RFB 28453-KH Statewide Accounting Auditing and Consulting Services.docx

REQUEST FOR BID

Title: Statewide Accounting, Auditing, and Consulting Services Number: 28453-KH Issued Date: September 5, 2025 Responses Due: October 17, 2025, 2:00 PM

Contents

1. Introduction and Purpose Review this section to gain a general understanding of what the State intends to purchase. Reviewing this section will help determine the Bidder’s ability to meet the State’s needs.

1.1 Definitions

For the purposes of this Request for Bid (RFB) and resulting Contract(s), words and terms will be given their ordinary and usual meanings. Where capitalized in this RFB and resulting Contract(s), the following words and terms will have the meanings indicated.

· Prepare and examine financial records

· Allocate revenues and expenses, reconcile accounts, maintain and reconcile fixed assets, or inventory records

· Interpret financial data and advise on methods to improve operational procedures

· Ensure financial records are accurate and financial and data risks are evaluated

· Provide independent financial, compliance, and/or program audits of recipients of federal or State funding

· Perform independent financial audits, prepare documentation, and issue opinions on financial statements

· Develop audit programs and procedures

· Perform strategic planning and organizational improvement activities

· Assist groups in achieving defined meeting objectives

· Reduce the risk of project failures and optimize project resources

· Provide an unbiased review and assessment of a project or process to ensure it is meeting its desired goals

· Assess risk in areas including workplace, environmental, and community health and safety

Lowest responsible Bidder means the person or firm submitting the competitive Bid with the lowest price that meets the Specifications contained in the requests for bids. In establishing the lowest responsible Bidder, all of the following factors may be considered:

(a) The financial ability to provide the Services required or to complete the contract;

(b) The skill, judgment, experience, and resources to complete the contract;

(c) The necessary facilities, staff, personnel, and equipment to complete the contract;

(d) The demonstrated ability to satisfactorily perform the work or provide the materials in a prompt, conscientious manner;

(e) The demonstrated ability to comply in situations where the award is contingent on special considerations subject to the nature of the Services or contract required; and

(f) Any other factor determined to be relevant in assessing the Bidder's ability to supply as required.

For the purposes of this Bid, Contract(s) will be awarded on the basis of Market Basket totals which are not revealed to the Bidders at the time of the Bid. The makeup of the Hidden Market Basket is determined before the bid is posted and is available upon request after the Bid opening.

· New Year's Day (January 1)

· Martin Luther King Jr.’s Birthday (Third Monday in January)

· Memorial Day (Last Monday in May)

· Independence Day (July 4)

· Labor Day (First Monday in September)

· Thanksgiving Day (Fourth Thursday in November)

· Christmas Eve Day (December 24)

· Christmas Day (December 25)

· New Year's Eve Day (December 31)

· Additional holidays as adopted by the State of Wisconsin

1.2 Purpose and Scope of the Request for Bid

The State of Wisconsin (State) Department of Administration (DOA) requests Bids for the purchase of Accounting, Auditing, and Consulting Services and intends to use the results of this process to award up to seven (7) Contracts per Lot as defined in RFB Section 5.1 Method of Bid and Cost Sheet Instructions and Attachment A – Cost Sheet.

The resulting Contract(s) from this RFB will be statewide and may be utilized by Agencies at the State, county and local levels of government, collectively referred to as Authorized Users in the State of Wisconsin. Authorized User Assignment locations are located throughout the State of Wisconsin.

The State offers no guarantee to purchase a minimum amount of Commodities or Services or pay a minimum Contract cost during the term of the Contract. Bids that require minimums will be rejected.

The State reserves the right to cancel this RFB for any reason prior to the issuance of the Notice of (Intent to) Award.

In the event of contract non-renewal or cancellation, the State reserves the right to make additional awards based on the results of the RFB.

