bid to any e-mail address other than procurement@uwss.wisconsin.edu does not constitute receipt of a valid Bid by the University.

Bids must be received and date/time stamped prior to 2:00 p.m. CST/CDT on the stated proposal due date. Bids not so date/time stamped shall be considered late. Late bids shall be rejected.

Email submissions may not be greater than 25 megabytes. Any email file greater than 25 megabytes will be rejected by the email server. It is the responsibility of the sending party to confirm emailed bid responses were received by the Procurement office prior to bid due date.

RETAIN A COPY OF YOUR BID RESPONSE FOR YOUR FILES

1.1 Bid Response Requirements

In order for your bid to be considered, the following forms/information must be completed and submitted as part of your bid response. Failure to provide these forms/information with your bid submittal may disqualify your bid.

1.1.1. Request for Bid Form (signed)

1.1.3. Bidder Response Sheet (including attachments as requested on Bidder Response Sheet) (Attachment A)

1.1.4. Specifications, descriptive brochure and detail for the item(s) bid (Section 6) (Attachment B)

1.1.5. Itemized Bid List (Attachment C)

1.1.6. Vendor Information Form (Attachment D)

1.1.7. Client Reference List (Attachment E)

2. GENERAL INFORMATION

2.1 Purpose

The University of Wisconsin Shared Services hereinafter referred to as the "University", through its Procurement Department, hereinafter referred to as "Procurement," on behalf of the University of Wisconsin Oshkosh hereinafter referred to as "the Department", requests bids for the purchase of Athletic Event Timing Services..

Conditions of bid which include the word “must” or “shall” describe a mandatory requirement. All specifications are defined as mandatory minimum requirements unless otherwise stated. If no bidder is able to comply with a given specification, condition of bid or provide a specific item/service on the Itemized Bid List, Procurement reserves the right to delete that specification, condition of bid or item without having to complete the bid process again. FAILURE TO MEET A MANDATORY REQUIREMENT SHALL DISQUALIFY YOUR BID. This contract bid document and the awarded bidder’s (Contractor’s) response information shall become the Contract.

2.2 Scope

Founded in 1871, University of Wisconsin Oshkosh is a regional public institution of higher education comprised of three campuses, and one of 11 comprehensive universities in the University of Wisconsin System. With campuses in Oshkosh, Fond du Lac and Menasha, UW-Oshkosh serves more than 16,000 students and offers more than 110 certificate, associate, baccalaureate, master’s and doctorate degree programs in both traditional classroom and online settings. UW- Oshkosh is a research-enhanced, comprehensive university that serves as the educational, cultural and economic engine for 1.2 million citizens in the region. Learn more about us: Oshkosh campus, Fond du Lac campus and Menasha campus.

https://uwosh.edu/about-uw-oshkosh/ mailto:procurement@uwss.wisconsin.edu mailto:procurement@uwss.wisconsin.edu https://uwosh.edu/about-uw-oshkosh/

UW-Oshkosh has over 500 students participating in 19 athletics teams affiliated with the Wisconsin Intercollegiate Athletic Conference. UWO's men's and women's cross country teams have earned 4 NCAA Division III titles each, regularly competed nationally, and captured a combined 26 WIAC titles. The indoor track and field teams have garnered a total of 10 NCAA and 20 WIAC titles. Our outdoor track and field teams have had great success with the men's team capturing 1 NCAA title and owning 7 WIAC titles. The women's team has been among the most successful in the country, winning 9 NCAA and 13 WIAC titles.

See Specifications (Section 6 and Attachment B) and/or Itemized Bid List (Attachment C) for the minimum acceptable specifications for items/services desired. The estimated item quantities identified on the Itemized Bid List are for bid purposes only. The University does not guarantee to purchase any specific quantity or dollar amount. This Contract must not be construed as mandatory upon any University campus, State agency or municipality. The University reserves the right to issue separate bids when deemed in the best interest of the University.

2.3 Definitions

The following definitions are used throughout this document:

Agent means University Procurement Agent responsible for this Request for Bid. Full contact information can be found in Section 3.1.

Bid means Request for Bid.

Bidder means a firm submitting a bid in response to this Request for Bid.

Contractor means successful Bidder awarded the bid.

Custom Charges/Fees: typically includes, but is not limited to, United States duties, if applicable; port of entry documentation fees; custom clearance fees; applicable tax; etc.

Department means University Department of UW-Oshkosh.

DVB means Disabled Veteran-Owned Business.

