RFB UWL-2103 Local Duplicating Print-2021.04.01.pdf

Official Sealed Bid

Request for Bid Number: UWL-2103

LOCAL DUPLICATING & PRINT SERVICES

APRIL 1, 2021

University of Wisconsin-La Crosse

REQUEST FOR BID

THIS IS NOT AN ORDER

BID NUMBER: UWL-2103

AGENT: Mike Gasper

Questions regarding this bid – see Section 3.1 For Submittal of Bid Instructions – see Section 1

PUBLIC OPENING: April 21, 2021 AT

4:00 PM CST/CST/CDT/CST/CDT

ISSUE DATE: 04/01/2021

DUE DATE: 04/21/2021, 2:00 PM

CST/CST/CDT/CST/CDT

If NO BID (check here) _ and return.

Bid prices and terms shall be firm for one hundred and eighty (180) days from the date of bid opening, unless otherwise specified in this Request for Bid by the University of Wisconsin-La Crosse Purchasing Services.

Unless otherwise noted, public openings will be on the date and time specified. Award(s), if any, will be made as soon thereafter as possible. The bid abstract will be on file and is open to public inspection only after award determination has been made.

Local Duplicating and Print Services In signing this bid, we have read and fully understand and agree to all terms, conditions and specifications and acknowledge that the University Procurement bid document on file shall be the controlling document for any resulting contract. We certify that we have not, either directly or indirectly, entered into any contract 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 stated statement is accurate under penalty of perjury. I certify that the information I have provided in this bid is true and I understand that any false, misleading or missing information may disqualify the bid.

By submitting a bid, the bidder certifies that no relationship exists between the bidder and the University that interferes with fair competition or is a Conflict of Interest, and no relationship exists between such bidder and another person or firm that constitutes a Conflict of Interest. Further, bidder certifies that no employee of the University whose duties relate to this request for bid assisted the bidder in preparing the bid in any way other than in his or her official capacity and scope of employment.

The Bidder certifies by submission of the bid that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency.

COMPANY NAME:

COMPANY STREET ADDRESS:

COMPANY CITY, STATE & ZIP:

SIGNATURE: DATE:

TYPE OR PRINT NAME:

TITLE:

TELEPHONE NUMBER: ( ) FAX NUMBER: ( )

EMAIL ADDRESS:

FEIN NUMBER: DUNS #:

Table of Contents

1 SUBMITTAL INSTRUCTIONS

1.1 Bid Response Requirements

2 GENERAL INFORMATION

2.1 Purpose

2.2 Scope

2.3 Definitions

2.4 E-Supplier/VendorNet Registration

2.5 Parking

2.6 Energy Star

2.7 Supplier Diversity

2.7.1 Minority Business Enterprise Program (MBE)

2.7.2 Woman-Owned Business Enterprise Program (WBE)

2.7.3 Disabled Veteran Owned Business Program (DVB)

2.8 Discriminatory Boycotts of Israel

2.9 Secure Access:

3 BID PROCESS INSTRUCTIONS

3.1 Clarifications and/or Revisions through Designated Contact

3.2 Applicable Dates:

3.3 Contact Term

3.4 Evaluation Period

3.5 Proprietary Information

3.6 Oral Presentations, Product Demonstrations, Site Visits (Pre-Award)

3.7 Reasonable Accommodations

3.8 Method of Bid

3.9 Method of Award

3.10 Supplier Diversity Preferences

3.11 Bid Review

3.12 Appeals Process

4 BIDDER QUALIFICATIONS

4.1 Bidder Experience

4.2 Client List / References

4.3 Fair Price Analysis

4.4 Debarment

5 PERFORMANCE AND CONTRACT REQUIREMENTS

5.1 Firm Prices

5.2 Item Return Policy

5.3 Additional Items/Services

5.4 Acceptance and Testing (Post Award)

5.5 Invoicing Requirements

5.6 Payment Terms

5.7 Shipments, Duplicates and Over shipments

5.8 Training

5.9 Insurance

5.10 Record and Audit

5.11 Requirements for Criminal Background Checks

5.12 Performance Meetings

5.13 Subcontracting

5.14 Contract Termination

5.15 Other Eligible Purchasers

5.16 Entire Contract

5.17 Special Pandemic and Emergency Operations Considerations:

6 SPECIFICATIONS

6.1 Bid Response

6.2 Service Offering

6.3 Proximity

6.4 Permits & Licenses

6.5 Financial Stability

6.6 Equipment

6.7 Hours of Operation

6.8 Delivery Requirements

6.9 Turn-around Time and Order Confirmation

6.10 On-line Ordering System

6.11 Platforms

6.12 Copyright Clearance

6.13 Production Schedule

6.14 File Archiving

6.15 Response Time

6.16 Security

6.17 Rework

6.18 Performance and Accuracy

6.19 Use of University’s Name and Logo

6.20 Samples

6.21 Protection of the University’s Confidential Information

6.22 Employee Identification

6.23 Environmentally Friendly “Green” Products

6.24 Mailing Services

ATTACHMENT A – BACKGROUND INFORMATION

ATTACHMENT B – BIDDER RESPONSE SHEET

ATTACHMENT C – COST SHEET

ATTACHMENT D – DOA Form 3832

ATTACHMENT E – STANDARD TERMS AND CONDITIONS

ATTACHMENT F – Supplemental Standard Terms and Conditions

ATTACHMENT G – Contractor ID Card Access Policy

ATTACHMENT H – UWL Identity Standards, Branding & Licensed Logs

1 SUBMITTAL INSTRUCTIONS

ONLY EMAILED BID RESPONSES WILL BE ACCEPTED.

