RFB 28373 Final 042522.docx

28373-CH: Teams-Compatible Headsets and Related Equipment

Request for Bid (RFB) #28373-CH:

TEAMS-Compatible Headsets and Related Equipment

Issued: April 25, 2022 Responses Due: May 26, 2022, at 2:00 PM CT

TABLE OF CONTENTS

INTRODUCTION AND PURPOSE

1.1 DEFINITIONS

For the purposes of this Request for Bid and resulting Contract(s), the following definitions of terms shall apply, unless otherwise indicated.

1.2 PURPOSE AND SCOPE OF THE REQUEST FOR BID

The State of Wisconsin, Department of Administration (DOA), State Bureau of Procurement (SBOP) requests bids for the purchase of Microsoft Teams -compatible phones, speakerphones, headsets and other related equipment, for state agencies.

The State intends to use the results of this process to award a mandatory statewide Contract to be utilized by State agencies, including University of Wisconsin (UW) campuses, and may be used by Municipalities.

The primary objectives of the Contract(s) resulting from this RFB include:

1. Leverage the State’s purchasing volume to achieve cost savings through favorable pricing or better tiered purchasing discounts.

2. Keep pace with industry innovations, while ensuring interoperability with existing systems in place.

The state does not guarantee it will purchase any specific quantity or pay any minimum Contract price during the term of service. Bids that require a minimum number of commodities or services be ordered will be rejected. It is estimated this Contract could serve approximately 24,000 phone lines.

Note: currently the State has a “One Device” Policy; there is no need to connect the headsets to a Desk Phone.

1.3 CONTRACT TERM

This Contract will run for an initial three (3) year period. The Procuring Agency and the Contractor, upon written mutual agreement, may renew the Contract for up to an additional two (2) one- year periods. The Contract shall be effective on the date it is executed by the Procuring Agency. If no formal Contract is executed, the effective date of the Contract is the date of the purchase order.

The RFB documents, the awarded Bidder’s response as accepted by the Department of Administration and any purchase order related to this RFB shall become the Contract between the parties unless a separate Contract is executed. The Contract will be mandatory.

1.4 MODIFICATIONS OF CONTRACT

The State reserves the right to add or delete items during the Contract term to meet the needs of the State. Any modifications made to the Contract must fall within the scope of the Bid and be rendered in writing and signed by both parties or such modifications will be void.

The Contract must not be used for purchasing commodities or services outside of the general scope and intent of the original Request for Bid and or properly executed amendments to the contact. In no event shall the Contractor be paid or be entitle to payment for Commodities that do not fall under the scope the executed Contract or amendments.

The State shall have the right to renegotiate the terms and conditions of this Contract to the extent required to accommodate a change in governing law or policy that, in the sole discretion of the State, either substantially and unreasonable enlarges the Contractor’s duties hereunder, or renders performance enforcement or compliance with the totality of the Contract impossible, patently unreasonable, or unnecessary.

1.5 ORDER OF PRECEDENCE

In the event of Contract award, the contents of this RFB (including all attachments), RFB addenda and revisions, the Bid response from the successful Bidder as accepted by the Procuring Agency, and any additional terms agreed to in writing by the parties shall be incorporated into the Contract. Failure of the successful Bidder to accept these elements into the Contract will result in the cancellation of the Contract award.

A sample State of Wisconsin Contract represents the terms and conditions the State expects to execute with the successful Bidder(s) (Appendix C: Contract).

In the event of conflict with the incorporated elements of the Contract, the following order of precedence will prevail:

1.6 COOPERATIVE PURCHASING SERVICES

Commodities and services may be made available to Municipalities upon agreement of the Contractor. See Vendor Agreement-Wisconsin’s Cooperative Purchasing Services (DOA-3333), for definitions and other information on Municipalities. Municipalities must be able to obtain the commodities and services procured under the Contract at the same rates agreed to by the Procuring Agency and the Contractor. The Contractor shall be responsible for confirming the status of potential Municipalities with the Procuring Agency and providing appropriate documentation and support and reporting Contract usage by Municipalities (see Vendor Agreement – Wisconsin’s Cooperative Purchasing Services, DOA-3333 attached to this RFB).

