UWL-1804 PRINTER MAINTENANCE BID-FILLABLE.pdf

REQUEST FOR BID

PRINTER MAINTENANCE

UWL-1804

Issued: MAY 21, 2018 Responses Due: JUNE 11, 2018 2:00PM CST

State of Wisconsin Wis. Statutes s.16.75

DOA-3070 (R05/2014)

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

AGENCY ADDRESS: Bid envelope must be sealed and plainly marked in lower corner with due date and Request for Bid # 1804.

UNIVERSITY OF WISCONSIN-LA CROSSE

1725 STATE ST., GRAFF MAIN HALL 125

LA CROSSE, WI 54601

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

REQUEST FOR BID

THIS IS NOT AN ORDER

BIDDER (Name and Address)

Bids MUST be in this office no later than

JUNE 11, 2018 AT 2:00 PM

Name (Contact for further information)

AMANDA KING

Phone Date

608-785-8724 MAY 21, 2018

Quote Price and Delivery FOB

Fax bids are accepted Fax bids are not accepted

Item No.

Quantity and Unit Description Price

Per Unit

Total

PRINTER MAINTENANCE PLANS AS OUTLINED IN THE

BID SPECIFICATIONS

Payment Terms Delivery Time

We claim minority bidder preference [Wis. Stats. s. 16.75(3m)(b)(3)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises.

Bidder must be certified by the Wisconsin Supplier Diversity Program. If you have questions concerning the certification process, contact the Wisconsin Supplier Diversity Program, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53703, (608) 267-9550. Does Not Apply to Printing Bids.