1.2.1 Overview of Procuring Agency, Background and Objectives This Contract was previously awarded as a result of RFB #28297-MH, Temporary Professional Services, under contract #505ENT-O20-SERVICEPROF-00. In calendar year 2024, expenditure for that Contract totaled $4,049,466.29, and $3,917,657.84 in calendar year 2023. This Contract is optional for State Agencies and Campuses.

Job Categories included in this RFB are:

· Accounting/Auditing

· Business Consulting

· Industrial Safety Consulting

Twenty-two job titles and descriptions, within the three Categories listed above, are included in Appendix 2 – Job Title Descriptions. The State intends to award Contracts by Lot; each Lot is comprised of one Category of job titles, for a total of three Lots.

Work may be performed remotely or on site at State facilities or other locations throughout Wisconsin, as negotiated between the Contractor and the Authorized User at the time of the request.

1.3 Point of Contact

The State will administer the Contract resulting from this RFB. The Contractor and the State must work together to resolve any problems or issues related to the purchase of Commodities or Services such as ordering, delivery, or returns. The Contractor must communicate or meet with the designated State’s representative, as requested, to resolve issues.

The Procurement Manager, named below, is the sole point of contact for the State during this RFB process:

Kristina Harris, Procurement Specialist Kristina.Harris@Wisconsin.gov 608-266-2313

1.4 Contract Term

This Contract will run for an initial three (3)-year period. The State and the Contractor, upon written mutual agreement, may renew the Contract for up to an additional two (2) one (1)-year periods. The Contract will be effective on the date it is executed by the State. If no formal Contract is executed, the effective date of the Contract is the date on the purchase order.

The original Contract term or any renewal period may be extended at the State’s request for a period not to exceed twelve (12) months for the purpose of completing a future solicitation or transition to new Contractor(s). Contract conditions, terms, and costs will not be modified during such an extension.

1.5 Modifications of Contract

The Contract will not be used for purchasing Commodities or Services outside of the general scope and intent of the original RFB. 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 they will be void.

1.6 Order of Precedence

In the event of Contract award, the contents of this RFB (including all attachments and appendices), RFB addenda and revisions, the Bid response from the successful Bidder as accepted by the State, and any additional terms agreed to in writing by the parties will 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.

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

· Final signed Contract including amendments

· RFB document

· Bid response as accepted by the State

· Official purchase order

· Statement of work (if applicable)

· Change orders (if applicable)

If the official purchase order serves as the final Contract, in the event of a conflict with the incorporated elements of the Contract, the following order of precedence will prevail:

· Official purchase order

· RFB document

· Bid response as accepted by the State

1.7 Cooperative Purchasing Services

Commodities and Services may be made available to Municipalities and other State Agencies upon agreement of the Contractor. Where requested by the State, and agreed to by the Contractor(s), Municipalities will be able to obtain the Commodities and Services procured under the Contract at the same rates agreed to by the State and the Contractor. The Contractor will be responsible for confirming the status of potential Municipalities and other State Agencies with the Contract Manager and providing appropriate documentation and support and reporting Contract usage by Municipalities.

If the Contractor chooses to extend costs offered in this Contract to Municipalities, any resulting contract is solely between the Contractor and the Municipality. The State will not be responsible for any problems which may arise between Municipalities and the Contractor as a result of any sales and/or purchases made.

1.8 Responding to Bid Requirements

Mandatory Bidder Qualifications and Requirements in this RFB document must be minimally met without exception; failure to meet such will disqualify the Bid. Before the award of any Contract, the State must be satisfied that the Bidder has sufficient qualified resources available for performing the work described in this Bid. It is the Bidder’s responsibility to acquaint the State with these Qualifications and Requirements by submitting appropriate or supporting documentation.

Failure to meet a Qualification or Requirement will disqualify the Bid. However, in the event that no Bidder is able to meet an individual Mandatory Qualification or Requirement, the State reserves the right to eliminate that individual Qualification or Requirement; in such case, the State will continue the review of Bids and select the Bid that most closely meets the Qualifications and Requirements specified in this RFB.