GSA means General Services Administration.

MBE means Minority Business Enterprise.

Procurement means the Procurement department responsible for the procurement of goods and located at UW-Shared Services Procurement, 432 N. Lake St. Rm 501, Madison, WI 53706-1498

State means State of Wisconsin.

University and UW both mean University of Wisconsin – Shared Services.

University Imports: When the University is the Importer of Record or has responsibilities for paying Custom Charges/Fees for products purchased directly from a foreign country.

WBE means Woman-Owned Business Enterprise.

2.4 E-Supplier Registration

Registration on the State of Wisconsin’s Wisconsin e-Supplier Portal is available free of charge to all businesses and organizations that want to sell to the state or University system. Only vendors who are registered in Wisconsin’s e- Supplier Portal are guaranteed to receive notice of State of Wisconsin solicitation opportunities in their commodity or service area. To register with Wisconsin e-Supplier Portal navigate to: https://esupplier.wi.gov Registration allows a vendor to:

• Register for a bidders list for commodities/services that the vendor wants to sell to the state.

• Receive an automatic e-mail notification each time a state agency, including the University of Wisconsin System campuses, posts a Request for Bid (BID) or a Request for Proposal (RFP) with an estimated value over $50,000 in their designated commodity/service area(s).

• Receive an e-mail notification of addendums/amendments relative to the BID or RFP.

https://esupplier.wi.gov/

2.5 Orders

Under this contract, Specific order(s), Contract blanket order(s), (defined below) may be issued to the Contractor(s).

Bidder should identify method by which you will accept orders against this contract (e.g. e-mail, fax, internet, mail, phone, etc.).

• Specific order(s): issued as one-time orders.

• Contract blanket order(s): issued for a specified period of time, to allow departmental personnel to issue releases against the Contract blanket order(s) as needed.

2.6 Parking

University parking is very limited. Each Contractor and/or Contractor employee(s) shall make their own arrangements for parking through the UW-Oshkosh Parking Services at https://uwosh.edu/parking/visitors/after-hours-and-weekend-parking/ . No additional Contractor costs will be allowed for parking fees or violations. Unauthorized vehicles parking in University lots or loading docks without permits will be ticketed and/or towed.

2.7 Promotional Materials/Endorsements

Contractor agrees that they will not use any promotional or marketing material which states expressly or implies that the University endorses either the Contractor or any party related to the Contractor or this Contract.

2.8 Supplier Diversity

2.8.1 Minority Business Enterprise Program (MBE)

The State of Wisconsin is committed to the promotion of minority business in the state's purchasing program and a goal of placing 5% of its total purchasing dollars with certified minority businesses. Authority for this program is found in ss. 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes. The University of Wisconsin is committed to the promotion of minority business in the state's purchasing program.

The State of Wisconsin policy provides that Wisconsin Certified minority-owned business enterprises 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 minority-owned business enterprises or by using such enterprises to provide goods and services incidental to this agreement, with a goal of awarding at least 5% of the contract price to such enterprises.

The supplier/contractor may be requested to provide information about its purchases from Wisconsin certified MBEs.

A listing of certified minority businesses, as well as the services and commodities they provide, is available from the Department of Administration, Office of the Minority Business Program, 608/267-7806. To view all MBE firms go to https://wisdp.wi.gov/search.aspx select the MBE box and click search.

2.8.2 Woman-Owned Business Enterprise Program (WBE)

Woman-owned business enterprises (WBEs) are certified by the Wisconsin Department of Administration. This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program

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:

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

2.8.3 Disabled Veteran Owned Business Program (DVB)

Disabled veteran-owned businesses (DVBs) are certified by the Wisconsin Department of Administration. This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program

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 https://uwosh.edu/parking/visitors/after-hours-and-weekend-parking/ https://uwosh.edu/parking/visitors/after-hours-and-weekend-parking/ http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program https://wisdp.wi.gov/search.aspx http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program 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:

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

2.8.4 Veteran Owned Business Program (VB)

The State of Wisconsin 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).

Contact the DVA at: http://dva.state.wi.us. There is no price preference for certified VBs that compete for State Contracts.

3 BID PROCESS INSTRUCTIONS

3.1 Clarifications and/or Revisions through Designated Contact

All communications and/or questions in regard to this request must be in writing and must reference the bid number.

Bidders are required to e-mail written questions to the Agent.

If a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission or other deficiency in this BID, they have five (5) business days after the bid issue date and time to notify, in writing, the Agent at the address shown below of such error and request modification or clarification of the BID document.