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

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

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

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

TABLE OF CONTENTS

1.0 INTRODUCTION AND PURPOSE 5

1.1 DEFINITIONS 5-6

1.2 PURPOSE AND SCOPE OF THE REQUEST FOR BID 6

1.3 OVERVIEW OF PROCURING AGENCY, BACKGROUND, AND OBJECTIVES 6

1.4 CONTRACT TERM 6

1.5 MODIFICATIONS OF CONTRACT 6

1.6 ORDER OF PRECEDENCE 6-7

1.7 COOPERATIVE PURCHASING SERVICES 7

1.8 RESPONDING TO BID REQUIREMENTS 7

2.0 BIDDER QUALIFICATIONS 7

3.0 MANDATORY SPECIFICATIONS OF BID 8

3.1 PERFORMANCE AND SUPPORT REQUIREMENTS 8

4.0 SPECIAL TERMS AND CONDITIONS OF BID 8

4.1 BACKGROUND CHECKS 8

4.2 REPORTING 8

4.3 CONTRACT AUDIT REQUIREMENTS 8

4.4 TOBACCO-FREE ENVIRONMENT 8

4.5 FRATERNIZATION/AGENCY WORK RULES 8

4.6 PAYMENT TERMS 8

4.7 CERTIFICATES OF INSURANCE 9

4.7.1 HIGH RISK CERTIFICATES OF INSURANCE 9

4.8 ACCESS TO SECURE FACILITIES 9

4.9 CANCELLATION AND TERMINATION 9-10

5.0 COST STRUCTURE AND COST SHEET INSTRUCTIONS 10

5.1 METHOD OF BID 10-11

5.2 FOB DESTINATION, FREIGHT PREPAID AND ALLOWED/INSTALLED 11

5.3 PRICE SHEET INSTRUCTIONS 11

5.4 REQUESTING PRICE ADJUSTMENTS 11

6.0 BID PROCEDURE AND INSTRUCTIONS 11

6.1 CALENDAR OF EVENTS 11

6.2 CORRESPONDENCE, CLARIFICATIONS, AND QUESTIONS 12

6.3 RESONABLE ACCOMMODATIONS 12

6.4 WISCONSIN eSUPPLIER PORTAL REGISTRATION 12

6.5 SUBMITTING A BID 13

6.5.1 HARD COPY BID SUBMITTAL 13

6.5.2 EMAILED BIDS 13-14

6.6 FORMAT OF BID RESPONSE 14

6.7 INCURRING COSTS 14

7.0 BID ACCEPTANCE AND AWARD 15

7.1 BID OPENING 15

7.2 BID REVIEW 15

7.3 BID ACCEPTANCE 15

7.4 MEHTOD OF AWARD 15

7.5 BIDDER REFERENCES 15

7.6 USE OF SUBCONTRACTORS 15

7.7 SUPPLIER DIVERSITY 16

7.7.1 MINORITY-OWNED BUSINESS ENTERPRISE 16

7.7.2 VETERAN-OWNED BUSINESS 16

7.7.3 DISABLED VETERAN-OWNED BUSINESS 16

7.7.4 WOMAN-OWNED BUSINESS ENTERPRISE 16-17

7.8 DEBARMENT 17

7.9 AWARD NOTIFICATION 17

7.10 PROTEST AND APPEALS PROCESS 17

7.10.1 PROTESTS 17-18

7.10.2 APPEALS 18

8.0 REQUIRED FORMS 18

ATTACHMENT A: SPECIFICATIONS 19-20

ATTACHMENT B: BID SUBMITTAL CHECKLIST 21-22

ATTACHMENT C: COST SHEET 23-28

STANDARD TERMS AND CONDITIONS 29-32

SUPPLEMENTAL TERMS AND CONDITIONS 33-34

DOA-3477 VENDOR INFORMATION 35

DOA-3478 VENDOR REFERENCE 36

DOA-3027 DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION 37

DOA-3333 VENDOR AGREEMENT 38

1.0 INTRODUCTION AND PURPOSE

1.1 DEFINITIONS

For the purposes of this Request for Bid and resulting Contract(s), the following definitions of terms shall apply, unless otherwise indicated.

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

Hereinafter, referred to as the University.

Authorized Users: Includes any State Agency, University of Wisconsin campus, or other state or local public body authorized to use Contracts, as established in §16.70 (1b), (1e), (2), (4) and (8), §16.73 and §66.0301 of the Wisconsin Statutes and PRO-D-30 of the State Procurement Manual.

Bid: A price quotation specifically given to a prospective purchaser by a prospective seller; a Bid is an offer to sell. For the purposes of this RFB, a Bid includes all requisite forms, response completed as instructed.

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

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

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

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

James Jorstad, Information Technology Services jjorstad@uwlax.edu

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

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

Amanda King, Purchasing Services aking@uwlax.edu

Disabled Veteran-Owned Business

(DVB):

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

Minority-Owned Business Enterprise

(MBE):

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

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

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

Purchasing Card (PCard): A charge card issued to an authorized state employee through the Department of Administration, State Bureau of Procurement's Purchasing Card Contract.

Procurement Specialist: The individual responsible for overseeing and administering the procurement process for a Bid.

Amanda King, Purchasing Services aking@uwlax.edu

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

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

Specification: A descriptive statement of the physical, functional and performance characteristics of the Commodity or service required by the 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".

1.2 PURPOSE AND SCOPE OF THE REQUEST FOR BID

The University of Wisconsin-La Crosse, requests bids for a vendor to provide printer maintenance plans on Hewlett Packard (HP) devices, and intends to use the results of this process to award a Contract. The University of Wisconsin-La Crosse does not guarantee it will purchase any specific quantity or dollar amount and the maintenance plans will be an optional service available to all campus departments. Bids that require a minimum commitment will be rejected. There will be no guarantee to purchase any specific quantity, or pay any minimum Contract price during the term of the Contract.

1.3 OVERVIEW OF PROCURING AGENCY, BACKGROUND, AND OBJECTIVES

The university currently has an inventory of 240 HP printers throughout campus that have a potential need for a maintenance plan under this contract. The current contract offers three options for users to choose from depending upon their departmental needs.

1.4 CONTRACT TERM

This Contract will run for an initial one (1) year period. The University and the Contractor, upon written mutual agreement, may renew the Contract for up to an additional four (4) one-year periods. The Contract shall be effective July 1, 2018 or on the date it is executed by the University. If no formal Contract is executed, the effective date of the Contract is the date of the purchase order.

The RFB documents and the awarded Bidder's response as accepted by the University shall become the Contract between the parties unless a separate Contract is executed.

1.5 MODIFICATIONS OF CONTRACT

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

1.6 ORDER OF PRECEDENCE

In the event of Contract award, the contents of this RFB (including all attachments), RFB addenda and revisions, the Bid response from the successful Bidder as accepted by the Procuring Agency, and any additional terms agreed to in writing by the parties shall be incorporated into the Contract. Failure of the successful Bidder to accept these elements into the Contract will result in the cancellation of the Contract award.

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

Final Signed Contract with clarifications included Bid Response as accepted by the State of Wisconsin Request for Bid

1.7 COOPERATIVE PURCHASING SERVICES

Commodities and Services may be made available to Municipalities upon agreement of the Contractor.

Where requested by the University, and agreed to by the Contractor(s), Municipalities shall be able to obtain the commodities and Services procured under the Contract at the same rates agreed to by the University and the Contractor. The Contractor shall be responsible for confirming the status of potential Municipalities with the University and providing appropriate documentation and support and reporting Contract usage by Municipalities.