All completed bids must be e-mailed to mgasper@uwlax.edu, with the RFB number and vendor name in the subject line.

Bids must be received and date/time stamped prior to 2:00 p.m. CST/CDT on the stated bid due date.

RETAIN A COPY OF YOUR BID RESPONSE FOR YOUR FILES

Submitting a bid to any other e-mail address than mgasper@uwlax.edu does not constitute receipt of a valid bid by Purchasing Services. Proof of transmission doesn't constitute proof of receipt. E-mail submissions of signature pages should be a scanned copy of the document with ACTUAL signatures and initials (or electronic signatures) and should be received prior to 2:00 p.m. CST/CDT on the stated due date.

Contact Purchasing Services Agent listed in Section 3.1 for assistance.

Email submissions may not be greater than 150 megabytes. Any email file greater than 150 megabytes will be rejected by the email server. It is the responsibility of the sending party to confirm emailed bid responses were received by the Purchasing Services office prior to bid due date.

1.1 Bid Response Requirements

In order for your bid to be considered, the following forms/information must be completed and submitted as part of your bid response. Failure to provide these forms/information with your bid submittal may disqualify your bid.

Late bids shall be rejected. It is the bidder’s responsibility to verify that their bid was received before the deadline.

1. Request for Bid Form (signed) by an authorized representative of proposing company.

2. Bidder Response Sheet (including attachments as requested on Bidder Response Sheet) (Attachment B)

3. Specifications for the item(s) bid (Section 6) (Attachment B)

4. Itemized Bid List (Attachment C)

5. Bidder Required Form - Department of Administration Form 3832 (signed) (Attachment D)

2 GENERAL INFORMATION

2.1 Purpose

The University of Wisconsin-La Crosse, hereinafter referred to as the “University”, through its Purchasing Services Department, hereinafter referred to as “Purchasing”, is requesting bids for the Department of Administration and Finance hereinafter referred to as “Administration and Finance”, for the purchase of Local Duplicating and Print Services on the UW-La Crosse campus.

The estimated item quantities identified in the background information are in Attachment A for informational purposes only. The University does not guarantee to purchase any specific quantity or dollar amount.

Conditions of bid which include the word “must” or “shall” describe a mandatory requirement. All specifications are defined as mandatory minimum requirements unless otherwise stated. If no bidder is able to comply with a given specification, condition of bid or provide a specific item/service on the Itemized Bid List, Purchasing reserves the right to delete that specification, condition of bid or item without having to complete the bid process again.

FAILURE TO MEET A MANDATORY REQUIREMENT SHALL DISQUALIFY YOUR BID.

This contract bid document and the awarded bidder’s (Contractor’s) response information shall become the Contract.

mailto:mgasper@uwlax.edu mailto:mgasper@uwlax.edu

2.2 Scope

The University requests bids for Local Duplicating and Print Services at the University of Wisconsin-La Crosse.

The business relationship formed between the University and an independent contractor will be for duplicaing and printing services as described in Specifications Section 6 and Attachment B on or about June 1, 2021. This includes all equipment, supplies and labor necessary for printing, finishing, lamination and bindery operations including delivery to the ordering departments. The Contractor shall provide a full range of high quality printing services to the University community including on-demand black and white copies, color copies, digital color printing, labeling, tabbing, punch & bind, stapling, folding, padding, cutting, binding, laminating, large format printing, special order services, and other services expected from a quality copy center. Contractor will be available to University departments to offer pre-order printing advice. Contractor shall cooperate at all times to maintain maximum efficiency and good public relations with UW-La Crosse students, faculty and staff.

This bid will provide services for duplicating and printing services not available through mandatory state print contracts and for quantities beyond the capacity limit of campus multifunction devices. Additionally, it will provide finishing, binding, specialty paper and other print mediums such oversize print options and other services offered by quality copy center.

The estimated item quantities identified on the Itemized Bid List are for bid purposes only. The University does not guarantee to purchase any specific quantity or dollar amount. The University reserves the right to issue separate bids when deemed in the best interest of the University.

2.3 Definitions

The following definitions are used throughout this document:

Agency: The Board of Regents of the University of Wisconsin System doing business as the University of Wisconsin-La Crosse.

Hereinafter, referred to as the University.

Authorized Users: The University of Wisconsin-La Crosse. Hereinafter, referred to as the University.

Bid: A price quotation specifically given to a prospective purchaser by a prospective seller; a Bid is an offer to sell.

For the purposes of this RFB, a Bid includes all requisite forms, response completed as instructed.

Bidder: A person or firm that responds to this Request for Bid.