Charlene M. Simonson UW-Shared Services

432 N. Lake St. Room 501 Madison, WI 53706

E-mail: procurement@uwss.wisconsin.edu

PHONE NUMBER 608/890-1128

If a Bidder fails to notify the Procurement Department of an error in the Bid document which is known to the Bidder, or which should have reasonably been known to the Bidder, then the Bidder shall submit a bid response at the Bidder’s risk and if awarded a contract, shall not be entitled to additional compensation or delivery or installation time by reason of the error or its later correction.

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

Any contact with University employees concerning this Bid are prohibited, except as authorized by the Bid manager during the period from date of release of the BID until the notice of award is released. Contacting anyone other than the Designated Contact(s) above may disqualify your BID.

https://wisdp.wi.gov/search.aspx http://dva.state.wi.us/

3.2 Applicable Dates

DATE EVENT

November 15, 2019 Bid Issue Date November 22, 2019 – 3:00 pm CST Bidder written questions due (firm) November 27, 2019 Response to Questions Posted (estimate) December 4, 2019 -- 2:00 PM CST BID DUE DATE (CST) (firm) December 13, 2019 Contract award (estimate) January 2, 2020 or date of award Contract Term Begins

3.3 Contract Term

The initial term of this contract shall be January 2, 2020 or date of award, through December 31, 2020, or one year after date of award. This contract will be automatically renewed for ONE (1) additional one-year terms, unless termination clause 5.11 is optionally utilized. Final Contract end date will be June 30, 2021.

3.4 Site Visit

Bidder should visit the job site prior to submitting a bid to assure themselves and the University that they fully understand all requirements of the project. No additional charges shall be allowed by the Contractor for lack of information or misunderstanding information if the Bidder does not attend the vendor conference or site visit.

3.5 Proprietary Information

Any information contained in the Bidder’s response that is proprietary must be detailed separately on Designation of Proprietary and Confidential Information Form (DOA-3027). Marking of the entire response as proprietary will neither be accepted nor honored. The University cannot guarantee that all such material noted remains confidential, particularly if it becomes a significant consideration in contract award. Information will only be kept confidential to the extent allowed by State of Wisconsin Public Disclosure Law (refer to Standard Terms and Conditions, Section 27.0). Pricing information cannot be kept confidential.

3.6 Accommodations for Individuals with Disabilities

The University will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. Please contact Charlene M. Simonson, 608-890-1128, procurement@uwss.wisconsin.edu to make a reasonable accommodation request.

3.7 Method of Bid

Bidder must submit a net line item price for each item and a total price by LOT as designated. Prices listed should be in US dollars unless otherwise indicated.

3.8 Method of Award

Award(s) shall be made on the basis of the lowest net line item price(s) and/or the lowest net LOT total(s), whichever is judged to be in the best interest of the University. Bids that state the University shall guarantee orders of a specific quantity or dollar amount will be disqualified.

Supplier Diversity Preferences State of Wisconsin agencies may make awards to certified Minority Business Enterprise (MBE), or Disabled Veteran- Owned Business (DVB) firms submitting the lowest qualified bid when that qualified bid is not more than 5% higher than the apparent low bid or the proposal is no more than 5% lower than the apparent high point score. Authority for this program is found in ss. 16.75(3m)(b)2,3, 16.75(3m)(c)(4) and 560.0335(1)(b)(3), 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes.

4 BIDDER QUALIFICATIONS

To be eligible for a Contract award, you must be qualified and able to provide as required or your bid will be disqualified.

Respond on Bidder Response Sheet (ATTACHMENT A).

4.1 Bidder Information

Bidder must complete the attached Vendor Information Form (Attachment D) to identify designated contact people, to provide information regarding the size of the bidder’s company, and other information as requested. All sections of this form must be completed.

4.2 Bidder Experience

4.2.1 Bidder has timed an NCAA Cross Country Regional and National meet in the past five years.

4.2.2 The Bidder (company or its principals) must be in the business of providing cross country and track & field timing event services in compliance with current NCAA and WIAA rules and regulations and must have done so for the past three years.

4.2.3 Bidder must have timed college cross country and track & field meets that have had more than 400 participants competing.

4.2.4 Bidder must be able to guarantee the meet dates listed on the ATTACHMENT C. ITEMIZED BID LIST.

4.3 Client List / References

Bidder must supply with their bid a client list of three (3) firms to which similar items/services have been provided during the past three (3) years to a comparable sized institution or company (see ATTACHMENT E. CLIENT REFERENCE LIST). If contacted, information received from those clients will be used to determine whether bidder can reasonably meet contract requirements and specifications. Client references may be used in the award consideration.

