RFB 18-2043 Diplomas-1.docx

18-2043

UNIVERSITY OF WISCONSIN SYSTEM

REQUEST FOR BID (RFB) LT-18-2043

Diploma Supply and Printing Services University of Wisconsin System

DATE OF ISSUE: September 22, 2017

BID DUE DATE: October 13, 2017 at 2:00pm

18-2043

State of Wisconsin Wis. Statutes s.16.75

DOA-3070 (R08/2003)

BIDS MUST BE SEALED AND ADDRESSED TO: |_| Remove from bidder list for this commodity/service. (Return this page only.)

University of Wisconsin System Administration Office of Procurement 780 Regent Street, Suite 105 Madison, WI 53715

Bid envelope must be sealed and plainly marked in lower corner with due date and Request for Bid # LT-18-2043. Late bids will be rejected. Bids MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the bid is due. Bids dated and time stamped in another office will be rejected. Receipt of a bid by the mail system does not constitute receipt of a bid by the purchasing office. Any bid which is inadvertently opened as a result of not being properly and clearly marked is subject to rejection. Bids must be submitted separately, i.e., not included with sample packages or other bids. Bid openings are public unless otherwise specified. Records will be available for public inspection after issuance of the notice of intent to award or the award of the contract. Bidder should contact person named below for an appointment to view the bid record. Bids shall be firm for acceptance for sixty (60) days from date of bid opening, unless otherwise noted. The attached terms and conditions apply to any subsequent award.

REQUEST FOR BID

Diploma Supply and Printing Services for the University of Wisconsin System

October 13, 2017 at 2:00pm

BIDDER

Name:

Address:

Name (Contact for further information) Lori Taylor – ltaylor@uwsa.edu

Phone

(608) 263-4380 Date September 22, 2017

Quote Price and Delivery FOB

|_| Fax bids are accepted |X| Fax bids are not accepted

Item No.

Quantity and Unit

Per Unit

Total

Diploma Supply and Printing Services for the University of Wisconsin System

|_| We claim minority bidder preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder must be certified by the Wisconsin Department of Commerce. If you have questions concerning the certification process, contact the Wisconsin Department of Commerce, 5th Floor, 201 W. Washington Ave., Madison, Wisconsin 53702, (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, Wisconsin 53702, (608) 266-2605.

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.

Name of Authorized Company Representative (Type or Print) Title Phone ( )

Email

Signature of Above

Date Federal Employer Identification No.

Social Security No. if Sole Proprietor (Voluntary)

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

Table of Contents

INTRODUCTION AND PURPOSE

Purpose of the Request PURPOSE OF THE REQUEST FOR BIDS: University of Wisconsin System Administration (UWSA) Office of Procurement invites your firm to submit a bid in response to this request for bid (RFB). This contract is for the production and purchase of diploma covers, diplomas and miniature diplomas for all four year and two year campuses of the University of Wisconsin System. All campuses require both covers and diplomas. This RFB is designed in anticipation that all services will be awarded to one contractor.

Reasonable Accommodations REASONABLE ACCOMMODATIONS: The University of Wisconsin System Administration, Office of Procurement will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you think you need accommodations at a bid opening/vendor conference, contact Lori Taylor in representation of the University of Wisconsin System Administration - Office of Procurement at 608-263-4380.

Contract Length CONTRACT LENGTH: It is the intent of the University to commence the resulting contract on or about October 1, 2017. The contract term will be for a one (1) period from the effective date with two (2) 1-year extensions. The offer to extend shall be given to the contractor in writing 30 days prior to the anniversary date.

The total maximum contractual length will be three (3) years.

Parties to the Contract The contract shall be between the Board of Regents of the University of Wisconsin System, hereafter referred to as the "University", and the successful bidder hereafter referred to as the “Contractor".

Cancellation and Termination CANCELLATION AND TERMINATION: The University of Wisconsin System reserves the right to cancel the resulting contract/agreement on the contract anniversary date, for any reason, by giving written notice to Contractor of such cancellation, at least one hundred eighty (180) days before the contract anniversary date. Contractor shall, in the event of such cancellation, be entitled to receive compensation for any work accepted hereunder in accordance with the University of Wisconsin System’s order(s). Contractor may also be compensated for partially completed work in the event of such cancellation. The compensation for such partially completed work shall be no more than the percentage of completion of each work effort, as determined in the sole discretion of the University of Wisconsin System, times the corresponding payment for completion of such work as set forth in the University of Wisconsin System’s order(s).