Commodity: A tangible article of trade or item of merchandise; goods, products, materials, supplies, or finished products. A Commodity is not a Service for purposes of this RFB, but a Commodity may include incidental or related Services.

Contract: The written agreement between the successful Bidder and the University covering the commodities and Services to be performed pursuant to this RFB.

Contract Administrator: The University employee responsible for oversight of the implementation, administration, and completion of the Contract.

Robin Tuxen, Administration and Finance rtuxen@uwlax.edu file://departmentfs/deptfilecabinet/BUS/7%20-%20Purchasing/RFB%20Sealed%20Bids/FY21/UWL-2103%20Duplicating%20and%20Print%20Services/RECORDKEEPING/rtuxen@uwlax.edu

Contractor: The person or entity that has been awarded the Contract as a result of this Bid, and who is required to provide equipment, materials, supplies, contractual Services, or leasing real property to the University.

Contract Manager: The employee of the University responsible for 1) resolving contractual matters that cannot be resolved with the Contract Administrator; and 2) facilitating and/or completing all official actions under the Contract including but not limited to amendments, renewals, and termination

Mike Gasper, Purchasing Services mgasper@uwlax.edu

Disabled Veteran-Owned Business

(DVB):

A business that has been certified by the Department of Administration under Wis. Stat. §16.283.

Minority-Owned Business Enterprise

(MBE):

A business that has been certified by the Department of Administration under Wis. Stat. §16.287

Municipality: Any Wisconsin county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the authority to award public Contracts (Wis. Stat §16.70(8)).

Notice of (Intent to) Award: A writing issued by the University notifying all Bidders of the University's intent to award a Commodity Contract to the successful Bidder(s), or in the case of Services, the University's intent to award a Contract to the successful Bidder(s).

Procuring Agency: The University of Wisconsin-La Crosse. Hereinafter, referred to at the University or UW-La Crosse.

Services or Contractual Services: An intangible product, including actions, recommendations, plans, research, customizations, modifications, documentation, and maintenance and support, including all related material necessary to fulfill that which the successful Bidder is obligated to accomplish or to provide under this

RFB.

Specification: A descriptive statement of the physical, functional and performance characteristics of the Commodity or service required by the University. A Specification may be a description of the physical or functional characteristics, or of the nature of a supply. It may include a description of any requirement for inspecting, testing or preparing a supply item for delivery, or the necessary performance criteria.

When used throughout this RFB, this term is used interchangeably with the term "requirement".

2.4 E-Supplier/VendorNet Registration

Registration on the State of Wisconsin’s eSupplier Portal (eSupplier.wi.gov) is available free of charge to all businesses and organizations that want to sell to the state. Refer to Bidder Response: Registration and Sign-in Process for further instructions. Registration allows a vendor to:

mailto:mgasper@uwlax.edu https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI_GUEST https://esupplier.wi.gov/starcontent/eSupplier/eSupplier%20-%20Registering%20as%20a%20Bidder.pdf

2.4.1 Register for a bidders list for commodities/services that the vendor wants to sell to the state.

2.4.2 Receive an automatic e-mail notification each time a state agency, including the University of Wisconsin System campuses, posts a Request for Bid (RFB) or a Request for Proposal (RFP) with an estimated value over $50,000 in their designated commodity/service area(s).

2.4.3 Receive an e-mail notification of addendums/amendments relative to the RFB or RFP.

Only vendors registered, with a valid e-mail address, at the time the RFB or RFP is posted will receive e-mail notifications of addendums/amendments. Vendors who obtain the RFB or RFP from a third party; through the public notice website; or other means assume responsibility for checking for updates to the RFB or RFP.

2.5 Parking

University parking is very limited. Each Contractor and/or Contractor employee(s) shall make their own arrangements for parking through UW-La Crosse Parking and Transportation Services at 605 17th St. N La Crosse, WI 54601 (608) 785- 8061. No additional Contractor costs will be allowed for parking fees or violations. Unauthorized vehicles parking in University lots or loading docks without permits will be ticketed and/or towed.

2.6 Energy Star

The State encourages the use of equipment which meets the Environmental Protection Agency (EPA) Energy Star™ requirements. The Energy Star Program is a voluntary contract between an Original Equipment Manufacturer (OEM) and the EPA. It is not mandatory that every device offered under this bid meet Energy Star requirements, but the bulk of the product line should be energy efficient. Bidder should identify those items which meet the Energy Star requirements on the Bidder Response Sheet.

2.7 Supplier Diversity

2.7.1 Minority Business Enterprise Program (MBE)

The State of Wisconsin is committed to the promotion of minority business in the state's purchasing program and a goal of placing 5% of its total purchasing dollars with certified minority businesses. Authority for this program is found in ss.

15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes. The University of Wisconsin Colleges and Extension is committed to the promotion of minority business in the state's purchasing program.

The State of Wisconsin policy provides that Wisconsin Certified minority-owned business enterprises 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 minority-owned business enterprises or by using such enterprises to provide goods and services incidental to this agreement, with a goal of awarding at least 5% of the contract price to such enterprises.

The supplier/contractor may be requested to provide information about its purchases from Wisconsin certified MBEs.