2. Bidder Mandatory Qualifications All Requirements in this section are Mandatory and must be met at no additional cost above what is submitted in the Bid. Bidder must use Attachment C – Performance and Support Requirements to respond to this section. By marking “YES” on Attachment C – Performance and Support Requirements, Bidder attests to meeting the respective mandatory qualification.

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

2.1 Years in Business

Bidder must have been in the business of providing Accounting, Auditing, Business or Consulting Services, either with their own staff or with freelance/self-employed personnel, for three (3) years prior to the submittal of this RFB. Bidder must have three (3) years’ prior experience for each category they are Bidding on.

2.2 Available Personnel

Bidder must have prior working relationships with a minimum of three (3) Accounting, Auditing, or Consulting professionals in Wisconsin, whether they are on the Bidder’s staff or established freelance/self-employed personnel, for each job title in each Lot they are Bidding.

3. Mandatory Requirements of Bid All Requirements in this section are Mandatory and must be met at no additional cost above what is submitted in the Bid. Bidder must use Attachment C – Performance and Support Requirements to respond to this section.

3.1 Mandatory Requirements – Business Requirements

3.1.1 Service Coverage

Although some assignments may be Remote Work, Bidder must be able to provide in-person services in the State of Wisconsin.

3.1.2 Independent Contractor

Contractor(s) must be and will remain an independent Contractor with respect to all services performed under the Contract. Contractor(s) must accept full and exclusive liability for the payment of any and all contributions of taxes for social security, worker's compensation insurance, Medicare, unemployment insurance, retirement benefits, pensions or annuities, now or hereafter imposed under any state or federal law, salaries or other remuneration paid to persons hired, including deposits of income tax withholding amount due, and it agrees to indemnify and save harmless the State from any claims for contributions, taxes, or liability thereof.

3.1.3 Employment Regulations

Contractor and Contracted Personnel must comply with all federal, State, and local laws regarding working conditions, hours of employment, overtime regulations, and methods of payment. Contractor and Contracted Personnel must perform work in compliance with all applicable federal, State, and local laws, codes, and regulations including the Civil Rights Act, the Americans with Disabilities Act, the Occupational Safety and Health Act, and the Family and Medical Leave Act.

3.1.4 Confidential Data

All information, data, and knowledge made available to Contractors and Contracted Personnel for State-related business purposes must be kept safe, and Non-Public Information must be treated as confidential or sensitive.

Contracted Personnel are prohibited from using, disclosing, communicating, or transmitting Non-Public Information without proper authorization, including but not limited to:

· Copying or transferring Non-Public Information to any form of removable media (e.g., external hard drives, flash drives) without proper authorization.

· Revealing Non-Public Information on newsgroups, forums, mailing lists, websites, chat rooms, or other similar public/semi-public forums.

· Accessing or disclosing Non-Public information for any purpose not related to State business, or for any other non-authorized purpose.

Contracted Personnel must utilize appropriate security measures for all authorized uses, disclosures, communications, transmissions, copies, or transfers of Non-Public Information.

· Contracted Personnel must immediately contact the Authorized User as soon as they become aware of any suspected or actual unauthorized use, disclosure, communication, transmission, copy, or transfer of Non-Public Information, including the loss or theft of removable media (e.g., external hard drives, flash drives) which may contain Non-Public Information.

· Contracted Personnel must provide this notification even if the unauthorized use or disclosure was inadvertent or accidental.

Shared files, groups of files, or folders must have proper security configurations, encryptions, and permissions/access rights to comply with legal and regulatory requirements related to Non-Public Information.

Contracted Personnel must not disclose Non-Public Information over text and other non-encrypted or non-secure messaging platforms.

At the Authorized User's option and with prior notice by the State, the Contractor and Contracted Personnel must return to the State all original documents and data files provided by the State.

