RFB Final AD170712.doc

RFB #AD170712

VEHICLE GLASS REPAIR AND REPLACEMENT

State of Wisconsin

Wis. Statutes s.16.75

DOA-3070 (R05/2014)

BIDS SHALL BE SEALED & ADDRESSED TO:

Remove from bidder list for this commodity/service. (Return this page only.)

ATTN: Greg Gessert Department of Administration

Consolidated Agency Purchasing Services

101 E Wilson Street, 6th Floor

Madison WI 53703

If using PO Box: P.O. Box 7867, 53707-7867

Late bids shall be rejected. Bids SHALL 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 shall 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 shall be submitted separately, i.e., not included with sample packages or other bids. Bid openings are public unless otherwise specified. Records shall be available for public inspection after issuance of the notice of intent to award or the award of the Contract. Bidder should contact the 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 #AD170712

THIS IS NOT AN ORDER

BIDDER (Name and Address)

Bids SHALL be in this office no later thanfillin "Date and time"

Name (Contact for further information)fillin "Contact Person"

Greg Gessert gregory.gessert@wisconsin.gov

fillin "Date"

Quote Price and Delivery FOBfillin "F.O.B /Destination"

Destination: Freight Prepaid, Allowed and Installed

Item

No.

Quantity and Unit

Per Unit Total

REQUEST FOR BID

Vehicle Glass Repair and Replacement For the State of Wisconsin

We claim minority bidder preference [Wis. Stats. s. 16.75(3m)(b)(3)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder shall be certified by the Wisconsin Supplier Diversity Program. If you have questions concerning the certification process, contact the Wisconsin Supplier Diversity Program, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53703, (608) 267-9550. Does Not Apply to Printing Bids.

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

We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-5462.

Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States.

Unknown No Yes

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.

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

INSTRUCTIONS TO BIDDERS

You received this Request for Bid (RFB) because of the NIGP codes selected during your registration on the State of Wisconsin’s VendorNet system. If you received this RFB in any other way, please contact the purchasing agent identified in this RFB. You should also register to become a Bidder at: http://vendornet.state.wi.us. This RFB contains all necessary statutory language required by law. It is organized to help you determine if this is a business opportunity for your company. The RFB contains information regarding what the State intends to purchase, how pricing should appear and describes a clear process you shall follow in order to submit a response to the RFB.

1.

Review Section 1.0, “Introduction and Purpose” to gain a general understanding of what the State intends to purchase. Reviewing this section will help you determine your ability to meet the Procuring Agency’s needs.

2.

Review Section 2.0 “Bidder Qualifications and Requirements” section. This section will explain what a company needs in order to provide the commodity or service. This may include a specific license or certification, a history of providing this commodity or service in a similar environment to the State or for you to be in a prescribed geographical location. Reviewing this section will help you determine your ability to meet the Procuring Agency’s needs.

3.

The details of the commodity or service shall be found in Section 3.0, “Mandatory Required Specifications of Bid.” Read this section carefully and determine if your product meets ALL requirements. RFB requirements are mandatory and therefore, if you can’t meet a requirement, it is likely that your bid shall be rejected unless no Bidder can meet an individual RFB requirement. Reviewing this section will help you determine your ability to meet the Procuring Agency’s needs.

4.

Review Section 5.0, “Pricing Structure and Price Sheet.” This section explains how to submit Bid pricing (which is critical because the bid pricing shall determine what Bidder(s) shall be allowed to enter into a Contract with the State).

5.

The remaining sections of the RFB describe the process you shall follow and the way you shall present your bid to the State. It also describes the process the State shall use to determine the winning Bidder. If you decide to bid, be sure to review the “Bid Procedure and Instructions” section and the “Bid Acceptance and Award” section.

6.

If you are still interested in competing for the State’s business, you should provide your best pricing and shall complete all the required forms.

7.