A listing of certified minority businesses, as well as the services and commodities they provide, is available from the Department of Administration, Office of the Minority Business Program, 608/267-7806. To view all MBE firms go http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program

A listing of certified MBEs, as well as the services and commodities they provide, is available at:

https://wisdp.wi.gov/search.aspx

2.7.2 Woman-Owned Business Enterprise Program (WBE)

The State of Wisconsin is committed to the promotion of Woman-Owned Businesses as outlined in 560.035, Wisconsin Statutes. 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 http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program https://wisdp.wi.gov/search.aspx http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program

The State of Wisconsin policy provides that Woman-Owned Businesses certified by the Wisconsin Department of Administration 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 Woman-Owned Businesses or by using such businesses to provide goods and services incidental to this agreement.

A listing of certified WBEs, as well as the services and commodities they provide, is available at:

https://wisdp.wi.gov/search.aspx

2.7.3 Disabled Veteran Owned Business Program (DVB)

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 policy provides that Disabled Veteran-Owned Business Enterprises certified by the Wisconsin Department of Administration 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 Disabled Veteran-Owned Businesses or by using such enterprises to provide goods and services incidental to this agreement, with a goal of awarding at least 1% of the contract price to such enterprises.

The supplier/contractor may be requested to provide information about its purchases from Wisconsin certified DVBs.

A listing of certified minority businesses, as well as the services and commodities they provide, is available from the Department of Administration, State Supplier Diversity Program, 608/267-9550. To view all DVB firms, go to https://wisdp.wi.gov/search.aspx, select the DVB box, and click search.

2.8 Discriminatory Boycotts of Israel

Effective October 27, 2017, consistent with 2017 Wisconsin Executive Order 261, contractor agrees it is not engaged in a boycott of the State of Israel and further, contractor will not during the term of the contract engage in a boycott of the State of Israel. State agencies may not execute a contract and reserve the right to terminate an existing contract with a business entity that is not compliant with this provision. This provision applies to all contracts of all values.

2.9 Secure Access:

The Contractor will be required to sign-out a key to access the gated area around the Stadium from Facilities, Planning and Management located at 855 East Avenue N, La Crosse, WI 54601 at the beginning of the project. The Contractor must return the key at project completion to the same location.

See ATTACHMENT G: CONTRACTOR ID CARD ACCESS POLICY. This policy can also be found at https://www.UW-La Crosselax.edu/globalassets/offices-services/fpm/UW-La Crossel-contractor-id-policy.pdf. This policy is to be used as a guide to obtaining the physical access cards for campus facilities.

Additional information regarding ACCESS TO SECURE FACILITITES:

• NO BUILDING KEYS MAY BE COPIED.

• Contractor's employees shall not admit anyone (except other Contractor employees) to areas controlled by a key/card in their possession.

• If physical keys are lost, Contractor shall reimburse the University for the cost of replacement keys, cores and labor.

This means that Contractor’s replacement cost for lost master keys in some buildings could result in replacement costs of $30,000.00 or more.

Any access needed into dorm rooms or apartments needs to be scheduled 48 hours in advance and requires the Contractor be accompanied by UW-La Crosse’s project representative upon project start. Coordination for this access will be done through the UW-La Crosse’s project representative.

https://wisdp.wi.gov/search.aspx http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program https://wisdp.wi.gov/search.aspx https://www.uwlax.edu/globalassets/offices-services/fpm/uwl-contractor-id-policy.pdf https://www.uwlax.edu/globalassets/offices-services/fpm/uwl-contractor-id-policy.pdf

3 BID PROCESS INSTRUCTIONS

3.1 Clarifications and/or Revisions through Designated Contact

All communications and/or questions in regard to this request must be in writing and must reference the bid number.

Bidders should e-mail written questions to the Agent. Verbal questions, when permitted, must be directed to the Agent.

If a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission or other deficiency in this RFB, they have five (5) business days after the bid issue date and time to notify, in writing, the Agent at the address shown below of such error and request modification or clarification of the RFB document.

ADMINISTRATIVE:

Mike Gasper

Purchasing Services 1725 State Street

118 Graff Main Hall La Crosse, WI 54601 mgasper@uwlax.edu

If a Bidder fails to notify the Purchasing Office of an error in the RFB document which is known to the Bidder, or which should have reasonably been known to the Bidder, then the Bidder shall submit a bid response at the Bidder’s risk and if awarded a contract, shall not be entitled to additional compensation or delivery or installation time by reason of the error or its later correction.

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 http://vendornet.state.wi.us

Any contact with University employees concerning this RFB are prohibited, except as authorized by the RFB manager during the period from date of release of the RFB until the notice of award is released. Contacting anyone other than the Designated Contact(s) above may disqualify your RFB.

