RedactedETB0050Contract_Redacted.pdf

RFB ETB0050 Page 1

Request for Bid (RFB) ETB0050

Courier Services

Issued by the

State of Wisconsin

Department of Employee Trust Funds

Release Date: February 1, 2022

Questions Due: February 7, 2022

Bids Due: February 22, 2022, 2:00 P.M. CST

RFB ETB0050 Page 2

TABLE OF CONTENTS

1 GENERAL INFORMATION

2 BID SELECTION AND AWARD PROCESS

3 REQUIREMENTS

4 CONTRACT TERMS AND CONDITIONS

FORM A - BIDDERS CHECKLIST FOR HARD COPY BIDS

FORM B - COURIER DAILY RUN SCHEDULE

FORM C - DEPARTMENT TERMS AND CONDITIONS

FORM D - BIDDER REQUIRED FORM

FORM E - COST WORKSHEET

FORM F - DRAFT CONTRACT

FORM G SUBCONTRACTOR/AUTHOR INFORMATION

TABLES

Table 1 Format for Submission of Clarification Questions

Table 2 Calendar of Events

RFB ETB0050 Courier Services Page 3

1 GENERAL INFORMATION

1.1 INTRODUCTION

This Request for Bid (RFB) is issued by the Wisconsin Department of Employee Trust Funds for courier services. Other agencies may piggyback on this contract if the vendor agrees to extend pricing. Providing consistent secure service is of the utmost importance.

The contractor will provide courier services to deliver confidential financial documents -9100, and 101

East Wilson Street (DOA - 5th floor). The services are to be provided each day from Monday through Friday, except state holidays.

ETF is also asking for pricing for "Special Request" stops, which are additional stops within Madison over and above the daily run. Last, ETF is asking for an hourly rate for services that ETF may require, whether the stop is inside or outside the Madison area.

This procurement is authorized under Chapter 16 of the Wisconsin State Statutes.

ETF administers the Wisconsin Retirement System (WRS), the group health insurance program for state employees and many local governments, and a variety of other public employee benefit programs. The WRS is within the top 10 largest pension funds in the nation and is benefits for more than 650,000 current and former state and local government employees on behalf of more than 1,500 employers.

Please note that this is a request for bids and not a request for proposals. The work to be performed by the contractor is described in this RFB. Although a work plan is provided in this document, the Department and the Contractor have the flexibility to agree on changes that will enhance the process or offer greater efficiencies. The objective is for Bidders to provide adequate documentation in a succinct format that demonstrates ability and willingness to provide the services described in this document and abide by the terms and conditions herein. The least cost responsible Bidder will be awarded the Contract pending Contract signing.

1.2 CURRENT STATE AND BACKGROUND

Please refer to this schedule. The courier calls into ETF Supply and Mail Services about 5 minutes before arriving. This is so ETF Supply and Mail Services staff can meet the courier by their vehicle near the loading dock and exchange materials. This keeps the route running on schedule.

1.3 PROCURING AND CONTRACTING AGENCY

This RFB is issued by the Wisconsin Department of Employee Trust Funds, the sole point of contact for the State in the selection process. The terms State, ETF Department may be used interchangeably in this document and its attachments.

RFB ETB0050 Courier Services Page 4

Prospective Bidders are prohibited from contacting any person other than the individual listed below regarding this RFB. Violation of this requirement may result in the Bidder being disqualified from further consideration.

Dept. of Employee Trust Funds Kristen Schipper Purchasing Agent Telephone: 608-261-0737 E-mail: ETFSMBProcurement@etf.wi.gov

Prospective bidders who hold a current contract with ETF may continue to staff regarding the performance of that current contract only.

1.4 DEFINITIONS AND ACRONYMS

Words and terms shall be given their ordinary and usual meanings. Words and terms not defined below shall have the meanings provided by Wis. Stat. § 40.02 and Wis. Admin.

Code § ETF 10.01 unless otherwise clearly and unambiguously defined by the context of their usage in this RFB. Where capitalized or not in this RFB, the following definitions and acronyms shall have the meanings indicated unless otherwise noted. The meanings shall be applicable to the singular, plural, masculine, feminine, and neuter forms of the words and terms. http://etf.wi.gov/glossary.htm for additional definitions.

Bid means the response to this RFB.

Bidder means a firm or individual submitting a Bid in response to this RFB.

Bid Factors: an element of the RFB the Bidder responds to if replying via eSupplier. Bid factors can be seen and responded to in the eSupplier Portal. Some bid factors are required for a response via eSupplier to be submitted.

Board(s) means State of Wisconsin Employee Trust Funds Board, State of Wisconsin Group Insurance Board and/or State of Wisconsin Deferred Compensation Board.

Business Day means each Calendar Day except Saturday, Sunday, and official State of Wisconsin Holidays (see also: Calendar Day, Day).

Calendar Day refers to a period of twenty-four hours starting at midnight.

Calendar Year means the time period from January 1 to December 31.

CDT means Central Daylight Time covering a time period of mid-March to early November each calendar year.

