Q-18030 Bid Document.docx

Wisconsin Department of Military Affairs REQUEST FOR QUOTATION No.: Q-18030

THIS IS NOT AN ORDER

RETURN TO:

WING-SBF, ATTN: PURCHASING

WI DEPT OF MILITARY AFFAIRS

2400 WRIGHT ST, PO BOX 14587

MADISON WI 53708-0587

Title: Floor Mat Rental Service

Date Issued: 06/27/2017

Buyer Contact: Dana Casey

BIDDER:

Telephone: 608.242.3158

Email: dmapurchasing@wisconsin.gov

Submit Quote by:

Date: 07/06/2017 Time:

2:00 pm CDT

Terms: Net 30

Description

Floor Mat Rental Services

All Floor Mat Services will be at the following location at various buildings:

Dept. of Military Affairs, Camp Williams 1 Williams Street Camp Douglas, WI 54618-5002

Coordinate with: Jay Lauterbach (608) 219-9027

Bidder Delivery Time (fill in calendar days after receipt of order, if awarded bid):

· Addendums -This firm herby acknowledges receipt / review of the following addendum(s) (If any) Addendum #_____ Addendum #_____Addendum #_____Addendum #_____

|_| 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) 266-2605.

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.

Fax:

This form can be made available in accessible formats upon request to qualified individuals with disabilities

1.0 PURPOSE AND SCOPE

The State of Wisconsin, Department of Military Affairs (DMA), invites and will accept bids/quotes for Floor Mat Rental Services. DMA intends to use the results of this process to award a contract(s) and/or issuance a purchase order.

2.0 CORRESPONDENCE, CLARIFICATIONS AND QUESTIONS

Bidders are expected to raise any questions, exceptions or additions they have concerning the bid document by June 30, 2017. If a bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this request for bid, the bidder must immediately notify the Purchasing Agent named on the cover page regarding the issue in writing and request modification or clarification of the bid document.

3.0 ADDENDUMS

In the event it becomes necessary to provide clarifying data or information, or to revise any part of this RFQ, revisions/amendments and/or supplements will be sent out to all potential bidders. Bidders must acknowledge the receipt/review of any addendum(s) on the bottom of the Signature Addendum. The Purchasing Division has the sole authority for modifications of this specifications and or bid.

4.0 BIDDER QUALIFICATIONS

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 documentation or through the references.

To be eligible for a contract award, bidder must be qualified and able to provide all of the following:

4.1 Bidder must be in the business of providing Floor Mat Services for the past three (3) years.

4.2 Bidder must supply references, on the attached References Sheet (Attachment B), of companies/institutions/organizations to which similar service has been provided during the past three (3) years to a comparable-sized company/institution/organization. If contacted, all of those references must verify that a high level of satisfaction was provided.

4.3 Bidder shall designate and name on the Bid Response Sheet (Attachment C), a Supervisor/Lead Worker to provide on-going communication, coordination of services, answer questions, and resolve issues; that person must be named on the Bidder Response Sheet. This individual will act on the contractor’s behalf for all matters involving the contract. The contractor Supervisor/Lead Worker shall be the individual who assumes ultimate responsibility for the contractor’s performance.

4.4 Awarded contractor must provide WisDMA Purchasing a Certificate of Insurance prior to award of contract. Contractor must maintain the required minimum limits specified in Section 23.0 of the attached Standard Terms & Conditions for each contract period. All policies must be issued with a 30-day cancellation notice, by an insurance company licensed to do business in the State of Wisconsin, with a minimum AM Best rating of A1, and signed by an authorized agent.

4.5 Contractor’s employee who will perform duties under the contract must be able to clear a complete background check prior to the employee entering the premises.

5.0 CONTRACT TERM AND RENEWAL

The contract shall be effective on the date it is executed by DMA and continue through June 30, 2018. The DMA and Contractor, upon written mutual agreement, may renew the Contract for up to an additional two (2) one-year periods. If no formal contract is executed, the effective date of the contract is the date of the purchase order.