3.1.5 Recordkeeping and Record Retention

3.1.5.1 The Contractor or Contracted Personnel must not reproduce or remove any document from the State premises without prior authorization by the State. Any open records request received by a Contractor or Contracted Personnel must be redirected to the Contract Manager and the Authorized Users representing the accounts subject to the open records request.

3.1.5.2 The Contractor must establish and maintain adequate records of all expenditures incurred under the contract. All records must be kept in accordance with generally accepted accounting procedures. All procedures must be in accordance with federal, state, and local ordinances.

3.1.5.3 Duly authorized representatives of the State, the Wisconsin Legislative Audit Bureau, and the Contracting Agency have the right to audit, review, examine, copy, and transcribe any pertinent records or documents relating to any Contract resulting from the RFB held by the Contractor. The Contractor must retain all documents applicable to the Contract for a period of not less than three (3) years after final payment is made.

3.1.6 Billing for Hours Worked

Contractor must bill the Authorized User only for the number of hours the Contracted Personnel actually works on the State premises or on approved Remote Work. The Authorized User will pay only for time spent on official State business providing Services and will not reimburse mileage or travel time to or from work, meal time, or any other add-ons or expenses.

3.1.7 Travel Expenses

Mileage for authorized travel from headquarters/starting work location to other location(s) during the workday will be paid at the State mileage rate, which is $0.51/mile for personal vehicles at the time of this RFB (https://dpm.wi.gov/Pages/HR_Admin/Class-and-Comp-HR-Admin.aspx - see current Pocket Travel Guide for rates). All travel must be preapproved by the Authorized User. If a billing dispute should arise concerning miles traveled, the shortest route suggested by Google Maps (directions feature) may be used to validate distance traveled.

3.1.8 Adding Job Titles

If the State determines that additional job titles are required, the Contractor may provide hourly Bill Rates along with market justification of those rates. All job titles and Bill Rates must be approved in writing by the Contract Manager prior to any Assignment.

3.1.9 Contractor Communication

3.1.9.1 Contractor must respond to all general communications no later than one business day. Contractor must confirm or decline an Authorized User’s request within one business day or as designated by the Authorized User.

3.1.9.2 Contractor must provide all designated Authorized Users a single point of contact, and a backup contact, to handle questions and resolve problems that arise. At least one Customer Service Representative must be available during Contractor’s operating hours. All Service representatives must have access to information to provide immediate response to inquiries concerning the status of appointments and projects, statewide Contract pricing, Contract offerings and exclusions, Contract compliance Requirements, and general Contract information. Representatives should be available by e-mail or phone.

3.1.9.3 If the Contractor’s designated point of contact changes, the State Contract Manager must be informed within twenty-four (24) hours.

Information about the State contract, as well as contact information for the Contract Manager, may be found on the State of Wisconsin VendorNet website: https://vendornet.wi.gov/.

3.1.10 Reporting Requirements

The State requires that sales reports be provided by the Contractor to the State Contract Manager on a quarterly basis using the report template, Appendix 3 – Report Template. The report must be provided in Microsoft Excel editable format via email to the Contract Manager no later than fifteen (15) days following the end of the calendar quarter. A report is required even if the Contractor has zero sales for the quarter. Reporting must use the template layout and provide all information requested, or an explanation as to why fields are left blank (such as including N/A in the end date field when the Assignment has not yet ended). Reports provided in another format will not be accepted. All reports must be sent to the Contract Manager and copied to: doaescontractusagereporting@wisconsin.gov.

Reporting quarterly due dates are:

· Quarter 1, January 1-March 31: due April 15

· Quarter 2, April 1-June 30: due July 15

· Quarter 3, July 1-September 30: due October 15

· Quarter 4, October 1-December 31: due January 15 The following fields appear in Appendix 3 – Report Template and must be reported:

· Contractor name

· Invoice date

· Invoice number

· Purchase order date

· Purchase order number

· Agency/municipality/university

· Agency/municipality contact name

· Division/bureau (optional)

· Contracted Personnel job title

· Contracted Personnel name

· Number of hours worked

· Hourly bill rate

· Mileage rate, if applicable

· Number of miles, if applicable

· Total billed

· Start date of assignment

· End date of assignment The Contractor must provide additional ad-hoc reporting outside of the regular reporting Requirements listed above as requested by the State.

