RFB18-GA-8131TheFINALRev11-07-2017.pdf

State of Wisconsin Wis. Statutes s.16.75

DOA-3070 (R08/2003)

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

AGENCY ADDRESS:

UNIVERSITY OF WISCONSIN-RIVER FALLS

PURCHASING OFFICE, 8 NORTH HALL

410 SOUTH 3RD STREET

RIVER FALLS, WISCONSIN 54022

Bid envelope must be sealed and plainly marked in lower corner with due date and Request for Bid #18-GA8131. Late bids will be rejected. Bids MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the bid is due. Bids dated and time stamped in another office will be rejected. Receipt of a bid by the mail system does not constitute receipt of a bid by the purchasing office. Any bid which is inadvertently opened as a result of not being properly and clearly marked is subject to rejection. Bids must be submitted separately, i.e., not included with sample packages or other bids. Bid openings are public unless otherwise specified. Records will be available for public inspection after issuance of the notice of intent to award or the award of the contract.

Bidder should contact person named below for an appointment to view the bid record. Bids shall be firm for acceptance for sixty (60) days from date of bid opening, unless otherwise noted. The attached terms and conditions apply to any subsequent award

REQUEST FOR BID

THIS IS NOT AN ORDER Bids MUST be in this office no later than

NOVEMBER 15, 2017 , 2:00 PM CST

BIDDER (Name and Address)

Name (Contact for further information)

GAIL ANDERSON

Phone 715-425-3232

Date 11-2-2017

Quote Price and Delivery FOB

DESTINATION/PREPAID

Fax bids are accepted X Fax bids are not accepted

Item No.

Quantity and Unit

Description Price

Per Unit

Total

Keyless Electronic Door Access System for the University Center at the University of Wisconsin-River Falls per the attached Specifications, Standard Terms & Conditions and the Supplemental Standard Terms & Conditions for Procurements for Services.

1 Lot Grand Total from Cost Sheet $ NOTE: All late bids will be rejected. Bid that are received by another department on campus (ex. Mailroom) do not constitute receipt in the Purchasing Office and thus would be rejected if not forwarded to the Purchasing Office by the due date and time. Please state this requirement to chosen delivery carrier as some will only deliver to the campus Mailroom.

Payment Terms Delivery Time

We claim minority bidder preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder must be certified by the Wisconsin Department of Commerce. If you have questions concerning the certification process, contact the Wisconsin Department of Commerce, 5th Floor, 201 W. Washington Ave., Madison, Wisconsin 53702, (608) 267-9550. Does Not Apply to Printing Bids.

We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center Program, State Bureau of Purchasing, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-2605.

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.

Yes No Unknown

In signing this bid we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate under penalty of perjury.

We will comply with all terms, conditions and specifications required by the state in this Request for Bid and all terms of our bid.

Name of Authorized Company Representative (Type or Print)

Title

Phone ( ) Fax ( )

Signature of Above

Date

Federal Employer Identification No.

Social Security No. if Sole Proprietor (Voluntary)