In addition, the University of Wisconsin System reserves the right to terminate the resulting contract/agreement, for reasons of breach of contract, by giving written notice to Contractor of such termination and specifying the effective date thereof, at least ten (10) days before the effective date of such termination. The University shall provide ten (10) calendar days written notice of contract breach and unless within ten (10) calendar days such neglect has ceased and arrangements made to correct, the University may cancel the contract by giving one hundred eighty (180) day notice in writing by registered or certified mail of its intention to cancel this contract. Contractor shall, in the event of such termination, be entitled to receive compensation for any work accepted hereunder in accordance with the University of Wisconsin System's order(s). Contractor shall also be compensated for partially completed work in the event of such termination. The compensation for such partially completed work shall be no more than the percentage of completion of each work effort, as determined in the sole discretion of the University of Wisconsin System, times the corresponding payment for completion of such work as set forth in the University of Wisconsin System's order(s).

Should the University breach any terms or provisions of this contract, the contractor shall serve written notice on the University setting forth the alleged breach and demanding compliance with the contract. Unless within ten (10) calendar days after receiving such notice, the allegation shall be contested or such breach shall cease and arrangements be made for corrections, the contractor may cancel the contract by giving one hundred twenty (120) day notice, in writing, by registered or certified mail of its intention to cancel this contract.

Upon cancellation, termination or other expiration of the resulting contract/agreement, each party shall forthwith return to the other all papers, materials, and other properties of the other held by each for purposes of execution of the contract/agreement. In addition, each party will assist the other party in the orderly termination of this contract/agreement and the transfer of all aspects hereof, tangible or intangible, as may be necessary for the orderly, non-disruptive business continuation of each party.

The University may discontinue this contract, in whole or in part, without penalty at any time due to non‑appropriation of funds.

If the contractor fails to maintain and keep in force required insurance, the University shall have the right to cancel and terminate the contract without notice.

VendorNet Registration The State of Wisconsin’s purchasing information and vendor notification service is available to all businesses and organizations that want to sell to the state including the University of Wisconsin System. Anyone may access VendorNet on the Internet at http://vendornet.state.wi.us to get information on state purchasing practices and policies, goods and services that the state buys, and tips on selling to the state. Vendors must use the State’s eSupplier site to register as a vendor. The website you need to go to register for VendorNet is:

https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI_GUEST> Go over to the right and look for the BIG blue tab that says "Enter Bidder Site:> Then go over to the right to see the "Faqs" - among other questions answered is, "How to register as a Bidder" Click on that and go through the steps to register.

A subscription with notification guarantees the organization will receive an e-mail message each time a state agency, including any campus of the University of Wisconsin System, posts a request for bid or a request for bid in their designated commodity/service area(s) with an estimated value over $50,000. Organizations without Internet access receive paper copies in the mail. Increasingly, state agencies also are using VendorNet to post simplified bids valued at $50,000 or less. Vendors also may receive e-mail notices of these simplified bid opportunities.

VendorNet will post bids from all University campuses plus Municipalities. The State eSupplier site will post bids from all other State agencies. You can see the eSupplier bids from the VendorNet website but it doesn’t work in reverse.

BID PROCEDURES AND INSTRUCTIONS

Method of Bid/Submission

This Request for Bid shall cover all needs for the items described herein. Bidding shall be on the basis of two groups: Covers and Inserts. Bidder MUST submit bids on both groups. The bidder must submit bids on the enclosed Bid Submittal Form. FAX BIDS WILL NOT BE ACCEPTED

Vendors must submit an original, marked as such, and one copy of all materials required for acceptance of their bid by the deadline shown on the Request for Bid form. Vendors must also submit an electronic copy of all materials on a USB flash drive in the same envelope. Submission must be made to:

University of Wisconsin System Administration Office of Procurement Attn: Lori Taylor 780 Regent Street Room Number 105 Madison, WI 53715

Bids must be received by the receptionist in the above office. All bids must be time-stamped by the University of Wisconsin System Administration - Office of Procurement prior to the stated opening time. Bids not so stamped will be considered late, and will not be accepted as a legitimate bid. Receipt of a bid by the State mail system does not constitute receipt of a bid by the University of Wisconsin System Administration - Office of Procurement, for purposes of this request for bids.

All bids must be packaged, sealed, and have the bid information sheet (found at the end of this document) attached on the outside of the package.