6.0 METHOD OF BID

Bidder must bid on the enclosed Attachment Bid Cover Page. Bids will be accepted only for fixed costs as requested. Bid price(s) must include all transportation and insurance costs and any other costs associated with this service. All prices must be quoted in U.S. Dollars. Bidder’s own quotation sheet will not be accepted.

7.0 REQUIREMENTS

All work listed shall be performed in a thorough and professional manner and in accordance with accepted industry methods and practices. All work shall be in strict compliance with all state and local codes, ordinances, laws, and policies.

All tools and equipment shall be provided by the contractor and shall meet all applicable state, local, and Federal Standards.

7.1 Provide clean, attractive indoor floor mats that are commercial cleaned.

7.2 Mats shall be effective for high traffic areas such as elevators, lobbies, etc.

7.3 The number of annual exchanges for each mat location shall be documented.

7.4 The annual cost of service for every facility shall be provided.

7.5 Service Representative/s shall deliver to each facility (on a pre-arranged schedule) fresh, clean aesthetically appealing mats to exchange for soiled mats.

7.6 DMA may add and/or delete mats as DMA deems necessary.

7.7 Additional mats installed shall be priced at the rate which has been bid.

7.8 Quality floor mats, shall be exchanged exactly as specified on the Bid Cost Sheet (Attachment D) (unless prior approval has been obtained in writing by DMA).

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

7.10 Minimum standard see carpet specifications 8.0

7.11 Bidder’s and their employees may be subject to a background check upon DMA’s request.

8.0 CARPET SPECIFICATIONS MINIUMUM STANDARD

Yarn........................................Continuous Filament Type 6 Solution Dyed Nylon Twist.......................................Each strand of yarn contains two ply’s of fiber that have been twisted individually 5.5 turns per inch and then twisted together at 5.5 turns per inch. The yarn is then heat set to permanently maintain the twist.

than 1KV on AATCC134 electrostatic propensity test. Satisfies IBM test requirements.

PRIMARY BACKING.............Freudenberg LUTRADUR Polyester Spunbond Non-woven Fabric 3.8 oz./square yard (130 grams per square meter)

RUBBER BACKING...............100% nitrile rubber for maximum oil resistance, weight reduction and flexibility. Compression molded with reinforced borders on all four sides.

FLAMMABILITY....................Exceeds requirements for FF2-70 – standard for surface flammability of small carpets

8.2 Mats shall be ADA compliant floor mats; that provide a safe surface and ensure easy accessibility to the facility, while aesthetically appealing.

8.3 Mats shall be National Floor Safety Institute (NFSI) certified high traction floor mats in a wide variety of sizes, colors and designs.

8.4 All mats are required to be in good condition. Damaged edges and wrinkled/wavy mats are unacceptable and shall be immediately replaced.

8.5 End-to-end mats shall be kept to a minimum (every attempt must be made to minimize potential trip hazards).

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

8.7 DMA reserves the right to add and/or delete new items and facilities at the Camp Williams location.

10.0 SUBCONTRACTING

All subcontracting shall be pre-approved by DMA. Subcontractors must abide by all terms and conditions of the contract. The prime contractor shall be responsible for all work performed by the subcontractor(s), and for payment to said subcontractor(s).

11.0 FIRM PRICING

The awarded Contractor must hold the accepted prices for the initial contract period which shall begin on the date that the contract is fully executed through June 30, 2017. Fuel surcharges will ‘not’ be allowed to be added to an invoice during any contract period and will not be allowed for any price adjustments/increase.

12.0 REQUESTING PRICE ADJUSTMENTS

Requests for price increases shall be provided by the Contractor, in writing, to DMA 90 calendar days prior to the renewal period. DMA will review any adjustment of prices before the beginning of a contract renewal period. Any price increase must be mutually agreed upon between DMA and the Contractor in writing. Price increase requests must be justified with supporting documentation of industry-wide increases. If Purchasing deems cost increases are not acceptable, it reserves the right to re-bid the contract in whole or part.

