Luminaire Mast Arms and Poles

Request for Bid (RFB)

#510641

Issued by:

The State of Wisconsin

Department of Transportation

Questions Due By:

Round 1 Questions Due: October 1, 2025, by 2:00 PM CT

Bids Due by:

October 22, 2025 by 2:00 PM CT

For further information regarding this RFB, contact:

Leann McGowan at Leann.McGowan@dot.wi.gov

Wisconsin Department of Transportation Luminaire Mast Arms and Poles BID #510641

1 Table of Contents

1 GENERAL INFORMATION AND SCOPE

1.1 SCOPE

1.2 DEFINITIONS

1.3 NEW OR DELETED ITEMS

1.4 ENDORSEMENTS, TESTIMONIALS, AND PROMOTIONAL ACTIVITIES

2 BIDDER QUALIFICATIONS AND REQUIREMENTS

2.1 MANUFACTURER AND/OR CONTRACTOR QUALIFICATIONS AND REQUIREMENTS

2.2 BUY AMERICA CERTIFICATION

2.3 BIDDER WARRANTY POLICY

3 SPECIFICATIONS

3.1 QUALITY CONTROL AND INSPECTION

4 CONTRACT TERMS AND INSURANCE REQUIREMENTS

4.1 CONTRACT TERM

4.2 FIRM PRICES

4.3 AUTHORIZED WISDOT CONTRACTED INSTALLERS OF LUMINAIRE MAST ARMS AND POLES:

4.4 COOPERATIVE PURCHASING AND PIGGYBACKING

4.5 DELIVERY AND ORDER REQUIREMENTS

4.6 FREIGHT CHARGES

4.7 SHIPMENTS, DUPLICATES AND OVER SHIPMENTS

4.8 INSURANCE REQUIREMENTS

4.9 SAFETY NOTICES/RECALLS

4.10 SUBCONTRACTING OR THIRD-PARTY PAYMENTS

4.11 CONFIDENTIALITY

4.12 INVOICING REQUIREMENTS

4.13 REPORTING REQUIREMENTS

4.14 CONTRACTOR MAJOR STRUCTURAL CHANGE

4.15 ENERGY STAR REQUIREMENTS

5 BID PROCEDURE AND INSTRUCTIONS

5.1 REASONABLE ACCOMMODATIONS

5.2 METHOD OF BID

5.3 PROPRIETARY AND CONFIDENTIAL INFORMATION

5.4 MULTIPLE BIDS

5.5 WISCONSIN PUBLIC RECORDS LAW

5.6 WISCONSIN ESUPPLIER REGISTRATION

5.7 BID RESPONSE REQUIREMENTS

5.8 INCURRING COSTS

6 CALENDAR OF EVENTS

6.1 QUESTIONS

7 BID OPENING, ACCEPTANCE AND AWARD

7.1 BID OPENING

Wisconsin Department of Transportation Luminaire Mast Arms and Poles BID #510641

7.2 BID ACCEPTANCE

7.3 BASIS FOR BID AWARDS

7.4 METHOD OF AWARD

7.5 ORDER OF PRECEDENCE

7.6 RE-SOLICIT BID

7.7 MINORITY-OWNED BUSINESS ENTERPRISE

7.8 DISABLED VETERAN-OWNED BUSINESS

7.9 TERMS AND CONDITIONS

7.10 CONTRACT CANCELLATION

7.11 CERTIFICATION FOR COLLECTION OF SALES AND USE TAX

8 ATTACHMENTS

Wisconsin Department of Transportation Luminaire Mast Arms and Poles BID #510641

1 GENERAL INFORMATION AND SCOPE

The State of Wisconsin, Department of Transportation (WisDOT or DOT), through their Purchasing Unit (Purchasing), intends to use the results of this procurement to provide the following: luminaire poles, luminaire arms, trombone arms, traffic signal standards, and astro brackets, to establish a contract from the lowest, responsive, responsible bidder.

The resulting contract shall be governed by the attached Standard Terms and Conditions as included in the Sample Contract and all mandatory requirements included as a part of this procurement, unless specifically modified in this Request for Bid document. Conditions of the bid that include the words "must" or "shall,” describe a mandatory requirement.

1.1 Scope

Signal poles, light poles, luminaire arms, trombone arm pedestal bases, traffic signal standards, and astro brackets are an integral part of the WisDOT traffic signal intersection above ground structure installation components. This contract will include all items related to these items, in addition to all associated hardware and accessories.

1.2 Definitions

The following definitions are used throughout the RFB documents:

Agency: The Wisconsin Department of Transportation.

Authorized User: state agencies, political subdivisions, and municipalities authorized by state statutes to use state contracts.

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.

Bid Factor: An element of the bid that does not appear in the RFB document, but the Bidder must respond

to. Bid Factors can be seen and responded to in the Wisconsin eSupplier Portal if submitting a bid electronically.