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

TABLE OF CONTENTS

PAGE

SECTION #1: SUBMITTAL INSTRUCTIONS 5

SECTION #2: GENERAL INFORMATION 6 - 8

2.1 Purpose

2.2 Scope

2.3 Definition

2.4 Wisconsin Sales and Use Tax Registration

2.5 VendorNet

2.6 Campus On-site/End of Workday Requirements

2.7 Promotional Materials/Endorsements

2.8 Energy Star

2.9 Supplier Diversity

SECTION #3: RFB PROCESS INSTRUCTIONS 9 - 12

3.1 Clarifications and/or Revisions through Designated Contact

3.2 Applicable Dates

3.3 Parties to the Contract

3.4 Terms of the Contract

3.5 Excused Performance

3.6 Pre-Bid Meeting

3.7 Proprietary Information

3.8 Reasonable Accommodations

3.9 Appeals Process

3.10 Method of Bid

3.11 Method of Award

SECTION #4: BIDDER QUALIFICATIONS 13

4.1 Bidder Information

4.2 Bidder Experience

4.3 Client List/References

4.4 Minimum Order

SECTION #5: PERFORMANCE AND CONTRACT REQUIREMENTS 14 - 17

5.1 Firm Prices

5.2 On Site Service

5.3 Requirements for Criminal Background Checks

5.4 Permits, Licenses and Bonds

5.5 Affirmative Action Plan

5.6 Additional Services

5.7 Invoicing Requirements

5.8 Payment Terms

5.9 Performance Meetings

5.10 Subcontracting

5.11 Contract Termination

5.12 Performance Bond or Irrevocable Letter of Credit

5.13 Insurance

5.14 Personnel, Employment Practices & Staffing

5.15 Liability

5.16 Record and Audit

5.17 Entire Contract

5.18 Recordkeeping

5.19 Emergency Service

5.20 Employee Identification

SECTION #6: SPECIFICATIONS – 17 - 21

6.0 Scope & Related Documents

6.1 Summary

6.2 Submittals

6.3 Quality Assurance

6.4 Warranty

ATTACHMENT A COST PRICE SHEET Separate Document

ATTACHMENT B VENDOR INFORMATION FORM 22-23

ATTACHMENT C CLIENT REFERENCE LIST 24-25

ATTACHMENT D STANDARD TERMS & CONDITIONS OF BID 26-29

ATTACHMENT E SUPPLEMENTAL STANDARD TERMS & CONDITIONS OF BID FOR 30-31

PROCUREMENTS FOR SERVICES

INTRODUCTION

SECTION #1: SUBMITTAL INSTRUCTIONS

BIDS MUST BE DELIVERED TO:

UW-River Falls Purchasing Office, 410 South 3rd Street, North Hall- Rm # 8, River Falls, WI 54022

NUMBER OF COPIES TO BE SUBMITTED:

One (1) hard copy of the completed bid, including the signed original, may be mailed, delivered by Bidder or by a 3rd-party/courier service in a sealed envelope or package with the RFB number on the outside. Bids must be received and date/time stamped prior to 2:00 p.m. CDT on the stated bid due date. Bids not so date/time stamped shall be considered late. Late bids shall be rejected.

FAXED RESPONSES WILL NOT BE ACCEPTED.

EMAIL BIDS CAN BE SUBMITTED to bids@uwrf.edu by deadline noted and followed up with a hard copy within 3 business days following.

RETURN ADDRESS LABEL:

Below is a label that can be taped to the outside of your sealed bid response. If returning your bid response by mail or in person, please fill out the information and tape to the outside of your bid package.

OFFICIAL SEALED BID

NUMBER: 18-GA8131

DUE DATE: 11/15/2017 TIME: 2:00 PM CST

SHIP FROM:

VENDOR NAME HERE: ______________________________________

ADDRESS: __________________________________________________

SHIP TO:

UNIVERSITY OF WISCONSIN-RIVER FALLS

PURCHASING OFFICE

410 SOUTH 3RD STREET

RIVER FALLS, WI 54022

SECTION #2: GENERAL INFORMATION

Conditions of bid which include the word “must” or “shall” describe a mandatory requirement. 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.

2.1 Purpose:

The University of Wisconsin-River Falls hereinafter referred to as the "University" or “Owner”, through its

Purchasing Office, hereinafter referred to as "Purchasing," requests bids for the purchase of an updated Electronic Door Access System for the University Center on campus.

2.2 Scope:

Furnish labor and materials necessary to replace existing door hardware to current Allegion electronic access control system. All specifications are defined as mandatory minimum requirements unless otherwise stated. If no bidder is able to comply with a given specification or condition of bid, Purchasing reserves the right to delete that specification or condition of bid without having to repeat the bid process.

See Specifications for the minimum acceptable specifications for products desired. No alternative brand will be allowed to be bid as this is already an integrated system that is being replaced.

Revisions to this bid may be made only by an official written amendment issued by Purchasing.

Definitions:

The following definitions are used throughout this document:

Agent means UW-River Falls Purchasing Agent responsible for this Request for Bid. Full contact information can be found in Section 3.1.

Bidder means a firm submitting a bid in response to this Request for Bid.

Contractor means successful Bidder awarded the bid.

DVB means Disabled Veteran-Owned Business.

MBE means Minority Business Enterprise.

Owner means University of Wisconsin-River Falls

RFB means Request for Bid.