1.8 RESPONDING TO BID REQUIREMENTS

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

Certain qualifications/Specifications will be presented by the University as itemized questions that require an affirmative response from you that you can meet them (e.g., "yes/no" prompt, dropdown 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 you cannot meet, you must check "no" and provide a supplemental document as an attachment to explain.

Failure to meet a qualification will disqualify your Bid. However, in the event that no Bidder is able to meet an individual mandatory requirement, the State reserves the right to continue the review of Bids and to select the Bid that most closely meets the requirements specified in this RFB.

2.0 BIDDER QUALIFICATIONS AND REQUIREMENTS

2.1 All Bidder qualifications in this section are mandatory and shall be met at no additional cost above the pricing provided in the Bid. See Attachment B: BID SUBMITTAL CHECKLIST.

2.2 Name and Address of the company

2.3 Duration (years) and extent of experience in providing printer maintenance services.

2.4 The bidder’s response must clearly demonstrate the potential capacity of this contract in addition to the current workload.

2.5 Provide a description of the accounting and invoicing procedures to be used, which comply with the contract specifications.

2.6 The contractor awarded the contract must have a physical location within 100 miles of the

University of Wisconsin-La Crosse.

2.7 The contractor must guarantee a four (4) hour response time for maintenance requests during normal business hours, which are Monday through Friday 8:00 am to 5:00 pm.

2.8 The contractor must be an HP Authorized Support Center.

2.9 After the bid submission the University may request supplementary information as necessary, in the University’s opinion, to assure the bidder’s competence, business organization, and financial stability.

3.0 MANDATORY SPECIFICATIONS OF BID

All requirements in this section are mandatory and shall be met at no additional cost above the pricing provided in the Bid.

3.1 PERFORMANCE AND SUPPORT REQUIREMENTS

Bidder shall use Attachment A: Specifications to respond to this section.

4.0 SPECIAL TERMS AND CONDITIONS OF BID

The University reserves the right to negotiate special terms and conditions when it is in the best interest of the University to do so. The Bidder shall not submit its own Contract document as a substitute for the University's Special Terms and Conditions.

Bidders shall accept all terms and conditions or submit point-by-point exceptions along with proposed alternative language for each point. The University may or may not consider any of the Bidder's suggested revisions. Any changes or amendment to any of the terms and conditions will occur only if the change is in the best interest of the University.

4.1 BACKGROUND CHECKS

Due to the nature of this solicitation, the University reserves the right to conduct background checks on the organization, its officers and employees, and subcontractors, if applicable, in order to determine whether any conviction exists that is substantially related to the solicited Commodity or service, or if such conviction may otherwise adversely affect the Bidder's ability to perform under the resulting Contract. The State is the sole determinant of whether the results of a background check(s) will negatively impact the Contractor's ability to meet contractual obligations and requirements.

4.2 REPORTING

The Contractor shall have the ability to provide the University with information in a useable format regarding the service plans elected by campus departments, including printer model, campus location, and maintenance plan selected.

4.3 CONTRACT AUDIT REQUIREMENTS

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, in addition to reporting required by s. 35.03(6).

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.

4.4 TOBACCO-FREE ENVIRONMENT

All university buildings are smoke free buildings. Smoking tobacco products or using electronic cigarettes is strictly prohibited in these areas.

4.5 FRATERNIZATION/AGENCY WORK RULES

All Contractors and their subcontractors (if applicable) working on-site are subject to university policy and procedures. A copy of these rules may be obtained by written request to the University's Procurement Director identified in this RFB.

4.6 PAYMENT TERMS

The University will pay the Contractor net thirty (30) days or as mutually agreed upon, in writing, by the University and the Contractor.

4.7 CERTIFICATES OF INSURANCE

INSURANCE

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

The Certificates of Insurance listed in Section 4.7.1 (below) shall be provided as stated herein to:

University of Wisconsin-La Crosse Purchasing Services, Amanda King 1725 State Street La Crosse, WI 54601

4.7.1 HIGH RISK CERTIFICATES OF INSURANCE

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

COVERAGE AND MINIMUM LIMITS.

Coverage

Worker’s Co mpensation (W C)

Minimum Limits

Statutory Employer’s Liability Coverage (B)

$100,000/500,000/100,00

Commercial General Liability (CGL) General Aggregate incl.

$2,000,000 Each Occurrence $1,000,000

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

$1,000,000

Umbrella $1,000,000

Copies of these required insurance policies and certificates shall be submitted to the Procuring Agency upon request.