Bidder/Supplier: A company or individual submitting a bid response to this RFB.

Calendar Day: every day the calendar shows, including Saturdays, Sundays, and state holidays.

COI: Certificate of Insurance.

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

Contract Manager: An employee of the Agency 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.

Contractor/Vendor: 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 Authorized Users.

Cooperative Purchasing: Wisconsin statutes (s. 16.73, Wis. Stats.) establish authority to allow Wisconsin municipalities to purchase from state contracts.

Department: The Wisconsin Department of Transportation.

DOT or WisDOT: The Wisconsin Department of Transportation.

Disabled Veteran-Owned Business (DVB): business that has been certified by the Department of Administration under §16.283, Wis. Stats.

Effective Date: the date the Contract has been fully executed by the Contractor and the State.

FOB Destination: Freight on Board Destination, the seller retains ownership and responsibility until the goods reach the buyer’s specified location destination, with shipping fees paid by seller.

Minority Owned Business Enterprise (MBE): business that has been certified by the Department of Administration under §16.287, Wis. Stats.

Wisconsin Department of Transportation Luminaire Mast Arms and Poles BID #510641

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 (s. 16.70(8), Wis.Stats.).

P-Card: State approved Purchasing Card.

Purchasing: WisDOT Purchasing Unit.

Purchasing Agent: the person responsible for managing this procurement process.

Responsible: The State uses the term responsible in reference to a bidder's integrity and reliability. Bidders who have the structure and ability to perform as promised and to stand behind what they deliver to the State are responsible bidders.

Responsive: Refers to the bidder’s ability to meet the specifications and mandatory requirements of the contract.

RFB: Request for Bid.

State: The State of Wisconsin.

Specification: A descriptive statement of the physical, functional and performance characteristics of the commodity or service required by the Procuring Agency. 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”.

State Holidays: January 1, Martin Luther King Jr. birthday, Memorial Day, July 4, Labor Day, Thanksgiving Day, December 24, December 25, and December 31.

Working Day: Monday through Friday, excluding weekends and holidays.

1.3 New or Deleted Items

WisDOT does not guarantee to purchase any specific quantity. Bids that state WisDOT must guarantee a specific quantity or dollar amount may be disqualified. All product bid must be costed as FOB Destination to the locations detailed on Attachment F, included with the procurement documents.

NEW OR DELETED ITEMS: WisDOT reserves the right to add to or remove from this contract products based on changes to standards unknown at the time of this bid. If additional products are added, contractor pricing must be comparable to like products. Scope of work must be consistent with the current contract products. In the event that the Contractor cannot service a specific project, Authorized Users reserve the right to solicit quotes from other Contractors. Contractor must notify Purchasing of new or discontinued products.

1.4 Endorsements, Testimonials, and Promotional Activities

Any unauthorized reference to or use of the State of Wisconsin, the Great Seal of the State, the Wisconsin Coat of Arms, any agency or other subunits of Wisconsin state government, or any state official or employee, for commercial promotion is strictly prohibited.

2 BIDDER QUALIFICATIONS AND REQUIREMENTS

2.1 Manufacturer and/or Contractor Qualifications and Requirements as listed in Attachment C. Attach completed form to the associated Bid Factor for “Attachment C” in eSupplier.

2.2 Buy America Certification – Attachment C – Attach completed form, to the associated Bid Factor in eSupplier.

2.3 Bidder Warranty Policy stating service, workmanship or parts provided as a part of this contract. Minimum warranty term is 1-year after date of installation of fully assembled units. Attach warranty policy to the associated Bid Factor in eSupplier.

3 SPECIFICATIONS

The minimum acceptable specifications for the product included in this procurement are detailed in the following documents:

Attachment D: Bid Specifications

Wisconsin Department of Transportation Luminaire Mast Arms and Poles BID #510641

Attachment E: Product Drawings Attachment G: Itemized Product listing as part of the Bid Price Sheet

WisDOT reserves the right to delete any specification or condition of the bid if no bidder is able to comply with a given specification or condition of the bid. Failure to meet a specification requirement may disqualify your bid.

If the Bidder fails to comply with any part of the specification(s) and any special notice to bidders, they may be considered as not meeting the specifications as a whole, with their bid considered rejected. All attachments, documents, price lists, etc. to support your bid, must include the bid number 510641. Bid specifications may not be revised without an official written addendum issued by WisDOT.

3.1 Quality Control and Inspection

3.1.1 Material certifications must be provided at the time of delivery of the product either with the product’s delivery forms or as coordinated with the delivery agency.

3.1.2 Manufacturer/Contractor must have a quality assurance policy, plan and team in place to ensure all product is to WisDOT specifications as provided in this RFB or as amended and mutually agreed upon in writing.