3.1.11 Invoicing

3.1.11.1 All invoices must reflect the prices and discounts established for the items on this Contract for all orders placed by Authorized Users, even though the Contract number and/or correct prices may not be referenced on each order.

3.1.11.2 All invoices shall be itemized showing:

· Contractor name

· Contracted Personnel name

· Purchase order number

· Release number if given

· Date of order/release

· Job Title

· Number of hours worked

· Travel mileage

· Travel mileage rate

· Hourly Bill Rates

· Extended prices

· Discounts

· Agency/Institution name

· Agency/Institution account number (some institutions have multiple accounts)

· Invoice total

3.1.11.3 Contractor must provide an original invoice and requested number of copies to the designated Accounts Payable representative(s) or address(es) for each Authorized User. Each invoice must contain only those items covered by the purchase order designated on that invoice. All invoice prices must be stated in the same units as the units shown on Attachment A – Cost Sheet. Invoices not meeting the above criteria may disqualify Contractor from future solicitations.

3.1.11.4 The Contractor must not invoice Service fees or additional costs to Authorized Users. There shall be no additional charges, including but not limited to: minimum order, credit card processing fees, or surcharges added to contract invoices.

3.2 Mandatory Requirements – Contracted Personnel

3.2.1 Contracted Personnel Employment Status

3.2.1.1 Whether the Contracted Personnel is an employee of the Contractor or freelance/self-employed, any employment relationship that may exist is exclusively between the Contractor and the Contracted Personnel. No employment relationship exists or is implied between the State or Authorized User and Contracted Personnel.

3.2.1.2 For security reasons, an Authorized User may provide Contracted Personnel with equipment such as a laptop and/or an email address for use when working on site or remotely. All such equipment remains the property of the State or the Authorized User and must be returned immediately upon request by the Authorized User. Issuance of equipment or email address for use by Contracted Personnel does not imply an employment relationship between the State or Authorized User and Contracted Personnel. Contracted Personnel may be required to agree to security or equipment use policies with the Authorized User upon issuance of State-owned equipment.

3.2.1.3 The Contractor is responsible for the payment of any applicable state, federal, and social security taxes. The State will not withhold or pay on behalf of any Contractor any sums for income tax, unemployment insurance, social security, or any other withholding for Contracted Personnel pursuant to any law or Requirement of any government body. All such payments, withholdings, and benefits, if any, are the sole responsibility of the Contractor. The Contractor shall hold the State harmless from any and all loss or liability arising from any tax, social security payment or benefit, unemployment or worker's compensation insurance payment, or any payment or withholding required by State or federal law.

3.2.1.4 The Contractor is responsible for all State and federal unemployment compensation, worker’s compensation insurance, and professional liability insurance in accordance with Wisconsin Statutes § 655.23, State Procurement Manual § PRO-607 and the University of Wisconsin System Risk Management Manual. The most stringent Requirement shall prevail if there is a discrepancy.

3.2.1.5 The Contractor will pay for any loss resulting from any dishonest or criminal act committed by its Employees or Contracted Personnel.

3.2.2 Contracted Personnel Qualifications

Contractor must refer only Contracted Personnel who are qualified and competent to perform the functions of the Assignments, in accordance with the job descriptions as stated in Appendix 2 – Job Title Descriptions, and who have appropriate education and certification for the Assignments. The list of sample duties is intended as a guide for each job Category. An Authorized User will provide a full job description for each Assignment. Contractor must pre-screen and test staff, where appropriate, to ensure that it refers only those individuals who have the education, certification, and/or experience required for the Assignment requested. Contractor must refer only individuals who are able to read and accept verbal instruction and who will accept instructions to perform work as directed.