Confidential Information means all tangible and intangible information and materials being disclosed in connection with the Contract, in any form or medium without regard to whether the information is owned by the State of Wisconsin or by a third party, which satisfies at least one of the following criteria: (i) Individual Personal Information; (ii) Personally Identifiable Information; (iii) Protected Health Information under HIPAA, 45 CFR 160.103; (iv) proprietary information; (v) non-public information related to the State

RFB ETB0050 Courier Services Page 5 and communications networking systems), schematics, specifications, and all information or materials derived therefrom or based thereon; (vi) information expressly designated as confidential in writing by the State of Wisconsin; (vii) all information that is restricted or prohibited from disclosure by State or federal law, including Individual Personal Information and Medical Records as governed by Wis. Stat. § 40.07, Wis. Admin. Code ETF 10.70(1) and 10.01(3m); or (viii) any material submitted by the Bidder in response to this RFB that the Bidder designates as confidential and proprietary information and which qualifies as a trade secret, as provided in Wis. Stat. § 19.36 (5) or material which can be kept confidential under the Wisconsin public records law.

Contract means the written agreement resulting from the successful Bid that shall incorporate, among other things, this RFB, the successful Bid as accepted by the Department, Form C Department Terms and Conditions, an updated and executed Form F Draft Contract, exhibits, subsequent amendments and other documents.

Contractor means the Bidder(s) who is/are awarded the Contract(s).

CST means Central Standard Time covering all time periods not CDT.

Day means Calendar Day unless otherwise indicated.

Department means the Wisconsin Department of Employee Trust Funds.

ETF means the Wisconsin Department of Employee Trust Funds.

HIPAA means the Health Insurance Portability and Accountability Act of 1996. See Department Terms and Conditions.

Individual Personal Information or IPI has the meaning ascribed to it at Wis. Admin.

Code ETF § 10.70 (1). See Form C Department Terms and Conditions.

Mandatory means the least possible threshold, functionality, degree, performance, etc.

needed to meet a compulsory requirement. A requirement labeled as such shall be present in the Bid submission, exactly as stated, or the submission will not be

Mandatory. Mandatory bidder requirements in this RFB document shall be minimally met without exception; failure to meet such shall disqualify your Bid. Before the award of any Contract, the State shall be satisfied the Bidder has sufficient qualified resources available for performing the work described in this Bid. It is acquaint the State with these requirements by submitting appropriate or supporting documentation. If no single Bidder is able to meet an individual mandatory requirement, the State reserves the right to eliminate that individual mandatory requirement; in such case, the State shall continue the review of Bids to select the Bid that most closely meets the requirements in this RFB.

Personally Identifiable Information or PII means information that is capable of identifying a particular individual through one or more identifiers or other information or circumstances. See Form C Department Terms and Conditions.

Protected Health Information or PHI has the meaning ascribed to it under 45 s. CFR

160.103. See Form C Department Terms and Conditions.

RFB means Request for Bid.

RFB ETB0050 Courier Services Page 9

For more information on the eSupplier Portal, go to:

https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI BIDDER

1.13 RETENTION OF RIGHTS

All Bids become the property of ETF upon receipt. All rights, title and interest in all materials and ideas prepared by the Bidder for the Bid as sent to ETF shall be the exclusive property of ETF and may be used by the State of Wisconsin at its discretion.

For Bidders who withdraw or are disqualified, the Department may agree to return extra copies of submissions upon request and at the B If copies are returned, a record of the submission will remain on the D

1.14 GENERAL INSTRUCTIONS

The selection of a Contractor will be based on several factors, which may include the information submitted in the Bids, reference checks, and responses to requests for additional information or clarification.

Failure to respond to each of the requirements of this RFB and demonstrate ability to meet specifications may be the basis for rejecting a Bid.

1.15 INCURRING COSTS

The State of Wisconsin and ETF are not liable for any costs incurred by Bidders replying to this RFB, or during the selection process.

1.16 SUBMITTING THE BID

Bidders shall respond to this RFB in either the Wisconsin eSupplier Portal or by providing a hard copy bid response via mail or hand delivery. Faxed and emailed bids will not be accepted.

Bidders are solely responsible for ensuring that bids are received by the Department before the deadline stated in Section 1.8 Calendar of Events. The Department takes no responsibility for electronic responses that are captured, blocked, filtered, quarantined, or otherwise prevented from reaching the proper destination server by any anti-virus or other security software.

Bids received by the Department after the date and time specified in Section 1.8 Calendar of Events will not be accepted and will be disqualified. All required parts of the bid must be submitted by the specified due date and time; if any portion is submitted late, the entire bid will be disqualified.

Bidders may request, via an email to the address listed in Section 1.3 Procuring and Contracting Agency, the time and date their bid was received.

eSupplier

Please note, Bidders must click "Submit" in the Wisconsin eSupplier Portal to have their Bid received. Clicking "Save" does not submit the Bid response; therefore, it shall not be

RFB ETB0050 Courier Services Page 10 received or reviewed.

Mailed or Hand-Delivered Hard Copy

Express delivery United States Postal Service delivery

Dept. of Employee Trust Funds Kristen Schipper Purchasing Agent

RFB ETB0050

Hill Farms State Office Building (HFSOB) 8th Floor North Tower 4822 Madison Yards Way Madison, WI 53705-9100

Dept. of Employee Trust Funds Kristen Schipper Purchasing Agent

RFB ETB0050

P.O. Box 7931 Madison, WI 53707-7931

Bidders have the option to mail or hand-deliver a hard copy bid when responding to this RFB. The State strongly encourages electronic bid submission via eSupplier. If you are unable to submit your bid via eSupplier, please email ETFSMBProcurement@etf.wi.gov by February 7, 2022, to arrange your hard copy bid submission.