Please note, your bid response be complete and accurate. You shall follow all instructions exactly as asked. DO NOT substitute your own materials in lieu of what is being asked in the RFB. DO NOT alter any of the forms or the price sheet. If you have questions, contact the Procurement Specialist identified in the RFB.

8.

Your RFB response shall arrive at the proper location before the due date and time. Late bids shall be rejected.

Thank you for your interest in providing commodities to the State. We wish you success with this and future procurement opportunities.

TABLE OF CONTENTS

1State of Wisconsin

1.0

INTRODUCTION AND PURPOSE

1.1

DEFINITIONS

1.2

PURPOSE AND SCOPE OF THE REQUEST FOR BID

1.3

CONTRACT TERM

1.4

MODIFICATIONS OF CONTRACT

1.5

ORDER OF PRECEDENCE

1.6

COOPERATIVE PURCHASING SERVICES

2.0

BIDDER QUALIFICATIONS & REQUIREMENTS

3.0

MANDATORY REQUIRED SPECIFICATIONS OF BID

3.1

TECHNICAL REQUIREMENTS

3.2

PERFORMANCE AND SUPPORT REQUIREMENTS

4.0

SPECIAL TERMS AND CONDITIONS OF BID

4.1

REPORTING

4.2

PAYMENT TERMS

4.3

BACKGROUND CHECKS

4.4

LIQUIDATED DAMAGES

4.5

TOBACCO-FREE ENVIRONMENT

4.6

FRATERNIZATION/AGENCY WORK RULES

4.7

SAFETY DATA SHEETS

4.8

CANCELLATION AND TERMINATION

5.0

PRICING STRUCTURE & PRICE SHEET INSTRUCTIONS

5.1

METHOD OF BID

5.2

PRICE SHEET INSTRUCTIONS

5.3

REQUESTING PRICE ADJUSTMENTS

6.0

BID PROCEDURE AND INSTRUCTIONS

6.1

CALENDAR OF EVENTS

6.2

CORRESPONDENCE, CLARIFICATIONS AND QUESTIONS

6.3

REASONABLE ACCOMMODATIONS

6.4

VENDORNET REGISTRATION

6.5

SUBMITTING A BID

6.6

FAXED BIDS

6.7

EMAILED BIDS

6.8

FORMAT OF BID RESPONSE

6.10

INCURRING COSTS

7.0

BID ACCEPTANCE AND AWARD

7.1

BID OPENING

7.2

BID REVIEW

7.3

BID ACCEPTANCE

7.4

METHOD OF AWARD

7.5

BIDDER REFERENCES/CLIENT LIST

7.6

USE OF SUBCONTRACTORS

7.7

SUPPLIER DIVERSITY

7.7.1

MINORITY-OWNED BUSINESS ENTERPRISE

7.7.2

VETERAN-OWNED BUSINESS

7.7.3

WISCONSIN DISABLED VETERAN-OWNED BUSINESS

7.8

AWARD NOTIFICATION

7.9

PROTEST AND APPEALS

7.9.1 Protests

8.0

REQUIRED FORMS

1.0

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 Department of Administration (DOA), Consolidated Agency Purchasing Services (CAPS), on behalf of the State of Wisconsin, Bureau of State Risk Management (Bureau), requests Bids for regional services for the repair and/or replacement of broken windshields, side glass, rear glass, flat glass and other fleet and Vehicle glass that has suffered damage, and intends to use the results of this process to award a Contract. The Bureau does not guarantee it shall purchase any specific quantity or dollar amount. Bids that require a minimum number of commodities or services be ordered shall be rejected. There shall be no guarantee to purchase any specific quantity, or pay any minimum contract price during the term of the Contract.

The Bureau administers the risk management services for state-owned property, including the repair and replacement of Vehicle glass. The authority for this program is cited in Statute sections 16.865 and 20.865(1)(fm), the intent of which is to protect the State from losses and minimize total cost to the State for all activities related to the control of accidental losses.