3.2 Applicable Dates:

Date

April 1, 2021

April 8, 2021 at 2:00PM CST/CDT

April 14, 2021 by Close of Business

April 21, 2021 at 2:00 PM CST/CDT

April 21, 2021 at 4:00 PM CST/CDT

Event

Date of Issue of the Bid

Written vendor questions due

Responses posted

Bid Due

Bid Opening

3.3 Contact Term

The initial term of this contract shall be June 1, 2021 through June 30, 2024. This contract will be automatically renewed for two (2) additional one-year terms, unless Purchasing is notified, in writing, by the Contractor; or notifies the Contractor, in writing, ninety (90) calendar days prior to expiration of the initial and/or succeeding Contract term(s).

file://departmentfs/deptfilecabinet/BUS/7%20-%20Purchasing/RFB%20Sealed%20Bids/FY21/UWL-2103%20Duplicating%20and%20Print%20Services/RECORDKEEPING/mgasper@uwlax.edu http://vendornet.state.wi.us/

3.4 Evaluation Period

This contract is subject to a ninety (90) day evaluation period. If at the end of that time, the quality and/or responsiveness of the vendor are unacceptable according to the terms of this bid, the contract will be canceled and awarded to the next lowest responsible proposer or rebid.

3.5 Proprietary Information

Any information contained in the Bidder’s response that is proprietary must be detailed separately on form DOA-3832.

Marking of the entire response as proprietary will neither be accepted nor honored. The University cannot guarantee that all such material noted remains confidential, particularly if it becomes a significant consideration in contract award.

Information will only be kept confidential to the extent allowed by State of Wisconsin Public Disclosure Law (refer to Standard Terms and Conditions, Section 27.0.

3.6 Oral Presentations, Product Demonstrations, Site Visits (Pre-Award)

The University, at its sole discretion, may require oral presentations, product demonstrations and/or vendor location site visits to validate information submitted with the bids. Failure of a bidder to conduct a presentation on the date scheduled or allow an on-site/vendor site visit may result in rejection of the bid. These events cannot be used as an opportunity to alter bids submitted.

3.7 Reasonable Accommodations

The University will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. Please contact Mike Gasper at mgasper@uwlax.edu to make a reasonable accommodation request.

3.8 Method of Bid

Bidder must submit a net unit price for each item specified. Prices listed should be in US dollars unless otherwise indicated.

3.9 Method of Award

All yellow highlighted cells must have entries as this information will be utilized to determine the lowest bid. All entries must be to the nearest cent. Award(s) shall be made on the basis of the lowest net total (based on entries in the yellow highlighted cells) which is judged to be in the best interest of the University. Bids that state the University shall guarantee orders of a specific quantity or dollar amount will be disqualified.

3.10 Supplier Diversity Preferences

State of Wisconsin agencies may make awards to certified Minority Business Enterprise (MBE), or Disabled Veteran- Owned Business (DVB) firms submitting the lowest qualified bid when that qualified bid is not more than 5% higher than the apparent low bid or the proposal is no more than 5% lower than the apparent high point score. Authority for this program is found in ss. 16.75(3m) (b)2,3, 16.75(3m) (c)(4) and 560.0335(1)(b)(3), 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes.

3.11 Bid Review

Bid Review:

Bids will be reviewed by UW-La Crosse to verify that they meet all specified requirements in this RFB. This verification may include contacting references furnished in the vendor's bid, requesting reports on the vendor's financial stability, conducting demonstrations of the vendor's proposed product(s) and service(s), and reviewing results of past awards to the vendor by the State of Wisconsin. Vendors may not contact that State's reviewer(s) except at the State's request.

3.12 Appeals Process

Any protest of the University's solicitation or intent to award must be based on an alleged violation of the Wisconsin State Statute or a provision of a Wisconsin Administrative Code.

Appeals must be submitted no later than five working days after the date of solicitation or the notice of intent to award is issued by the University, written notice of intent to protest must be sent to:

US MAIL ADDRESS DELIVERY ADDRESS

Robert J. Hetzel Robert J. Hetzel

University of Wisconsin-La Crosse University of Wisconsin-La Crosse

Administration and Finance Administration and Finance

1725 State Street, 233 Graff Main Hall 1725 State Street, 233 Graff Main Hall

La Crosse, WI 54601 La Crosse, WI 54601

With a copy to:

US MAIL ADDRESS DELIVERY ADDRESS

Mike Gasper Mike Gasper

University of Wisconsin-La Crosse University of Wisconsin-La Crosse

Purchasing Services Purchasing Services

1725 State Street, 118 Graff Main Hall 1725 State Street, 118 Graff Main Hall

La Crosse, WI 54601 La Crosse, WI 54601

4 BIDDER QUALIFICATIONS

Bidder must complete the Bidder Response Form DOA-3832 to identify designated contact people, to provide information regarding the size of the bidder’s company, and other information as requested. All sections of this form must be completed.

4.1 Bidder Experience

Bidder company or its principals must be in the business of providing Local Duplicating and Print Services and must have done so for the past five (5) years.

4.2 Client List / References

Bidder must supply with their bid a client list of three (3) firms to which similar items/services have been provided during the past three (3) years to a comparable sized institution or company (see Bidder Required Form, DOA-3832). If contacted, information received from those clients will be used to determine whether bidder can reasonably meet contract requirements and specifications. Client references may be used in the award consideration.