By submitting a signed bid, the vendor's signatories certify that in connection with this procurement: (a) the vendor's organization or an agent of the vendor's organization has arrived at the prices/commissions in its bid without consultation, communication or agreement with any other respondent or with any competitor for the purpose of restricting competition, (b) the prices/commissions quoted in the bid have not been knowingly disclosed by the vendor's organization or by any agent of the vendor's organization and will not be knowingly disclosed by same, directly or indirectly, to any other respondent or to any competitor, and (c) no attempt has been made or will be made by the vendor's organization or by any agent of the vendor's organization to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition Calendar of Events CALENDAR OF EVENTS: Listed below are important dates and times by which actions related to this Request for Bid (RFB) must be completed. In the event that the University of Wisconsin System finds it necessary to change any of these dates and times it will do so by issuing a supplement to this RFB.

State of Wisconsin Terms and Conditions These standard and supplemental terms and conditions shall govern this bid and subsequent award. Submission of any standard vendor 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 vendor's bid. The State reserves the right to negotiate contractual terms and conditions other than those in the State of Wisconsin Contract when it is in the best interest of the State to do so.

Multiple Bids Multiple bids from a vendor will be permissible however each bid must conform fully to the requirements for bid submission. Each such bid must be separately submitted and labeled as Bid #1, Bid #2, etc. on each page included in the response. Alternate acquisition plans do not constitute multiple bids.

Incurring Costs INCURRING COSTS: The State of Wisconsin and University of Wisconsin System (including the Board of Regents of the University of Wisconsin System, its officers, agents and employees) are not liable for any cost incurred by a vendor in the process of responding to this RFB.

Questions Any questions concerning this RFB must be submitted in writing on or before September 29, 2017 to:

University of Wisconsin System Administration Office of Procurement Attn: Lori Taylor Room No. 105 780 Regent Street Madison, WI 53715 ltaylor@uwsa.edu Vendors are expected to raise any questions, exceptions, or additions they have concerning the RFB document or the attached State of Wisconsin Contract at this point in the RFB process. If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB, the vendor should immediately notify the above named individual of such error and request modification or clarification of the RFB document.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFB, supplements or revisions will be posted on VendorNet.

From the date of release of this RFB, all contacts with the University of Wisconsin System Personnel regarding this RFB shall be made through this purchasing section in the University of Wisconsin System Administration (UWSA) Office of Procurement. Violation of this condition may be considered sufficient cause for rejection of a bid, irrespective of any other considerations.

Each bid shall stipulate that it is predicated upon the terms and conditions of this RFB and any supplements or revisions thereof.

News Releases NEWS RELEASES: News releases pertaining to the RFB or to the acceptance, rejection, or evaluation of bids shall not be made without the prior written approval of the University of Wisconsin System Administration, Office of Procurement.

Each bid shall stipulate that it is predicated upon the terms and conditions of this RFB and any supplements or revisions thereof.

BID ACCEPTANCE, EVALUATION, AND AWARD

Bid Acceptance Bids which do not comply with instruction or are unable to comply with the specifications contained in the RFB may be rejected by the University of Wisconsin System Administration, Office of Procurement. The University of Wisconsin System may request reports on a vendor’s financial stability and if financial stability is not substantiated may reject a vendor’s bid. The University of Wisconsin System Administration, Office of Procurement shall be the sole judge as to compliance with the instructions contained in this RFB. All bids shall REMAIN FIRM for the entire contract period.

Bid Evaluation and Basis for Award The University shall determine if the bidder is financially, managerially and operationally capable of providing the required products and services based on the vendor’s response to this bid. Only those vendors determined to be responsible bidders shall be considered. Representatives from the University reserve the right to request financial forms and product samples prior to award of this bid to confirm if a bidder is responsible.

It is the intention of the University to award this contract to one bidder, however, we reserve the right to award to multiple providers if it is in the best interest of the University. Bids will be evaluated based on the best pricing for Diploma Covers (Item 7.1.4) plus Diploma Inserts plus the Added Features (Item 7.2.13) for the Grand Total (Item 7.4). The lowest Grand Total will be considered the winning bidder. Bid costs shall be effective for the life of the contract.

We will be using a marketbasket method for Item 7.5. Procurement reserves the option of doing a split award.

Estimated annual volumes are as follows:

30,000 – 10x8 Diploma Covers 6,000 – 8x6 Diploma Covers 10,000 Inserts 15,000 Direct Mail Inserts Notification of Intent to Award Any vendors who respond to this RFB with a bid, will be notified in writing of the State’s intent to award the contract as a result of this RFB.