The State operates a fleet of Vehicles consisting of, general purpose automobiles, motorcycles, farm and construction equipment and specialized trucks. There are approximately 6,359 licensed fleet Vehicles. This number does not include farm and construction equipment or other Vehicles not used on the roadways. In Calendar year 2016, 661 Vehicles had the windshield glass either replaced or repaired. This number includes side window and rear glass repair or replacement.

1.3

CONTRACT TERM

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

The Request for Bid (RFB) documents, the awarded Bidder’s response as accepted by the Bureau and any purchase order related to this RFB shall become the Contract between the parties unless a separate Contract is executed.

As required by Wisconsin Statutes, continuance of a Contract beyond the limits of funds available shall be contingent upon appropriation of the necessary funds, and the termination of the Contract by lack of appropriations shall be without penalty.

1.4

MODIFICATIONS OF CONTRACT

The Contract shall not be used for purchasing services outside of the general scope and intent of the original Request for Bid. Any modifications made to the Contract shall fall within the scope of the Bid and be rendered in writing and signed by both parties or they shall be void.

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 Bureau, 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 shall result in the cancellation of the Contract award.

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

· Official Purchase Order

· Final Signed Contract with clarifications included

· Bid Response as accepted by the State of Wisconsin

· Request for Bid

1.6

COOPERATIVE PURCHASING SERVICES

Commodities and services shall 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 shall be able to obtain the commodities and services procured under the Contract at the same rates agreed to by the Bureau and the Contractor. The Contractor shall be responsible for confirming the status of potential Municipalities with the Bureau 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).

2.0

BIDDER QUALIFICATIONS & REQUIREMENTS

All Bidder qualifications in this section are Mandatory. Failure to meet a qualification shall disqualify your Bid. However, the Bureau reserves the right to waive any qualification if no Bidder is able to satisfy that qualification.

Before the award of any Contract, the Bureau 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 Bureau with these qualifications by submitting appropriate or supporting documentation.

2.1 Bidder shall have been in business for the past 3 years, repairing and replacing Vehicle glass for highway and off road Vehicles.

2.2

The Bureau shall verify Bidder qualifications through a minimum of three (3) names or companies provided by the Bidder on the Vendor Reference form DOA-3478 with whom the Bidder has done business within the past three (3) years. See Bidder references, Section 7.5.

2.3

Bidder shall employ Accredited Auto Glass Technicians personnel to perform the work in accordance with requirements specified in this bid. This accreditation shall come from various programs that include, but are not limited to: Auto Glass Safety Council (AGSE), National Windshield Repair Association (NWRA), National Glass Association (NGA), community college and vocational programs. Bidder shall provide the Bureau with this certification upon request.

3.0

MANDATORY REQUIRED SPECIFICATIONS OF BID

All requirements in this section are Mandatory. The following requirements shall be met at no additional cost above the pricing provided in the Bid. All Specifications are defined as minimum Mandatory requirements unless otherwise stated. Failure to meet any Mandatory requirement shall 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

TECHNICAL REQUIREMENTS

3.1.1 Bidder shall furnish all labor, materials, tools and equipment required to complete the repair or replacement of glass in State-owned Vehicles, including non-owned Vehicles for which it has been deemed the State of Wisconsin is liable for the repair or replacement of the Vehicle glass.

3.1.2 Bidder shall provide protection for all structures, equipment, controls and other devices on the Vehicles so as not to cause damage to Vehicles when performing the specified work. Further, Bidder shall repair any work or Vehicle damaged by failure to provide proper and adequate protection to its original state to the satisfaction of the owner at the Bidder's expense.

3.1.3 Bidder shall keep all work areas, including the Vehicle’s interior, free of accumulation of glass, debris, and scraps caused by Bidder's operations

3.1.4 Bidder shall repair, rather than replace, windshields whenever possible and feasible. Repairs that fail shall have the windshield replacement scheduled within a maximum of three (3) business days of notice of the failure.