State means State of Wisconsin.

University and UW both mean University of Wisconsin-River Falls.

WBE means Woman-Owned Business Enterprise.

2.4 Wisconsin Sales and Use Tax Registration:

No award can be made to a vendor who is not in compliance with Sec. 77.66 of the Wisconsin State Statutes (vendornet.state.wi.us/vendornet/wocc/certtax.asp) relating to sales and use tax certification.

If you have not established a certification for Collection of Sale and Use Tax status with the Wisconsin

Department of Revenue, the University and any other state agency can not issue any purchase orders to your firm. For additional information see http://www.dor.state.wi.us/html/vendlaw.html

2.5 VendorNet:

The State of Wisconsin has implemented a web-based registration system called “VendorNet” to enable registered vendors to receive notice of all Official Sealed Bids/Request for Proposals (over $50,000.00) as solicited by all state agencies.

To obtain information on the state’s bidder registration, visit the VendorNet Web site at http://vendornet.state.wi.us or call the VendorNet Information Center (1-800-482-7813). In the Madison area, call 608-264-7898.

2.6 Campus On-site/End of Workday Requirements:

Campus on-site work requirements shall be available to take place at the University five days per week, Monday through Friday, during normal University business hours. All doors must be able to be locked at the end of each workday.

2.7 Promotional Materials/Endorsements:

Contractor agrees that they will not use any promotional or marketing material which states expressly or implies that the University endorses either the Contractor or any party related to the Contractor or this Contract.

2.8 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.

2.9 Supplier Diversity

2.9.1 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-River Falls 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 shall furnish information at least once per year, in the format specified by the University, about its purchases (including dollar amounts) from Wisconsin certified MBEs, and additional efforts made to achieve this goal.

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. The listing is published on the Internet at: http://www.doa.state.wi.us/mbe/report2.asp?locid=0

2.9.2 Woman Owned Business (WBE)

The State of Wisconsin is committed to the promotion of Woman-Owned Businesses as outlined in

560.035, Wisconsin Statutes.

The State of Wisconsin policy provides that Woman-Owned Businesses certified by the Wisconsin

Department of Commerce 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.

2.9.3 Disabled Veteran Owned Business (DVB)

The State of Wisconsin policy provides that Disabled Veteran-Owned businesses certified by the

Wisconsin Department of Commerce 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.

SECTION #3: RFB 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 are encouraged to FAX or 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 receipt of RFB to notify, in writing, the Agent at the address shown below of such error and request modification or clarification of the RFB document. All written questions will be responded to in writing and provided to all bidders.

ADMINISTRATIVE: Gail Anderson

UW River Falls Purchasing Office 410 South 3rd Street

River Falls, WI 54022 E-mail: bids@uwrf.edu

PHONE 715.425.3232

Please submit any questions

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, amendments and revisions will be provided to all recipients of this initial RFB.

3.2 Applicable Dates:

Date

November 2, 2017

November 2, 3, 7, or 8, 2017

November 9, 2017 – 4:30 PM

November 10, 2017

November 15, 2017-- 2:00 PM CST

Event

Date of Issue of the RFB

Optional Site Visit Days-Need to be scheduled

Questions need to be submitted in writing by

Answers to Questions will be emailed to bidders

RFB Due Date (Central Standard Time)

3.3 Parties to the Contract

The contract shall be between the State of Wisconsin, Board of Regents of the University of Wisconsin-System doing business as the University of Wisconsin-River Falls, hereafter referred to as the “University” and the successful bidder hereafter referred to as the “Contractor” for the provision of the waste and recyclable materials management services according to the terms set forth herein.

Gail Anderson, Purchasing Supervisor, shall be the representative of the University responsible for the administration of the contract.

The Contractor shall provide management staff made known to the University by name to routinely review and inspect operations, Personally fill staff vacancies if necessary, consult with the University on current and future waste and recyclable materials management programs and to act with full authority on the Contractor’s behalf in any and all matters pertaining to the specifications of this contract and emergency contact, including telephone numbers and email addresses.

3.4 Term of Contract

It is the intent of the University to award the contract after November 25, 2017 and commence the purchasing of equipment immediately afterwards. Installation to begin within 45 days of award; installation to be completed within 20 days after install began. We must have the job done during J-Term break.