After notification of the intent to award is made, and under the supervision of University of Wisconsin System Administration Office of Procurement staff, copies of bids will be available for public inspection 8:30 a.m. to 4:30 p.m. at 780 Regent Street, Madison WI 53715 in Room 105. Vendors should schedule reviews with Lori Taylor at 608-263-4380 to ensure that space is available for the review.

SPECIAL TERMS AND CONDITIONS

Performance Bond or Irrevocable Letter of Credit The successful bidder, hereafter referred to as "Contractor", shall be required to furnish a performance bond in the amount of twenty-five thousand dollars ($25,000). Such bond must be furnished upon notification by the University of Wisconsin System, Office of Procurement, hereafter referred to as "System Office of Procurement", and prior to contract award.

In lieu of the performance bond, the Contractor may provide an irrevocable letter of credit naming the University as beneficiary. The irrevocable letter of credit shall be in the amount specified for the performance bond and the format content required by the University. The performance bond or irrevocable letter of credit shall be furnished by a company licensed to do business in the State of Wisconsin.

The performance bond or irrevocable letter of credit shall be for the entire contract period. If an irrevocable letter of credit is used, the period shall extend one month beyond the contract expiration date. The performance bond or letter of credit shall provide that in the event of non‑renewal, the Office of Procurement, and the contractor be notified in writing by the issuer a minimum of sixty (60) days prior to the anniversary of the effective date of the contract.

In the event of non‑renewal, the Contractor shall provide the University evidence of the new source of surety within twenty‑one (21) calendar days after the University's receipt of the non‑renewal notice. Failure to maintain the required surety in force may be cause for contract termination.

Failure to provide the bond or irrevocable letter of credit within twenty‑one (21) days of notification of award may result in cancellation of contract award.

Excused Performance If, because of riots, war, public emergency or calamity, fire, flood, earthquake, act of God, government restriction, labor disturbance or strike, business operations at the University are interrupted or stopped, performance of this contract, with the exception of monies already due and owing, shall be suspended and excused to the extent commensurate with such interfering occurrence. The expiration date of this contract may be extended for a period of time equal to the time that such default in performance is excused.

Minority Business Program The University of Wisconsin is committed to the promotion of minority business in the State’s purchasing program. With this procurement a successful contractor is encouraged to purchase services and supplies from minority businesses certified by the Wisconsin Department of Development, Bureau of Minority Business Development. The UW Purchasing unit shall require from the successful contractor a quarterly report of purchases of such supplies and services necessary for the implementation of the contract. A listing of certified minority businesses, as well as the services and commodities they provide, is available from the Department of Administration, Office of Minority Business Program, (608) 267-7806.

The University requests the cooperation of the contractor in reporting on a regular basis all purchases of services or commodities from certified minority businesses used in the performance of this contract. This report shall be submitted to the University Purchasing Office on an annual basis.

BID REQUIREMENTS

Bidder Requirements The bidder shall have been in the business of printing and supplying diplomas and associated accessories for a minimum of 5 years.

The bidder shall have an established history of providing diploma services and direct mail diploma services to large campuses (approximately 10,000+ diplomas annually). Provide a list of at least three (3) similar clients to the UW System on the attached Vendor Client Reference page.

All production facilities must be located within the United States. No work is to be produced outside of the US without prior approval of the University.

Contractor must be able to report on a semi-annual basis all purchases against this contract, including number of orders, number of volumes and total payments.

Product Requirements The Contractor shall provide all typesetting, platemaking, printing, engrossing, stamping, thermographing, paper, proofs, postage and freight, packaging, board, cloth, padding, plastic and photo materials, and costs necessary or incidental to the manufacture and delivery of covers and diplomas.

The Contractor shall assume responsibility for proofing new plates to be used in the production of diploma inserts and diploma covers.

Note: Contractor is advised that as campuses are able to, for economic reasons, they may begin to print their own inserts and only require that the contractor provide the covers.

The Contractor will assume responsibility for sending an imprint (copy of image produced by plate) of new or replacement plates to the person in charge of ordering diplomas for that institution PRIOR to the first run to verify all speicifications and signatures are correct. University will provide a listing of these contacts to the Contractor.

In the event of an error associated with production of diploma inserts and/or diploma covers, the contractor shall assume responsibility for all costs associated with production and re-distribution of said diplomas and diploma covers.

Basic Diploma Inserts University will request inserts in 8" x 6" and 10" x 8" sizes.

Production processes: Intaglio printing or thermograph printing with letterpress imprinting and letterpress engrossing. Red or black.

Intaglio (engraved) Genuine steel plate engraving of bank note quality. Base plate as shown in Exhibits A and B. Individual campus seal or crest intaglio printed in gold, black or other color.