4.8 ACCESS TO SECURE FACILITIES

The Contractor will make arrangements with campus departments for access to any printers located in secure facilities.

4.9 CANCELLATION AND TERMINATION

TERMINATION FOR CAUSE

The University may terminate this Contract after providing the Contractor with thirty (30) calendar days written notice of the Contractor's right to cure a failure of the Contractor to perform under the terms of this Contract. The Contractor may terminate this Contract after providing the University a one hundred and twenty (120) calendar day notice of the State's right to cure a failure of the University to perform under the terms of this Contract.

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

TERMINATION FOR CONVENIENCE

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

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

CONTRACT CANCELLATION

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

Fails to perform any material obligation required under the Contract Files a petition in bankruptcy, becomes insolvent, or otherwise takes action to dissolve as a legal entity Allows any final judgment not to be satisfied or a lien not to be disputed after a legally-imposed, 30-day notice Makes an assignment for the benefit of creditors Fails to follow the sales and use tax certification requirements of §77.66 of the Wisconsin

Statutes Incurs a delinquent Wisconsin tax liability Fails to submit a non-discrimination or affirmative action plan as required in the Standard

Terms and Conditions (DOA-3054) Fails to follow the non-discrimination or affirmative action requirements of subch. II, Chapter 111 of the Wisconsin Statutes (Wisconsin's Fair Employment Law) Becomes a federally debarred Contractor Is excluded from federal procurement and non-procurement contracts Fails to maintain and keep in force all required insurance, permits and licenses as provided in this Contract Fails to maintain the confidentiality of the University's information that is considered to be

Confidential Information, proprietary, or containing Personally Identifiable Information Contractor performance threatens the health or safety of a State employee or State customer

5.0 COST STRUCTURE AND COST SHEET INSTRUCTIONS

5.1 METHOD OF BID

The Bidder shall submit a net unit price and, if applicable, an extended net total for each item specified. Prices shall be in U.S. dollars unless otherwise indicated. In the event of errors in calculation, unit price shall prevail.

Bidders must submit their bid(s) per the submittal instructions by the deadlines shown on the Request for Bid form to:

University of Wisconsin-La Crosse Purchasing Services

1725 State Street; 118 Graff Main Hall La Crosse, WI 54601

All bids must be time-stamped in by the Purchasing Office prior to the stated submission time. Bids not so stamped will be considered late. Receipt of a bid by the University mail system does not constitute receipt of a bid by the Purchasing Office, for purposes of this request for bids.

All bids must be packaged, sealed, and show the following information on the outside of the package:

Vendor’s Name and Address Request for Bids Title

Request for Bids Number Bid Due Date

5.2 FOB DESTINATION, FREIGHT PREPAID AND ALLOWED/INSTALLED

FOB DESTINATION, FREIGHT PREPAID AND ALLOWED

Delivery will be made by common carrier or Bidder's vehicle, with unloading to be performed by the carrier or Bidder and carton(s) transported to the interior or ground floor, or inside dock at 1725 State Street La Crosse, WI 54601. Bid prices shall include all packing, freight, insurance charges, and installation/operation manuals.

Failure to bid FOB DESTINATION, FREIGHT PREPAID AND ALLOWED in the Bid price or discount will disqualify the Bid.

5.3 PRICE SHEET INSTRUCTIONS

Bidders shall complete the attached Price Sheet(s). Bidders may not alter the Price Sheet in any manner unless instructions on the Price Sheet indicates otherwise.

SEE ATTACHMENT C: COST SHEET

5.4 REQUESTING PRICE ADJUSTMENTS

Price increase requests after the initial contract term must be submitted to the Purchasing Director sixty (60) days prior to the beginning of the next contract term for acceptance or rejection. Price increase requests must not exceed the Consumer Price Index (CPI) and the Contractor must provide documentation outlining the necessity for the increase. If the University deems cost increases are not acceptable, it reserves the right to rebid the contract in whole or in part or to negotiate price increase requests with the Contractor.

6.0 BID PROCEDURE AND INSTRUCTIONS

6.1 CALENDAR OF EVENTS

Listed below are important dates and times by which actions related to this Request for Bid shall be completed. In the event that the Procuring Agency finds it necessary to change any of these dates and times (except estimated dates and times), it will do so by posting an amendment to this RFB on Wisconsin eSupplier Portal.

