Q-19012 Bid Document.docx

Wisconsin Department of Military Affairs REQUEST FOR QUOTATION No.: Q-19012

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: MICROFILMING & STORAGE SERVICES

Date Issued: 06/11/2018

Buyer Contact: Dana Casey

BIDDER:

Telephone: 608-242-3366

Email: dmapurchasing@wisconsin.gov

Submit Quote by:

Date: 06/22/2018 Time:

2:00 pm CDT

Terms: Net 30

and Unit

Lot

Microfilming & Storage Services for the Department of Military Affairs.

Location: WISCONSIN NATIONAL GUARD

2400 WRIGHT ST., MADISON WI 53704

PER IMAGE COST

PREPARATION COST

DELIVERY COST

TOTAL COST

(NUMBER OF PAGES, BASED ON $200,000)

Contract Person: Robert Vandergrinten 608-242-3636

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 Microfilming & Storage 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 06/15/2018. 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 Microfilm & Storage Services and must have performed services for at least three (3) years, immediately prior to submittal of the RFQ. The contractor must show other successful contract services with another agency (state or private) that has similar requirements such as the variance, the size and the confidentiality that are similar to the records from the DMA.

Comply Does Not Comply

4.2 Contractor and all employees of the contractor shall sign a confidentiality agreement prior to any work being done on the contract resulting from this RFQ.

Comply Does Not Comply

4.3 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.

Comply Does Not Comply

5.0 CONTRACT TERM AND RENEWAL

The contract shall be effective on the date it is executed by DMA and continue through June 30, 2019. 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 Bid Cover Page. 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 PRE-BID SITE VISIT

For vendor site visit, contact Robert Vandergrinten, phone # 608-242-3636. While attendance is not mandatory, no additional charges shall be allowed for lack of information. Failure to visit the site or failure to examine any and all bid documents prior to submitting a bid will in no way relieve the successful bidder from the necessity of furnishing, without additional cost to the State of Wisconsin, any materials or equipment or performing any work that may be required to complete the work in accordance with the specifications. If attended, the attached Site Visit Verification form must be signed by an authorized WisDMA representative and submitted with your bid.

8.0 FILMING REQUIREMENTS

8.1 Each record shall be filmed on 16mm, 100' film, sliced and loaded into 4 x 6 jackets. The jackets include 5 channels for the film to be placed and there is a X inch index area on the top portion of the jackets for numbering purposes (standardized indexing convention (last name, first name, middle initial, and full social security number)).

8.2 Duplicate rolls of 16mm, 100' film shall be created for backup purposes. A transition frame will be inserted to identifying the start of a new record with a standard naming convention of last name, first name, middle initial and full social security number.

8.3 The vendor shall type the DMA file number in the upper left hand corner with the standard naming convention of: last name, first name, and middle initial, full social security number.

8.4 Each record, which may have one (1) or more jackets, shall be put in an envelope.

8.5 The back of documents shall be filmed if any information is contained on the back.

8.6 Poor quality documents shall be flagged with a notation by Contractor stating that the original document was in poor condition.

8.7 The bidder shall be able to accommodate documents ranging in size from 2" x 3" to 11" x 14".

8.8 When additions to a record need to be filmed, the Bidder will film the additional information and insert the new film into the jacket that is provided and provide a back-up reel.

9.0 Transportation & Storage Requirements:

9.1 The contractor shall transport the documents using the contractor's own staff and vehicles unless otherwise specifically approved by the state. Transportation staff shall have vendor company credentials, carry a photo ID and keep transportation vehicles locked and secure at all times.

9.2 All documents shall be transported from the Department office directly to the contractor facility and checked in at the contractor facility the same day they are removed from the Department. All documents shall be transported from the contractor facility directly to the Department office or other site designated by the Department the same day they are checked out and removed from the contractor facility. A log of check in and check out times shall be maintained.

9.3 The record storage facility and document processing center shall be in the same facility. Documents cannot be transported between any contractor facilities after pickup and transport from Department to Contractor's facility· or before return transport to the Department or other site designated by the Department.

9.4 The contractor shall provide pick-up and delivery to the designated Department office at least once or twice a week, as scheduled by the Department.