4.4 Fair Price Analysis

Purchases made under this contract may require further fair price analysis. Bidders should identify on the Bidder Response Sheet the type of documentation they will provide (i.e. published price list, list of previous buyers, etc.) to allow the University to complete this analysis. The awarded Bidder will be required to provide this documentation prior to the order being issued.

If, because of riots, war, public emergency or calamity, fire, flood, earthquake, act of God, government restriction, labor disturbance or strike, business operations at the University are interrupted or stopped, performance of this contract, with the exception of monies already due and owing, shall be suspended and excused to the extent commensurate with such interfering occurrence.

4.5 Debarment

Federal Executive Order (E.O.) 12549 “Debarment“ requires that all contractors receiving individual awards, using federal funds, and all sub recipients 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. By signing this document you certify that your organization and its principals are not debarred. Failure to comply or attempts to edit this language may disqualify your bid. Information on debarment is available at the following websites: www.sam.gov and https://acquisition.gov/far/index.html see section 52.209-6.

https://www.sam.gov/portal/public/SAM/ https://acquisition.gov/far/index.html

5 PERFORMANCE AND CONTRACT REQUIREMENTS

5.1 Firm Prices

Prices must remain firm for the initial contract term. Prices established may be lowered due to general market conditions or negotiations between the Contractor and the University.

5.2 On Site Service

In carrying out the scope of this Contract, the Contractor shall be required to perform services on University property.

Bidders cost must include all transportation charges. Certificates of Liability with appropriate levels of coverage must be provided prior to beginning work.

5.3 Requirements for Criminal Background Checks

This contract is contingent upon, prior to the commencement of services, the independent Contractor passing a criminal background check performed by the Criminal Background Check Coordinator of the unit for which the individual will be engaging in activities or rendering services. This background check will evaluate whether the individual has any pending charges or convictions that are substantially related to the contracted-for activities or services, including but not limited to, those that would render the worker unsuitable for regular contact with children. Disqualifying convictions or charges include, but are not limited to, sexual offenses, violent offenses, and drug offenses.

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, the Contractor shall also report to the UW Police Department or UW’s Office for Equity and Diversity.

5.4 Timeliness of Service Delivery

Service delivery must be made according to ATTACHMENT C. ITEMIZED BID LIST. Failure to accept this service delivery requirement will disqualify your bid.

Once awarded, failure to meet this delivery schedule may result in cancellation of order (award).

5.5 Invoicing Requirements

5.5.1 Contractor must agree that all invoices shall reflect the discounts and net prices established for the items/services on this contract for all orders placed even though the contract number and/or correct prices may not be referenced on each order or at time of purchasing card order.

The University must meet a statutory mandate to pay or reject invoices within 30 days of receipt of properly submitted invoices by UW-Oshkosh Accounts Payable. Before payment is made, Accounts Payable must verify that all invoiced charges are correct per this Contract. Only properly submitted invoices will be officially processed for payment.

The Prompt Payment Policy requires that your invoices be clear and complete and in conformity with the list below and must be itemized showing:

• Contractor name

• remit to address

• purchase order number

• release number if given

• date of order/release

• item manufacturer’s name or abbreviation (if applicable)

• complete item description including catalog, model and/or stock number(s) match those stated in bid

• prices per the Contract

At the discretion of Procurement, invoices not reflecting the correct discount or net prices may be short paid or disputed.

5.6 Payment Terms

The University will pay the Contractor after completion of each event which meet all specifications and has been accepted by the University. The University will pay the Contractor Net 30 days after a properly submitted invoices has accepted by the University.

5.7 Insurance

The Contractor shall maintain insurance levels as required in Standard Terms and Conditions, Section 22.0. A certificate of insurance must be provided upon award and provided on an annual basis throughout the term of the Contract.

Coverage Type Minimum Limit

A. Worker’s Compensation REQUIRED NO EXCEPTIONS

B. Commercial General Liability Each Occurrence $1,000,000

Gen. Aggregate. Incl. Prdts/CO $2,000,000

C. Automobile Liability Combined Single Limit $1,000,000

D. Umbrella Liability $1,000,000

E. Additional Insured Provision:

The contractor 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 liability policy.