BIDDER QUALIFICATIONS & REQUIREMENTS

All Bidder qualifications in this section are mandatory. Bidder must use Appendix B (Response to Bid Requirements) to respond to this section. Failure to meet a qualification will disqualify your Bid unless all responders are unable to meet the mandatory requirements. However, the Procuring Agency reserves the right to waive any qualification if no Bidder can satisfy that qualification.

Before the award of any Contract, the Department shall be satisfied that the Bidder has sufficient qualified resources available for performing the work described in this RFB. It is the Bidder’s responsibility to acquaint the Department with these qualifications by submitting appropriate or supporting documentation.

2.1 GENERAL REQUIREMENTS

2.1.1 Bidder shall be currently authorized by the original equipment manufacturer (OEM) to sell their products in the State of Wisconsin and shall maintain such authorization throughout the life of the Contract including all renewals.

2.1.2 Bidder shall always comply with all applicable regulations. Upon request, Bidder shall provide documentation substantiating such compliance.

2.1.3 Bidder shall not be debarred at the time of the bid submission.

MANDATORY REQUIRED SPECIFICATIONS OF BID

All requirements in this section are mandatory. The following requirements must be met at no additional cost above the pricing provided in the Bid. All Specifications are defined as minimum mandatory requirements unless otherwise stated.

Bidder must use Appendix B (Response to Bid Requirements) to respond to this section. Failure to meet any mandatory requirement will result in rejection of the Bid. However, in the event that no Bidder is able to meet an individual mandatory requirement, the State reserves the right to continue the review of Bids and to select the Bid that most closely meets the requirements specified in this RFB.

3.1 GENERAL REQUIREMENTS

3.1.1 Devices and related accessory items outside the scope of this Contract shall not be available to State agencies, or Authorized Users.

3.1.2 Contractor shall accept orders online, via fax and/or telephone.

3.1.3 Contractor shall accept payments through the State purchasing card (P-Card), purchase orders, and blanket orders.

3.1.4 Contractor shall ship or deliver products to individual ordering locations throughout the state during Normal Business Hours.

3.1.5 Contractor shall work directly with Authorized User to coordinate product pickups, returns, and problem resolution associated with each individual ordering location.

3.1.6 Contractor shall honor, at a minimum, the manufacturer’s standard warranty on all items purchased under this Contract.

3.1.7 All products sold on this Contract shall be manufacturer’s current production items.

3.1.8 All equipment and accessories shall be new, factory sealed OEM products. Used, remanufactured, refurbished or non-OEM equipment will not be acceptable.

3.2 TECHNICAL REQUIREMENTS

3.2.1 Upon request, Contractor shall provide written certification that no parts or attachments have been substituted or applied contrary to the OEM’s recommendation or standard practice.

3.2.2 All electrical components shall be UL listed unless the Authorized User agrees otherwise for custom-made components.

3.2.3 Devices shall meet the following criteria:

1. Speakerphones

USB attached Speakerphone (Small Conference Rooms)

Component Description Required

Component Description Optional

* Certified for Microsoft Teams

* USB connectivity

* Omni Directional Microphone(s)

* Wideband / HD Audio

* Support for meetings of up to 4 participants

* Intuitive Call Control Layout (includes Connect/Disconnect, Volume and Mute)

* Bluetooth Class 1 Connectivity (at least 98 foot range)

* 3.5mm Jack for connectivity to smart phone, etc.

* Integrated Cable / Cord Management

* Kensington Lock or Hard Mount capable for security

USB attached Speakerphone (Medium Conference Rooms)

* Certified for Microsoft Teams

* USB connectivity

* Omni Directional Microphone(s)

* Wideband / HD Audio

* Support for meetings of up to 8 participants

* Intuitive Call Control Layout (includes Connect / Disconnect, Volume and Mute)

* Bluetooth Class 1 Connectivity (at least 98 foot range)

* 3.5mm Jack for connectivity to smart phone, etc.