ETF is not responsible for deliveries that do not reach the ETF procurement office by the required due date and time. ETF has no liability for errors made in inputting any information into eSupplier to make a record of a hard copy bid response.

The bid must be packaged, sealed and show the following information on the outside of the package:

Title: ETB0050 Courier Services

Bid Due Date: February 22, 2022, 2:00 P.M. CST

Inside the package must be:

One (1) USB flash drive clearly labeled with the Bidder Name and the RFB number, which includes the following:

o One (1) single file in Microsoft Word/Microsoft Excel, and/or Adobe Acrobat

9.0 (or above) format. The Department requires that all files have optical character recognition (OCR) capability (not a scanned image). OCR is the conversion of all images typed, handwritten or printed text into machine-same pagination as the original hard copy Bid.

o One (1) single file in Microsoft Word/Microsoft Excel, and/or Adobe Acrobat

9.0 (or above) format EXCLUDING or REDACTING all confidential and

Redact only material the Bidder authored. For example, do not redact the question the Bidder is responding to, only the answer.

RFB ETB0050 Courier Services Page 11

Do not redact page numbers. Page numbers should remain visible at all times, even if the whole page is being redacted.

Note: Costs provided in Cost Worksheet shall NOT be redacted for confidentiality.

This is the file that will be used for responding to open records requests. Note that no matter what method the Bidder uses to redact documents, the Department is not responsible for checking that the

Proprietary Information in Form D.

Bidders should be aware that the Department may need to electronically send the redacted materials to members of the public and other requesters when responding appropriately to open records requests.

The Department is not responsible for checking that redactions, when viewed on-screen via electronic file, cannot be thwarted. The Department is not responsible for responding to open records requests via printed hard copy, even if redactions are only effective on printed hard copy.

The Department may post redacted B website in the same file format the Bidder provides, and the Department is not responsible if the redacted file is copied and pasted, uploaded, e-mailed, or transferred via any electronic means, and somehow loses its redactions in that process.

original hard copy Bid.

IMPORTANT:

Do not lock or password protect the USB drive.

name and the RFB number.

Flash drives must be free of all malware, ransomware, viruses, spyware, worms, Trojans, or anything that is designed to perform malicious operations on a computer.

All bids must be time-stamped as accepted by ETF by the stated due date and time in Section 1.8. Bids not so stamped in by ETF on or prior to the stated due date and time will not be accepted and shall be considered late. Receipt of a bid by the State of Wisconsin mail system does not constitute receipt of a bid by ETF, for the purposes of this RFB.

RFB ETB0050 Courier Services Page 12

1.17 BID ORGANIZATION AND FORMAT

Bidders responding to this RFB must comply with the following format requirements. ETF reserves the right to exclude any bids from consideration that do not follow the required format as instructed below.

Bids must be typed. Hard copy bids must be submitted on 8.5 by 11-inch paper and bound securely. All bids must be in English.

Only provide promotional materials if they are relevant to a specific requirement of this request. If provided, all materials must be included with the response to the relevant

Please hyperlink to promotional materials rather than add them to the document length.

eSupplier

Respond to all bid factors presented in eSupplier with the appropriate attach a completed form, or create and attach a document, as directed in the bid factor.

Mailed or Hand-Delivered Hard Copy

Include the information requested in each section.

FRONT

COVER

Front Cover Requirements

Include at a minimum the following information:

Title: Courier Services ETB0050

Bid Due Date

TABLE OF

CONTENTS

Table of Contents Requirements

Include at a minimum the following information:

Listing of each TAB number (Ex. TAB 1, TAB 2, TAB 3)

Listing of each TAB description (Ex. TAB 1 General Information and Required Forms)

Listing of each TAB page number

TAB 1 General Information and Required Forms

Provide the following in the following order:

TRANSMITTAL LETTER: A signed transmittal letter must accompany the bid. The transmittal letter must be written on the official business stationery and signed by an official that is authorized to legally bind the Bidder. Include in the letter:

RFB ETB0050 Courier Services Page 13

I. Name, signature and title of authorized representative;

II. Name and address of company;

III. Telephone number and e-mail address of representatives who will be providing services under this RFB;

IV. RFB number and title: ETB0050 Courier Services;

V. Number of employees (if less than 50); and, VI. Executive Summary.

Form A Bidders Checklist for Hard Copy Bids

Form B Courier Daily Run Schedule

Form C Department Terms and Conditions

Form D Bidder Required Form (DOA-3832)

Note: Although these clients shall serve as the primary references for purposes of this RFB, ETF specifically reserves the right to contact any and present contracts. ETF reserves the right to contact other states, agencies, or individuals, even if not listed as references.

Provide at least 3 references that can validate that the Bidder has two

(2) or more years of experience providing courier services. References must be able to confirm this. To fulfill this mandatory requirement, the

Bidders may be disqualified information about the Bidder. It is the responsibility of the Bidder to ensure reference names, addresses, telephone numbers, and e-mail addresses remain current.