3.1.5 The equipment used to provide service under the contract shall meet all Occupational Safety and Health Administration (OSHA) standards where required and be in compliance with all Federal, State and local laws, rules and regulations governing such equipment.

3.1.6 Bidder shall provide Fast Cure Auto Glass Urethane for all windshield replacements in accordance with industry standards.

3.2

PERFORMANCE AND SUPPORT REQUIREMENTS

3.2.1 Bidder shall provide same or next business day service through the use of a mobile service and service centers.

3.2.2 Bidder shall provide a twenty-four (24) hour toll free number to set up repair and replacement appointments. Bidder shall request State’s account number, specific State Agency, driver contact information, Vehicle location information, Vehicle make and model information, and State license plate number from the State employee before the Bidder schedules the repair appointment with the technician at the nearest location.

3.2.3 Bidder shall provide the Bureau with copies of the current and updated National Auto Glass Specifications (NAGS) catalog and benchmark calculator at the beginning of the contract period and whenever NAGS updates either the catalog or benchmark calculator.

3.2.4 Bidder’s windshield repair shall have a one (1) year guarantee that no further cracking shall occur.

3.2.5 Bidder’s Replacement Windshield shall carry a five (5) year warranty of the Vehicle glass installation of the replacement glass.

3.2.6 All invoices shall be submitted monthly and contain the following information per Vehicle:

a) State agency name

b) Agency representative name and telephone #

c) Fleet Vehicle number

d) Year, make and model of Vehicle

e) Vehicle Identification Number (VIN)

f) License plate of Vehicle

g) Retail price of all materials and labor charges

h) Appropriate discounts

i) Cause of breakage

j) Date of loss

k) Date of service request

l) Date of repair or replacement

3.2.7 Glass not available through the Contractor shall be obtained from the Vehicle Manufacturer or Custom Glass Supplier and delivered to Contractor for installation. Contractor shall be responsible for invoicing both the glass order and the installation. The invoice from the Vehicle Manufacturer or Custom Glass Supplier shall be included with the invoice to the State. The Vehicle types shall include off road, construction and farming Vehicles. Invoices shall not include freight charges or Contractor mark-up on glass order.

3.2.8 Non-glass items such as windshield glass cleaners, wiper blades, etc. shall not be billed under the glass contract.

3.2.9 Bidder shall provide a dedicated account representative assigned to the Bureau as a point of contact for all matters related to the State’s account. The State’s account shall be under one (1) account number.

4.0

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 shall not submit its own Contract document as a substitute for the State’s Special Terms and Conditions.

Bidders shall 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 shall occur only if the change is in the best interest of the State.

4.1

REPORTING

Contractor shall provide emailed reports when requested by the Bureau within ten (10) business days of request. The reports shall state part specific usage, cost/unit, windshield repair/replacement ratio and service response time.

4.2

PAYMENT TERMS

Payment shall not be made until the Vehicle glass repair / replacement is determined to meet all Specifications, requirements and deliverables and has been accepted by the Bureau.

4.3

BACKGROUND CHECKS

Background checks shall be conducted on the organization, its officers and Employees, and subcontractors, if applicable, in order to determine whether any conviction exists that is substantially related to the solicited Commodity or service, or if such conviction shall otherwise adversely affect the Bidder’s ability to perform under the resulting Contract. The State is the sole determinant of whether the results of a background check(s) shall negatively impact the Contractor’s ability to meet contractual obligations and requirements.

4.4

LIQUIDATED DAMAGES

Both parties acknowledge that it can be difficult to ascertain actual damages when a Contractor fails to carry out the responsibilities of the Contract. Because of that, the Contractor acknowledges that for the Contract resulting from this Bid, it shall negotiate liquidated damages, as required by the State, for the Contract. The Contractor agrees that Bureau shall have the right to liquidate such damages, through deduction from the Contractor's invoices, in the amount equal to the damages incurred, or by direct billing to the Contractor.