* Integrated Cable / Cord Management

* Kensington Lock or Hard Mount capable for security

2. Headsets

Wireless Binaural Headset

Component Description Required

Component Description Optional

* Certified for Microsoft Teams

* Bluetooth Class 1 Connectivity (at least 98 foot range)

* Noise Cancelling Microphone

* Wideband / HD Audio

* Multi Device Connectivity

* Intuitive Call Control Layout (includes Connect / Disconnect, Volume and Mute)

* At least 10 Hour Talk Time

* Leatherette ear cushions

* Active Noise Cancelling

* Charging stand

* Busy Light (reflects Teams Presence status)

Wireless Monaural Headset

* Certified for Microsoft Teams

* Bluetooth Class 1 Connectivity (at least 98-foot range) and/or DECT connectivity (at least 180 foot range)

* Noise Cancelling Microphone

* Wideband / HD Audio

* Multi Device Connectivity (USB and/or Bluetooth only)

* Intuitive Call Control Layout (includes Connect / Disconnect, Volume and Mute) At least 6 Hour Talk Time In-ear or Over-ear form factor

* Charging Stand / Case

* Busy Light (reflects Teams Presence status)

Wired USB Binaural Headset

* Certified for Microsoft Teams

* Bluetooth Class 1 Connectivity (at least 98-foot range) and/or DECT connectivity (at least 180 foot range)

* Noise Cancelling Microphone

* Wideband / HD Audio

* Multi Device connectivity (USB and/or Bluetooth only)

* Intuitive Call Control Layout (includes Connect / Disconnect, Volume and Mute)

* Leatherette ear cushions

* Active Noise Cancelling

* Charging stand

* Busy Light (reflects Teams Presence status)

Wired USB Monaural Headset

*Certified for Microsoft Teams *Bluetooth Class 1 Connectivity (at least 98 foot range) and/or DECT connectivity (at least 180 foot range) *Noise Cancelling Microphone *Wideband/ HD Audio *Multi Device connectivity (USB and/or Bluetooth only) *Intuitive Call Control Layout (includes Connect/Disconnect, Volume and Mute) *Leatherette ear cushions *Active noise cancelling *Charging stand *Busy Light (reflects Teams Presence status)

VOIP Desktop Phone

*Certified for Microsoft Teams *USB-A on device for headset expansion *Ethernet pass through (if not USB direct like Yealink MPSO)

* Remote Access/Management capable *USB connection to host computer *Support BusyLight *Support Bluetooth for headset expansion *Support WiFi

Webcam

*Certified for Microsoft Teams *USB-A connection (or USB-C w/adapter) using USB 2.0 or newer *1080p or better video quality @ 30fps or better *Omni directional microphone(s) *Noise cancelling

3.3 PERFORMANCE AND SUPPORT REQUIREMENTS

Bidder shall designate a Contract Manager and/or Contract Administrator with authority, on the Contractor’s behalf, to oversee all matters pertaining to the Contract. Changes in the Contract Manager shall be communicated to the State’s Contract Manager within two (2) business days of that change.

Bidder shall provide names, addresses, telephone numbers, fax numbers, and email address of all Contractor personnel that will support the Contract. This information shall be provided to the State’s Contract Manager prior to the beginning of the Contract.

Contractor Personnel assigned to the Contract shall provide assistance to Authorized Users for the following, but not limited to:

SPECIAL TERMS AND CONDITIONS OF BID

The State reserves the right to negotiate these terms and conditions when it is in the best interest of the State to do so. The bidder may not submit its own Contract document as a substitute for the State’s Special Terms and Conditions.

Bidders must accept all terms and conditions or submit point-by-point exceptions along with proposed alternative or additional language for each point. The State may or may not consider any of the Bidder’s suggested revisions. Any changes or amendment to any of the terms and conditions will occur only if the change is in the best interest of the State.