3.2.3 Contracted Personnel Performance

3.2.3.1 If the Authorized User is dissatisfied with the performance of the Contracted Personnel at any time, the Contractor must replace the individual with another qualified Contracted Personnel for the Assignment within three (3) business days. The Authorized User’s request for another individual is not a recommendation to the Contractor to dismiss the individual.

3.2.3.2 The State reserves the right of an Authorized User to change Contractors or Contracted Personnel at any time and for any reason. Contractor must continue providing acceptable Service during any transition period. Contractor must assist an Authorized User with the transition planning to a different Contractor. Contractor must make available at no additional cost all software, software applications, file formats, and documentation necessary for the State to easily transition to a different Contractor.

3.2.3.3 The State reserves the right to remove a Contractor or have the Contractor remove its Contracted Personnel for lack of acceptable performance or availability. If individual Contracted Personnel are found to be negligent or performing below acceptable standards, the State may require the Contractor to replace them.

3.2.4 Overtime and Holiday Hours

Non-exempt contracted personnel must not work overtime or holiday hours unless approved in writing in advance by the Authorized User. Overtime is defined by the Fair Labor Standards Act (FLSA) as more than forty (40) hours in a workweek. Wisconsin state holidays are detailed in RFB Section 1.1 Definitions. The workweek period is determined by the Authorized User (e.g., typically for State Agency employees, the workweek is Sunday through Saturday).

3.2.5 Background Checks and Security

3.2.5.1 Before Contracted Personnel is allowed to begin work, the Contractor may be required to obtain a criminal arrest and conviction record from the Wisconsin Department of Justice. Information is available at Wisconsin Online Record Check System: https://recordcheck.doj.wi.gov/. Background checks will be conducted at the Contractor’s expense.

3.2.5.2 Contractor must provide proof of criminal background checks, dated less than one (1) year prior to the beginning of the Assignment, to the State upon request. All Contracted Personnel files must be made available to the State for this purpose, without exception, but will remain in the possession of the Contractor. Contractor must provide the State with the records of any Contracted Personnel who have an arrest or conviction record for screening.

3.2.5.3 If Contracted Personnel becomes the subject of an investigation, is charged with or convicted of a crime while performing an Assignment for the State, Contractor must notify the Authorized User and the Contract Manager immediately upon Contractor becoming aware.

3.2.5.4 Some agencies may require a more thorough background check. These background checks will be performed by the Agency at no charge to the Contractor. To facilitate the process, Contracted Personnel must complete a background/conviction record form provided by the Agency. Contracted Personnel may not begin working until the background check has been completed and the Contracted Personnel has been cleared to work at the facility.

3.2.5.5 Security concerns vary Statewide but are especially important at correctional facilities and certain Department of Health Services facilities. Contracted Personnel must comply with the security Requirements at each facility. Authorized Users are responsible for alerting the Contractor to these Requirements before or while placing their first order. The Contractor must comply with all security and identification procedures at each location, at no cost to Authorized Users.

Common security restrictions include:

· Identification All Contracted Personnel, while working on State property, must carry or display acceptable identification. Requirements vary by Authorized User. For instance, some facilities require a visible photo ID badge, while correctional facilities may require a valid driver license instead.

· Vehicle Security In many locations, drivers must turn off vehicle motors and lock cab doors whenever their vehicle is unattended.

Within secured facilities, contraband items are prohibited in the vehicle as well as on the person. Contraband items include, but are not limited to, drugs, tobacco products, cell phones, adult or pornographic materials, explosives, and weapons (including pocketknives and razor knives, unless a part of an inventoried toolbox). Toolboxes should be inventoried prior to arrival to facilitate security staff accounting. Items may be left with security; however, illegal items may not be returned.