DATE EVENT

May 21, 2018 Date of Issue of the RFB

May 28, 2018 Date Questions Due

June 4, 2018 Responses to Questions Posted

June 11, 2018 Bids Due from Bidders

June 18, 2018 Anticipated Award Date

July 1, 2018 Contract Start Date

6.2 CORRESPONDENCE, CLARIFICATIONS, AND

QUESTIONS

Bidders are expected to raise any questions, exceptions, or additions they have concerning the RFB document by May 23, 2018. If at any time prior to the Bid due date a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB, the Bidder shall immediately notify the University representative named below of the issue in writing and request modification or clarification of the RFB document.

Email is the preferred method of written contact. Please email to: aking@uwlax.edu

USPS ADDRESS COMMON CARRIER ADDRESS

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

Purchasing Services Purchasing Services

1725 State Street 1725 State Street

La Crosse, WI 54601 La Crosse, WI 54601

All communication and/or questions on all matters regarding this Bid shall be made in writing and refer to Request for Bid #UWL-1804 and be directed to Amanda King.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFB, supplements or revisions will be posted to VendorNet.

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

6.3 REASONABLE ACCOMMODATIONS

Upon request, the University shall provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with a disability. If accommodations are needed at a Bid opening or Bidders' Conference, please contact: Amanda King; 608-785-8724;

aking@uwlax.edu.

6.4 WISCONSIN eSUPPLIER PORTAL REGISTRATION

Only Bidders registered with the State of Wisconsin’s eSupplier Portal (the State’s electronic purchasing information system) will receive future official notice for this service/Commodity. The State of Wisconsin purchasing information and Bidder notification service is available to all businesses and organizations that want to sell to the State. Anyone may access the Wisconsin eSupplier Portal on the internet at https://esupplier.wi.gov/ to register as a Bidder with the State of Wisconsin. Bidders may use the same internet address for inclusion on the Bidders list for goods and Services that the organization wants to sell to the State. A subscription with notification guarantees the organization will receive an email message each time a State Agency, including any campus of the University of Wisconsin System, posts a request for bid in their designated Commodity/service area(s) with an estimated value over $50,000. Organizations without internet access receive paper copies in the mail. Increasingly, State agencies also are using Wisconsin eSupplier Portal to post simplified bids valued at $50,000 or less. Bidders also may receive email notices of these simplified bid opportunities. Bidders may also visit VendorNet on the internet at https://VendorNet.wi.gov to get information on State purchasing practices and policies, goods and Services that the State buys, and tips on selling to the State.

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

6.5 SUBMITTING A BID

Bidders have three options in responding to this RFB.

6.5.1 HARD COPY BID SUBMITTAL

Bidders have the option to mail or otherwise provide a hard copy Bid when responding to this RFB.

If your company elects to do so, Bidders shall submit an original signed Bid, marked as stated below, and one copy of all materials required for acceptance of their Bid by the deadline to:

USPS ADDRESS COMMON CARRIER ADDRESS

Amanda King Amanda King

UW-La Crosse UW-La Crosse

Business Services Business Services

1725 State Street 1725 State Street

La Crosse, WI 54601 La Crosse, WI 54601

All Bids shall be received and time-stamped at the above location no later than May 30, 2018 at 2:00PM CT.

Bids not time-stamped will be considered late and rejected. Receipt of a Bid by the State mail system does not constitute receipt of a Bid by the University of Wisconsin-La Crosse Purchasing Office.

All Bids shall be packaged, sealed in a box or envelope, and clearly marked with the following information on the outside of the package:

BIDDER NAME AND ADDRESS

RFB TITLE

RFB NUMBER

RFB DUE DATE AND TIME

Hand Delivered Bids:

Original hand-delivered bids may be delivered by the vendor or a third-party/courier service. Bids must be received at Purchasing Services, 1725 State Street, 118 Graff Main Hall; La Crosse, WI 54601, prior to 2:00 p.m. CT on May 30, 2018.

All Bids shall be packaged, sealed in a box or envelope, and clearly marked with the following information on the outside of the package:

BIDDER NAME AND ADDRESS

RFB TITLE

RFB NUMBER

RFB DUE DATE AND TIME

The University is not responsible for deliveries that do not reach the Purchasing Services office by the required due date and time.

6.5.2 EMAILED BIDS

An emailed Bid shall be received by the University Purchasing Office prior to the Bid opening due date and time, at the place shown on the Request for Bid.

Prior to the Bid opening deadline, the Bidder is responsible for confirming that their emailed Bid response has been successfully received by the University by the Bid opening date and time. Proof of transmission doesn't constitute proof of receipt. In addition, the required forms (DOA-3070) shall be signed and returned via mail within two (2) business days after the Bid opening due date for continued consideration of the Bid. The University is not responsible for late receipt of a Bid, regardless of the reason for the delay. Emailed Bids that do not meet these requirements may be rejected.