4.1 ORDERS

Contractor invoices shall be sent to the address specified by the Authorized User and within thirty (30) days following delivery. The address may vary for each Authorized User and is not the same address for all Authorized Users on this Contract

Contractor shall issue a single invoice per purchase order for all products, unless products are on back-order or a split order is requested.

Contractor invoicing shall be detailed invoices at a minimum include the following information:

4.2 DELIVERY REQUIREMENTS

Delivery will be made by common carrier or Contractor(s) truck, with unloading to be performed by the carrier/Contractor and transported to the individual ordering agencies within the State of Wisconsin.

Deliveries will be made during Normal Business Delivery Hours unless otherwise noted on the purchase order.

Product shipments shall include a packing slip that contains, at a minimum, the following information:

Contractor must provide delivery or product within fifteen (15) business days following receipt of an order for one hundred (100) or fewer units. Variation to this requirement shall be mutually agreed upon by the ordering Authorized User and the Contractor at the time of order placement.

Contractor shall notify Authorized User within (3) business days following receipt of an order if delivery will be delayed due to a documented backorder. Contractor shall provide Authorized User a firm delivery date for back ordered products. Authorized User retains the option to agree to the firm delivery date of the back ordered product or cancel the order.

All products shall be packaged in accordance with all current state and federal regulation to ensure acceptance by common carriers for state and secure delivery to Authorized Users.

4.3 SHIPMENTS, DUPLICATES AND OVER SHIPMENTS

Upon notification by the Procuring Agency of a duplicate or over shipment, goods must be removed at the Contractor's expense. If such goods are not removed within 30 business days of receipt of written notification from the Procuring Agency, the Procuring Agency shall dispose of them at its discretion and will not be held liable for the cost of either the equipment or its disposal. The State shall incur no additional cost for equipment purchases including but not limited to shipping and restocking costs.

4.4 RETURN POLICY FOR DEFECTIVE OR DAMAGED GOODS

If equipment is returned to Contractor upon receipt, the following procedures will be used:

Non-Defective – Non defective products(s) that conform to the specifications of an order may be returned within thirty (30) days of invoice date. There shall be no charge to the Authorized User, including restocking fees and shipping. If product is not returned within (30) days of invoice date, Contractor is allowed to charge Authorized Users a restocking fee of up to fifteen percent (15%) of the purchase price.

Defective or Non-Conforming Products - Defective and/or non-conforming (based on the specifications of the order or Contract) products, as determined by the Authorized User, may be returned within thirty (30) days of receipt. There shall be no charge to the Authorized User, including restocking fees and shipping. Authorized User retains the option to request that the defective product be replaced or cancel the order. Amount credited or refunded, if necessary, to the Authorized User shall be equal to the price of the defective product(s).

4.5 NEW AND DISCONTINUED ITEMS

New products announced by the manufacturer (s) may be added to this Contract at the discretion of the DOA Contract Administrator and Manager. Prices and discounts shall conform to other like items on the Contract.

Products bid must be available for the initial term of the Contract.

Contractor shall notify the DOA Contract Administrator and Manager of discontinued items within ten (10) business days following manufacturer notification to Contractor. Discontinued (End of Life) substitute products may be submitted after review and approval by the State Contract Manager. Such substituted products shall meet the original minimum requirements. Approval of substitute items shall be made in the form of an amendment to the Contract.

The State reserves the right to add or delete products to expand or decrease the standard configurations over the life of the Contract.