3.2.6 Remote Work

3.2.6.1 Contracted Personnel may work remotely or on site at State facilities or other locations upon mutual agreement with the Authorized User at the time of the Assignment request.

3.2.6.2 Contractor or Contracted Personnel must provide all equipment necessary to perform the duties required of a Remote Work position, including computer and peripheral equipment and a secure high-speed or broadband internet connection, except when the Authorized User (State Agency, campus or municipality) requires the use of equipment issued by the Authorized User as outlined in RFB Section 3.2.1.2.

3.3 Insurance Requirements

Upon request by the State of Wisconsin, the Bidder must provide copies of insurance policies and/or insurance certificates in effect during this contract. The insurance policies must be issued by an insurance company licensed to do business in the State of Wisconsin, with a minimum AM Best rating of A- unless otherwise approved in writing by the State’s Contract Manager and the signature of an authorized agent.

The policies and/or certificates must be submitted to the State upon request, for annual review, and/or when insurance coverage(s) or providers are changed. In the event the Contractor’s required insurance policies in effect during this contract are modified or cancelled, Contractor shall immediately provide notice to the State of Wisconsin.

Coverage requirements are detailed in Section 12 of Appendix 1 – Draft Contract.

3.4 Use of Subcontractors

Bidder acknowledges that the State reserves the right to approve any Subcontractors that will be used in fulfillment of Contractor’s obligations under the Contract. Contractor must provide the State a listing of their proposed Subcontractors prior to subcontracting any work.

3.5 Services Performed Within the U.S.

Pursuant to § 16.705(1r), Wis. Stats., services must be performed within the United States. The inability to perform all services in the United States may be grounds for disqualification.

4. State’s Proposed Terms and Conditions The State reserves the right to negotiate terms and conditions when it is in the best interest of the State to do so. The Bidder must not submit its own contract document as a substitute for the State’s Proposed Terms and Conditions.

Bidders must accept all terms and conditions in Appendix 1 – Draft Contract or submit point-by-point exceptions along with proposed alternative language. The State may or may not consider any of the Bidder’s suggested revisions. Any changes or amendments to any of the terms and conditions will occur only if the change is in the best interests of the State.

4.1 Orders

Contractor must have the ability to accept orders via telephone and email.

4.2 Payment Terms

Contractor must accept payment from authorized end-users by check, electronic funds transfer, or with the State’s Procurement Card (p-card).

Payment will not be made until the Service is determined to meet all Specifications, Requirements, and deliverables, and has been accepted by the ordering Agency.

The State 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. If special payment terms exist, they may be indicated as such on Attachment A - Cost Sheet.

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.

5. Cost Structure and Cost Sheet Instructions

5.1 Method of Bid

Bidders must complete and submit Attachment A – Cost Sheet. Further instructions for entering cost data are included on Attachment A – Cost Sheet.

Bidders must not alter the Cost Sheet in any manner unless instructions on the Cost Sheet indicate otherwise. Alternate cost formats will not be accepted and may result in disqualification of the Bid. Costs must be in U.S. dollars to two (2) decimal places unless otherwise indicated. Only numerical values (i.e., 80) will be accepted. Anything other than a numerical value (i.e., N/A) may disqualify your Bid.

Bidder must complete Attachment A – Cost Sheet with all of the requested information. If a required line item is left blank, or a $0.00 is inserted, the Bidder then must agree to provide that item at no cost to the State.

It is the sole responsibility of the Bidder to ensure that all mathematical calculations are correct and Bid costs must take into consideration all inherent costs of providing the Services or products described in the RFB. Estimated costs are not acceptable. In the event of errors in calculation, unit cost will prevail.

5.2 Cost Sheet Instructions

Bidder must provide a Bill Rate for each job title within each Lot they are Bidding on. A Lot consists of all job titles within a category. Each Lot is outlined in red on Attachment A – Cost Sheet. Bidder may Bid on one or more Lots and is not required to Bid on all Lots. The Bill Rate submitted must be a not-to-exceed rate and must be inclusive of all costs (including, but not limited to, fringe and benefits, administrative support, equipment, and overhead costs) required to meet all specifications as outlined in the RFB.