3.1.3 Manufacturer/Contractor must confirm “fit” testing is performed for parts that must conform together as part of an assembly that is provided by the manufacturer. Or confirm that the parts will fit in the field at time of installation.

NOTE: Nonconforming materials: Vendor will be responsible for costs associated to nonconforming product that is installed in the field at a project. Costs can include but are not limited to the removal/reinstallation of a pole/arm and any associated traffic control measures that are needed during the process.

4 CONTRACT TERMS AND INSURANCE REQUIREMENTS

4.1 Contract Term

WisDOT intends to utilize the results of this RFB to award multiple contracts. Retain a copy of these bid documents and any addenda for your files. The RFB document and the awarded bidders’ response shall become the contract unless a separate contract is executed.

The initial term of this contract shall be for a two-year period, with three (3) one-year renewal options by mutual consent. Any extension beyond the renewal options must be authorized by mutual agreement of the Contractor and WisDOT.

The original contract term or any renewal period may be extended at WisDOT’s request on a month-to-month basis for a period not to exceed 6 months for the purpose of completing a future solicitation or transition to new contractor(s). Contract conditions, terms, and pricing must not be modified during such a month-to-month extension.

As required by Wisconsin Statutes, continuance of a contract beyond the limits of funds available shall be contingent upon appropriation of the necessary funds and the termination of the contract by lack of appropriation shall be without penalty to WisDOT. WisDOT does not guarantee to purchase any specific quantity during each contract term.

Wisconsin Department of Transportation Luminaire Mast Arms and Poles BID #510641

When WisDOT utilizes the renewal option(s), WisDOT will automatically renew the contract into its subsequent years unless Purchasing is notified, in writing, by the Contractor 90 calendar days prior to expiration of the initial and/or succeeding contract period(s).

4.2 Firm Prices

Contractor must hold the accepted costs from time of bid through the entire interim contract period. Price increase requests must be received in writing by Purchasing at least 90 calendar days prior to the renewal date. Requests shall be justified with supporting documentation of industry-wide increases. If WisDOT deems cost increases are not acceptable, it reserves the right to award to the next lowest bidder or re-bid the contract in whole or part. Written acceptance or denial of price increases shall be provided to the Contactor.

If the Contractor’s cost decreases during the term of the contract, the Contractor shall immediately notify WisDOT. Such cost decreases shall become effective to WisDOT the same date the decrease is effective to the contractor. If WisDOT is not properly notified of price decreases, the pricing at the time of order will be used for invoice payment and the supplier will provide refunds or credits as necessary.

4.3 Authorized WisDOT Contracted Installers of Luminaire Mast Arms and Poles:

WisDOT has established contracts with multiple Contractors for the installation of Luminaire Mast Arms and Pole Assemblies throughout the State of Wisconsin. The Luminaire Mast Arms and Pole parts and assemblies that are being contracted to be installed, are the same specifications that are included for quotation in this procurement.

The awarded Contractor/Vendor of this RFB must agree to provide “Authorized WisDOT Contracted Installers” the same unit pricing from this contract award, for all associated correlating product, upon request. The Authorized WisDOT Contracted Installer will purchase the product directly from the awarded Vendor under a separate contract that is between the two parties. The State of Wisconsin and WisDOT will NOT be responsible for the terms or agreements negotiated between an awarded Vendor and said Contractor. This agreement and transactions will be reviewed on an annual basis. The awarded Vendor must track and include all of the “WisDOT Contracted Installers” product purchased, as a part of the reporting requirements as detailed in Section 4.13 below. This requirement is to be confirmed and as a part of ATTACHMENT C, completed form is to be attached to associated Bid Factor in eSupplier.

4.4 Cooperative Purchasing and Piggybacking

Wisconsin Statutes (s. 16.73, Wis. Stats.) established authority to allow Wisconsin municipalities to purchase from State contracts. For cooperative bidding purposes, a Vendor Agreement is highly desired for this RFB.

Please complete DOA 3832 of the Bid Document and return with your bid. Additional units may be purchased by agreeing to extend the contract to other municipalities and state agencies through piggybacking.

4.5 Delivery and Order Requirements

WisDOT may use the following methods to purchase from this contract:

• Specific Contract Release orders may be placed for one-time shipments.

• Contract Release Orders, blanket-type, may be issued by DOT Purchasing for delivery during the

State’s fiscal year time period, July 1st – June 30th, to allow departmental personnel to request for product or service against the order as needed.

• Requirements listed below and as in ATTACHMENT C, Mandatory Requirements, are listed as a mandatory process for the confirmation and delivery of WisDOT purchase orders to the awarded Contractor. The requirements must be completed and uploaded to the associated Bid Factor in eSupplier.

Awarded Contractor must agree and have the capability to complete the following:

Wisconsin Department of Transportation Luminaire Mast Arms and Poles BID #510641

4.5.1 Awarded Contractor must have the capability to confirm receipt of a purchase order within 3 days of receipt.

4.5.2 Contractor and WisDOT teams to meet bi-weekly during established, pre-scheduled meetings to confirm production and delivery dates for each order release.