If any subcontractors will be involved with this project, make sure the references provided are also involved in a similar arrangement and can speak to the quality of work for BOTH the Bidder and any subcontractors named on Form G.

Note: All bidders have a continuing obligation to submit an updated FORM D Bidder Required Form, Section 4 Designation of Confidential and Proprietary Information if ETF requests additional information that the Bidder claims is confidential or proprietary up to the

Form E Cost Worksheet.

Failure to provide a cost using the exact form provided in Form E may result in your bid being disqualified and rejected.

Form F Draft Contract

Form G Subcontractor/Author Information

RFB ETB0050 Courier Services Page 14

If it is the intention of the Bidder to subcontract any requirements under this RFB, put subcontractors on Form G also. Also make sure the references provided on Form D are in a similar arrangement with the Bidder and named subcontractor(s) and can speak to the quality of work for both entities.

Current Form W-9 Request for Taxpayer Identification Number and Certification (from the Department of the Treasury, Internal Revenue Service: https://www.irs.gov/pub/irs-pdf/fw9.pdf

TAB 2 Assumptions and Exceptions

If the Bidder has no assumptions or exceptions to any term, condition, RFB exhibit or form, provide a statement to that effect in Tab 2.

If the Bidder has assumptions and/or exceptions to any RFB term, condition, or form, then follow these instructions:

Instructions:

Regardless of any proposed assumption or exception, the bid as presented must reflect all requirements under the Contract.

If the Bidder cannot agree to a term or condition as written, the Bidder must make its specific required revision to the language of the provision by striking out words or inserting required language to the text of the provision. Any new text and deletions of original text must be clearly color coded or highlighted, which requires the response be created/printed in color. Bidder shall avoid complete deletion and substitution of entire provisions, unless the deleted provision is rejected in its entirety and substituted with substantively changed provisions.

Wholesale substitutions of provisions shall not be made in lieu of strategic edits required to reflect Bidder-required modifications.

The Bidder shall not submit its own contract document as a substitute for Form C.

Immediately after a proposed revision, the Bidder shall add a concise explanation concerning the reason or rationale for the required revision. Such explanations shall be separate and distinct from the marked-up text and shall be bracketed, All provisions on which no changes are noted shall be assumed accepted by the Bidder as written and shall not be subject to further negotiation or change of any kind unless otherwise proposed by the Department.

Submission of any standard Bidder contracts as a substitute for language in the terms and conditions is not a sufficient response to this requirement and may result in rejection of the bid. An objection to terms or conditions without including proposed

RFB ETB0050 Courier Services Page 15 alternative language will be deemed to be an acceptance of the language as applicable.

The Department reserves the right to negotiate contractual terms and conditions when it is in the best interest of the State of Wisconsin to do so.

Exceptions to the Contract terms and conditions may be considered during Contract negotiations if it is beneficial to the Department.

The Department may or may not consider any of the suggested revisions. The Department reserves the right to reject any proposed assumptions or exceptions.

Clearly label each assumption and exception with one of the following labels:

Section 3 Requirements - Assumption

Section 3 Requirements - Exception

Form C Department Terms and Conditions - Assumption

Form C Department Terms and Conditions Exception

Form F Draft Contract Assumption or Exception

TAB 3

Response to Section 3

Provide a point-by-point response and each-and-every piece of information called for in Section 3. Tab 3 must exactly follow the same numbering system as Section 3, use the same headings, and address each point in Section 3. Format the original ETF-authored text so that it looks different from the response. For example, put the ETF-authored text in bold.

1.18 MULTIPLE BIDS

Multiple bids from a Bidder are not permissible.

1.19 WITHDRAWAL OF BID

Bids shall be irrevocable until the Contract is awarded unless the Bid is withdrawn by notifying ETF in writing prior to the date and time listed in Section 1.8 Calendar of Events for the Bid Due Date and Time. To accomplish this, the written request must be signed by an authorized representative of the Bidder and submitted to the contact listed in Section 1.3. If a previously submitted bid is withdrawn before the Bid Due Date and Time, the Bidder may submit another Bid at any time up to the Bid Due Date and Time.

RFB ETB0050 Courier Services Page 16

1.20 CONTACTING BIDDER REFERENCES AND CONDUCTING SITE VISITS

By submitting a Bid in response to this RFB, the Bidder grants rights to the Department to contact or arrange a visit with any or all of the clients and/or references.

2 BID SELECTION AND AWARD PROCESS

2.1 PRELIMINARY EVALUATION

Bids will initially be reviewed to determine if mandatory requirements are met. Failure to meet mandatory requirements, or failure to follow the required instructions for completing and submitting a Bid as specifically outlined in this RFB may result in rejection of the Bid.

2.2 CLARIFICATION PROCESS

ETF may request that Bidders clarify ambiguities or other information presented in the Bid. Clarification requests will include appropriate references to this RFB and/or the Bid.

Clarification responses shall be in writing and shall address only the information requested. Responses shall be submitted to ETF within the time required.

2.3 CONTRACT AWARD

The least cost responsible Bidder(s) that meet(s) all the mandatory requirements will be awarded a Contract. Reference checks will be an important tool to verify that mandatory requirements are met.

Special

Bids that do not comply with instructions or are unable to comply with mandatory requirements contained within this RFB may be rejected by ETF.