4.5

TOBACCO-FREE ENVIRONMENT

The use of tobacco products while performing the requirements of this Bid shall be strictly prohibited.

4.6

FRATERNIZATION/AGENCY WORK RULES

All Contractors and their subcontractors working on-site are subject to departmental rules. A copy of these rules shall be obtained by written request to the Bureau.

4.7

SAFETY DATA SHEETS

If any item(s) on this order is 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 shall make access to Safety Data Sheets available online via their website; however, Safety Data Sheets shall be provided as stated herein to the Bureau, regardless of online availability, to meet State of Wisconsin and United States Department of Labor, Occupational Safety and Health Administration (OSHA) requirements.

4.8

CANCELLATION AND TERMINATION

4.8.1

TERMINATION FOR CAUSE

The State shall terminate this Contract after providing the Contractor with thirty (30) calendar days written notice of the Contractor’s right to cure a failure of the Contractor to perform under the terms of this Contract.

The Contractor may terminate this Contract after providing the State one hundred and twenty (120) calendar days’ notice of the State’s right to cure a failure of the State to perform under the terms of this Contract.

Upon the termination of this Contract for any reason, or upon Contract expiration, each party shall be released from all obligations to the other party arising after the date of termination or expiration, except for those that by their terms survive such termination or expiration.

4.8.2

TERMINATION FOR CONVENIENCE

Either party may terminate this Contract at any time, without cause, by providing a written notice; the State by providing at least thirty (30) calendar days’ notice to the Contractor, and the Contractor providing at least one hundred and twenty (120) calendar days’ notice to the State in advance of the intended date of termination.

In the event of termination for convenience, the Contractor shall be entitled to receive compensation for any fees owed under the Contract. The Contractor shall also be compensated for partially completed Services. In this event, compensation for such partially completed Services shall be no more than the percentage of completion of the Services requested, at the sole discretion of the State, multiplied by the corresponding payment for completion of such Services as set forth in the Contract. Alternatively, at the sole discretion of the State, the Contractor may be compensated for the actual Service hours provided. The State shall be entitled to a refund for goods or services paid for but not received or implemented, such refund to be paid within 30 days of written notice to the Contractor requesting the refund.

4.8.3

CONTRACT CANCELLATION

The State reserves the right to cancel this Contract in whole or in part without penalty if the Contractor:

· Fails to perform any material obligation required under the Contract

· Files a petition in bankruptcy, becomes insolvent, or otherwise takes action to dissolve as a legal entity

· Allows any final judgment not to be satisfied or a lien not to be disputed after a legally-imposed, 30-day notice.

· Makes an assignment for the benefit of creditors

· Fails to follow the sales and use tax certification requirements of s. 77.66 of the Wisconsin Statutes

· Incurs a delinquent Wisconsin tax liability

· Fails to submit a non-discrimination or affirmative action plan as required here in

· Fails to follow the non-discrimination or affirmative action requirements of subch. II, Chapter 111 of the Wisconsin Statutes (Wisconsin’s Fair Employment Law)

· Becomes a federally debarred Contractor

· Is excluded from federal procurement and non-procurement Contracts

· Fails to maintain and keep in force all required insurance, permits and licenses as provided in this Contract

· Fails to maintain the confidentiality of the State’s information that is considered to be Confidential Information, proprietary, or containing Personally Identifiable Information

· Contractor performance threatens the health or safety of a State employee or State customer.