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

3.5 Excused Performance

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

3.6 Site Visit:

A site visit which can be scheduled anytime between the hours of 8:00 AM – 4:30 PM, CST, on any of these days: Thursday November 2, Friday November 3, Tuesday November 7, or Wednesday November 8, 2017 is optional. Please contact Michael Mueller in Facilities Management Department Michael.mueller-1@uwrf.edu to schedule a date and time to view the doors and field-verify specifications if desired. Any questions or information that arise from the site visits will be need to be documented by emailing questions to Michael Mueller by November 9, 2017 at 4:30. Those questions will be complied and a Q & A document will be distributed to bidders by November 10, 2017. Any changes to the bid as a result of any site visit shall be issued in the form of an Amendment which will be sent to all recipients of the initial RFB.

Directions to, and a map of the campus may be located at:

https://www.uwrf.edu/AboutUs/Explore/loader.cfm?csModule=security/getfile&pageid=488453

3.7 Proprietary Information:

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

DOA-3027. 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 28.0).

A copy of the form needed to designate portions of your submission as proprietary can be found at:

http://vendornet.state.wi.us/vendornet/doaforms/doa-3027.doc

3.8 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. If you think you need accommodations for your site visit, contact Agent.

3.9 Appeals Process:

Any protest of the University's intent to award must be based on an alleged violation of the Wisconsin State

Statute or a provision of a Wisconsin Administrative Code.

No later than five working days after the date of intent to award notice, written notice of intent to protest must be received by:

Elizabeth Frueh, Assistant Chancellor for Business & Finance The University of Wisconsin-River Falls Chancellor’s Office, 410 South 3rd Street

River Falls, WI 54022 with a copy to:

Gail Anderson, Sr. Purchasing Agent University of Wisconsin-River Falls

Purchasing Office, 410 South 3rd Street River Falls, WI 54022

The complete protest must be received by the Assistant Chancellor and the Purchasing Supervisor no later than ten (10) working days after the intent to award is issued. The protest must be in writing. Protesters must make their protests as specific as possible and must specifically identify the Wisconsin State Statute and/or State of Wisconsin Administrative Code provision(s) allegedly violated.

The decision of the University regarding the protest may be appealed to the Secretary of the Department of

Administration within five (5) working days after denial by the University, with a copy of such appeal filed with the University.

3.10 Method of Bid:

It is the purpose of this Request for Bid to obtain complete data (including pricing) from each bidder to enable the University to determine which bidder is best able to meet and serve all of the criteria which are to be considered in the award of this contract. To this end, each bidder shall furnish as a part of this bid a written response to all required bidder’s information. Bidder is also required to include the number, type and location of access control devices that will be used as part of the bid response by filling out the cost sheet.

Each response to the required information shall be numbered to coincide with the bidder’s information numbering and presented in the sequence listed below. The bidder’s information should be prepared simply and economically, providing a straightforward, concise description of that which is required. Emphasis should be on completeness and clarity of content. Statements are required to be complete and accurate. Omission, inaccuracy or misstatement may be sufficient cause for rejection of bid.

Required Information:

1. Name and address of operating company.

2. The duration and extent of experience in the operation of perimeter door security.

3. List a minimum of three clients of similar operations where you are providing perimeter door security services

(or have within the last year). Give length of time at each account, name, address and phone number of contact person in each operation.

4. A list of related perimeter door security industry and bank references with which the company is currently transacting business. If your company will require monetary assistance to operate this account, state amount required and anticipated source.

5. A description of the invoice procedures to be used to comply with the contract specifications. Include sample forms.

6. A description, in detail, of your program of preventive maintenance and regular replacement of worn and/or malfunctioning equipment.

7. A list of the names of all of the owners of the company or principals of the corporation and requirement of two emergency phone number contacts.

8. Other such information as the bidder deems pertinent for consideration by the University.

The University may request supplementary information as is sufficient, in the opinion of the University, to assure the University that the bidder’s competence, business organization and financial resources are adequate to successfully perform the specified service.

3.12 Method of Award:

Award(s) shall be made on the basis of the lowest extended net total 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.