A committee comprised of State personnel will verify that Bidders meet all requirements specified in this RFB. ETF may request reports on a Bidder's financial stability, and if financial stability is not substantiated, the Bid may be rejected. ETF may request demonstrations of the proposed products(s) and/or service(s), and review results of past awards to the Bidder by the State.

include an assessment of whether the Bidder will be able to meet the specifications of this RFB.

ETF retains the right to accept or reject any or all Bids, or accept or reject any part of a Bid deemed to be in the best interest of the State. The State shall be the sole judge as to compliance with the instructions contained in this RFB.

RFB ETB0050 Courier Services Page 17

Bids from certified Minority Business Enterprises may be provided up to a five percent (5%) bid preference in accordance with Wis. Stats. s. 16.75(3m).

2.4 RIGHT TO REJECT BIDS

This RFB does not commit ETF to awarding a Contract or pay any costs incurred in the preparation of a Bid in response to this RFB. ETF reserves the right to reject any and all Bids. ETF may negotiate the terms of the Contract, including the award amount, with the least cost responsible Bidder prior to entering into a Contract.

2.5 NEGOTIATION

ETF reserves the right to conduct Bidder discussions, request more competitive pricing, clarify Bids, and contact references, should it be in ETF the sole determinant of its best interests.

2.6 NOTIFICATION OF AWARD

All Bidders of this Contract, as a result of this RFB. If Contract negotiations cannot be concluded successfully with the awarded Bidder(s), ETF may negotiate a Contract with the next least cost responsible Bidder(s) and so on until ETF completes successful negotiations. ETF also reserves the right not to award a Contract.

2.7 APPEALS PROCESS

The appeals procedure applies to only those requests for bids for services that are over $50,000. Notices of intent to protest and protests must be made in writing. The protest must state the RFB number, detailed factual grounds for the objection to the RFB award, and must identify any Wisconsin Statutes and/or Wisconsin Administrative Codes that are alleged to have been violated. Protestors can submit one protest per award.

A vendor who wants to protest the award must first email a written notice, called an intent to protest indicating that the bidder intends to protest the award decision to ETFSMBProcurementAppeals@etf.wi.gov.

Address the written notice of intent to protest to: A. John Voelker, Secretary, Wisconsin Department of Employee Trust Funds.

The notice of intent to protest must be received in the ETF office no later than five (5) Business Days after the notice of intent to award the contract is issued. Fax documents will not be accepted.

Following the notice of intent to protest, the vendor who wishes to protest the award must e-mail the formal written protest to ETFSMBProcurementAppeals@etf.wi.gov addressed to the Secretary of the Department, within ten (10) Business Days after the notice of intent to award the contract is issued. Appeal rights are lost if no formal appeal is timely received.

RFB ETB0050 Courier Services Page 18

The decision of the head of the procuring agency may be appealed to the Secretary of the Department of Administration within five (5) working days of issuance, with a copy of such appeal filed with the procuring agency. The appeal must allege violation of a statute or a provision of the Wisconsin Administrative Code.

3 REQUIREMENTS

The B rements contained in this RFB. All resources necessary to meet the requirements are to be provided by the Bidder and included in the price indicated by Bidder on the Form E Cost Worksheet. The Bidder must provide enough detail in its response to allow the Department to understand how the Bidder will comply with each requirement. The to each item in Section 3 is mandatory and shall include (in Bid TAB 3 for hard copy or attached to the Response to Section 3 Requirements bid factor in eSupplier) the following items, organized as indicated below:

3.1 MANDATORY REQUIREMENTS

Failure to comply with one or more of these mandatory requirements may disqualify a Bid. A response to each item is a mandatory requirement, and failure to respond wit Bid being rejected.

If a Bidder cannot agree to each item listed, the Bidder must so specify and provide a reason or justification in Bid TAB 2 Assumptions and Exceptions of the Bid response or, if submitting electronically through eSupplier, the Assumptions and Exceptions bid factor. ETF may consider the issue if it is addressed in Bid TAB 2 or the Assumptions and Exceptions bid factor. Even if so y requirement may still result in a Bid being rejected.

1. The delivery staff must be able to lift boxes that weigh up to thirty (30) pounds. The Contractor is expected to pick up and deliver approximately four-five (4-5) oversized office envelopes from each site. On occasion there may be two-three (2-

2. The Contractor must be able to carry one or more locked bags or containers. These may contain checks. Packages shall always be kept secure. Courier vehicle must always be locked.

3. The Contractor must agree to be responsible for any contents lost in transit and assist with investigations related to any contents lost in transit.

4. The Contractor must maintain comprehensive automobile collision and liability insurance. (ETF will consider vendors who use alternative forms of transportation. Liability insurance is required even if a motor vehicle is not used for delivery). All vehicles must have company identification.

5. The Contractor must ensure sufficient staff to meet and maintain the Form B Courier Daily Run Schedule. If a driver happens to arrive early for a scheduled pick-up

RFB ETB0050 Courier Services Page 19 or if the items to be picked up are not ready at the scheduled pick-up time, the driver shall be required to wait for ten (10) minutes after the scheduled pick-up time at no additional charge.