Thermograph fine line thermograph raised printing. Each campus has the option to have their base diploma insert thermographed with a different type style or size and/or their university seal thermographed in black or colored ink. Only one thermographed process is allowed per insert.

Imprinting – Imprint the date line, location (name) of campus, signature lines and seals as required. Imprint name of graduate, degree and area of specialization. When required (usually 1 or 2 lines), the type face and style must conform to the type face and the style of the body of the diploma insert.

Paper shall must be archival quality/acid-free diploma paper and must meet the University’s current specifications without any deviations. Manufacturer shall be one of the following:

· Crane's Diploma Parchment, white wove substance 48, unwatermarked, 100% cotton fiber

· Olympic Parchment (39 lb. basis wt.)

· College Diploma Parchment, a vegetable parchment simulating genuine sheepskin, 45# basis.

Ink shall be heat resistant so the campus may run diplomas through laser printer to print the name and degree if they choose to do so.

Characters – Must be able to print international or custom characters on diplomas.

Ownership - Current basic intaglio plates, engravings and stamping dies are owned by the University of Wisconsin System and are furnished for use by the contractor. Any new or revised plate, engraving or stamping die made for use in this contract becomes the property of the University of Wisconsin System and at the bid rate in Items 7.2.15 through 7.2.22 of the Bid Submittal Form.

Composition - The contractor shall furnish all type, composition and proofing as required for plates, imprinting and engrossing, without extra charge.

Replacement Diplomas - Replacement diplomas are required occasionally as part of this contract. In addition to the current base and imprint information, they require, at no extra charge, an additional line at the bottom of the insert. (Example: "To replace diploma issued June 23, 2014").

Diploma Covers Diploma Covers shall be folder style, square cornered, top hinged, with two panels inside and four corner pockets on insert panel. The connection hinge between the panels must be made of the same leatherette fabric as the exterior cover.

Size - Approximately 8 5/8" wide x 6 1/2" high closed to hold an 8" x 6" insert, and approximately 10 3/4" wide x 8 3/4" high closed to hold 10" x 8" insert.

Board - 100 point warp resistant red label Davey Board, or equal.

Padding – A minimum of 5/32 Poly Foam is to be laminated to a .016 top liner board.

Covering - Pyroxilian coated latex saturated leatherette paper, 7 point, pebble grain (morocco) finish. If a sample color(s) and/or texture(s) are required, contact Lori Taylor in the Procurement Office at 608/263-4380.

Covering for UW Oshkosh – Covering to be Kivar 9 Lining - Two panels moiré acetate silk lining laminated to a .024 white liner board. If a sample color(s) and/or texture(s) are required, contact Lori Taylor in the Procurement Office at 608/263-4380. We will be asking for prices for cut silk (attached to backing and then cut) and also for wrapped silk (wrapped around the edges of the backing). See Items 7.1.10 and 10.1.11 on the Bid Submittal Form.

Stamping - Blind stamping 1/32" straight line creasing boarder on all outside edges approximately 1/4" in from edge on front and back panels. Hot stamping with decorative gold foil or two lines of type in matching appropriate type faces as used in diplomas.

Additional use of individual university campus seal, with or without type, may be requested. See Bid Submittal Form Item 7.1.5.

Imprint Lining - Printing on the lining is required for some campuses. If this additional feature is selected, the campus will supply the necessary camera ready art and/or photos.

Protector - A clear plastic insert protective sheet (.005") shall be supplied with each cover and inserted in position therein. Protector may also be purchased separately (See 7.1.9).

Envelope - A protective 24# white wove envelope shall be supplied for each cover and the cover shall be inserted therein.

Color & Fabric Samples - Please note below the colors each campus currently requires for the Outside Covers, Inside Lining, and Corner Pockets. Any of the schools may, without penalty charge, change their color or fabric scheme by substitution of any other standard available item for those shown above.

Honorary Diplomas Honorary diplomas and covers are required on this contract. Approximately 30 are ordered per year.

Honorary diplomas shall be produced on College Diploma Parchment, Olympic Parchment, or equal, with certain letters illuminated in gold and one other color.

Engrossing shall be done by type.

Honorary Diploma covers require the recipient's name stamped in gold leaf and eight diagonal corner pockets in addition to the normal stamping and embossing.

Honors Designations – The University of Wisconsin would like the option of having the honors designation printed on the diplomas along with the sticker option.

All other specifications shall be as given for regular diplomas.