5.8 Subcontracting

5.8.1 Any Contract resulting from this bid shall not be, in whole or in part, subcontracted, assigned, or otherwise transferred to any Subcontractor without prior written approval by Procurement. Upon request Contractor must provide Subcontractor’s complete contact information including EIN# (TIN#, SS#) and signed W-9 form.

5.8.2 The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. University reserves the right to assess Contractor damages in excess of the contract amount for Subcontractor’s failure to perform or inability to complete required project milestones.

5.8.3 Subcontractors must abide by all terms and conditions under this Contract.

5.8.4 Subcontractors are to be used, the Contractor must clearly explain their participation, deliverables, and project milestones prior to commencing work.

5.9 Record and Audit

The Contractor shall establish, maintain, report as needed, and submit upon request records of all transactions conducted under the contract. All records must be kept in accordance with generally accepted accounting procedures. All procedures must be in accordance with federal, State of Wisconsin and local ordinances.

The University shall have the right to audit, review, examine, copy, and transcribe any pertinent records or documents held by the Contractor related to this contract. The Contractor shall retain all applicable documents for a period of not less than five years after the final contract payment is made. The University reserves the right to inspect any facilities used to support this Contract.

5.10 Travel Per Diems

All Contractor’s travel and per diem expenses (mileage/hotel/meals, etc.) shall be the Contractor’s sole responsibility.

Payment to the Contractor by the University shall not include an additional amount for this purpose.

5.11 Entire Contract

A contract will be awarded based on the criteria established in this Request for Bid, including attachments and any amendments issued. The BID, the bid response, and written communications incorporated into the contract constitute the entire contract between the parties. The hierarchy of documents in descending order for resolution is as follows:

A. Contract Award Letter B. Original Request Bid Number OSH 20 8110-S, dated November 15, 2019 including amendments/attachments C. Bidder response to BID.

D. Official Purchase Order (when applicable)

Any other terms and conditions provided by the Bidder with the bid or for future transactions against this contract, including but not limited to click on agreements accepted by the Customer; shrink wrapped agreements; or terms submitted with quotations, order acknowledgements, or invoices; will be considered null and void and will not be enforceable by the Contractor unless agreed to in a written amendment signed by the University Procurement Department. Any exceptions to this BID should be submitted with your response and alternative language proposed.

Submitting a standard Bidder contract or term and condition as a complete substitute or alternative for the language in this solicitation will not be accepted and may result in rejection of the bid.

The University reserves the right to negotiate contractual terms and conditions or reject the Bidder‘s response and proceed to the next qualified bidder.

5.12 Contract Termination

5.12.1 The University may terminate the Contract at any time, without cause, by providing 30 days written notice to the Contractor. If the Contract is so terminated, the University is liable only for payments for products provided or services performed, to the extent that any actual direct costs have been incurred by the Contractor pursuant to fulfilling the contract. The University will be obligated to pay such expenses up to the date of the termination.

5.12.2 Shall either party fail to perform under the terms of this Contract; the aggrieved party may notify the other party in writing of such failure and demand that the same be remedied within 30 calendar days. Should the defaulting party fail to remedy the same within said period, the other party shall then have the right to terminate this Contract immediately. Performance failure can be defined as but not limited to failure to provide any of the Terms, Conditions or Specifications.

5.12.3 If at any time the Contractor performance threatens the health and/or safety of the University, its staff, students or others who may be on campus, the University has the right to cancel and terminate the Contract without notice.

5.12.4 Failure to maintain the required Certificates of Insurance, Permits and Licenses shall be cause for Contract termination. If the Contractor fails to maintain and keep in force the insurance as provided in Standard Terms and Conditions, Section 22.0, the University has the right to cancel and terminate the Contract without notice.

5.12.5 If at any time a petition in bankruptcy shall be filed against the Contractor and such petition is not dismissed within 90 calendar days, or if a receiver or trustee of Contractor's property is appointed and such appointment is not vacated within 90 calendar days, the University has the right, in addition to any other rights of whatsoever nature that it may have at law or in equity, to terminate this contract by giving 10 calendar days’ notice in writing of such termination.

5.12.6 All notices of performance failure must be submitted in writing to UW-Shared Services Procurement, 432 N Lake St, Room 501, Madison, WI 53706. Procurement shall be final authority for all performance failure determinations not resolved through the UW-Oshkosh or it’s Athletic department.

6. SPECIFICATIONS OF SERVICES TO BE PROVIDED

See Specifications, Section 6, Attachment B Specifications and Attachment C Itemized Bid List for the minimum acceptable specifications for items/services desired.