5.0

PRICING STRUCTURE & PRICE SHEET INSTRUCTIONS

5.1

METHOD OF BID

Bidder shall check the Region(s), as identified in Appendix C – Regional Map, which their Bid submission applies to. In Attachment A – Price Sheet, Section 1, Windshield Replacement, the Bidder shall submit a Windshield Bid Price, in addition to a Flat Labor Rate Per New Windshield Installation. The Flat Labor Rate shall include all labor, materials and transit. In Section 2 – Windshield Repair, the Bidder shall enter a Flat Rate per Windshield Repair. For informational purposes only, in Section 3, the Bidder shall enter a Labor Rate Per Hour for the replacement of glass on specialized Vehicles such as those that are used in construction, off road cars and trucks and farming. The labor rate per hour shall include both labor and transit. In addition, the Bidder shall enter a Percentage Discount off NAGS pricing for the purchase of glass for Vehicles not shown in Item Numbers 1 through 16 on the Windshield Replacement | Repair Tab.

5.2

PRICE SHEET INSTRUCTIONS

Bidder shall complete Attachment A – Price Sheet – Vehicle Glass Repair and Replacement. See Attachment A for instructions.

Bidders shall not alter the Price Sheet. Alternate pricing formats shall not be accepted and shall result in the disqualification of the Bid. Failure to provide pricing may result in the rejection of the Bid.

5.3

REQUESTING PRICE ADJUSTMENTS

Bid pricing shall remain firm for the initial two (2) year Contract period.

The Bureau shall review any adjustment of prices before the beginning of a Contract renewal period. Request for price increases shall be provided by the Contractor, in writing, to the Bureau 120 days prior to the renewal period. Price increase requests shall be justified with supporting documentation of industry-wide increases. Any price increase shall be mutually agreed upon between the Bureau and the Contractor. If the Bureau deems the cost increases are not acceptable, the Bureau reserves the right to rebid the Contract in whole or in part. An acceptance of the price increase shall be in the form of an amendment to the Contract.

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

6.0

BID PROCEDURE AND INSTRUCTIONS

6.1

CALENDAR OF EVENTS

Listed below are important dates and times by which actions related to this RFB shall be completed. In the event that the Bureau finds it necessary to change any of these dates and times (except estimated dates and times), it shall do so by posting an amendment to this RFB on VendorNet.

6.2

CORRESPONDENCE, CLARIFICATIONS AND QUESTIONS

Bidders are expected to raise any questions, exceptions, or additions they have concerning the RFB document by Wednesday, May 8, 2017 at 2:00 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 shall immediately notify the Department of Administration 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: Please email to: gregory.gessert@wisconsin.gov

All communication and/or questions on all matters regarding this Bid shall be made in writing and refer to Request for Bid # AD170712 and be directed to Greg Gessert.

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 shall be posted on VendorNet.

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

6.3

REASONABLE ACCOMMODATIONS

Upon request, the Bureau shall provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with a disability. If accommodations are needed at a Bid opening please contact: Greg Gessert at 608-261-8077 or gregory.gessert@wisconsin.gov 6.4

VENDORNET REGISTRATION

Registration on the State of Wisconsin’s VendorNet System is available free of charge to all businesses and organizations that wish to sell commodity and services to the State. By registering on VendorNet, a Bidder shall register for a Bidder’s list for any commodity or service the Bidder is interested in providing to the State. VendorNet also provides automatic email notification each time a Procuring State Agency, including University of Wisconsin System campuses, posts a Request for Bid with an estimated value over $50,000 in their designated commodity and or service area(s). Only registered Bidders with a valid email address at the time an RFB is posted shall receive email notifications of amendments. Bidders who obtain the RFB from a third party, through the State of Wisconsin Public Notices website or by any other means assume responsibility for checking for updates to the RFB.

6.5

SUBMITTING A BID

Bidders shall submit an original signed Bid, marked as stated below and an electronic file on a USB flash drive or CD, of all materials required for acceptance of their Bid by the deadline shown on the Request for Bid (DOA-3070) form to:

COMMON CARRIER ADDRESS

Greg Gessert / RFB#: AD170712

US MAIL ADDRESS

Greg Gessert / RFB#: AD170712

All Bids shall be received and time-stamped at the above location prior to Wednesday, May 23 at 2:00 PM CT. Bids not time-stamped shall be considered late and rejected. Receipt of a Bid by the State mail system does not constitute receipt of a Bid by the Department of Administration Purchasing Office.