4.6 REPORTING

Accurate and timely reports are due within thirty (30) calendar days of the close of each calendar quarter. Reports are required in the absence and regardless of billing activity. Failure to provide accurate and/or timely reports may result in cancellation of the Contract

Reports shall contain, but not limited to the following:

4.7 SAFETY DATA SHEETS

If any item(s) on an order contains a hazardous chemical, as defined under OSHA 29 CFR 1910.1200, or an infectious agent, as defined by s. 101.58, Wis. Stats., the Contractor shall include the appropriate Safety Data Sheet(s) with the initial shipment and with the first shipment after a Safety Data Sheet is updated. The Contractor shall send the initial or updated Safety Data Sheet(s) with a complete container, partial container or single product. The distributor, manufacturer or Contractor may make access to Safety Data Sheets available online via their website; however, Safety Data Sheets must be provided as stated herein, regardless of online availability, to meet State of Wisconsin and United States Department of Labor, Occupational Safety and Health Administration (OSHA) requirements.

PRICING STRUCTURE & PRICE SHEET INSTRUCTIONS

5.1 METHOD OF BID

The Bidder must submit prices in U.S. dollars unless otherwise indicated. In the event of errors in calculation, unit price shall prevail.

Appendix A: Cost Sheet tabs include:

#1 Instructions #2 Equipment #3 Discounts #4 Additional Pricing Incentives

Bidders are strongly encouraged to offer additional pricing incentives that may include, but are not limited to, the following:

Bidders may also provide pricing for all post-warranty maintenance plans options that may be available to Contract Users.

5.2 FOB DESTINATION, FREIGHT PREPAID AND ALLOWED/INSTALLED

Delivery will be made by common carrier or Bidder's vehicle, with unloading to be performed by the carrier or Bidder and carton(s) transported to the interior or ground floor, or inside dock.

Bid prices must include all packing, freight, insurance charges and installation/operation manuals.

Failure to bid FOB DESTINATION, FREIGHT PREPAID AND ALLOWED in the Bid price or discount will disqualify the Bid.

5.3 PRICE SHEET INSTRUCTIONS

Bidders must complete Appendix A: Cost Sheets as instructed. Bidders may not alter the cost sheets in any manner unless instructions on the Price Sheet indicate otherwise.

5.4 REQUESTING PRICE ADJUSTMENTS

Price decreases from the manufacturer or supplier that are passed through to the Bidder are required to be passed to the Agency within 30 days of the effective date of the price decrease.

Bid pricing shall remain firm for the initial Contract term.

A. Price increase requests after the initial Contract term must be received by the State Contract Manager, in writing, at least thirty (30) calendar days prior to the beginning of the next Contract term for acceptance or rejection.

· Proposed price increases are limited to once in a twelve (12) month period.

· Proposed price increases are limited to include only fully documented cost increases incurred by the Contractor.

· All documentation of Contractor’s cost increases must be submitted with the price increase request.

· If the State Contract Manager deems cost increase documentation to be insufficient, he/she reserves the right to request further information.

· Any price increases that are not submitted with proper documentation or are deemed excessive may be rejected.

· Approval of price increases shall be made in the form of an amendment to the Contract.

· Price increases will not affect orders placed prior to the effective date of such changes.

B. Additional Fees:

Contractors may not invoice service fees or additional costs to any Authorized Users during the term of the Contract unless approved by the Contract Manager or otherwise agreed to by the Authorized User prior to order.

C. The following additional costs or fees are not allowed in any Bid or Contract:

· Delivery location fees.

· Small order/ “minimum order” fees

· Special order fees.

· Purchasing card (P-Card) related fees

· Return fees (e.g. restocking fees)

BID PROCEDURE AND INSTRUCTIONS

6.1 CALENDAR OF EVENTS

Listed below are important dates and times by which actions related to this Request for Bid must be completed. In the event that the Procuring Agency finds it necessary to change any of these dates and times (except estimated dates and times), it will do so by posting an amendment to this RFB on Wisconsin eSupplier Portal

6.2 CORRESPONDENCE, CLARIFICATIONS AND QUESTIONS

Bidders are expected to raise any questions, exceptions, or additions they have concerning the RFB document by May 16, 2022, 11:59 PM CT. If at any time prior to the bid due date, a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB, the Bidder must immediately notify the Procuring Agency representative named below of the issue in writing and request modification or clarification of the RFB document.