4.5.3 Within 21 days of the Contractor’s confirmed production schedule of WisDOT’s product, verification of material availability or that material has been ordered/scheduled to manufacture WisDOT’s production release.

4.5.4 Within 45 days from written receipt from WisDOT to confirm release of product, Contractor will confirm that manufacturer has established time for the production of the order in the manufacturer’s schedule.

4.5.5 Within 60 days from written receipt from WisDOT to confirm release of product, Contractor will confirm a date or estimated schedule, truck / load size for product delivery.

4.6 Freight Charges

F.O.B. Destination Freight Prepaid and Add Delivery will be made by common carrier or awarded Contractor's truck, with unloading to be performed by WisDOT or their designee at various locations Statewide. The primary locations are specified in Attachment F – Delivery Addresses and Notification Contacts. Due to the size of these items other locations in the state may be specified at the time of order.

Bid prices must include all costs; including but not limited to packing, transportation, labor, loading, insurance charges, and installation/operation manuals.

Fuel surcharges are not allowed.

Duty charges (FOB=DDP Destination Duty Paid), if applicable (includes but not limited to documentation fees, freight, customs clearance, tax, etc.), must be included in the bid price.

Failure to bid FOB Destination Freight Prepaid and Add, may disqualify your bid.

4.7 Shipments, Duplicates and Over Shipments

Shipments: Truck shipments shall be accepted at the Wisconsin Department of Transportation facilities or worksites between 8:00 AM and 2:30 PM, Monday through Thursday. Contractor shall notify Traffic Section personnel at the shipment destination a minimum of three (3) business days prior to the arrival of each delivery/shipment. Each shipment notification shall provide the product being delivery, quantity and date of arrival, ensuring arrangements are made to have personnel available for unloading the shipment. Persons to be notified are listed on the Attachment F - Delivery Addresses and Notification Contacts.

The State reserves the right to reject any shipment that it deems delivered product to be faulty or defective.

Such shipments shall be returned at the Contractor’s expense. The State will not be responsible for charges incurred as a result of defective product. If the Contractor is unable to furnish an acceptable product, the State may elect to purchase replacement product from another supplier, such quantities as may be needed to fulfill the immediate requirement(s). Any difference in costs between the contracted price and the price of such shipment(s) from another supplier shall be deducted from any monies, that may be due to the Contractor.

Wisconsin Department of Transportation Luminaire Mast Arms and Poles BID #510641

4.8 Insurance Requirements

Every contractor and all parties furnishing services or products to the Wisconsin Department of Transportation (WisDOT) or any of its subsidiary companies must provide WisDOT with evidence of the following minimum insurance requirements. In no way do these minimum requirements limit the liability assumed elsewhere in the contract. All parties shall, at their sole expense, maintain the following insurance:

A. Commercial General Liability Insurance including contractual coverage:

The limits of this insurance for bodily injury and property damage.

Combined shall be at least:

Each Occurrence Limit $1,000,000 General Aggregate Limit $2,000,000 Products-Completed Operations Limit $2,000,000 Personal and Advertising Injury Limit $1,000,000

B. Business Automobile Liability Insurance:

Should the performance of this Agreement involve the use of automobiles, Contractor shall provide comprehensive automobile insurance covering the ownership, operation and maintenance of all owned, non-owned and hired motor vehicles. Contractor shall maintain limits of at least $1,000,000 per accident for bodily injury and property damage combined.

C. Workers’ Compensation Insurance:

Such insurance shall provide coverage in amounts not less than the statutory requirements in the state where the work is performed, even if such coverages are elective in that state.

D. Employers Liability Insurance:

Such insurance shall provide limits of not less than $500,000 policy limit.

E. Excess/Umbrella Liability Insurance:

Such insurance shall provide additional limits of not less than $5,000,000 per occurrence in excess of the limits stated in (A.), (B.), and (D.) above.

Additional Requirements:

F. Contractor shall require the same minimum insurance requirements, as listed above, of all its contractors, and subcontractors, and these contractors, and subcontractors shall also comply with the additional requirements listed below.

G. The insurance specified in (A), (B), and (E) above shall:

1. Name WisDOT including its directors, officers, employees and agents as additional insureds by endorsement to the policies; and,

2. Provide that such insurance is primary coverage with respect to all insureds and additional insureds.

H. The above insurance coverages may be obtained through any combination of primary and excess or umbrella liability insurance. WisDOT may require higher limits or other types of insurance coverage(s) as necessary and appropriate under the applicable purchase order.