Other Requirements Blank Diplomas – Must provide blank diplomas (includes masthead, seals, signatures, etc., excludes name and degree information) to the University, when requested. University will only be charged cost for diplomas and shipping.

Diploma Mailers – Mailers shall be available in tucked-in tab and peel-off seals. Also may be required in different colors besides white. Please see Itemized bid List Item 7.3.

Alternate Materials - All materials as defined or exhibited herein shall be furnished accordingly unless an equal substitution is proposed at the time of bidding. Any substitution must be described fully on the Bid Submittal Form and samples must be furnished with the bids. Acceptance of substitute materials shall be at the discretion of UW System Purchasing.

Quality - All printing and related material for the University of Wisconsin System must be of the highest quality. Bank note quality is required for intaglio printing. The printing on all reproductions shall be clear, clean and uniformly sharp. Covers shall be neatly and uniformly made without blemish or defect. Any inferior product will be rejected.

Delivery Requirements Ordering will be by use of Purchase Order Form which will be issued directly from the using campus to the contractor. No other ordering method, procedure, or form will be used. Separate orders will be issued for covers and diploma inserts except honorary diploma covers and inserts may be combined on one order. Miniature diplomas should be ordered on the same order with the diploma insert.

All orders are F.O.B. inside destination door delivery to each of the University of Wisconsin System campuses being served.

The contractor must furnish order acknowledgments stating the projected delivery date.

Covers - 20 to 25 working days from date of receipt of printing order, depending upon the needs of the ordering campus.

Diplomas - Orders must be completed and delivered one week prior to the commencement date as shown on the diplomas on all orders for which adequate information has been provided, or within 30 calendar days for orders received after the commencement date. Normally 30 days is allowed for imprinting. Orders completed using the direct mailing operation must be printed and mailed within 10 days of order submission (see Item 5.4).

The contractor must indicate on all invoices the Customer purchase order and sub order number, a description and dimensions of item ordered (i.e., Diploma Inserts 6x8 and 8x10), quantity, invoice date, unit price, and total cost.

The contractor must indicate on all packing slips the Customer purchase order and sub order number, a description and dimensions of item ordered (i.e., Diploma Inserts 6x8 and 8x10), quantity, and date shipped.

The contractor must file quarterly production reports with UW System Purchasing indicating the number of covers, diplomas and miniatures ordered by each campus during the reporting period. The reports are due by the 15th day of the month after the close of the quarter.

Direct Mail Requirements Must currently offer direct mailing service for 8 x 6 and 10 x 8 diplomas.

Must currently offer an option to deliver both PDF and CE (certified electronic) documents.

Must use a mailing envelope (cardboard) with a security glue strip and pre-printed with the University’s return address and appropriate warning messages (i.e., Do Not Fold, etc.).

Must print address labels and adhere to diploma mailing envelopes.

Must match the individualized diploma with the correct address label/envelope.

Must attach the correct postage to envelope.

Must be able to print and mail standard diploma orders within 10 days of order submission.

Must offer a variety of shipping options (Next Day Air, 2 Day Air, 3 Day Air, Ground, etc.).

Must offer the ability to use FedEx or UPS to deliver diplomas internationally.

Must charge postage at cost.

Must have secured web-based user interface that can submit new orders, track current orders and retrieve previous orders.

Must be able to automatically notify students via email when their diploma order was received and shipped.

Must be able to offer all of these requirements without installing software on the University’s infrastructure.

Must be able to offer all of these requirements within two (2) months of implementation of contract.

Campus must be able to order diplomas from Microsoft and Macintosh Operating Systems (Versions Windows XP and OS10 respectively).

CHECKLIST

LT-18-2043

Bid Submittal Checklist Required Documentation & Forms to be submitted along with Bid Submittal Forms:

|_| Request for Bid Cover Page – DOA-3070 Form – Page 2

|_| Section 7 Bid Submittal Form with Signature

|_| Section 9 Vendor Information

|_| Section 10 Vendor Client Reference

|_| Section 11 Designation of Confidential and Proprietary Information

|_| Section 12 Affidavit

Note: This checklist is to help proposers ensure their submittal packet is complete. This sheet does not need to be returned as part of the submittal. Please do not submit items other than those required by this bid document.

BID SUBMITTAL FORM

BIDDER NAME __________________________

7.0 BASE PRICES

Bid specifications include acetate for all and gold foil stamping or blind embossing for all with a long top hinge, the base price includes these items as well as a cut silk moire interior of any color and 4 corner pockets of any color. Base price also includes a white kraft envelope and shipping. Inside delivery and other special shipping requirements will be invoice separately.