SECTION #4: BIDDER QUALIFICATIONS

To be eligible for a Contract award, you must be qualified and able to provide the following as required or your bid will be disqualified (respond on "Bidder Response Sheet".)

4.1 Bidder Information:

Bidder must complete the attached Vendor Information Form (Attachment C) 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.

4.2 Bidder Experience:

Bidder must be in the business of providing perimeter door security services and must have done so for the past five (5) years.

4.3 Client List/References:

Bidder must supply with their bid, a client list of at least three (3) firms to which similar services have been provided during the past three (3) years to a comparable-sized institution or company (see Attachment D). 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.

4.4 Minimum Order:

Bids that require any minimum order quantity or dollar amount shall be disqualified.

SECTION #5: PERFORMANCE AND CONTRACT REQUIREMENTS

5.1 Firm Prices:

5.1.1 Prices must remain firm for the duration of the contract. Prices established may be lowered due to general market conditions or negotiations between the Contractor and the University.

5.1.2 Contractor should promptly notify Purchasing of new or discontinued services.

5.2 On Site Service:

In carrying out the scope of this Contract, the Contractor shall be required to perform services on University property. Bidders cost must include all transportation charges.

5.3 Requirements for Criminal Background Checks

The Contractor must warrant that they will only assign employees who have passed a criminal background check to perform work under this contract. The background checks must demonstrate the worker has no convictions or pending criminal charges 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.

5.4 Permits, Licenses & Bonds

The Contractor shall be financially responsible for obtaining all required permits, licenses and bonding to comply with pertinent Board of Regents, University of Wisconsin regulations and municipal, county, state and federal laws and shall assume liability for all applicable taxes including, but not limited to, sales and property.

5.5 Affirmative Action Plan

As a state agency, the University requires contractors issued a purchase order exceeding $50,000 to provide an Affirmative Action Plan. Failure to comply appropriately with these requirements can lead to your company being banned from doing business with any agency of the State of Wisconsin. Additionally, failure to comply can result in termination of this contract, or withholding of payment. On Bidder Response Sheet, please provide the requested information. For additional information see Section 19.0 of the Standard Terms & Conditions of Bid. Some exceptions may apply and instructions for completing a plan are available upon request.

5.6 Additional Services:

Similar services may be added to this Contract provided it was mutually agreeable to both the Purchasing

Office and the Contractor. Scope of work and pricing (including discounts) must be consistent with the current contract items/services.

5.7 Invoicing Requirements:

Invoices for Purchase Orders:

5.7.1 Contractor must agree that all invoices shall reflect the discounts and net prices established for the services on this contract for all orders placed even though the contract number and/or correct prices may not be referenced on each 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. The Prompt Payment Policy requires that your invoices be clear and complete and in conformity with the list below and must be itemized showing:

• Contractor name

• Remit to address

• Purchase order number

• Complete service description identical to those stated in bid

• Prices per the Contract

The original invoice must either be sent to UW-River Falls Accounts Payable, 410 South 3rd Street, River Falls, WI 54022 or emailed to ap@uwrf.edu

5.8 Payment Terms

Payment will not be made until the service is determined to meet all specifications and has been accepted by the University of Wisconsin-River Falls. The University will pay the Contractor Net 30 days as accepted by the University.

5.9 Performance Meetings

The Contractor Representative must be available to meet as required with the University's Contract

Administrator to evaluate contract implementation and performance and to identify continuous improvement.

5.10 Subcontracting:

5.10.1 Any Contract resulting from this bid shall not be, in whole or in part, subcontracted, assigned, or otherwise transferred to any Subcontractor.

5.11 Contract Termination

5.11.1 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.

5.11.2 The University may cancel this contract for breach, as determined by the University, and shall provide the Contractor ten (10) calendar days written notice of contract breach and unless within ten (10) calendar days such neglect has ceased and arrangement made to correct, the University may cancel the contract by giving sixty (60) days notice in writing by registered or certified mail or its intention to cancel this contract. Performance failure (breach) can be defined as, but not limited to, failure to comply with environmental or safety regulations and laws, insufficient insurance coverage, failure to provide required period statements, failure to enforce required standards of sanitation or the quality of service in unsatisfactory to the University (including, but not limited to: timeliness, safety, costs and community relations). This may include any cessation or diminution of service, including, but not limited to: failure to maintain adequate personnel, whether arising from labor disputes or otherwise any substantial change in ownership or proprietorship of the Contractor which in the opinion of the University is not in its best interest, or failure to comply with the terms of this Contract.