UW Specifications may not be revised without an official written amendment issued by Procurement.

6.1 Specification General

The Bidder’s response must clearly identify its ability to provide the services and equipment stated in this bid. Adequate detailed specifications of the services being bid should be included with your bid to insure that the services being bid can be compared to determine if the items/services meet all specifications.

If you are bidding alternate services, provide complete specifications, documents and materials showing performance features and details for the services you propose to furnish for the services being bid. These will be used to establish equivalency. The University will be the sole judge of equivalent acceptability between Bidders responses.

Failure to provide the requested information for services bid may disqualify your bid.

6.2 Additional Specifications

See ATTACHMENT B SPECIFICATIONS FOR SERVICES TO BE PROVIDED and ATTACHMENT C ITEMIZED BID LIST for specific event requirements.

ATTACHMENT A – BIDDER RESPONSE SHEET

ATTACHMENT A – BIDDER RESPONSE SHEET

NOTE: This form must be returned with your bid response. Numbers for each question below refer to the corresponding section of this document that explains the requirement. Bidder may attach additional relevant information to their bid response; identify sections to which information applies.

YES NO

SUBMITTAL INSTRUCTIONS

1.1 Have you completed and returned all forms required?

2.5 What order method will you accept orders against this contract:

E-mail Fax Internet Mail Phone Other: ______________________________________________

3.4 Have you made the optional Site Visit?

4.2.1 Has your firm timed an NCAA Cross Country Regional and National meet in the past five years?

4.2.2 Has your firm or its principals been in the business of providing cross country and track and field timing event services in compliance with current NCAA and WIAA rules and regulations within the past three years?

4.2.3 Has your firm timed college cross country and track and field meets that have had more than 400 participants competing?

4.2.4 Do you guarantee that your firm can provide services for events listed on ATTACHMENT C.

ITEMIZED BID LIST?

4.3 Have you provided a client list? (see Attachment E)

4.4 What type of documentation (i.e. published price list, list of previous buyers, etc.) will you provide to assist the University in its fair price analysis?

4.5 Do you certify that neither your organization nor your principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency?

Firm Prices

5.1 Do you agree to firm prices as stated?

5.2 Are you bidding all prices On Site Service? (Be sure to read Section 5.2 carefully)

5.3 Do you agree with the requirements for criminal background checks?

5.4 Can you provide service delivery as identified on ATTACHMENT C. ITEMIZED BID LIST?

5.5 Will you agree that all invoices will reflect prices established for items on this Contract for all orders placed even though the Contract number and/or correct prices may not be referenced on each order?

5.7 Will you provide insurance certificate(s) indicating coverage and agree to maintain coverage as required in Section 5.7?

5.8 Do you agree to subcontracting terms and conditions?

5.9 Have you documented exceptions in the format requested?

6.1 Are you bidding items as specified on the Itemized Bid List?

If “NO”, include information on alternates as required in Section 6.1 with your bid response.

ATTACHMENT B – SPECIFICATIONS OF SERVICES TO BE PROVIDED

MEET

SPECIFICATIONS

No. SPECIFICATION YES NO

6.2.1 All Contractor’s travel and per diem expenses (mileage, hotel, meals, etc.) shall be the Contractor’s sole responsibility.

The University will not reimburse the Contractor nor pay on the Contractor’s behalf any additional expenses for this purpose.

6.2.2 All Contractor’s employees, while working on University property, must wear a clearly displayed photo identification badge or uniform showing name of employee and/or company represented. Any identification must be provided by the Contractor at the Contractor’s expense.

6.2.3 Contractor shall provide all power to operate all timing equipment. No power supply shall be supplied by the University. ☐ ☐

6.2.4 Contractor must provide services for the average number of entries per event as listed in ATTACHMENT C. ITEMIZED BID LIST ☐ ☐

6.2.5 Contractor must provide on-line registration for ALL events listed in

ATTACHMENT C. ITEMIZED BID LIST. ☐ ☐

6.2.6 Contractor must provide the University race results in either a pdf or html format that can be downloaded via email for events as listed on

ATTACHMENT C. ITEMIZED BID LIST.

6.2.7 Specifications for all High School Indoor Track and Field Events:

• FinishLynx Fully Automatic Timing

• Online Entries and Seeding

• Online Posting of Heat Sheets and Results

6.2.8 Contractor must provide Video-board integration to University equipment which would include a display of competitors and live results for all indoor high school track meets.