9.5 The Department shall have access to any of the State records and completed film and data located at the contractor's facility during normal working hours.

9.6 All work shall be completed in the facility by the contractor staff. No subcontracting is allowed in the contract award; to maintain security requirements during performance of the contract.

9.7 During the time the contractor has the records for filming, the contractor shall provide a storage are for paper and microfilm records that is secure, fireproof, and humidity and temperature controlled according to ANSl/AllM standards. The documents and completed microfilm rolls shall be returned to the storage area when not being processed.

9.8 Contractor's facility shall be secure and only allow access to contractor's employees during their specified hours of work to areas where records are stored and processed at the Contractor's facility.

9.9 Contractor's facility shall be secure and monitored 24 hours a day; seven (7) days a week to prevent destruction or theft, or any other event that could occur that threatens the safety and security of said documents.

9.10 A Bidder's facility may be toured prior to the start of the project and during the completion of the project. All aspects of storage, transportation, security, and conversion shall be approved by State staff prior to any contract award.

10.2 All paper documents will be microfilmed and returned to the Department within 60 calendar days. No additional charge will be assessed by the Contractor to the Department for expedited processing (i.e., returned earlier than within ten workdays).

10.3 All paper documents, microfilm and back-up reels shall be returned together to the Department within 10-20 workdays from the date the microfilming was completed.

10.4 The contractor is responsible for any and all additional charges resulting from reruns and late processing that may be incurred in order to meet turnaround times.

10.5 Production and processing errors are the responsibility of the contractor. The Department will determine useable microfilm and the responsibility for errors. The contractor will redo any work deemed by the Department to be unacceptable for use.

10.6 All unacceptable work is deemed by the Department shall be redone at no additional cost. An explanation and prior approval from the Department is required for any rework to be billed to the Department. Rework, with prior authorization, that is chargeable back to customer will be billed at the same rate as the original work.

10.7 Turnaround times for rework will be the same as established for the original job. Wherever possible, rework should be expedited.

10.8 The Department will not pay for jobs that miss their required turnaround times except when the contractor has properly notified the designated Department Contact person and has been granted additional time. If the project completion exceeds the additional time granted by the Department, the contractor will not charge the Department for work done in excess of the turnaround time.

10.9 The Contractor shall provide sufficient staffing to meet performance standards of the contract and have sufficient back-up available to meet turnaround times in the event of foreseeable disasters, employee work stoppages, and primary production equipment failure.

10.10 The contractor shall back up all data daily and store one copy off-site for at least 90 days following the return of the film to the client at no charge. The contractor is responsible for all costs associated with performance of contract in accordance with specification and requirements of the RFQ. Contractor shall not charge any additional cost above and/or beyond the bid quote price in administering the contract, or the following, including but not limited to, phone, customer services, programming, job set-up, labeling, service guarantee, transportation, supplies, billing and insurance.

10.11 The contractor must not retain any data or records from the job after the job is completed and the records, microfiche, film rolls, and data and printouts have been accepted by the Department.

10.12 No data or records collected, maintained, or used during this job will be disseminated unless specifically authorized by the Department.

10.13 Bid basis should be at an estimated number of pages of 200,000 Total project estimated at 600,000 pages.

8.0 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.

9.0 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.

10.0 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.

11.0 METHOD OF AWARD

Award(s) shall be made on the basis of the lowest cost on the Bid Cover Page from the responsive, responsible bidder who meets specifications. Bids that require 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.

12.0 CONTRACT CANCELLATION

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

12.1 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.

12.2 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.

12.3 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.

12.4 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.

12.5 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.

12.6 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.

13.0 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

14.0 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.

15.0 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.

16.0 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

Service

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.

Service:

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.

Service:

BIDDER SITE VISIT CERTIFICATION

Attachment C

THIS CERTIFIES THAT

Company/Organization Name

HAS VISITED THE FACILITY AND UNDERSTANDS THE SPECIFICATIONS AND ALL CONDITIONS OF BID.

Signed by:

(Vendor Signature)

Printed Name & Position Title:

Date:

Signature of authorized DMA Employee:

Printed Name:

Date: ____________________ image1.png