Should the University breach any terms or provisions of this contract, the Contractor shall serve written notice on the University setting forth the alleged breach and demanding compliance with the contract.

Unless within ten (10) calendar days after receiving such notice, the allegation shall be contested or such breach shall cease and arrangement be made for corrections, the Contractor may cancel the contract by giving sixty (60) days notice, in writing, by registered or certified mail of its intention to cancel this contract.

5.11.3 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.

5.11.4 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.

5.11.5 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 ten (10) calendar days notice in writing of such termination.

5.11.6 All notices of performance failure must be submitted in writing to UW-River Falls Purchasing, 410 South 3rd Street, River Falls, WI 54022. Purchasing shall be final authority for all performance failure determinations not resolved through the ordering department.

5.12 Performance Bond or Irrevocable Letter of Credit

The Contractor may be required to furnish a performance bond in the amount of $10,000. Such bond must be furnished upon notification by the University and prior to contract award.

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

The performance bond or irrevocable letter of credit shall be for the entire contract period. The performance bond or letter of credit shall provide that in the event of non-renewal, the University and the Contractor shall be notified in writing by the issuer a minimum of sixty (60) days prior to the anniversary of the effective date of the contract.

In the event of non-renewal, the Contractor shall provide the University evidence of the new source of surety within twenty-one (21) calendar days after the University’s receipt of the non-renewal notice.

Failure to maintain the required surety in force may be cause for contract termination.

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

5.13 Insurance

The Contractor shall maintain insurance levels as required in the Standard Terms & Conditions, Section

22.0. A certificate of insurance must be provided upon request and be provided on an annual basis throughout the term of the Contract. The Certificate must be issued by an insurance company licensed to do business in the State of Wisconsin and signed by an authorized agent.

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 and Contractor’s liability policies. The Certificate holder shall be listed as the University of Wisconsin-River Falls.

Coverage & Minimum Limits

Coverage Minimum Limits Worker’s Compensation (WC) Required – No Exceptions Commercial General Liability $1,000,000 General Aggregate Including Product & Completed Operations $2,000,000 Automobile Liability (including hired-non-owned)

• Combined Single Limit

$1,000,000 Contractor’s Pollution Liability (with 1-yr extended reporting period)

• Each Occurrence

• Aggregate

$1,000,000 $2,000,000

Commercial General Liability includes, but is not limited to: consumption or use of products, existence of equipment or machines on location and contractual obligations to customers. The Contractor shall bear the full and complete responsibility for all risk of damage or loss of premises, equipment, products or money resulting from any cause including that of subcontractors and shall not penalize the University for any losses incurred related to this contract.

These policies shall contain a covenant requiring sixty (60) days written notice by the insurer to the University of Wisconsin-River Falls Purchasing Office, 410 South 3rd Street, River Falls, WI 54022, before cancellation, reduction or other modifications of coverage. The insurance certificate shall be for the initial contract period of three (3) years and shall be extended by the Contractor for each subsequent renewal period of the contract. The Contractor shall advise each insuring agency to automatically renew all policies and coverage in force at the start of and resulting from this contract until specified coverage requirements are revised.

In the event of non-renewal, cancellation or expiration, the Contractor shall provide the University evidence of the new source(s) of required insurance within twenty-one (21) calendar days after the University’s receipt of the sixty (60) day notice. In the event the Contractor fails to maintain and keep in force the insurance herein required, the University shall have the right to cancel and terminate the contract without notice.

The Contractor agrees to indemnify, defend and hold harmless the Board of Regents of the University of

Wisconsin-System, its officers, employees and agents from and against any and all claims, losses, liability, costs or expenses (hereinafter collectively referred to as “claims”) occurring in connection with or in any way incidental to or arising out of the occupancy, use, service, operations or performance of work in connection with this contract, but only to the extent that such claims are caused by the negligence, misconduct or other fault of the Contractor, its agents, employees or subcontractors.