6. The Contractor must be on time 95% of the time. ETF may or may not make allowances for weather, traffic, or other delays ETF may at its discretion require the courier to come up the elevator to deliver or may agree to meet the courie

7. The Contractor must not work when ETF is closed. Holidays and closures are posted on . No pick-ups or deliveries will occur during holidays, closures, or weekends. ETF offices are closed on these holidays:

New Year's Day (January 1)

Martin Luther King Jr.'s Birthday (3rd Monday in January)

Memorial Day (Last Monday in May)

Independence Day (July 4)

Labor Day (1st Monday in September)

Thanksgiving Day (4th Thursday in November)

Christmas Eve Day (December 24)

Christmas Day (December 25)

New Year's Eve Day (December 31)

8. Confidentiality

The Contractor understands and acknowledges that the records the Contractor will transport are strictly confidential under various provisions of law, including Wis. Stats.

§ 40.07. Contractor further understands and agrees that any employee or agent of the Contractor who violates the confidentiality provisions is subject to penalties, including monetary fines.

staff who are needed to transport the records as required by the contract.

The Contractor understands and agrees that at no time during the performance of its duties under this bid will any records be left unattended unless locked in the

The Contractor will not make copies of or retain copies of any records.

Contractor agrees and understands that all material scheduled to be picked up will be delivered the same day by no later than 2:15 PM, and no later than 4:00 PM for any special trips. Under no circumstances will any material be left in the mode of transport overnight, even if locked and secured.

9. The Contractor must be responsible for all wages, Federal and State Withholding

10. The Contractor must accommodate additional and non-scheduled pick-ups and deliveries in the Madison Metro area.

RFB ETB0050 Courier Services Page 20

11. The State during Contract period or at Contract renewal reserves the right to negotiate with the current Contractor the addition or reduction of pick-ups and deliveries in the Contract.

12. The State may request at any time, in writing, alternative personnel or drivers to be assigned to the Contract.

13. The Contractor must agree to these payment terms. If the Contractor fails, on any given day, to perform its duties under the bid, ETF will bill the Contractor for actual costs incurred in securing delivery of the courier mail, or at its discretion, withhold the actual costs to cover from the monthly payment. If a driver will not be able to make a scheduled stop (pick-up or delivery) within fifteen (15) minutes of the scheduled pick-up time or delivery time, an alert shall be phoned to the appropriate State staff to avoid liquidated damages. Liquidated damages will consist of an invoice credit equal to the cost of the contracted delivery that was lost, late or missed. Once the award is made, the Contractor shall be provided with the appropriate staff and phone numbers for each scheduled stop.

14. Staff Identification: All Contractor , while working on State property, shall wear a clearly displayed photo identification badge (provided by the Contractor at the C work for the Contractor.

3.2 REQUIRED RESPONSES

1. Describe the including:

number of staff, including independent contractors and employees number of offices and locations the location(s) of the office(s) from which the work on this project is to be performed primary business other business or services type of organization (franchise, corporation, partnership, etc.)

number and type of clients experience and capabilities in providing services similar to this bid, and

2. Name the manager. This person must be available for meetings with ETF staff.

3. List any acquisitions, and/or mergers or other material developments (changes in ownership, personnel, business, etc.) pending now or that occurred in the past five years for Bidder. List what other companies your company is affiliated with as a parent or subsidiary. Describe in detail.

RFB ETB0050 Courier Services Page 21

4. Describe any and all contracts currently held with State of Wisconsin agencies, local units of government (in Wisconsin) and related public authorities or entities. The response must identify the entity and describe the services provided.

5. Detail any judgment, criminal conviction, investigation or litigation pending against Bidder. Include a list of any litigation alleging breach of contract, fraud, breach of fiduciary duty or other willful or negligent misconduct of the Bidder during the past five (5) years.

ETF reserves the right to reject a response based on this information.

4 CONTRACT TERMS AND CONDITIONS

The Department will execute a Contract with the awarded Contractor(s). A Draft Contract is attached (Form F) as an example. The Contract and any subsequent renewal(s) will incorporate all terms and conditions in this RFB, Form C Department Terms and Conditions, Bid.

4.1 PAYMENT TERMS

Invoices must be itemized by Cost Worksheet categories of expenses actually incurred.

Invoices shall include the ETF purchase order number.

Itemized invoices shall include date, pick-up location, delivery, for trip based on a per mile rate, how many miles, and the total trip cost.

Invoices will be submitted electronically via e-mail.

Payment will only be made through Automated Clearing House (ACH) unless alternative arrangements are mutually agreed upon.

Invoices shall be submitted timely and no later than 1 year after completion of deliverables.

ETF anticipates invoices will be received monthly.

Payment will be made to the Contractor within thirty (30) Calendar Days of receipt of a proper and approved invoice.

4.2 COLLABORATIVE PURCHASING CLAUSE

Other institutions, such as state, local and public agencies, occasionally express interest in participating in Department contracts. The Department would like the Contractor to extend the terms, conditions and prices of the Contract(s) that result(s) from this RFB to any such entity. Any institution that would contract with the Contractor for the services provided under the Contract(s) will finalize their own contract with the Contractor and issue their own purchasing documents. The Contractor agrees that the Department bears no responsibility or liability for any agreement between the Contractor and the other entity that desires to exercise this option. If a Bidder does not agree to this, they should check extend the same pricing to other Wisconsin government entities on their

RFB ETB0050 Courier Services Page 22

Form E - Cost Worksheet, and in Section 5 of their Form D Bidder Required Form, ies or services to Wisconsin municipalities.