All Bids shall 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: Vehicle Glass Repair and Replacement

RFB NUMBER: AD170712

RFB DUE DATE AND TIME: May 23, 2017, 2:00 PM CT 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 shall be required to provide current identification and sign in for a visitor’s pass. Security personnel shall call the intended procurement specialist prior to the visitor being allowed to proceed to their destination in the DOA building. This means Bidders shall have the procurement specialist’s name to allow the security guard to place a call to the procurement specialist. The Bidder shall allow ample time to clear security before reaching the Bureau of Procurement office to obtain the required Bid time-stamp.

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 shall not be accepted.

6.7

EMAILED BIDS

Emailed Bids shall not be accepted.

6.8

FORMAT OF BID RESPONSE

Bidders responding to this RFB shall comply with the following format requirements:

1) Signed Request for Bid Sheet: Include the signed Request for Bid sheet (DOA-3070, front page of this document) with the Bid and those certifications required for submittal of a Bid. Bids submitted in response to this RFB shall be signed by the person in the Bidder's organization who is responsible for the decision as to the prices being offered in the Bid or by a person who has been authorized in writing to act as agent for the person responsible for the decision on prices. DO NOT COPY AND RETURN THE ENTIRE BID DOCUMENT.

By submitting a signed Bid, the Bidder's signatories certify that in connection with this procurement: (a) the Bidder's organization or an agent of the Bidder's organization has arrived at the prices 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 quoted in the Bid have not been knowingly disclosed by the Bidder's organization or by any agent of the Bidder's organization and shall 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 shall be made by the Bidder's organization or by any agent of the Bidder's organization to induce any other person or firm to submit or not to submit a Bid for the purpose of restricting competition.

2) State of Wisconsin Standard Terms and Conditions (DOA-3054) (hereinafter Terms and Conditions): These Terms and Conditions shall govern this Bid and subsequent award. Bidders shall accept these Standard Terms and Conditions or submit point-by-point exceptions along with proposed alternate or additional language for each point, including any Bidder Contracts. Submission of any standard Bidder Contracts as a substitute for language in the Terms and Conditions is not a sufficient response to this requirement and shall result in rejection of the Bidder's proposal. 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.

3) Additional Information: Include the completed Vendor Information sheet (DOA-3477) and Vendor Reference sheet (DOA-3478) and any other forms required in the Bid. Include all additional information that shall be essential to an understanding of the Bid. This might include diagrams, excerpts from manuals, or other explanatory documentation that would clarify and/or substantiate the Bid document.

4) Price Information: Provide price information on Attachment A – Price Sheet – Vehicle Glass Repair and Replacement included in this RFB; include one hard copy of the Price Sheet with the Bid response and one electronic copy in Excel format. All prices for furnishing the products included in the Bid in accordance with the terms and conditions in this RFB shall be included. No alternate price formats shall be accepted. Alternate price formats shall eliminate consideration for this Bid.

5) Bidder Checklist: The Bidder shall include Attachment B – Bidder Checklist included in this RFB. A response to each statement listed shall be clearly checked or completed as applicable and submitted with the RFB response.

Any alteration of the Bid forms, Attachments or Appendices is prohibited and shall result in rejection of the Bid.

6.9

MULTIPLE BIDS

Multiple Bids are permitted. However, each separate Bid shall conform fully to the requirements for a Bid submission. Each bid shall 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 Wisconsin Department of Administration is liable for any costs incurred by the Bidder in responding to this RFB.