5.14 Personnel, Employment Practices & Staffing

Personnel relations of employees on the Contractor’s payroll shall be the Contractor’s responsibility. The

Contractor shall comply with all applicable government regulations related to the employment and compensation of payment of personnel.

5.15 Liability

During the course of performing the services necessary to satisfy the requirements of this bid, the

Contractor is fully liable for public and private protection while work is in process or at any disposal site exposed as a potential hazard. The Contractor shall have the full responsibility for the costs of any damage or loss to its equipment or premises and equipment of the University caused by the negligence of the Contractor or its employees.

5.16 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 (5) years after the final contract payment is made. The University reserves the right to inspect any facilities used to support this Contract.

5.17 Entire Contract

A contract will be awarded based on the criteria established in this Request for Bid, including attachments and any amendments issued. The RFB, 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 # 18-GA8131, dated November 2, 2017 including amendments/ attachments C. Bidder response to RFB.

D. Official Purchase Order

Any other terms and conditions provided by the Bidder with the bid or for future transactions against this contract 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 UW- River Falls Purchasing Department. Any exceptions to this RFB should be submitted with your response and alternative language proposed. Deviations and exceptions from original text, terms, conditions, or specifications shall be described fully, on the bidder's/proposer's letterhead, signed, and attached to the bid response as an attachment. Each deviation and exception must be identified by the section, page and paragraph to which it applies. In the absence of such statement, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and the bidder/proposer shall be held liable.

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.

5.18 Record Keeping

The Contractor shall maintain complete and accurate records in accordance with accepted industry accounting practices, and shall keep in a safe place, all financial records, invoices and route collection records pertaining to the operations at the University for a period of three (3) years from the close of each year’s operation.

5.19 Emergency Service

In the event of an emergency situation (pandemic, snow storm, etc.), Contractor must provide the University with the services on this bid as required. An emergency preparedness plan to serve the University and the items/services that are available to meet emergency needs should be provided if requested. Minimally, this plan should include emergency contact information, product and service level availability, staffing, equipment, and logistics plan.

5.20 Employee Identification:

All Contractors’ employees, while working on University property, must wear a clearly displayed photo identification badge or uniform showing name of employee and/or company represented. Any identification must be provided by the Contractor at the Contractor’s cost. Badges must be available but will not be required to be worn when protective clothing and respiratory protection is required.

SECTION #6 SPECIFICATIONS

SPECIFICATIONS OF SERVICES TO BE PROVIDED:

Specifications indicate the minimum acceptable specifications for the services desired. If you are bidding alternate services, they need to be of equal or greater quality. Vendor will need to provide complete specifications, documents and materials showing performance features and details for the alternative product/services you propose to furnish.

Failure to provide information for services bid may disqualify your bid. The University will be the sole judge of equivalent acceptability between Bidders responses.

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

CARD KEY ACCESS CONTROL ENTRY SYSTEM

6.0 SCOPE & RELATED DOCUMENTS

A. The Card Key Access Control Entry System shall be a replacement to the existing Access Control System currently located in the University Center. The Installing Vendor shall provide new equipment at the project site and include the necessary programming for viewing reports, changing card holder information, changing card holder access capabilities, and control functions of the new Access Control System.

6.1 SUMMARY

A. This Section includes access control door hardware for the following:

1. Swinging doors.

2. Other doors to the extent indicated. Retain components below that are included in this Section, or include others as necessary.

B. Section includes, but is not necessarily limited to, the following for the integrated access control security and site management system:

1. Electrified and Integrated Access Control Card Key Door Hardware

2. Monitoring and Signaling Equipment.

3. System Network Control Processors.

4. Reader Controller Interfaces and Modules.

5. Input Monitor and Output Control Interfaces and Modules.

6. Power Sourcing Equipment and Network Switches.

7. Magnetic Stripe and Proximity Readers.

8. Electrified Hardware and Access Control System Power Supplies, Back-Ups and Surge Protection.

C. References:

1. ANSI A117.1 - Accessible and Usable Buildings and Facilities.

2. IBC - International Building Code.

3. NFPA 70 - National Electrical Code.

4. NFPA 80 - Fire Doors and Windows.

5. NFPA 101 - Life Safety Code.

6. UL 294 - Access Control Systems.

7. UL 1076 - Proprietary Burglar Alarm Units and Systems.

D. Products installed, but not provided under this Section include the following coordination to remain a requirement of this Section.