R F

B E

T B

C o u rie r

S e rv ic e s

P a g e

O

R M

B

C O

U R

IE

R

D A

IL

Y

R U

N S

C H

E D

U L

E

T im e

A M

D

:3

1:

2:

:0 a.

m

D or n in g P ic ku p

:3 a.

m

A rr iv at p .m

D

O A

D ro p-of f an d P ic k-up rr iv

F a t p.

m ea rl ie r if po ss ib le

R et ur n to

A b y 2:

p

.m . i f ha ve it em s to d el iv er

A B ld g.

E

W il so n

St

5th lo or , R m

Pi ck u p m at er ia ls f or E

O

A b ui ld in g as n ot ed be lo w

D O

A F in an ce u p m at er ia ls o n th e 5th f lo or in r oo m

A

. I n th e ro om y ou w il l f in d a m ai l s ta ti on w it h sl ot s fo r ea ch s ta te a ge nc y.

A C en tr al P ay ro ll u p m at er ia ls o n th e 5th f lo or in r oo m ff ic e of S ta te

T re as u re r u p in te r-de pa rt m en ta l en ve lo pe s on th f lo in le tte r tr ay . P ic k up ny de liv er ie s fo r E

T F in le tt sl m ar ke d E

T F

5.

B u ild in g D oc k

M ad is on

Y ar ds W ay ad is on

, W I

5-p of f m at er ia ls to E st af f at

M ad is on

Y ds

D oc k.

P ic k up m at er ia ls fr om E

T F s ta d ro p of f

A B

E W il so n lo or

, R m p of f ite m s in th e at e C on tr ol le r D ro p

O u p m at er ia ls a s no te d be lo w

D O

A F in u p m at er ia ls o n th e 5th f lo or in r oo

7A

. I n th e ro om y ou w il l f in d a m ai l s ta tio n w it h sl ot s fo r ea ch s te ag en cy

D O

A C en tr al P ay u p m at er ia ls o n th e 5th f lo or in r

7A ic e of S as ur u p in te r-de pa rt m en ta l e nv el op es th f lo or in le tte r tr ay

P ic k up u ild in g

D

M ad ds is on

5-p of f m at er ia

F st af

M ad ds k.

P ic up er ia ls f

F st af dr o ff a t

D O

A B

E W il so n lo or

R m

A F in p of f th e de liv er ie s in th e bi n

C on tr ol le r

D p

A C en tr al P ay p of f de li ve ri tr ol le r

D ro p O ic e of S as ur p of f in te r-d en ve lo pe s in b in m ar ke d D ro p d of

R un

D o no t ke ep er ia ls in p os se ss io ov n ig ht

B E

T B o u rie r

S e rv ic g e liv er ie s fo r

E T le tte r sl ot m ar ke d

E T

F5 im e F ir st

S to p T as ks un S ps ks

L t

S to p

R eq ue

-N p ar t o f

C os t p th

In vo ic

-A dd re ss su bj ec t to c ha ng e

E T

F B ui ld in g

D

M ad is on

Y ar ds is on

5-u p m at er ia ls to b e de liv er dr s lis te d un de r un s, w he n re qu es d.

A P ri nt om pu te r C en te r

D ar w in R oa d

M ad is on

W

I

-3

A I nf oT ec h

A B

E

W il so

4th lo ec ep tio ni st D

A P ri nt

C om pu te r

C en te r d ro p of f m at er ia ke d fo r de liv y.

In fo T ec h.

D ro p of f on ly . T ak e m at er ia pt io ni sk o

4th

Fl r.

ri ng a ny d el iv er ie s pi ck ed u p to E

T

RFB ETB0050 Courier Services Page 30

FORM C - DEPARTMENT TERMS AND CONDITIONS

Rev. Date: 07-01-2020 https://etf.wi.gov/sites/default/files/202102/Department%20Terms%20and%20Conditions%207.1.2020.docx

RFB ETB0050 Courier Services Page 34

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

We are a work center certified under Wis. Stats. S. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, WI 53703, (608) 266-5462.

Section 7: Bidder Certifications

Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extend in the United States when all other factors are equal. Materials covered in our bid were manufactured in whole or in substantial part in the United States. Yes No Unknown

We 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 certify that we are not currently engaged in a boycott of the State of Israel. Should we be awarded a contract, we understand that future engagement in a boycott of the State of Israel may result in contract termination.

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

Section 8: Bidder Signature

Name of Authorized Company Representative:

Title:

Phone:

Fax:

Signature of Above

Date:

Email:

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

RFB ETB0050 Courier Services Page 37

4822 Madison Yards Way, 8th Floor P.O. Box 7931 Madison, WI 53707-7931 Taxpayer ID Number (for payment purposes):

By (print the name of person authorized to legally sign this document and bind the agency):

By (print the name of person authorized to legally sign this document and bind the entity):

Title (print title of person named above): Title (print title of person named above):

Signature: Signature:

Date: Date:

Section 6: Bidder Identification (Check all that apply)

We claim minority bidder preference [Wis. Stats.16.75(3m)(b)(3)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder must be certified by the Wisconsin Supplier Diversity Program.