7.1.3 Cover to hold 11-3/8 x 8-7/8” insert (1500*) x $____ Each = $______

7.1.4 Total 7.1.1 - 7.1.3 BASE COVER TOTAL $______

Added Features

7.1.5 Seal on outside with type Add Per Cover = $_______

7.1.6 Blind emboss of seal Add Per Cover = $_______

7.1.7 Lining imprinted, lithographed Per Cover = $_______

7.1.9 Protector Sheets Each = $_________

7.1.10 Cut Silk Backing Per Cover = $_________

7.1.11 Wrapped Silk Backing Per Cover = $_________

7.2 DIPLOMA INSERTS

BASE INSERT TOTAL 7.2.1 thru 7.2.4 is for the printing of the Masthead and body text only. The combination of BASE INSERT TOTAL and ADDED FEATURE TOTAL gives the final price as outlined in the GRAND TOTAl.

Base Bid per specifications

7.2.1 Engraved insert (8" x 6") (3675*) $ Ea. X 3675 = $___________

7.2.2 Thermographed insert (8" x 6") (1800*) $ Ea. X 1800 = $___________

7.2.3 Engraved insert (10" x 8") (10,450*) $ Ea. X 10,450 = $___________

7.2.4 Thermographed insert (10" x 8") (17,000*) $ Ea. X 17,000 = $___________

7.2.5 (7.2.1 – 7.2.4) BASE INSERT TOTAL $___________

Inserts Added Features

7.2.6 Miniature diploma ‑ front side only (1750*) $ Ea. X 1750 = $___________

7.2.7 Back printing on miniature diploma (30*) $ Ea. X 30 = $___________

7.2.8 Honorary diploma (either size) (30*) $ Ea. X 30 = $___________

7.2.9 Gold foil hot stamped seal (19,625*) $ Ea. X 19,625 = $__________

7.2.10 Intaglio gold, silver or black seal (10,750*) $ Ea. X 10,750 = $__________

7.2.13 (Items 7.2.5 - 7.2.12) ADDED FEATURES TOTAL $__________

*Estimated one year totals

7.2.15 Correction to existing intaglio plate Per Plate = $____________

7.2.16 Manufacture of new intaglio plate (8" x 6") Each = $____________

7.2.17 Manufacture of a new intaglio plate (10" x 8") Each = $____________

7.2.18 Manufacture of a new intaglio plate for seal only Each = $____________

7.2.19 Manufacture of blind embossing die Each = $____________

7.2.24 Rush Order Charge Each = $____________

*Estimated One Year Totals

BIDDER NAME __________________________

7.3 DIPLOMA MAILERS

Tucked In Tabs (7 x 9 mailer to hold 6 x 8 diploma only) White Each = $_______ Other color Each = $_______ Tucked In Tabs (9 x 11.5 mailer to hold 8 x 10 diploma only) White Each = $_______ Other color Each = $_______

Peel Off Tab (7 x 9 mailer to hold 6 x 8 diploma only) White Each = $_______ Other color Each = $_______ Peel Off Tab (9 x 11.5 mailer to hold 8 x 10 diploma only) White Each = $_______ Other color Each = $_______

Tucked In Tabs (9 x 11.5 mailer to hold 6 x 8 diploma and cover) White Each = $_______ Other color Each = $_______ Tucked In Tabs (9.75 x 12.25 mailer to hold 8 x 10 diploma and cover) White Each = $_______ Other color Each = $_______

Peel off Tabs (9 x 11.5 mailer to hold 6 x 8 diploma and cover) White Each = $_______ Other color Each = $_______ Peel off Tabs (9.75 x 12.25 mailer to hold 8 x 10 diploma and cover) White Each = $_______ Other color Each = $_______

7.4 TOTAL BASE BID ‑ Total 7.1.4 (Covers) $ ____________

PLUS

Bids must be submitted for both diploma covers and diploma inserts.

7.5 DIRECT MAIL PRICE

7.6 MATERIALS

Check One: ( ) All materials shall be supplied exactly as in specifications.

( ) Substitutions in materials are proposed and explanatory sheet and specimens are attached.

7.7 BIDDING COMPANY

NAME _______________________________________________________________

FIRM ________________________________________________________________

ADDRESS ____________________________________________________________

CITY & STATE _________________________________________________________

TELEPHONE FEIN NO. ___________________________________

AUTHORIZED SIGNATURE DATE _________________________

*Estimated One Year Totals

Addenda THE BELOW ADDENDA HAVE BEEN RECEIVED AND CONSIDERED IN THE PREPARATION OF THIS BID. PLEASE COMPLETE THE ACKNOWLEDGMENT BY INSERTING THE DATE OF THE ADDENDA.