Overtime and holiday hours, if applicable, will be calculated at 1.5 times the Bill Rate. See RFB Section 3.2.4 for overtime and holiday hours policy.

See Appendix 2 – Job Title Descriptions for descriptions of each position being Bid.

5.3 Requesting Cost Adjustments

Bids must be firm for acceptance for ninety (90) days from the date of the Bid opening, unless otherwise noted.

All pricing must remain firm for the first twelve (12) months of the Contract, after which the Contractor may request a price increase, which is subject to approval by Contract Manager. Price increases are limited to once in a twelve (12) month period. The Contractor must provide all documentation supporting a price increase a minimum of sixty (60) days before the proposed effective date of the increase. Notice of price increases must be fully documented. Documentation must show that the cost increase is industrywide and directly affects the Contractor’s costs. Increases will not affect any orders written prior to the effective date of the increase. The State may accept, negotiate, or reject any requested price increases.

Similarly, the State has the right to request price decreases based on existing market conditions. The State will notify the Contractor of its intention to decrease prices and provide appropriate documentation. The Contractor and the State will work together to determine the appropriate amount of the decrease. Price decreases will be limited to once in a twelve (12) month period.

6. Bid Procedure and Instructions

6.1 Calendar of Events

Listed below are important dates and times by which actions related to this RFB will be completed. In the event that the State 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 the Wisconsin eSupplier Portal.

6.2 Correspondence, Clarifications and Questions

If a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB, the Bidder must immediately notify Kristina Harris via the Wisconsin eSupplier Portal or via email at Kristina.Harris@Wisconsin.gov. Bidder must include RFB #28453-KH on all email correspondence.

All communication and/or questions on all matters regarding this Bid must be made either through the "Ask Question" function in the solicitation on eSupplier Portal or in writing via email directed to Kristina Harris at Kristina.Harris@Wisconsin.gov. Bidder must refer to RFB #28453-KH on all communications, including the email subject line.

Bidder questions received will be documented and posted to the Supporting Documents in eSupplier as an amendment. It is the Bidder’s responsibility to check the Wisconsin eSupplier Portal for any questions and answers pertaining to this RFB. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFB, amendments or addendums will be posted on the Wisconsin eSupplier Portal.

All contact or communication with any employee or officer of the State concerning this RFB, except Kristina Harris, is strictly prohibited during the period from the date this RFB is released until the Contract is executed. Failure to follow these instructions may disqualify your bid. Kristina Harris may authorize in writing permission to contact or communicate with another State employee or officer as circumstances may dictate.

Bidders who hold a current contract with the State may continue to communicate with the State Contract Manager regarding the performance of that current contract only.

6.3 Reasonable Accommodations

Upon request, the State will provide reasonable accommodations, including the provision of informational material in an alternative format, for individuals with a disability. If accommodations are needed, contact: Kristina Harris, Kristina.Harris@Wisconsin.gov, 608-266-2313.

6.4 Wisconsin eSupplier Portal Registration

Vendors registered in the State of Wisconsin’s eSupplier Bidder Portal (the State’s electronic purchasing information system) with the corresponding NIGP code(s) prior to the issue of this RFB will receive official notices throughout the procurement process for this RFB. Vendors who register after the issue of this RFB may not receive official notices; it is the Bidder’s responsibility to check eSupplier for any posted amendments or addendums to this RFB. Vendors that register in the Wisconsin eSupplier Bidder Portal will receive official notices of procurement solicitation opportunities for the State of Wisconsin and University of Wisconsin System campuses.

To register on the Wisconsin eSupplier Bidder Portal access the following website for instructions:

https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI_GUEST&wimsg=Logo Vendors may obtain additional State of Wisconsin purchasing information at:

https://doa.wi.gov/Pag…