I. Except where prohibited by law, all insurance policies shall contain provisions that the insurance companies waive the rights of recovery or subrogation, by endorsement to the insurance policies, against

Wisconsin Department of Transportation Luminaire Mast Arms and Poles BID #510641

WisDOT, its subsidiaries, its agents, servants, invitees, employees, co-lessees, co-venturers, affiliated companies, contractors, subcontractors and their insurers.

J. Contractor shall provide certificates and endorsements evidencing the coverages, limits and provisions specified above on or before the execution of the Agreement and thereafter upon the renewal of any of the policies. Contractor shall require all insurers to provide WisDOT with a thirty (30) day advanced written notice of any cancellation, nonrenewal or material change in any of the policies maintained in accordance with this Agreement. Coverage must be placed with carriers with an A. M. Best rating of A- 10 or better.

EMAIL TO: WIDOTCOI@DOT.WI.GOV

4.9 Safety Notices/Recalls

Contractor must provide immediate notification to the Contract Manager and Contract Administrator as authorized by WisDOT, of any recall notices, warranty replacements, safety notices, legal notices, and, potential and/or actual breaches in security involving sensitive products/access to facilities, etc. Failure to report this information may result in immediate termination of an order and contract.

4.10 Subcontracting or Third-Party Payments

All subcontracting shall be pre-approved by WisDOT. Subcontractors must abide by all terms and conditions of the contract. The prime Contractor shall be responsible for all subcontractor(s) work and payment. WisDOT will not pay any subcontractor or third parties directly.

4.11 Confidentiality

Contractor acknowledges that some of the data and documentation it may become privy to in the performance of this contract is of a confidential nature. Contractor shall make all reasonable efforts to ensure that it or its employees and subcontractors do not disseminate such confidential information.

Contractor or its employees and subcontractors will not reuse, sell, make available, or make use in any format the data researched or compiled for this contract for any venture, profitable or not, outside this contract.

Contractor agrees to observe complete confidentially with respect to all aspects of any confidential information, proprietary data and/or trade secrets and any parts thereof, whether such contents are the State's or the manufacturer's, bidder's, or distributor's whereby Contractor or any Contractor's personnel may gain access while engaged by the State or while on State premises.

The restrictions herein shall survive the termination of this contract for any reason and shall continue in full force and effect and shall be binding upon the Contractor or its agents, employees, successors, assigns, subcontractors, or any party claiming an interest in this contract on behalf of or under the rights of Contractor following any termination. Contractor shall advise all Contractors’ agents, employees, successors, assigns and subcontractors which are engaged by the State of the restrictions, present and continuing, set forth herein. Contractor shall defend and incur all costs, if any, for actions that arise as a result of noncompliance by Contractor, its agents, employees, successors, assigns and subcontractors regarding the restrictions herein.

4.12 Invoicing Requirements

Invoices/Purchase Order:

WisDOT must meet a statutory mandate to pay or reject invoices within 30 days of receipt by WISDOT. Before payment is made, WisDOT must verify that all invoiced charges are correct as per this contract. Only properly submitted invoices shall be officially received for payment. Thus, your prompt payment requires that your invoices be clear and complete in conformity with the instructions below.

Wisconsin Department of Transportation Luminaire Mast Arms and Poles BID #510641

All invoices must be itemized showing:

• Purchase order number

• Supplier name

• Remit to address

• The complete product description as stated on your bid

• Prices per the contract

• Dates of service

Send invoice to the bill-to address shown on the order.

4.13 Reporting Requirements

WisDOT shall have the right to audit, review, examine, copy, and transcribe any pertinent records or documents held by the awarded Contractor related to this contract. The Contractor will be required to submit bi-annual reports that will include a minimum of the following detail: Item number, product description, quantity, customer name, delivery date, purchase order number, delivery address, dollar amount invoiced.

This information must be submitted on the template in excel format as provided the by WisDOT Contract Manager.

Report bi-annual due dates are to be emailed to the Contract Manager and Contract Administer on or before:

July 15th for Q1 and Q2 of the associated calendar year and January 15th for Q3 and Q4 of the calendar year

WisDOT reserves the right to revise the bi-annual reporting template at any time to include additional reporting parameters as required or needed.

WisDOT reserves the right to request additional ad-hoc reporting outside of the regular reporting requirement listed above.

The reporting requirements are a part of ATTACHMENT C, Mandatory Requirements and must be submitted and attached as a Bid Factor in eSupplier.

4.14 Contractor Major Structural Change

The Contractor is required to provide Purchasing with a minimum 90 days written advance notice of any planned or potential structural change resulting in a new entity (merger, buyout, acquisition, consolidation, etc.). The Contractor may not assign the contract to the new entity without prior written approval from the Department, since the underlying procurement may be affected.

4.15 Energy Star Requirements

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) & 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.