1. Security or High Security keyed cylinders, including provisions for temporary construction keying, for mechanical override at access control locking hardware to be furnished under Section 8.7 “Access Control Hardware Sets". Permanent cores and keys to be installed by Owner.

6.2 SUBMITTALS

A. Product Data: Manufacturer's product data sheets including installation details, material descriptions, dimensions of individual components and profiles, operational descriptions and finishes.

B. System Operational Descriptions: Complete system operational narratives for the integrated access controlled openings defining the owner's prescribed requirements for the opening functionality. Narratives include, but are not limited to, the following situations: normal secured/unsecured state of door; authorized access;

authorized egress; unauthorized access; unauthorized egress; fire alarm and loss of power conditions, and interfaces with other building control systems.

C. Shop Drawings: Details of electrified integrated locking hardware and access control firmware, indicating the following:

1. Wiring Diagrams: Upon receipt of approved schedules, submit detailed system wiring diagrams for power, signaling, monitoring, communication and control of the access control system electrified hardware and firmware. Differentiate between manufacturer-installed and field-installed wiring.

Include the following:

a. Elevation diagram of each unique access controlled opening showing location and interconnection of major system components with respect to their placement in the respective door openings.

b. Complete (risers, point-to-point) access control system block wiring diagrams.

2. Electrical Coordination: Coordinate with related Electrical Sections the voltages and wiring details required at electrically controlled and operated hardware openings.

D. Diagram: Rough drawing of the intended locations the network control processors will be installed. This will be compared to final drawing after installation. Include a list of all equipment that will be provided and installed as part of the bid response.

E. Proof of Certification: Provide copy of manufacturer(s) official certification or accreditation document indicating proof of status as a qualified and authorized provider of the primary access control components prior to project bid date.

F. Operating and Maintenance Manuals: Provide manufacturers operating and maintenance manuals for each item comprising the complete access control and site management installation in quantity as required. The manual to include the name, address, and telephone number of the supplier/integrator providing the installation and the nearest service representatives for each item of equipment included in the system. The final copies delivered after completion of the installation test to include "as built" modifications made during installation, checkout, and acceptance.

1. As-Built Drawings: During system installation, the Contractor to maintain a separate hard copy set of drawings, elevation diagrams, and wiring diagrams of the access control system to be used for record drawings. This set to be kept up to date by the Contractor with all changes and additions to the access control system accurately recorded.

6.3 QUALITY ASSURANCE

A. Manufacturers Qualifications: Engage qualified manufacturers with a minimum [5] years of documented experience in providing access control and security systems equipment and software similar to that indicated for this Project and that have a proven record of successful in-service performance.

1. Software and access control systems components to have been previously and thoroughly tested together with proven installations similar in size and functionality to the design requirements indicated for this Project.

B. Installer Qualifications: Systems Integrators, verifiably factory trained and certified by the primary product manufacturers, with a minimum [5] years documented experience installing complete integrated access control systems similar in material, design, and scope to that indicated for this Project and whose work has resulted in construction with a proven record of successful in-service performance. Qualifications include, but are not necessarily limited, to the following:

1. Professional Staffing: Firms to have a dedicated access control systems integration department with full time, experienced professionals on staff experienced in providing on site consulting services for both electrified door hardware and integrated access control systems installations.

2. Factory Training: Installation and service technicians are to be competent factory trained and certified personnel capable of maintaining the system.

3. Service Center: Firms to have a service center capable of providing training, in-stock parts, and emergency maintenance and repairs at the Project site with 24-hour/7-days a week maximum response time.

C. Supplier Qualifications: Supplier/Dealers, verifiably authorized and in good standing with the primary product manufacturers, with a minimum 5years’ experience supplying integrated access control systems similar in material, design, and scope to that indicated for this Project and whose work has resulted in construction with a proven record of successful in-service performance.

D. Allegion Card Key Access Control Products are required to be supplied and installed only through designated ASSA ABLOY "Authorized…