13.0 METHOD OF AWARD

Award(s) shall be made on the basis of the lowest cost on the Bid Cost Sheet (Attachment D) from a responsive, responsible bidder who meets specifications. Bids that require that the State shall guarantee a specific quantity or dollar amount will be disqualified.

The State does not guarantee to purchase any specific quantity or dollar amount of service and may purchase no services.

14.0 CONTRACT CANCELLATION

This Contract may be terminated by either party under the following conditions:

14.1 DMA may terminate the contract at any time at its sole discretion by delivering 30-days written notice to the Contractor see section 24.0 of the Standard Terms and Conditions of Bid (DOA-3054).

14.2 If the problem is service performance, Contractor will be warned either verbally or in writing of unsatisfactory performance and intent to cancel this contract. Contractor will be given a period of time to ‘cure’ the performance. If the performance does not improve, Contractor will be given 30- days written notice that the contract will be cancelled.

Upon termination, DMA’s liability will be limited to the pro rata cost of the services performed as of the date of termination.

14.3 In the event the Contractor terminates the contract, for any reason whatsoever, it will require written certified letter notification delivered to the DMA Purchasing Agent not less than 120-days prior to said termination.

14.4 If at any time the contractor performance threatens the health and/or safety of DMA, DMA has the right to cancel and terminate the Contract without notice.

14.5 If the Contractor fails to maintain and keep in force the insurance as required in Section 23.0 of the attached Standard Terms and Conditions or ‘high-risk’ required minimum limits as detailed in section 5.3 above, DMA has the right to cancel and terminate the Contract without notice.

14.6 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, DMA has the right, in addition to any other rights of whatsoever nature that it may have at law or inequity, to terminate this Contract by giving 90 calendar day notice in writing of such termination.

15.0 REQUIRED FORMS

In order for your bid to be considered, the following completed documents must be provided. An “X” preceding the form indicates that it must be completed and returned with the Quote /Bid response by the due date and time listed on the bid cover page, in order for your bid to be considered. Include:

Failure to provide the required documents/information within your bid submittal may disqualify your bid.

Wisconsin Department of Administration Chs. 16, 19, 51

DOA-3681 (03/99)

SUPPLEMENTAL STANDARD TERMS AND CONDITIONS

FOR PROCUREMENTS FOR SERVICES

VENDOR INFORMATION

Attachment A

Address

City

State

Zip + 4

Name

Title

Address

City

State

Zip + 4

Name

Title

Address

City

State

Zip + 4

Name

Title

Address

City

State

Zip + 4

This document can be made available in accessible formats to qualified individuals with disabilities.

VENDOR REFERENCES

Attachment B

FOR VENDOR:

Provide company name, address, contact person, telephone number, and appropriate information on the product(s) and/or service(s) used for four (4) or more installations with requirements similar to 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 (include Zip + 4)

Contact Person

Phone No.

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

Company Name

Address (include Zip + 4)

Contact Person

Phone No.

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

Company Name

Address (include Zip + 4)

Contact Person

Phone No

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

Company Name

Address (include Zip + 4)

Contact Person

Phone No.

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

This document can be made available in accessible formats to qualified individuals with disabilities.

BIDDER RESPONSE SHEET

Attachment C

Bidders must submit the following table with a response in the form of a check in one box for each criterion indicating “Yes” or “No”. A check indicating “Yes” certifies that the Bidder is fully capable of providing the service or qualification described. Bids without a response for each requirement or “No” will be rejected. Awarded Contractor must be able to answer “Yes” to all requirements.

QUALIFICATIONS AND REQUIREMENTS

The awarded Contractor must hold the accepted prices for the initial contract period which shall begin on the date that the contract is fully executed through June 30, 2017. Fuel surcharges will ‘not’ be allowed to be added to an invoice during any contract period and will not be allowed for any price adjustments/increase.

I certify that the information I have provided in this bid is true, and I understand that any false, misleading, or missing information will disqualify the bid.

Company Name: __________________________________________________________

Bidder’s Name and Title: ____________________________________________________

Bidder Signature: ____________________________________________ Date: ________________ image1.png