Signature

Company Name

Address

City, State, Zip

Phone

Email

Name

Title

Signature

Date

STANDARD TERMS AND CONDITIONS

Standard Terms and Conditions Form displayed on the following pages of this document. (below)

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

2.0 DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from original text, terms, conditions, or specifications shall be described fully, on the bidder's/proposer's letterhead, signed, and attached to the request. In the absence of such statement, the bid/bid shall be accepted as in strict compliance with all terms, conditions, and specifications and the bidders/proposers shall be held liable.

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

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

5.0 DELIVERY: Deliveries shall be F.O.B. destination freight prepaid and included unless otherwise specified.

6.0 PRICING AND DISCOUNT: The State of Wisconsin qualifies for governmental discounts and its educational institutions also qualify for educational discounts. Unit prices shall reflect these discounts.

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

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

6.3 In determination of award, discounts for early payment will only be considered when all other conditions are equal and when payment terms allow at least fifteen (15) days, providing the discount terms are deemed favorable. All payment terms must allow the option of net thirty (30).

7.0 UNFAIR SALES ACT: Prices quoted to the State of Wisconsin are not governed by the Unfair Sales Act.

8.0 ACCEPTANCE-REJECTION: The State of Wisconsin reserves the right to accept or reject any or all bids/bids, to waive any technicality in any bid/bid submitted, and to accept any part of a bid/bid as deemed to be in the best interests of the State of Wisconsin.

Bids/bids MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the bid/bid is due. Bids/bids date and time stamped in another office will be rejected. Receipt of a bid/bid by the mail system does not constitute receipt of a bid/bid by the purchasing office.

9.0 METHOD OF AWARD: Award shall be made to the lowest responsible, responsive bidder unless otherwise specified.

10.0 ORDERING: Purchase orders or releases via purchasing cards shall be placed directly to the contractor by an authorized agency. No other purchase orders are authorized.

11.0 PAYMENT TERMS AND INVOICING: The State of Wisconsin normally will pay properly submitted vendor invoices within thirty (30) days of receipt providing goods and/or services have been delivered, installed (if required), and accepted as specified.

Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order including reference to purchase order number and submittal to the correct address for processing.

A good faith dispute creates an exception to prompt payment.

12.0 TAXES: The State of Wisconsin and its agencies are exempt from payment of all federal tax and Wisconsin state and local taxes on its purchases except Wisconsin excise taxes as described below.

The State of Wisconsin, including all its agencies, is required to pay the Wisconsin excise or occupation tax on its purchase of beer, liquor, wine, cigarettes, tobacco products, motor vehicle fuel and general aviation fuel. However, it is exempt from payment of Wisconsin sales or use tax on its purchases. The State of Wisconsin may be subject to other states' taxes on its purchases in that state depending on the laws of that state. Contractors performing construction activities are required to pay state use tax on the cost of materials.

13.0 GUARANTEED DELIVERY: Failure of the contractor to adhere to delivery schedules as specified or to promptly replace rejected materials shall render the contractor liable for all costs in excess of the contract price when alternate procurement is necessary. Excess costs shall include the administrative costs.

14.0 ENTIRE AGREEMENT: These Standard Terms and Conditions shall apply to any contract or order awarded as a result of this request except where special requirements are stated elsewhere in the request; in such cases, the special requirements shall apply. Further, the written contract and/or order with referenced parts and attachments shall constitute the entire agreement and no other terms and conditions in any document, acceptance, or acknowledgment shall be effective or binding unless expressly agreed to in writing by the contracting authority.

15.0 APPLICABLE LAW AND COMPLIANCE: This contract shall be governed under the laws of the State of Wisconsin. The contractor shall at all times comply with and observe all federal and state laws, local laws, ordinances, and regulations which are in effect during the period of this contract and which in any manner affect the work or its conduct. The State of Wisconsin reserves the right to cancel this contract if the contractor fails to follow the requirements of s. 77.66, Wis. Stats., and related statutes regarding certification for collection of sales and use tax. The State of Wisconsin also reserves the right to cancel this contract with any federally debarred contractor or a contractor that is presently identified on the list of parties excluded from federal procurement and non-procurement contracts.

16.0 ANTITRUST ASSIGNMENT: The contractor and the State of Wisconsin recognize that in actual economic practice, overcharges resulting from antitrust…