Bid responses shall be emailed to aking@uwlax.edu. Submitting a Bid to any email address other than aking@uwlax.edu does not constitute receipt of a Bid by the University.

6.6 FORMAT OF BID RESPONSE

Signed Request for Bid Sheet: Include the signed, required form (DOA-3070) with the Bid and those certifications required for submittal of a Bid. Bids submitted in response to this RFB shall be signed by the person in the vendor's organization who is responsible for the decision as to the prices being offered in the Bid or by a person who has been authorized in writing to act as agent for the person responsible for the decision on prices.

By submitting a signed Bid, the vendor's signatories certify that in connection with this procurement: (a) the vendor's organization or an agent of the vendor's organization has arrived at the prices in its Bid without consultation, communication, or agreement with any other respondent or with any competitor for the purpose of restricting competition; (b) the prices quoted in the Bid have not been knowingly disclosed by the vendor's organization or by any agent of the vendor's organization and shall not be knowingly disclosed by same, directly or indirectly, to any other respondent or to any competitor; and (c) no attempt has been made or shall be made by the vendor's organization or by any agent of the vendor's organization to induce any other person or firm to submit or not to submit a Bid for the purpose of restricting competition.

State of Wisconsin Standard Terms and Conditions (DOA-3054) and State of Wisconsin Supplemental Standard Terms and Conditions for Procurements for Services (DOA-3681) (herein after Terms and Conditions): These Terms and Conditions shall govern this Bid and subsequent award. Vendors shall accept these Standard and Supplemental Terms and Conditions or submit point-by-point exceptions along with proposed alternate or additional language for each point. Submission of any standard vendor Contracts as a substitute for language in the Terms and Conditions is not a sufficient response to this requirement and may result in rejection of the vendor's proposal. The State reserves the right to negotiate contractual Terms and Conditions other than those in the State of Wisconsin Contract when it is in the best interest of the State to do so.

Additional Information: Include all additional information that shall be essential to an understanding of the Bid. This might include diagrams, excerpts from manuals, or other explanatory documentation that would clarify and/or substantiate the Bid document.

Cost Information: Provide price information on the Cost Sheet Attachment C: Bid Submittal Cost Sheet, included in this RFB. Include one hard copy of the Price Sheet with the Bid response and one electronic copy in Excel format. All prices for furnishing the product(s) and/or service(s) included in the Bid in accordance with the terms and conditions in this RFB shall be included. No alternate price formats will be accepted. Alternate price formats may eliminate consideration for this Bid.

Bid Response Qualifications and Requirements: The Bidder shall include the Bid Response Qualifications and Requirements Attachments A: Specifications and Attachment B: Bid Submittal Checklist, included in this RFB. A response to each qualification and requirement listed shall be clearly checked and/or submitted as applicable and the sheet signed.

Any alteration of the Bid forms or Appendices is prohibited and will result in rejection of the Bid.

6.7 INCURRING COSTS

Neither the State of Wisconsin nor the University is liable for any costs incurred by the Bidder in responding to this RFB.

7 BID ACCEPTANCE AND AWARD

7.1 BID OPENING

The University will not be holding a public bid opening for this solicitation.

7.2 BID REVIEW

All Bids will be reviewed by the University’s Procurement Director to ensure compliance with submittal requirements. The University shall be the sole judge as to Bidders' compliance with the Bid instructions.

7.3 BID ACCEPTANCE

Bids that do not comply with Mandatory Requirements or Mandatory Specifications will be rejected. Bids that do not comply with Special Terms and Conditions of Bid may be rejected. The University in its sole discretion retains the right to accept or reject any or all Bids, or accept or reject any part of a Bid, if deemed to be in the best interest of the State.

7.4 METHOD OF AWARD

The Bid award shall be made on the basis of the lowest price, responsive, responsible Bidder. Prices Bid shall be in US dollars unless otherwise indicated. Bids that require a specific quantity or dollar amount will be disqualified. In the event of Bidder error in calculation, unit price shall prevail in award.

The University intends to award to one Bidder for this project if it is in the best interest of the University.

The University is the sole determinant of its best interests.

The award will be made based upon reviewing all costs for the project to the lowest responsive, responsible bidder. Any and all fees must be listed in the bid response. Any charges not listed in the bid response will not be accepted.