4.3 Fair Price Analysis

Purchases made under this contract may require further fair price analysis. Bidders should identify on the Bidder Response Sheet the type of documentation they will provide (i.e. published price list, list of previous buyers, etc.) to allow the University to complete this analysis. The awarded Bidder will be required to provide this documentation prior to the order being issued.

4.4 Debarment

Federal Executive Order (E.O.) 12549 “Debarment“ requires that all contractors receiving individual awards, using federal funds, and all subrecipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. By signing this document, you certify that your organization and its principals are not debarred. Failure to comply or attempts to edit this language may disqualify your bid. Information on debarment is available at the following websites: www.sam.gov and https://acquisition.gov/far/index.html see section 52.209-6.

https://www.sam.gov/portal/public/SAM/ https://acquisition.gov/far/index.html

5 PERFORMANCE AND CONTRACT REQUIREMENTS

5.1 Firm Prices

Prices must remain firm until June 30, 2022 from the date of the signed contract. Prices established may be lowered due to general market conditions or negotiations between the Contractor and the University.

Price increase requests must be received by the University in writing 90 calendar days prior to the start of any new annual period under the Contract/Agreement and may not be increased by more than the percentage increase shown by the “Consumer Price Index – All Urban Consumers, Midwest – Size B/C, Not Seasonally Adjusted, All Items (1996 = 100) as published by the United States Department of Labor, Bureau of Labor Statistics” (hereinafter the “Consumer Price Index” or “CPI”) for the most recently published month preceding the 90 days’ advance notice of Contractor’s intent to raise pricing. For example, if notice was received in April 2020, the dates utilized for calculating the increase would April 2019 through March 2020. If the Consumer Price Index ceases to be published and there is no successor thereto, such other index as the parties may agree upon will be substituted for the Consumer Price Index.

5.2 Item Return Policy

Contractor should provide for return of items ordered in error for up to 30 calendar days from receipt. Bidder should indicate in detail on the Bidder Response Sheet their company’s return policy.

5.3 Additional Items/Services

Similar items/services may be added to this Contract provided it was mutually agreeable to both Purchasing Services and the Contractor. Scope of work and pricing (including discounts) must be consistent with the current contract items/services.

5.4 Acceptance and Testing (Post Award)

Acceptance testing will occur as soon as the on-line ordering system is connected. Acceptance testing will be performed by the University and will consist of verification of the specifications and performance requirements.

If the item/service does not meet specification or performance requirements, the Contractor will have 10 calendar days to meet requirements. If after this time period the item still does not meet specifications or performance requirements, the Contractor agrees to return any payments that may have been made for unacceptable items.

Robin Tuxen, or her designee, is the only authorized person who can sign an acceptance form. The warranty period will begin following the successful acceptance testing.

5.5 Invoicing Requirements

Contractor must agree that all invoices shall reflect the discounts and net prices established for the items/services on this contract for all orders placed even though the contract number and/or correct prices may not be referenced on each order or at time of order.

The University must meet a statutory mandate to pay or reject invoices within 30 days of receipt of properly submitted invoices by University Accounts Payable. Before payment is made, Accounts Payable must verify that all invoiced charges are correct per this Contract. Only properly submitted invoices will be officially processed for payment. Electronic invoices are preferred. Prompt payment requires that your invoices be clear and complete in conformity with the instructions below. All invoices must be itemized showing:

• Contractor Name

• Supplier Order Number

• Order Date

• Prices per the Contract

• Name of Individual placing order

• Order Description

• UW-La Crosse Funding String (highlighted below in yellow)

At the discretion of Purchasing, invoices not reflecting the correct discount or net prices may be short paid or disputed.

The original invoice must be sent to accountspayable@uwlax.edu unless the customer identifies and establishes a different bill-to location.

A report must accompany the monthly invoice showing the daily and total charges. The Contractor must also provide an Excel spreadsheet with following information by individual transaction.

• Fund

• Program

• Department

• Project

• Amount

• Order Description

• Supplier Order Number (Unique Transaction number assigned by the Supplier)

5.6 Payment Terms

Payment will not be made until the item/service is determined to meet all specifications and has been accepted by the University. The University will pay the Contractor Net 30 as accepted by the University.

5.7 Shipments, Duplicates and Over shipments

Upon notification by the University of a duplicated order or over shipment, the items identified must be removed at the Contractor's expense. If the duplicated or over shipment items are not removed within 30 days of written notification, the University reserves the right to dispose of them as its own property and shall not be held liable for any cost for the items.

5.8 Training

If requested, Contractor must provide all personnel with instructions on account set-up and order processing at no charge to the customer.

5.9 Insurance

The Contractor shall maintain insurance levels as required in Standard Terms and Conditions, Section 22.0. A certificate of insurance must be provided upon award.

The Contractor shall add: “The Board of Regents of the University of Wisconsin System, its officers, employees and agents” as an ‘additional insured’ under the commercial general, automobile, and Contractor's liability policies. The certificate holder shall be listed as the University of Wisconsin-System Administration or System campus for their respective purchases.

The University will evaluate all insurance certificates for compliance. Should the Contractor not provide the appropriate Certificates of Insurance within 30 days of the University's issuance of the Notice of Intent to Award, the Contractor shall be given an additional 14 days to comply. Should the appropriate Certificates of Insurance not be received within that time, the University reserves the right to cancel the award or Contract and make another award.