Email is the preferred method of written contact to: cort.hoel@wisconsin.gov

All communication and/or questions on all matters regarding this Bid must be made in writing and refer to Request for Bid # RFB # 28373-CH and be directed to Cort Hoel.

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 the eSupplier Portal (http://esupplier.wi.gov).

All contact or communication with any employee or officer of the State of Wisconsin concerning this RFB, except the Procurement Manager, is strictly prohibited during the period from the date this RFB is released until the date the notice of intent to award is issued. The Procurement Manager may authorize in writing contact or communication with another state employee or officer as circumstances may dictate. Prospective Bidders who hold a current Contract with the Procuring Agency may continue to communicate with the Procuring Agency Contract Administrator regarding the performance of that current Contract only.

6.3 REASONABLE ACCOMMODATIONS

Upon request, the Department of Administration must provide reasonable accommodations, including the provision of informational material in an alternative format, for individuals with a disability. If accommodations are needed at a Bid opening or Bidders’ Conference, please contact: Cort Hoel at (608) 266-1725 or cort.hoel@wisconsin.gov.

6.4 WISCONSIN eSUPPLIER PORTAL REGISTRATION

Only Bidders registered with the State of Wisconsin’s eSupplier Portal (the State’s electronic purchasing information system) will receive future official notice for this service/commodity. The State of Wisconsin purchasing information and Bidder notification service is available to all businesses and organizations that want to sell to the State. Anyone may access the Wisconsin eSupplier Portalon the Internet at http://esupplier.wi.gov to get information on state purchasing practices and policies, goods and services that the State buys, and tips on selling to the State. Bidders may use the same Web siteaddressn for inclusion on the Bidders list for goods and services that the organization wants to sell to the State. 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 proposal 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 Wisconsin eSupplier Portal to post simplified bids valued at $50,000 or less. Bidders may also receive e-mail notices of these simplified bid opportunities.

6.5 SUBMITTING A BID

Bidders have two options in responding to this RFB

6.5.1 Electronic Bid Submittal (Strongly Preferred)

Respond as directed herein and in the pages presented in the Wisconsin eSupplier Portal for this event. The State has developed questions that you will be prompted with online to guide your electronic response to the RFB. If you respond electronically, you do not need to submit a mailed copy of any materials unless you are directed to do so elsewhere in the bid document.

6.5.2 Hard Copy Bid Submittal

Bidders still have the option to mail or otherwise provide a hard copy bid when responding to this RFB. If your company elects to do so (instead of the electronic bid option described above), Bidders shall submit an original signed Bid, marked as stated below, and two hard copies AND one electronic copy of all materials required for acceptance of their Bid by the deadline to:

All Bids must be received and time-stamped at the above location no later than May 26, 2022 at 2:00 PM CT. Bids not time-stamped will be considered late and rejected. Receipt of a Bid by the State mail system does not constitute receipt of a Bid by the State Bureau of Procurement Office.

All Bids must be packaged, sealed in a box or envelope and clearly marked with the following information on the outside of the package:

BIDDER NAME AND ADDRESS

RFB TITLE: Team-Compatible Headsets and Related Equipment

RFB NUMBER: 28373-CH

RFB DUE DATE AND TIME: May 26, 2022

Hand Delivered Bids The Department of Administration, at 101 E. Wilson St. in Madison, has building security policies and procedures. There is a security checkpoint at the first-floor lobby. All visitors will be required to provide current identification and sign in for a visitor’s pass. Security personnel will call the intended procurement specialist prior to the visitor being allowed to proceed to their destination in the DOA building.

This means Bidders must have the procurement specialist’s name to allow the security guard to place a call to the procurement specialist. The Bidder must allow ample time to clear security before reaching the Bureau of Procurement office to obtain the required bid timestamp.

The State is not responsible for deliveries that do not reach the Bureau of Procurement office by the required due date and time.