Wisconsin Department of Transportation Luminaire Mast Arms and Poles BID #510641

5 BID PROCEDURE AND INSTRUCTIONS

5.1 Reasonable Accommodations

WisDOT 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 at a bid opening/proposer conference, contact Leann McGowan, Purchasing, at (608) 266- 1535 (direct line) or Wisconsin Telecommunications Relay System (TTY) at 1-800-947-3529.

5.2 Method of Bid

Bids requiring any additional costs or dollar amount order minimum will be disqualified. Bidder must bid on the enclosed bid price sheet, ATTACHMENT G, alternate formats will be rejected.

• Bidder must submit a unit price for each item lines included on the bid price sheet to be deemed

“Responsive”.

• Pricing must include all information as requested, with no associated costs allowed.

• All pricing must be quoted in U.S. dollars.

• Bidders must meet all mandatory requirements and specifications.

• All pricing must be submitted on ATTACHMENT G, Bid Price Sheet must be attached to the appropriate Bid

Factor in eSupplier.

The Bid Price Sheet, ATTACHMENT G, must NOT be modified in any way. Bid submittals received on a modified spreadsheet OR submitted on an older, or not current revision of an amended ATTACHMENT G, Bid Price Sheet, may be rejected, causing the submitter’s bid to be deemed as non-responsive and not considered for further review.

5.3 Proprietary and Confidential Information

If the bidder designates any information in the bid as proprietary and confidential, the bidder must submit, in addition to the copies listed above, one electronic copy of the bid with all proprietary and confidential information redacted. This copy should be clearly marked “REDACTED COPY” and submitted in the package containing the original bid. The documents must be in MS Word, MS Excel or PDF format. The following are acceptable electronic devices: flash drive or memory stick.

5.4 Multiple Bids

Multiple bids from a Bidder will be allowed, however, each bid must conform fully to the requirements for a bid submission. Bidders must have multiple user IDs and passwords for WAMS to be able to enter multiple bids through eSupplier. Each such bid must be separately submitted and labeled as Bid #1, Bid #2, etc. on each page included in the response. Alternate acquisition plans do not constitute multiple bids.

5.5 Wisconsin Public Records Law

WisDOT and all records it retains are subject to Wisconsin Public Records law, sec. 19.31, et seq, Wis. Stats.

WisDOT will advise bidder of any request for records it has designated as proprietary or confidential.

5.6 Wisconsin eSupplier Registration

Registration on the State of Wisconsin’s eSupplier System (http://eSupplier.wi.gov) is available free of charge to all businesses and organizations that want to sell to the state. Registration allows a vendor to:

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

2. Receive an automatic e-mail notification each time a state agency 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).

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

Wisconsin Department of Transportation Luminaire Mast Arms and Poles BID #510641

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

To obtain information on the state’s bidder registration, please visit the eSupplier website at http://eSupplier.wi.gov. Assistance is available from the eSupplier Information Center (1-800-482-7813); in the Madison area, 608-264-7898.

Anyone may access the Wisconsin eSupplier Portal to get information on state purchasing practices and policies, goods and services that the State buys, and tips on selling to the State. Bidders may use the same website address for inclusion on the Bidders list for goods and services that the organization wants to sell to the State.

5.7 Bid Response Requirements

Submit the following required materials as instructed throughout the document and through eSupplier.

Failure to provide the documents with your bid submittal may disqualify your bid. Emailed, mailed, or hand delivered bids will not be accepted.

Vendors must respond to the bid through eSupplier. This is the only method of submittal. Emailed or mailed bids will not be accepted. Vendors should use the eSupplier System (https://esupplier.wi.gov) to respond to this solicitation. Utilizing eSupplier is more efficient overall and affords Vendors a higher degree of control versus the alternative submittal processes. The eSupplier Sourcing Event number for this solicitation is 13778.

Be sure to follow all directions and upload all required documents before the deadline.

Certain qualifications and Requirements shall be presented as itemized questions requiring an affirmative response from the Bidder indicating these can be met (i.e., “yes/no” prompt; drop down menu; required attachment). Other requirements may be presented in a grouped manner (e.g., “Does your company meet requirements 2.1-2.8”). For any (itemized or grouped) Requirements that cannot be met, a “no” shall be checked.

Bidders submitting Bids via the Wisconsin eSupplier Portal must follow the instructions given in the eSupplier Portal system, including any Frequently Asked Questions (FAQs).

Bidders must allow time for entering a Bid Response in eSupplier. Keep in mind the following if an error occurs:

• File names must be no longer than 64 characters, including the file extension (e.g.,".docx").

• File names cannot contain any special characters (e.g., commas, percent signs, hash symbol).

• The maximum file size for any attachment is 80MB.

• The eSupplier system will not allow a file with macros included and enabled.

• Bidders may only upload a single file in response to a Bid Factor. Uploading additional files will overwrite the previous upload. If a Bidder has the need to attach multiple files, the Bidder must consolidate the documents into a single file. Alternatively, the Bidder may upload one file in response to the Bid Factor and upload the rest of the documents using the Upload File button on the Submit Online Response page.

