UWWCitrixBid.pdf

University of Wisconsin - Whitewater

REQUEST FOR BID

THIS IS NOT AN ORDER

AGENT: Ryan Moore

Questions regarding this bid – see Section 3.1

For Submittal of Bid Instructions – see Section #1.

OFFICIAL SEALED

CONTRACT NUMBER:UN-H-001

ISSUE DATE: April 6,2018

DUE DATE: April 20,2018

If NO BID (check here) and return.

Bid prices and terms shall be firm for sixty (60) days from the date of bid opening, unless otherwise specified in this Request for Bid by the UW-Whitewater Purchasing Services.

Unless otherwise noted, public openings will be on the date and time specified. Award(s), if any, will be made as soon thereafter as possible.

The bid abstract will be on file and is open to public inspection only after award determination has been made.

CITRIX SOFTWARE, HARDWARE AND MAINTENANCE

for the period May 1, 2018 through May 1, 2019 or one year after date of award, and will be automatically renewed for four (4) additional one-year terms.

In signing this bid, we have read and fully understand and agree to all terms, conditions and specifications and acknowledge that the UW-Whitewater Purchasing Services bid document on file shall be the controlling document for any resulting contract. We certify that we have not, either directly or indirectly, entered into any contract or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the stated statement is accurate under penalty of perjury. I certify that the information I have provided in this bid is true and I understand that any false, misleading or missing information may disqualify the bid.

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

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

COMPANY NAME: Envision IT, LLC

COMPANY STREET ADDRESS: 999 Fourier Drive

COMPANY CITY, STATE & ZIP: Madison, Wisconsin 53717

SIGNATURE:

DATE : April 10, 2018

TYPE OR PRINT NAME: Brad Nelson

TITLE: Senior Account Manager

TELEPHONE NUMBER: ( 608-824-2067 ) FAX NUMBER: ( )

EMAIL ADDRESS:brad.nelson@envisionitllc.com

FEIN NUMBER: 39-2027033 DUNS #:10-336-8424

UNIVERSITY OF WISCONSIN CONTRACT NO.: UN-H-001

TABLE OF CONTENTS

PAGE

SECTION #1: SUBMITTAL INSTRUCTIONS 1-2

SECTION #2: GENERAL INFORMATION 3-5

2.1 Purpose

2.2 Definitions

2.3 VendorNet Registration

2.4 Orders

2.5 Electronic Commerce/Online Ordering

2.6 Campus Delivery Requirements

2.7 Parking

2.8 Promotional Materials/Endorsements

2.9 Energy Star

2.10 Supplier Diversity

SECTION #3: RFB PROCESS INSTRUCTIONS 6-7

3.1 Clarifications and/or Revisions through Designated Contact

3.2 Applicable Dates

3.3 Term of Contract

3.4 Oral Presentations, Product Demonstrations and Site Visits (Pre Award)

3.5 Proprietary Information

3.6 Reasonable Accommodations

3.7 Method of Bid

3.8 Method of Award

SECTION #4: BIDDER QUALIFICATIONS 8

4.1 Bidder Information

4.2 Bidder Experience

4.3 Authorization

4.4 Client List/References

4.5 Fair Price Analysis

4.6 Minimum Order

4.7 Debarment

SECTION #5: PERFORMANCE AND CONTRACT REQUIREMENTS 9-13

5.1 Firm Discounts

5.2 F.O.B. Destination –AND/OR-

5.2 On Site Service

5.3 Timeliness of Delivery

5.4 Item Return Policy

5.5 Additional Items/Services

5.6 Acceptance and Testing (Post Award)

5.7 Invoicing Requirements

5.8 Payment Terms

5.9 Shipments, Duplicates and Overshipments

5.10 Training

5.11 Insurance

5.12 Performance Meetings

5.13 Subcontracting

5.14 Activity Reports

5.15 Contract Termination

5.16 Other Eligible Purchasers

5.17 Entire Contract

TABLE OF CONTENTS (cont.)