6.2.9 Contractor must provide automatic chip timing with a finish mat for all cross country events. ☐ ☐

6.2.10 Additional Equipment: Bidder may attach any pertinent services or equipment available in addition to the Standard Timing Equipment not specified in this bid

ATTACHMENT C – ITEMIZED BID LIST

Costs which are not specifically identified below will not be compensated under any Contract awarded pursuant to this

BID.

ITEM

# EVENT DESCRIPTION & ADDITIONAL SERVICE EQUIPMENT REQUIREMENTS

LINE ITEM BID

PRICE

1. UW-Oshkosh Indoor Track & Field Meet: January 18, 2020

• Expected: 3 teams and over 150 athletes $__________

2. UW-Oshkosh Indoor Track & Field Meet: February 22, 2020

• Expected: 12 teams and over 700 athletes $__________

3. UW-Oshkosh WIAC Indoor Track & Field Championship: February 28-29, 2020

• TWO (2) day meet

• Incorporate Wild Cards and follow WIAC guidelines for lane placement

• Expected: 8 teams and over 500 athletes

4. D1 Boys High School Indoor Track & Field Meet: March 17, 2020

• Expected: 25 teams and over 500 athletes

5. D2/D3 Boys High School Indoor Track & Field Meet: March 19, 2020

• Expected: 40 teams and over 600 athletes

6. D1 Girls High School Indoor Track & Field Meet: March 30, 2020

7. D2/D3 Girls High School Indoor Track & Field Meet: March 31, 2020

8. Frosh/Soph Boys High School Indoor Track & Field Meet: April 2, 2020

9. UW-Oshkosh Titan Fall Classic Cross Country: September 18, 2020

• Standard Timing Equipment Required: One (1) finish line camera,

• Provide downloadable pdf or html file

• Reusable chips or bib chips

• Score each race and kick any unattached runners out of the scoring but include those runners in the overall results

• A clock at the finish line

• Results shall be available immediately following each race. Print six (6) copies: one set for each team, and a set to post on the clubhouse.

• Expected: 5 teams and over 80 athletes in each race

ITEM

EVENT DESCRIPTION & ADDITIONAL SERVICE EQUIPMENT

REQUIREMENTS LINE ITEM BID

PRICE

11. UW-Oshkosh Open Cross-Country Meet: October 23, 2020

• Standard Timing Equipment Required: One (1) finish line camera

• Reusable chips or bib chips

• Provide downloadable pdf or html file

• Score each race and kick any unattached runners out of the scoring but include those runners in the overall results

• A clock at the finish line

• Results shall be available immediately following each race. Print two copies: One for posting on the clubhouse and one for host coach

• Expected: 6 teams and over 80 athletes in each race

12. High School Indoor Track & Field Meet: December 5, 2020

• Expected: 10 teams and over 500 athletes

13. High School Indoor Track & Field Meet: December 12, 2020

• Expected: 10 teams and over 500 athletes

14. High School Indoor Track & Field Meet: January 16, 2021

• Expected: 3 teams and over 150 athletes

15. High School Indoor Track & Field Meet: February 20, 2021

• Expected: 12 teams and over 700 athletes

16. D1 Boys High School Indoor Track & Field Meet: March 16, 2021

17. D2/D3 Boys High School Indoor Track & Field Meet: March 18, 2021

18. D1 Girls High School Indoor Track & Field Meet: March 29, 2021

19. D2/D3 Girls High School Indoor Track & Field Meet: March 30, 2021

20. Frosh/Soph Boys High School Indoor Track & Field Meet: April 1, 2021

LOT TOTAL (Add Line Item Bid Price 1 through 20) $__________

ATTACHMENT D – VENDOR INFORMATION FORM

VENDOR NOTE: BOTH PAGES OF THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR BID

RESPONSE.

1. Company and Contact Information

Company Name:

Company Website

Contact for questions regarding this Bid

Name:

Telephone: Email

Contract Renewals / Problems

Name:

Telephone: Email

Sales Representative

Name:

Telephone: Email

Ordering / Expediting

Name:

Telephone: Email

Returns

Name:

Telephone: Email

Invoice Information

Name:

Telephone: Email

Affirmative Action (see Section 17 in Standard Terms and Conditions)

Supplier Diversity Reporting (see Section 2.9)

Name:

Address:

City/State/Zip:

Telephone: Email

VENDOR INFORMATION FORM CONT.