• In order to officially submit a bid response, the Bidder must click the Submit button and receive verification that the Bidder response has been submitted.

Failure to provide the forms/information as directed in this procurement, with your bid submittal may disqualify your bid.

http://publicnotices.wi.gov/ http://esupplier.wi.gov/ https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI_GUEST

Wisconsin Department of Transportation Luminaire Mast Arms and Poles BID #510641

5.8 Incurring Costs

The State of Wisconsin is not liable for any cost incurred by a bidder in the process of responding to this RFB.

6 CALENDAR OF EVENTS

Listed below are important dates and times by which actions related to this Request for Bids (RFB) must be completed. In the event that the State finds it necessary to change any of these dates and times it will do so by posting an addendum to this RFB on eSupplier.

6.1 Questions

If a supplier discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB they shall notify the Purchasing Agent named below of such error and request modification or clarification of the bid document.

Communications or questions regarding the specifications, or special conditions of bid should be written and submitted through eSupplier as soon as possible, but no later than October 1, 2025, by 2:00 PM CT. Questions may also be emailed to the purchasing agent listed below. Questions shall not be received nor addressed via telephone. Purchasing will respond to questions by issuing an official addendum, posted on eSupplier. It is the supplier’s responsibility to monitor eSupplier for addendum updates.

Correspondence and submitted documents must include the bid number RFB 510641 in the subject line and on the outside of envelopes/packages.

Submit in writing via email to: Leann McGowan, e-mail: Leann.McGowan@dot.wi.gov

7 BID OPENING, ACCEPTANCE AND AWARD

7.1 Bid Opening

A public Bid Opening will be held on October 22, 2025, at 2:15 via virtual meeting.

Only the names of all Bidders will be read aloud at that time of the bid opening. WisDOT will issue an official addendum and post on eSupplier should a need to change the bid open date and/or time occur.

Microsoft Teams Need help?

Join the meeting now Meeting ID: 231 537 896 044 9 Passcode: Bm3Jj7kD

Dial in by phone +1 608-571-2209,,232736015# United States, Madison Find a local number Phone conference ID: 232 736 015#

7.2 Bid Acceptance

WisDOT shall review all materials submitted in response to this bid in an identical manner to determine specification compliance. Bids which do not comply with specifications contained in this RFB may be rejected.

WisDOT retains the right to accept or reject any or all bids or accept or reject any part of a bid deemed to be in

DATE EVENT

September 16, 2025 Date of Issue of the RFB October 1, 2025 by 2:00 PM CT Questions Due October 8, 2025 (estimated) Reponses to Questions Posted to eSupplier October 22, 2025 by 2:00 PM CT Bids Due from Bidders October 29, 2025 (estimated) Award Letter to Vendor mailto:Leann.McGowan@dot.wi.gov https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTEyNmQ5ZGQtMmI5Zi00YjdmLTg4NjgtMTg5YzZiMGQ5ODQ3%40thread.v2/0?context=%7b%22Tid%22%3a%22f4e2d11c-fae4-453b-b6c0-2964663779aa%22%2c%22Oid%22%3a%22a3444f20-d39e-455b-af55-b9e1de7cf97b%22%7d tel:+16085712209,,232736015 https://dialin.teams.microsoft.com/5d4d9c0b-3a97-4661-b2eb-768ed6a90841?id=232736015

Wisconsin Department of Transportation Luminaire Mast Arms and Poles BID #510641 the best interest of the Agency. WisDOT shall be the sole judge as to compliance with the specifications contained in this RFB.

7.3 Basis for Bid Awards

Awarding contracts and rejecting bids are public actions and the procuring agencies performing these functions are guided by the course of action that best promotes the public interest. It is the duty and authority of the procuring agency to exercise good judgment, due diligence, and to honestly and fairly determine the lowest responsible bidder(s).

7.4 Method of Award

The Bid award will be made based on the lowest total cost, received from the bidder who is deemed responsive, responsible and who meets all of the mandatory requirements and specifications as listed in this procurement. WisDOT intends to award to one or more Contractors, as determined to be in the best interest of the Agency.

Pricing must be provided for all product lines listed on ATTACHMENT G, Bid Price Sheet, to qualify as a responsive response. Responses received that do not include pricing for each line item may be disqualified.

Prices bid shall be in U.S. dollars unless otherwise indicated. Bids that require a specific quantity or dollar amount will be disqualified. In the event of an error in a calculation, unit price shall prevail in award.

Bidders are encouraged to provide optional pricing or a discount structure on any standard product their company would be interested in offering that is applicable to the scope of this RFB, if awarded a contract. All optional product pricing or discount structure off of a Bidder’s published price, can be included on Attachment G – Bid Price Sheet. Optional pricing will not be a factor or a part of the determination of an award to a potential Contractor(s).