The Certificates of Insurance shall be provided as stated herein to:

mailto:accountspayable@uwlax.edu

University of Wisconsin-La Crosse Mike Gasper, Purchasing Director 1725 State Street, 118 Graff Main Hall La Crosse, WI 54601

Coverage and Minimum Limits

The following minimum insurance coverage and limits will be required in the Contract resulting from the Bid award:

Coverage Minimum Limits

Worker's Compensation (WC) Required - No Exceptions

Commercial General Liability (CGL)

General Aggregate including products and completed operations - Each Occurrence

$1,000,000

$2,000,000

Automobile Liability (including hired & non-owned) Combined Single Limit

$1,000,000

If hazardous substance is involved Contractor’s Pollution Liability – Aggregate

Each Occurrence

$2,000,000

$1,000,000

5.10 Record and Audit

The Contractor shall establish, maintain, report as needed, and submit upon request records of all transactions conducted under the contract. All records must be kept in accordance with generally accepted accounting procedures. All procedures must be in accordance with federal, State of Wisconsin and local ordinances.

The University shall have the right to audit, review, examine, copy, and transcribe any pertinent records or documents held by the Contractor related to this contract. The Contractor shall retain all applicable documents for a period of not less than five years after the final contract payment is made. The University reserves the right to inspect any facilities used to support this Contract.

5.11 Requirements for Criminal Background Checks

Background Checks of Contracted Individuals

This contract is contingent upon, prior to the commencement of services, the independent Contractor passing a criminal background check performed by the Criminal Background Check Coordinator of the unit for which the individual will be engaging in activities or rendering services. This background check will evaluate whether the individual has any pending charges or convictions that are substantially related to the contracted-for activities or services, including but not limited to, those that would render the worker unsuitable for regular contact with children. Disqualifying convictions or charges include, but are not limited to, sexual offenses, violent offenses, and drug offenses.

If, in the course of providing services to UWL, Contractor (or its employee) observes an incident or threat of child abuse or neglect, or learns of an incident or threat of child abuse or neglect, and the Contractor (or its employee) has reasonable cause to believe that child abuse or neglect has occurred or will occur, Contractor must make a report of that abuse or neglect to law enforcement or to a county social service agency as provided in UWL’s Policy on Mandatory Reporting of Child Abuse and Neglect (“the Policy”). If the suspected child abuse or neglect involves an allegation against a UWL employee or agent (e.g. student, volunteer, contractor, etc.), or the incident or threat of child abuse or neglect occurred on the UWL campus or during a UWL-sponsored, the Contractor shall also report to the UWL Police Department or UWL’s Office for Equity and Diversity.

Background Checks of Contractors

This contract is contingent upon, Contractor supplying workers who have passed a criminal background check that includes a national criminal background check database demonstrating the worker has no convictions or pending criminal charges that are substantially related to the contracted-for activities or services, including but not limited to, those that would render the worker unsuitable for regular contact with children. Disqualifying convictions or charges include, but are not limited to, sexual offenses, violent offenses, and drug offenses.

If, in the course of providing services to UWL, Contractor (or its employee) observes an incident or threat of child abuse or neglect, or learns of an incident or threat of child abuse or neglect, and the Contractor (or its employee) has reasonable cause to believe that child abuse or neglect has occurred or will occur, Contractor must make a report of that abuse or neglect to law enforcement or to a county social service agency as provided in UWL’s Policy on Mandatory Reporting of Child Abuse and Neglect (“the Policy”). If the suspected child abuse or neglect involves an allegation against a UWL employee or agent (e.g. student, volunteer, Contractor, etc.), or the incident or threat of child abuse or neglect occurred on the UWL campus or during a UWL-sponsored activity, the Contractor shall also report to the UWL Police Department or UWL’s Office for Equity and Diversity.

5.12 Performance Meetings

The Account Representative and/or Contract Administrator must be available to meet as required with the University's Contract Administrator to evaluate contract implementation and performance and to identify continuous improvement.

5.13 Subcontracting

5.13.1 Any Contract resulting from this bid shall not be, in whole or in part, subcontracted, assigned, or otherwise transferred to any Subcontractor without prior written approval by Purchasing. Upon request Contractor must provide Subcontractor’s complete contact information including EIN# (TIN#, SS#) and signed W-9 form.

5.13.2 The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. University reserves the right to assess Contractor damages in excess of the contract amount for Subcontractor’s failure to perform or inability to complete required project milestones.

5.13.3 Subcontractors must abide by all terms and conditions under this Contract

5.13.4 If Subcontractors are to be used, the Contractor must clearly explain their participation, deliverables, and project milestones prior to commencing work.

5.14 Contract Termination

5.14.1 The University may terminate the Contract at any time, without cause, by providing 90 days written notice to the Contractor. If the Contract is so terminated, the University is liable only for payments for products provided or services performed, to the extent that any actual direct costs have been incurred by the Contractor pursuant to fulfilling the contract. The University will be obligated to pay such expenses up to the date of the termination.