7.5 BIDDER REFERENCES

The Bid shall include Bidder references by completing DOA-3478, listing at least three names or companies with whom the Bidder has done business similar in size and scope as required by this RFB within the last five of years. For each organization listed, the Bidder shall include the company name, address, contact person, email address, and telephone number along with a brief description of the product or service that formed the basis of the business relationship. The University will determine which references to contact in order to assess the quality of the product or service.

7.6 USE OF SUBCONTRACTORS

The Contractor will be responsible for the Contract performance of its subcontractors. The Contract will be between the University and the awardee. The Contractor will be responsible for its subcontractors' performance of the pertinent Contract obligations including related Specifications, insurance requirements, and applicable regulations. The Bidder shall identify any potential subcontractor it intends to use to provide the product or service it will provide if awarded the Contract.

All subcontractors shall be approved in writing by the University. Any proposed substitution of an approved subcontractor shall be submitted in writing to the University 30 days prior to implementation of the substitution, and include the substitute's qualifications, the reason for the change, and the intended effective date of the substitution. Failure to notify the University may result in cancellation of the Contract without notice and without penalty to the University.

7.7 SUPPLIER DIVERSITY

7.7.1 MINORITY-OWNED BUSINESS ENTERPRISE

Minority-Owned Business Enterprises (MBEs) are certified by the Wisconsin Department of Administration.

This program can be found at:

https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx.

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

This means that State agencies may make an award to the MBE submitting the lowest qualified Bid when that qualified Bid is not more than 5% higher than the apparent low Bid. (A MBE Bidder preference will not be considered on a printing or stationery procurement.) Policy provides that MBEs should have the maximum opportunity to participate in the performance of its Contracts. The Contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to MBEs or by using such enterprises to provide commodities and Services incidental to this agreement.

The Contractor shall furnish appropriate quarterly information about its efforts, including the identities of such businesses certified by the Wisconsin Supplier Diversity Program, their Contract amount, and spend for each period to the University.

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

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

7.7.2 VETERAN-OWNED BUSINESS

The State Bureau of Procurement encourages the participation of Veteran-Owned Businesses (VBs) in the statewide purchasing program by inviting VBs to actively solicit public purchasing business and by reducing undue impediments to such participation. VBs are certified by the Department of Veterans Affairs (DVA). Applicants shall complete a Veteran-owned Business Request for Certification form (WDVA 1037). There is no price preference for certified VBs that compete for State Contracts.

Contact the DVA at: http://dva.state.wi.us.

7.7.3 DISABLED VETERAN-OWNED BUSINESS

Disabled Veteran-Owned Businesses (DVBs) are certified by the Wisconsin Department of Administration.

This program can be found at:

https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.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.

The Supplier/Contractor shall furnish appropriate quarterly information about its efforts, including the identities of such businesses certified by the Supplier Diversity Program and their Contract amount.

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

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

7.7.4 WOMAN-OWNED BUSINESS ENTERPRISE

Woman-Owned Business Enterprises (WBEs) are certified by the Wisconsin Department of Administration.

This program can be found at: https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx.

https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx https://wisdp.wi.gov/search.aspx http://dva.state.wi.us/ https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx https://wisdp.wi.gov/search.aspx https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx

State-certified WBEs are able to provide both governmental entities and private companies with a credible recognition of the business' ownership. The WBE certification may serve as an additional marketing tool when seeking Contract opportunities with entities that place a value on having a diverse supplier base.

There is no price preference for certified WBEs that compete for State Contracts.

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

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

7.8 DEBARMENT

Federal Executive Order (E.O.) 12549 "Debarment" requires that all contractors receiving individual awards using federal funds and all subrecipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or Agency from doing business with the Federal Government. Information on debarment is available at the following website: https://www.sam.gov/portal/SAM. See Section 15.0 of the Standard Terms and Conditions (DOA-3054).

7.9 AWARD NOTIFICATION

All Bidders who respond to this RFB with a Bid shall be notified in writing of the University's intent to Contract.

7.10 PROTEST AND APPEALS PROCESS

7.10.1 PROTESTS

A Notice of Intent to Protest a proposed Bid award and the actual protest shall be made in writing to the head of the Procuring Agency (or his or her designee) as set forth below. The protest procedure applies to only those requests for Bids for Services that are over $50,000. The protest shall be as specific as possible, and should identify statutes and Wisconsin Administrative Code provisions that are alleged to have been violated.

The Notice of Intent to Protest shall be filed with the individual listed below, and received by the head of the Procuring Agency Head (or designee) no later than five (5) business days after the Notice of Intent to Award is issued.