7.5 Order of Precedence

In the event of contract award, the contents of this RFB (including all attachments), RFB addenda and revisions, the bid response from the successful bidder, and additional terms agreed to, in writing, by WisDOT and Contractor shall become part of the contract.

The following priority for contract documents will be used if there are conflicts or disputes:

1. The Contract Award document

2. Official Purchase Order

3. Bid response as accepted by WisDOT

4. WisDOT Request for Bid

7.6 Re-Solicit Bid

Purchasing reserves the right to reject any or all bids and to re-advertise solicitation if necessary.

7.7 Minority-Owned Business Enterprise

Minority-owned business enterprises (MBEs) are certified by the Wisconsin Department of Administration. This program can be found at: https://supplierdiversity.wi.gov/Pages/Home.aspx.

The State of Wisconsin is committed to the promotion of MBEs in the State's purchasing program. Wisconsin statutes allow a permissive 5% price preference for certified MBEs that compete for State Contracts. However, the permissive 5% price preference is currently paused for certified MBEs.

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

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

https://supplierdiversity.wi.gov/Pages/Home.aspx https://wisdp.wi.gov/search.aspx

Wisconsin Department of Transportation Luminaire Mast Arms and Poles BID #510641

Contact the State’s Minority Business Manager for assistance in locating certified firms at (608) 267-9550. A listing of State of Wisconsin certified minority businesses, as well as the services and commodities they provide, is on the State-certified MBE web site: https://wisdp.wi.gov/Search.aspx.

7.8 Disabled Veteran-Owned Business

Disabled veteran-owned businesses (DVBs) are certified by the Wisconsin Department of Administration. This program can be found at: https://supplierdiversity.wi.gov/Pages/Home.aspx.

The State of Wisconsin is committed to the promotion of DVBs in the State's purchasing program. Wisconsin statutes provide for a permissive 5% price preference for certified DVBs that compete for State Contracts. This means that State agencies may make an award to the DVB submitting the lowest qualified Bid when that qualified Bid is not more than 5% higher than the apparent low Bid. (A Bidder preference will not be considered on a printing or stationery procurement.)

Policy provides that DVBs should have the maximum opportunity to participate in the performance of its Contracts. The Supplier/Contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to DVBs or by using such enterprises to provide commodities and services incidental to this agreement.

7.9 Terms and Conditions

The Standard and/or Supplemental Terms and Conditions, along with the noted conditions shown in the Sample Contract, Attachment H, provided with this document represent the terms and conditions which will apply to this contract. Suppliers may not submit their own contract document as a substitute for these terms and conditions.

7.10 Contract Cancellation

This Contract may be terminated by either party under the following conditions:

A. Please review section 24.0 of the Standard terms and Conditions of the Sample Contract, Attachment H.

WisDOT may terminate the contract at any time at its sole discretion by delivering 30 calendar days written notice to the Contractor.

B. In the event the Contractor terminates the contract, for any reason whatsoever, it will require written certified letter notification delivered to the Department purchasing agent not less than 120 days prior to said termination. The Contractor will, in turn, refund the Department, within 30 days of said termination, all payments made hereunder by the Department to the Contractor for work not completed.

C. WisDOT has the right to cancel and terminate the Contract without notice if at any time the Contractor

(including Subcontractors) performance threatens the health, safety, and/or security of WisDOT or the general public.

D. WisDOT has the right to cancel and terminate the Contract without notice if the Contractor fails to maintain and keep in force the insurance as provided in Section 6 of the Contract terms and as listed in Section 23.0 in the Standard Terms and Conditions, as stated in the Sample Contract, Attachment H.

E. WisDOT has the right to cancel and terminate the Contract without notice if the Contractor fails to maintain and keep in force required certificates, permits, and licenses.

F. 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, WisDOT has the right, in addition to any other https://wisdp.wi.gov/Search.aspx https://supplierdiversity.wi.gov/Pages/Home.aspx

Wisconsin Department of Transportation Luminaire Mast Arms and Poles BID #510641 rights of whatsoever nature that it may have at law or inequity, to terminate this Contract by giving 90 calendar days’ notice in writing of such termination.

G. WisDOT must seek approval of the State Use Board prior to termination of a Work Center.

7.11 Certification for Collection of Sales and Use Tax

The State of Wisconsin shall not enter into a contract with a supplier, and reserves the right to cancel any existing contract, if the supplier or Contractor has not met or complied with the requirements of s.77.66, Wis.

Stats., and related statutes regarding certification for collection of sales and use tax.

8 Attachments

DOA 3832 – Bidder Required Form Attachment C – Mandatory Specifications Attachment D – Product Specifications Attachment E – Productions Drawings Attachment F - Delivery Addresses and Notification Contacts Attachment G – Bid Price Sheet Attachment H – Sample Contract

8 Attachments