6.6 FAXED BIDS

Faxed Bids will not be accepted.

6.7 EMAILED BIDS

E-mailed Bids will not be accepted.

6.8 FORMAT OF BID RESPONSE

Bidders shall comply with the following format requirements. The State reserves the right to reject any Bids from consideration that do not follow the required format as instructed.

The required forms and attachments are attached on eSupplier Portal and are listed below in this section. Please follow all instructions, complete any and all required information, and provide required documents. Submit completed forms with bid response per the bid instructions. Any alternation to the format of the Bid forms or attachments is prohibited and may result in rejection of this Bid.

Bids shall be typed and submitted on 8.5 by 11 inch paper and securely bound. Bid shall be organized and presented in the order and by the section numbers assigned in the RFB.

Elaborate advertising and/or marketing material is not necessary nor is it desired.

Bid shall be organized with the following headings and subheadings, separated by tabs or otherwise clearly marked.

Tab 1 Request for Bid Form DOA-3070 (bid cover page, shall be signed and returned with bid.)

Tab 2 Required forms listed in Section 8

Tab 3 Appendix A – Cost Sheet

Tab 4 Appendix B – Response to Bid Requirements

Tab 5 Bidder Checklist

Tab 6 Response to Appendix C: Contract

Tab 7 Additional Information if not required for another section that will be essential to an understanding of the RFB

6.9 MULTIPLE BIDS

Multiple Bids are permitted. However, each separate Bid must conform fully to the requirements for a Bid submission. Each bid must be submitted separately and labeled as Bid #1, Bid #2, etc.; on each page included of the Bid response.

6.10 INCURRING COSTS

Neither the State of Wisconsin nor the Procuring Agency is liable for any costs incurred by the Bidder in responding to this RFB.

BID ACCEPTANCE AND AWARD

Bids which do not comply with directions or are unable to comply with requirements and specifications contained in this RFB will be disqualified by the State. The State may request reports on a Bidder’s financial stability and if financial stability is not substantiated may disqualify a Bid. The state retains the right to accept or disqualify any or all Bids. Or accept or disqualify 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 the RFB.

7.1 BID OPENING

A public Bid opening will be held on Thursday May 26, 2022, at 2:00 PM CT at the Department of Administration 101 E. Wilson St., 6th Fl. Madison, WI. The names of all Bidders will be read aloud at that time.

7.2 BID REVIEW

All Bids will be reviewed by the Procurement Manager to ensure compliance with submittal requirements. The State Bureau of Procurement shall be the sole judge as to Bidders’ compliance with the Bid instructions.

7.3 BID ACCEPTANCE

Bids that do not comply with Mandatory Requirements or Mandatory Specifications will be rejected. Bids that do not comply with Special Terms and Conditions of Bid may be rejected. State Bureau of Procurement in its sole discretion retains the right to accept or reject any or all Bids, or accept or reject any part of a Bid, if deemed to be in the best interest of the State.

7.4 METHOD OF AWARD

The Bid Award(s) will be made to the lowest responsive, responsible Bidder(s) based on lowest Grand Total cost. Prices must be in US dollars unless otherwise indicated. Bids that require a specific quantity or dollar amount will be disqualified. In the event of Bidder error in calculation, unit price shall prevail in award.

The State will award to one or more Bidders whichever is judged to be in the best interest of the State. The State is the sole determinant of its best interests.

7.5 BIDDER REFERENCES/CLIENT LIST

The Bid response must include a completed Bidder Reference Form (DOA-3478) listing at least 3 names or companies with whom the Bidder has done business similar in size and scope as required by this RFB within the last three (3) of years.

For each organization listed, the Bidder must include the company name, address, contact person, email address and telephone number along with a brief description of the product or service that formed the basis of the business relationship. The Procuring Agency will determine which references to contact in order to assess the quality of the product or service.

The Contract Manager will determine which references to Contract in order to assess the quality of the product and or service.