7.0

BID ACCEPTANCE AND AWARD

7.1

BID OPENING

A public Bid opening shall be held on Wednesday, May 23, 2017 at 2:00 PM CST at 101 East Wilson Street, 6th Floor, Madison, WI 53703. The names of all Bidders shall be read aloud at that time.

7.2

BID REVIEW

All Bids shall be reviewed by the Department of Administration’s Procurement Specialist and the Bureau to ensure compliance with submittal requirements. The Department of Administration shall be the sole judge as to Bidders’ compliance with the Bid instructions.

7.3

BID ACCEPTANCE

Bids that do not comply with the Bidder Qualifications Section 2.0 or the specifications set forth in Section 3.0 shall be rejected. Bids that do not comply with the Special Terms and Conditions of Bid in Section 4.0 shall be rejected. The Department of Administration, in its sole discretion retains the right to accept, clarify or reject any or all Bids, or accept, clarify or reject any part of a Bid, if deemed to be in the best interest of the State.

7.4

METHOD OF AWARD

Bid Award(s) shall be made on the basis of the lowest priced, responsive, responsible Bidder by Region. Region identification is documented on Appendix C – Regional Map. It is the Bidders responsibility to identify which Region(s) they are bidding on in Attachment A – Price Sheet. Low bid shall be determined by the lowest Total Cost of ALL Windshield Replacement and Repairs. This number will be auto-calculated based on the Total Cost for Windshield Replacement (Section 1) plus the Total Cost for Windshield Repair (Section 2) as identified on Attachment A – Price Sheet, (Tab - Windshield Replacement|Repair). Prices Bid shall be in US dollars unless otherwise indicated. Bids that require a specific quantity or dollar amount shall be disqualified. In the event of Bidder error in calculation, unit price shall prevail in award.

The Labor Rate Per Hour and Percent Discount provided in Section 3 of Attachment A – Price Sheet (Tab -Informational Purposes Only) shall not be used in the determination of Bid Award.

7.5

BIDDER REFERENCES/CLIENT LIST

The Bid response shall include a completed Vendor Reference Form (DOA-3478) listing at least three (3) names or companies with whom the Bidder has done business with as required by this RFB within the last three (3) years. For each organization listed, the Bidder shall 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 Bureau shall determine which references to contact in order to assess the quality of the product or service. The Bureau may contact one or more references that have been provided by the Bidder or other sources that may not have been named by the Bidder but can assist the Bureau in determining performance. The Bureau shall be the sole determinate as to whether the reference’s response is equivalent to the requirements and qualifications in the Bid as stated in section 2.0. If the reference’s response is not equivalent to the requirements and qualifications in the Bid, the Bid shall be disqualified.

7.6

USE OF SUBCONTRACTORS

The Contractor shall be responsible for the Contract performance of its subcontractors. The Contract shall be between the Bureau and the awardee. The Contractor shall be responsible for its subcontractors’ performance of the pertinent Contract obligations including related Specifications, insurance requirements and applicable regulations. The Bidder shall identify any potential subcontractor it intends to use to provide the product or service it shall provide if awarded the Contract. All subcontractors shall be approved in writing by the Bureau. Any proposed substitution of an approved subcontractor shall be submitted in writing to the Bureau 30 days prior to implementation of the substitution, and include the substitute’s qualifications, the reason for the change, and the intended effective date of the substitution. Failure to notify the Bureau shall result in cancellation of the Contract without notice and without penalty to the State.

7.7

SUPPLIER DIVERSITY

7.7.1

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 shall 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 shall 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 subcontracts to MBEs `r 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 Bureau.

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

7.7.2

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 Wisconsin Department of Veterans Affairs (DVA). Applicants shall complete a Veteran-owned Business Request for Certification form (WDVA 1037). Contact the DVA at: http://dva.state.wi.us. There is no price preference for certified VBs that compete for State Contracts.

7.7.3

WISCONSIN 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 shall 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 shall 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 subcontracts 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.

7.7.4

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 shall 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.

7.8

AW…