Wisconsin Department of Military Affairs REQUEST FOR QUOTATION No.: Q-18032

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: Shredding Containers and Confidential Shredding Services

Date Issued: July 10, 2017

Buyer Contact: Dana Casey

BIDDER:

Telephone: 608.242.3158

Email: dmapurchasing@wisconsin.gov

Submit Quote by:

Date: July 19, 2017 Time:

2:00 pm CDT

Terms: Net 30

Description

Shredding containers and Secure On-Site Shredding Services for:

Department of Military Affairs, Truax Air Base 3110 Mitchell Street Madison WI 53704-2591

Contact Person: Dave Dahlke, Truax Buildings and Grounds Superintendent; 608-245-4571

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 the purchase of Shredding Containers and Confidential Shredding Services, for the Department of Military Affairs, Truax Air Base, located at 3110 Mitchell St., Madison, WI. 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 July 13, 2017. If a bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this request for quotation, the bidder shall immediately notify the Purchasing Agent named on the cover page of the issue in writing and request modification or clarification of the bid document.

All inquiries shall be directed to the person indicated on the cover page (e-mail is the preferred method of contact).

3.0 ADDENDUMS

In the event it becomes necessary to clarify any part of this request for quotation, or to revise any part of this RFQ, the Purchasing Agent will send out an official addendum/amendment to all potential bidders. Bidders shall acknowledge the receipt/review of any addendum(s) on the Bid Cover Page.

The Purchasing Division has the sole authority for modifications of this RFQ.

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 shall be qualified and able to provide all of the following:

4.1 Bidder shall be in the business of providing Shredding Containers and Confidential Shredding Services for the past three (3) years.

4.2 Bidder shall 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 shall verify that a high level of satisfaction was provided.

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

4.4 Awarded contractor shall provide DMA Purchasing a Certificate of Insurance prior to award of contract. Contractor shall maintain the required minimum limits specified in Section 23.0 of the attached Standard Terms & Conditions for each contract period. All policies shall 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 Bidder’s and their employees may be subject to a background check upon DMA’s request.

4.6 Bidder shall have the following Certifications:

a) National Association for Information Destruction (NAID) AAA Certification http://www.naidonline.org/nitl/en/certification.html

b) Global Trade Association for Information Management (PRISM)-Privacy + Certification http://www.prismintl.org/Privacy-Certification/privacy/privacy-plus-certification-criteria.html

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). DMA and Contractor, upon written mutual agreement, may renew the Contract for up to an additional four (4) 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 shall bid on the enclosed Bidder Cost Sheet (Attachment D). Bids will be accepted only for fixed costs as requested. Bid price(s) shall include all transportation and insurance costs and any other costs associated with this service. All prices shall be quoted in U.S. Dollars. Bidder’s own quotation sheet will not be accepted.

7.0 REQUIREMENTS

7.1 Bidder shall supply 65 gallon locking roller bins (for industrial areas)

7.2 Bidder shall supply office grade consoles with locking feature (for business areas and for multiple buildings).

7.3 Bidder shall supply On-site destruction of contents of the Consoles and roller bins; contents of the bins and consoles shall be destroyed on-site, (no exceptions) every 4 weeks.

7.4 Bidder shall provide a Certificate of Destruction upon request.

7.5 Bidder shall allow the oversight by DMA personnel to view the destruction; upon request.

7.6 Bidder shall support Billing at least every 4 weeks

7.7 Pick-up shall be Tuesday thru Thursday.

7.8 Bidder shall allow for increase and/or decrease of the amount of containers during the contract period; as necessary.

8.0 SPECIFICATIONS

Requirements for Secure Shredding

A minimum of:

Qty 6 - 65 gallon locking roller bins for industrial areas and;

QTY 22 - office grade consoles for business areas that also lock (for multiple buildings).

On-site destruction (needs to be completed at least every 4 weeks) Billing at least every 4 weeks)

Pick-up day Tuesday - Thursday (Fridays the base is typically down).

The contents of the bins/consoles must be destroyed on-site, no exceptions. With the ability to view the destruction upon request; also Certificate of Destruction.

We would like to increase or decrease the amount of containers, as necessary (without breaking the contract or once we are locked in).

The same thing as far as billing and pick-up if we have a surge?

Service:

9.0 SUBCONTRACTING OR THIRD PARTY PAYMENTS

All subcontracting shall be pre-approved by DMA. Subcontractors shall abide by all terms and conditions of the contract. The prime contractor shall be responsible for all subcontractor(s) work and payment. DMA will not directly pay any subcontractor or third parties.

10.0 FIRM PRICING

The awarded Contractor shall hold the accepted prices for the initial contract period which shall begin on the date that the contract is fully executed through June 30, 2018. 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.

11.0 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 shall be mutually agreed upon between DMA and the Contractor in writing. Price increase requests shall 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 in part.

12.0 METHOD OF AWARD

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

Currently, the Truax Air Base has six (6) 65 Gallon Bins and 20 Secure Executive consoles. The State does not guarantee to purchase any specific quantity or dollar amount of service and may purchase no services.

13.0 CONTRACT CANCELLATION

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

13.1 Review section 23.0 and section 24.0 of the attached Standard Terms and Conditions (DOA-3054) attached to this Request for Quote. DMA may terminate the contract at any time at its sole discretion by delivering 30-days written notice to the Contractor.

13.2 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 (5 days). If the performance does not improve, Contractor will be given 30-days written notice that the contract will be cancelled. Contractor will be liable for any and all costs associated with rebidding this contract.

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

13.3 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.

13.4 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.

13.5 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 (DOA-3054), DMA has the right to cancel the Contract without notice.

13.6 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.

14.0 CERTIFICATION FOR COLLECTION OF SALES AND USE TAX

The State of Wisconsin shall not enter into a contract with a vendor, and reserves the right to cancel any existing contract, if the vendor or contractor has not met or complied with the requirements of s.77.66, Wis. Stats., and related statutes regarding certification for collection of sales and use tax. If a vendor has questions about this certification, go to the WI Department of Revenue website: http://www.dor.state.wi.us/html/vendlaw.html

15.0 FEDERAL 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 procurement 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 website: www.sam.gov.

16.0 SUPPLIER DIVERSITY

Minority-Owned Business Enterprise Minority-owned business enterprises (MBE’s) are certified by the Wisconsin Department 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 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 mean 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 Subcontractors 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.

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

Disabled Veteran-Owned Business 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 statues 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 providers 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 subcontractors to DVBs or by using such enterprises to provide commodities and services incidental to the 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 MBEs, as well as the services and commodities they provide, is Available at: https://wisdp.wi.gov/search.aspx.

Woman-Owned Business Enterprise 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 MBEs, as well as the services and commodities they provide, is Available at: https://wisdp.wi.gov/search.aspx.

17.0 REQUIRED FORMS

In order for your bid to be considered, the following completed documents shall be provided. An “X” preceding the form indicates that it shall 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 shall 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 shall be able to answer “Yes” to all requirements.

BIDDER RESPONSE SHEET

Section 10.0 Firm Pricing

|_| Have read, completed and signed

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: ________________

BIDDER COST SHEET

Attachment D

Total Cost

I certify that the information I have provided in this bid shall hold firm for the initial contract period, which shall begin on the date that the contract is fully executed through June 30, 2018.

Company Name: __________________________________________________________

Bidder’s Name and Title: ____________________________________________________

Bidder Signature: ____________________________________________ Date: ________________ image1.png