7.6 SUPPLIER DIVERSITY

7.6.1 MINORITY-OWNED BUSINESS ENTERPRISE

Minority-owned business enterprises (MBEs) are certified by the Wisconsin Department of Administration. This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program. The State of Wisconsin is committed to the promotion of MBEs in the State's purchasing program. Wisconsin statutes provide for a permissive 5% price preference for certified MBEs that compete for State Contracts. This means that State agencies may make an award to the MBE submitting the lowest qualified bid when that qualified bid is not more than 5% higher than the apparent low bid. (A MBE Bidder preference will not be considered on a printing or stationery procurement.) Policy provides that MBEs should have the maximum opportunity to participate in the performance of its Contracts. The Contractor is strongly urged to use due diligence to further this policy by awarding sub-Contracts to MBEs or by using such enterprises to provide commodities and services incidental to this agreement.

The Contractor shall furnish appropriate quarterly information about its efforts, including the identities of such businesses certified by the Wisconsin Supplier Diversity Program, their Contract amount, and spend for each period to the Procuring Agency.

A listing of certified MBEs, as well as the services and commodities they provide, is available at: https://wisdp.wi.gov/search.aspx.

7.6.2 VETERAN-OWNED BUSINESS

The State Bureau of Procurement encourages the participation of veteran-owned businesses (VBs) in the statewide purchasing program by inviting VBs to actively solicit public purchasing business and by reducing undue impediments to such participation. VBs are certified by the Department of Veterans Affairs (DVA). Applicants must complete a Veteran-owned Business Request for Certification form (WDVA 1037). Contact the DVA at: http://dva.state.wi.us there is no price preference for certified VBs that compete for State Contracts.

7.6.3 DISABLED VETERAN-OWNED BUSINESS

Disabled veteran-owned businesses (DVBs) are certified by the Wisconsin Department of Administration. This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program. The State of Wisconsin is committed to the promotion of DVBs in the State's purchasing program. Wisconsin statutes provide for a permissive 5% price preference for certified DVBs that compete for State Contracts. This means that State agencies may make an award to the DVB submitting the lowest qualified bid when that qualified bid is not more than 5% higher than the apparent low bid. (A bidder preference will not be considered on a printing or stationery procurement.) Policy provides that DVBs should have the maximum opportunity to participate in the performance of its Contracts. The Supplier/Contractor is strongly urged to use due diligence to further this policy by awarding sub-Contracts to DVBs or by using such enterprises to provide commodities and services incidental to this agreement.

The Supplier/Contractor shall furnish appropriate quarterly information about its efforts, including the identities of such businesses certified by the Supplier Diversity Program and their Contract amount.

A listing of certified DVBs, as well as the services and commodities they provide, is available at: https://wisdp.wi.gov/search.aspx.

7.6.4 WOMAN-OWNED BUSINESS ENTERPRISE

Woman-owned business enterprises (WBEs) are certified by the Wisconsin Department of Administration. This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program.

State certified WBEs are able to provide both governmental entities and private companies with a credible recognition of the business’ ownership. The WBE certification may serve as an additional marketing tool when seeking Contract opportunities with entities that place a value on having a diverse supplier base. There is no price preference for certified WBEs that compete for State Contracts.

A listing of certified WBEs, as well as the services and commodities they provide, is available at: https://wisdp.wi.gov/search.aspx.

7.7 AWARD NOTIFICATION

All Bidders who respond to this RFB with a Bid shall be notified in writing of the Agency’s intent to Contract.

After notification of award is made and under the supervision of the Procurement Manager, copies of Bids will be available for public inspection from 8:30 a.m. to 3:30 p.m. at 101 E. Wilson St., 6th floor, Madison WI. Bidders shall schedule reviews with the Procurement Manager, Cort Hoel at 608-266-1725 or via email at cort.hoel@wisconsin.gov .

REQUIRED FORMS

The following is a list of forms pertaining to this RFB. An “X” preceding the form indicates that it must be completed and returned with the Bid response.

image1.jpeg