If you have questions concerning the certification process, contact the Wisconsin Supplier Diversity Program, 6th Floor, 101 E.

Wilson St., Madison, WI 53703, (608) 267-9550. Does Not Apply to Printing Bids.

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

We are a work center certified under Wis. Stats. S. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, WI 53703, (608) 266-5462.

Section 7: Bidder Certifications

Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extend in the United States when all other factors are equal. Materials covered in our bid were manufactured in whole or in substantial part in the United States. Yes No x Unknown x We 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.

x We certify that we are not currently engaged in a boycott of the State of Israel. Should we be awarded a contract, we understand that future engagement in a boycott of the State of Israel may result in contract termination.

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

Section 8: Bidder Signature

Name of Authorized Company Representative:

Steven S. Kreinz

Title:

VP

Phone:

414.774.6322

Fax:

Signature of Above

Date:

2/7/22

Email:

Stevek@cslog.com

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

Additional charges for changes/reductions to this bid may be based on the following:

Flat rate for new additional deliveries within the same parameters of current services and $__20___________

Hourly rate for services of one person and mode of transport. $__25______________

(Quarter hour minimum increments)

Based on a per mile rate of: $__.95______ per mile

3.1 MANDATORY REQUIREMENTS CS LOGISTICS COMPLIES WITH THE MANDATORY

REQUIREMENTS AND WE ARE PRESENTLY DOING THE WORK

Failure to comply with one or more of these mandatory requirements may disqualify a Bid. A response to each item is a mandatory requirement, and failure

Bid being rejected.

If a Bidder cannot agree to each item listed, the Bidder must so specify and provide a reason or justification in Bid TAB 2 Assumptions and Exceptions of the Bid response or, if submitting electronically through eSupplier, the Assumptions or Exceptions bid factor. ETF may consider the issue if it is addressed in Bid TAB 2 or the Assumptions and Exceptions bid factor. Even if so may still result in a Bid being rejected.

1. The delivery staff must be able to lift boxes that weigh up to thirty (30) pounds. The Contractor is expected to pick up and deliver approximately four-five (4-5) oversized office envelopes from each site. On occasion there may be two-three (2- boxes, record storage boxes or ten (10) ream paper boxes.

2. The Contractor must be able to carry one or more locked bags or containers. These may contain checks. Packages shall always be kept secure. Courier vehicle must always be locked.

3. The Contractor must agree to be responsible for any contents lost in transit and assist with investigations related to any contents lost in transit.

4.

maintain comprehensive automobile collision and liability insurance. (ETF will consider vendors who use alternative forms of transportation. Liability insurance is required even if a motor vehicle is not used for delivery). All vehicles must have company identification.

5. The Contractor must ensure sufficient staff to meet and maintain the Form B Courier Daily Run Schedule. If a driver happens to arrive early for a scheduled pick-up or if the items to be picked up are not ready at the scheduled pick-up time, the driver shall be required to wait for ten (10) minutes after the scheduled pick-up time at no additional charge.

6. The Contractor must be on time 95% of the time. ETF may or may not make allowances for weather, traffic, or other delays ETF may at its discretion require the courier to come up the elevator to deliver or may agree to meet

7. The Contractor must not work when ETF is closed. Holidays and closures are posted on . No pick-ups or deliveries will occur during holidays, closures, or weekends. ETF offices are closed on these holidays:

New Year's Day (January 1)

Martin Luther King Jr.'s Birthday (3rd Monday in January)

Memorial Day (Last Monday in May)

Independence Day (July 4)

Labor Day (1st Monday in September)

Thanksgiving Day (4th Thursday in November)

Christmas Eve Day (December 24)

Christmas Day (December 25)

New Year's Eve Day (December 31)

8. Confidentiality

The Contractor understands and acknowledges that the records the Contractor will transport are strictly confidential under various provisions of law, including Wis. Stats.

§ 40.07. Contractor further understands and agrees that any employee or agent of the Contractor who violates the confidentiality provisions is subject to penalties, including monetary fines.

staff who are needed to transport the records as required by the contract.

The Contractor understands and agrees that at no time during the performance of its duties under this bid will any records be left unattended unless locked in the

The Contractor will not make copies of or retain copies of any records.

Contractor agrees and understands that all material scheduled to be picked up will be delivered the same day by no later than 2:15 PM, and no later than 4:00 PM for any special trips. Under no circumstances will any material be left in the mode of transport overnight, even if locked and secured.

9. The Contractor must be responsible for all wages, Federal and State Withholding

10. The Contractor must accommodate additional and non-scheduled pick-ups and deliveries in the Madison Metro area.

11. The State during Contract period or at Contract renewal reserves the right to negotiate with the current Contractor the addition or reduction of pick-ups and deliveries in the Contract.

12. The State may request at any time, in writing, alternative personnel or drivers to be assigned to the Contract.

13. The Contractor must agree to these payment terms. If the Contractor fails, on any given day, to perform its duties under the bid, ETF will bill the Contractor for actual costs incurred in securing delivery of the courier mail, or at its discretion, withhold the actual costs to cover from the monthly payment. If a driver will not be able to make a scheduled stop (pick-up or delivery) within fifteen (15) minutes of the scheduled pick-up time or delivery time, an alert shall be phoned to the appropriate State staff to avoid liquidated damages.