5.14.2 Shall either party fail to perform under the terms of this Contract; the aggrieved party may notify the other party in writing of such failure and demand that the same be remedied within 10 calendar days. Should the defaulting party fail to remedy the same within said period, the other party shall then have the right to terminate this Contract immediately. Performance failure can be defined as, but not limited to, failure to provide any of the Terms, Conditions or Specifications.

5.14.3 If at any time the Contractor performance threatens the health and/or safety of the University, its staff, students or others who may be on campus, the University has the right to cancel and terminate the Contract without notice.

5.14.4 Failure to maintain the required Certificates of Insurance, Permits and Licenses shall be cause for Contract termination. If the Contractor fails to maintain and keep in force the insurance as provided in Standard Terms and Conditions, Section 22.0, the University has the right to cancel and terminate the Contract without notice.

5.14.5 If at any time a petition in bankruptcy shall be filed against the Contractor and such petition is not dismissed within 90 calendar days, or if a receiver or trustee of Contractor's property is appointed and such appointment is not vacated within 90 calendar days, the University has the right, in addition to any other rights of whatsoever nature that it may have at law or in equity, to terminate this contract by giving 10 calendar days’ notice in writing of such termination.

5.14.6 All notices of performance failure must be submitted in writing to Purchasing Services, 1725 State Street, 118 Graff Main Hall, La Crosse, WI 54601. Purchasing Services shall be final authority for all performance failure determinations not resolved through the ordering department.

5.15 Other Eligible Purchasers

U.W. System campuses, State of Wisconsin agencies and Wisconsin municipalities, may desire to purchase from this contract.

A Wisconsin municipality is defined by Wisconsin Statute 16.70(8) to include counties, cities, villages, towns, school boards, sewage, drainage, vocational, technical and adult education districts, and other bodies with the power to award public contracts.

5.16 Entire Contract

A contract will be awarded based on the criteria established in this Request for Bid, including attachments and any amendments issued. The BID, the bid response, and written communications incorporated into the contract constitute the entire contract between the parties. The hierarchy of documents in descending order for resolution is as follows:

A. Contract Award Letter B. Original Request Bid Number UWL-2103, dated 4/1/2021 including amendments/attachments C. Bidder response to BID.

D. Official Purchase Order (when applicable)

Any other terms and conditions provided by the Bidder with the bid or for future transactions against this contract, including but not limited to click on agreements accepted by the Customer; shrink wrapped agreements; or terms submitted with quotations, order acknowledgements, or invoices; will be considered null and void and will not be enforceable by the Contractor unless agreed to in a written amendment signed by the University Purchasing Department.

Any exceptions to this BID should be submitted with your response and alternative language proposed.

Submitting a standard Bidder contract or term and condition as a complete substitute or alternative for the language in this solicitation will not be accepted and may result in rejection of the bid.

The University reserves the right to negotiate contractual terms and conditions or reject the Bidder‘s response and proceed to the next qualified bidder.

5.17 Special Pandemic and Emergency Operations Considerations:

The University of Wisconsin System, individual campuses, municipalities, counties, or the State or Federal government may have emergency orders or guidelines in place mandating or recommending measures such as face masks, protective gear, hand washing, temperature checks, symptom reporting, social distancing, or other temporary public health and safety measures. All suppliers visiting UW campuses or participating in UW sponsored activities, whether on or off campus, must comply with all relevant University, campus, government, and public health and safety mandates and guidelines unless specifically exempted by the applicable legislation, executive order or public health order. UW reserves the right to impose additional health and safety requirements, processes, and procedures at any time. Proposers, contractors and suppliers and their support personnel present in person at any UW site or event must comply with all such applicable measures in effect at that location.

Current UW-La Crosse established requirements for Vendors/Suppliers are:

o Pre-approval for all on-site workers o Daily symptom check for on-site workers o Wearing masks when entering campus buildings o Staggering work shifts, if necessary

6 SPECIFICATIONS

See Specifications in Section 6 and Attachment B and Itemized Bid List (Attachment C) for the minimum acceptable specifications for items/services desired.

UWL Specifications may not be revised without an official written amendment issued by Purchasing.

6.1 Bid Response

The Bidder’s must provide responses for information requests related to specifications. This information will be reviewed to determine if the items/services meet all specifications.

Failure to provide the requested information may disqualify your bid.

6.2 Service Offering

The Contractor shall provide a full range of high quality printing services to the University community including, but not limited to, on-demand black and white copies, color copies, tabbing, coiling, stapling, folding, padding, cutting, binding, laminating, large format printing, special order services (such as rush jobs), and other services expected from a quality copy center. Contractor will be available to University departments to offer pre-order printing advice.

Contractor shall cooperate at all times to maintain maximum efficiency and good public relations with UW-La Crosse students, faculty and staff.

This bid will provide services for duplicating and printing services not available through mandatory state print contracts and for quantities beyond the capacity limit of campus multifunction devices. Additionally, it will provide finishing, binding, specialty paper and other print mediums such oversize print options and other services offered by quality copy center.

6.3 Proximity

This contract will be awarded to a printing company whose has a printing facility located within the local trade area of the University.