The actual Protest also shall be filed with the individual listed below, and shall be received by the head of the Procuring Agency (or designee) within ten (10) business days after the Notice of Intent to Award is issued.

US MAIL ADDRESS DELIVERY ADDRESS

Robert J. Hetzel Robert J. Hetzel

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

Administration and Finance Administration and Finance

1725 State Street 1725 State Street, 233 Graff Main Hall

With a copy to:

US MAIL ADDRESS DELIVERY ADDRESS

Amanda King Amanda King

University of Wisconsin-La Crosse University of Wisconsin-La Crosse https://wisdp.wi.gov/search.aspx https://www.sam.gov/portal/SAM/

Purchasing Services Purchasing Services

1725 State Street 1725 State Street, 118 Graff Main Hall

7.10.2 APPEALS

The decision of the head of the University may be appealed to the Secretary of the Department of Administration, in writing, within five (5) business days of the University's issuance of its written Protest decision.

A copy of the Appeal shall also be filed with the head of the University. The Appeal shall be as specific as possible, and should identify statutes and Wisconsin Administrative Code provisions that are alleged to have been violated.

Appeals shall be sent to:

Rick Hughes, Secretary Wisconsin Department of Administration 101 E Wilson Street, 10th Floor, PO Box 7864

Madison, WI 53703-7864

8 REQUIRED FORMS

The following is a list of forms pertaining to this RFB.

DOA-3070 Request for Bid DOA-3477 Vendor Information DOA-3478 Vender Reference DOA-3027 Designation of Confidential and Proprietary Information DOA-3333 Vendor Agreement ATTACHMENT A: Specifications ATTACHMENT B: Cost Proposal ATTACHMENT C: Bid Submittal Checklist

ATTACHMENT A: SPECIFICATIONS

Scope: The contractor shall offer optional maintenance plans to the University. The University is looking to provide three maintenance option plans to campus primarily for Hewlett Packard (HP) devices. The University will not guarantee a minimum number of plans purchased annually.

Specifications:

• Plans must be reviewable and renewable every twelve months.

• Plans must offer the flexibility to enter into a partial year contract at a prorated cost.

• Contractor must be able to service all HP Laserjet printer types, including the current printer models noted here:

HP Color Laserjet 3600 HP Designjet T1100 HP Laserjet P2055dn HP Color Laserjet 4600 HP Designjet T520 HP Laserjet P3005 HP Color Laserjet 4700DN HP Laserjet 4240 HP Laserjet P3015 HP Color Laserjet CM1312 MFP HP Laserjet 2300 HP Laserjet P4014 HP Color Laserjet CM3530 MFP HP Laserjet 4000 HP Laserjet P4015 HP Color Laserjet CM4540 MFP HP Laserjet 4050 HP Laserjet Pro CM1415 MFP HP Color Laserjet CM6040 MFP HP Laserjet 4100 HP Laserjet Pro M426 MFP HP Color Laserjet CP2025 HP Laserjet 4240 HP Laserjet Pro M521 MFP HP Color Laserjet CP3525 HP Laserjet 4345 MFP HP PageWide MFP 586 HP Color Laserjet CP4525 HP Laserjet 5100 HP PageWide MFP 586dn HP Color Laserjet CP5525 HP LaserJet M1522 mfp HP PageWide Pro 750dw HP Color Laserjet CP6015 HP Laserjet M3035 MFP HP PageWide Pro MFP 772dw HP Color LaserJet M281 MFP HP Laserjet M401 Epson SC-P600 HP Color Laserjet M551 HP LaserJet M402 Epson Stylus Pro 3800 HP Color Laserjet M575 MFP HP Laserjet M4555 MFP Epson Stylus Pro 7800 HP Color Laserjet M577 MFP HP Laserjet M525 MFP Epson Stylus Pro 7880 HP Color Laserjet M680 MFP HP Laserjet M527 MFP Epson Stylus Pro 9900 HP Color Laserjet M775 MFP HP Laserjet M601 Epson SureColor P800 HP Color Laserjet Pro M276 MFP HP Laserjet M602 Lanier LD320d HP Color Laserjet Pro M451 HP Laserjet M603 Lanier LD425 HP Color Laserjet Pro M475 MFP HP Laserjet M604 Lanier MP C4502 HP Color Laserjet Pro M476 MFP HP Laserjet M605 Lanier MP C4504 HP Color LaserJet Pro M477 MFP HP Laserjet P2015 HP Color Laserjet Pro M570 MFP HP Laserjet P2035dn

• The University would like to provide three maintenance plan options for campus to choose from:

o A proactive monitoring…