2. In accordance with Wisconsin Statutes 560.035, 560.0335 and 560.036, indicate below if you are a Wisconsin certified Minority Business Enterprise (MBE), Work Center (WC), Disabled Veteran-Owned Business (DVB) or Woman-owned Business Enterprise (WBE) (see websites:

https://wisdp.wi.gov/Home.aspx or http://stateuseprogram.wi.gov/section.asp?linkid=1424&locid=65).

____ Minority (MBE) ____ Work Center (WC) ____Disabled Veteran-Owned Business (DVB)

____ Woman Owned Business Enterprise (WBE) ___ Not applicable

(If no answer is indicated above, we will assume that you are none of the above when making the award.)

3. Pursuant to Public Law 95-507, indicate which of the following classifications apply to your organization. All vendors are considered Large Business unless otherwise indicated (see website: www.sba.gov/). (Check √ all that apply.)

____________ LARGE BUSINESS (LG)

____________ SMALL BUSINESS (SB)

____________ VETERAN OWNED SMALL BUSINESS (VOSB)

____________ SERVICE DISABLED VETERAN OWNED SMALL BUSINESS (SDVOSB)

Name:

Address:

City/State/Zip:

Telephone: Email http://www.bussvc.wisc.edu/purch/stdterms1.html https://wisdp.wi.gov/Home.aspx http://stateuseprogram.wi.gov/section.asp?linkid=1424&locid=65 http://www.sba.gov/

____________ HISTORICALLY UNDER UTILIZED BUSINESS ZONE (HUBZONE)

____________ SMALL DISADVANTAGED BUSINESS (SDB)

____________ WOMAN-OWNED SMALL BUSINESS (WOSB)

4. AMERICAN MADE: Wisconsin Statutes 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. “Substantially equal” means when bids are tied or proposal scores are equal. Indicate whether the material covered in your bid/proposal 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

ATTACHMENT E – CLIENT REFERENCE LIST

1. Reference Name: ________________________________________ Contact: ___________________________

Address:

Phone #: E-mail Address:

Internet address:

Description and date(s) of commodities and services provided:

2. Reference Name: ________________________________________ Contact: ___________________________

Phone #: E-mail Address:

3. Reference Name: ________________________________________ Contact: ___________________________

Phone #: E-mail Address:

References may be contacted to confirm the Bidder’s abilities and qualifications as stated in the Bidder’s response. The University may perform due diligence by contacting any applicable business reference, including references from within the UW System. The University reserves the right to disqualify any Bidder whose references don’t support their stated claim of qualifications in their response.

ATTACHMENT F – STANDARD TERMS AND CONDITIONS

1.0 SPECIFICATIONS: The specifications in this request are the minimum acceptable. When specific manufacturer and model numbers are used, they are to establish a design, type of construction, quality, functional capability and/or performance level desired. When alternates are bid/proposed, they must be identified by manufacturer, stock number, and such other information necessary to establish equivalency. The University shall be the sole judge of equivalency. Bidders/proposers are cautioned to avoid bidding alternates which may result in rejection of their bid/proposal.

2.0 DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from original text, terms, conditions, or specifications shall be described fully, on the bidder's/proposer's letterhead, signed, and attached to the request. Each deviation and exception must be identified by the section, page and paragraph to which it applies. In the absence of such statement, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and the bidder/proposer shall be held liable.

3.0 QUALITY: Unless otherwise indicated in the request, all material shall be first quality. Items which are used, demonstrators, obsolete, seconds, or which have been discontinued are unacceptable without prior written approval by the University.

4.0 QUANTITIES: The quantities shown on this request are based on estimated needs. The University reserves the right to increase or decrease quantities to meet actual needs.

5.0 PRICING AND DISCOUNT: The University qualifies for governmental discounts and its educational institutions also qualify for educational discounts. Unit prices shall reflect these discounts.

5.1 Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea.) as stated on the request or contract. For any given item, the quantity multiplied by the unit price shall establish the extended price, the unit price shall govern in the bid/proposal evaluation and contract administration.

5.2 Prices established in continuing agreements and term contracts may be lowered due to general market conditions, but prices shall not be subject to increase for ninety (90) calendar days from the date of award. Any increase proposed shall be submitted to the University thirty (30) calendar days before the proposed effective date of the price increase, and shall be limited to fully documented cost increases to the Contractor which are demonstrated to be industry-wide. The conditions under which price increases may be granted shall be expressed in bid/proposal documents and contracts or agreements.

5.3 In determination of award, discounts for early payment will only be…