PAGE

SECTION #6: SPECIFICATIONS 14

6.2 Warranty

6.3 Trade-In

6.4 Employee Identification

6.5 Environmentally Friendly (“Green”) Product

ATTACHMENT A BIDDER RESPONSE SHEET 15-17

ATTACHMENT B ITEMIZED BID LIST 18

ATTACHMENT C VENDOR INFORMATION SHEET 19-20

ATTACHMENT D CLIENT REFERENCE LIST 21

ATTACHMENT E STANDARD TERMS AND CONDITIONS 22-26

ATTACHMENT F APPLICABLE FEDERAL ACQUISITION REGULATIONS (FARS) 27-30

WHITEWATER, WISCONSIN 53190 PAGE 1 OF 29

INTRODUCTION

SECTION #1: SUBMITTAL INSTRUCTIONS

BIDS MUST BE DELIVERED TO:

Financial Services -Purchasing, Hyer Hall Room 117, 800 West Main Street Whitewater, WI 53190.

NUMBER OF COPIES TO BE SUBMITTED:

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

RETAIN A COPY OF YOUR BID RESPONSE FOR YOUR FILES

Bids may be dropped off at Financial Services -Purchasing, Hyer Hall Room 117, 800 West Main Street Whitewater, WI 53190, between the hours of 8:00 AM and 4:30 PM PRIOR to the due date and time.

E-MAILED RESPONSES WILL BE ACCEPTED.

If e-mailing, the University will accept completed bids [e-mailed to purchasing@uww.edu], provided (i) they are date/time stamped prior to the stated bid due date (May 4,2018) AND (2) the number of copies indicated above are mailed or hand delivered to Financial Services -Purchasing, Hyer Hall Room 117, 800 West Main Street Whitewater, WI 53190 by 3:00 p.m. CST/CDT on the next business day following stated bid due date.]

Submitting a bid to any other e-mail address than purchasing@uww.edu does not constitute receipt of a valid bid by Purchasing Services. Proof of transmission doesn't constitute proof of receipt. E-mail submissions must be a scanned copy of the document with ACTUAL signatures and initials (not typed or electronic signatures), or those pages that require signatures and/or initials must be signed and should be received prior to 3:00 p.m. CST/CDT on the stated due date.

WHITEWATER, WISCONSIN 53190 PAGE 2 OF 29

VENDOR NOTE: FOR THE PURPOSES OF THE RETURN ADDRESS LABEL, IF THE ADDRESS IS THE SAME AS YOU LISTED ON THE REQUEST FOR BID FORM – YOU DO NOT NEED TO FILL OUT THE RETURN

ADDRESS LABEL.

RETURN ADDRESS LABEL:

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

OFFICIAL SEALED BID

NUMBER: UN-H-001

DUE DATE: 4/20/18 TIME: 3:00 PM CDT

SHIP FROM:

VENDOR NAME HERE: ______________________________________

ADDRESS: ________________________________________________

SHIP TO:

UNIVERSITY OF WISCONSIN-WHITEWATER

PURCHASING SERVICES

800 West Main Street, Hyer Hall Room 117 Whitewater, WI 53190

1.1 BID RESPONSE REQUIREMENTS:

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

1. Request for Bid Form (signed)

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

(Attachment A)

3. Specifications, descriptive brochure and detail for the item(s) bid (Section 6)

4. Itemized Bid List (Attachment B)

5. Vendor Information Sheet (Attachment C)

6. Client Reference List (Attachment D)

WHITEWATER, WISCONSIN 53190 PAGE 3 OF 29

SECTION #2: GENERAL INFORMATION

Conditions of bid which include the word “must” or “shall” describe a mandatory requirement. All specifications are defined as mandatory minimum requirements unless otherwise stated. If no bidder is able to comply with a given specification, condition of bid or provide a specific item/service on the Itemized Bid List, Purchasing reserves the right to delete that specification, condition of bid or item without having to complete the bid process again. FAILURE TO MEET A MANDATORY REQUIREMENT SHALL DISQUALIFY YOUR BID. This contract bid document and the awarded bidder’s (Contractor’s) response information shall become the Contract.

2.1 Purpose:

The University of Wisconsin-Whitewater, hereinafter referred to as the "University", through its Purchasing

Services Department, hereinafter referred to as "Purchasing," on behalf of the Instructional, Communication & Information Technology, hereinafter referred to as "ICIT," requests bids for the purchase of Citrix software, hardware, and maintenance

ICIT is currently using Citrix NetScaler for load balancing, SSL offloading, web caching and some application firewalling. ICIT has NetScalers in its primary data center located at UW-Whitewater and at its secondary site at UW-Platteville. The applications utilizing the NetScaler range from test/dev websites, production websites, PeopleSoft, Exchange, LDAP, RADIUS, XeNDesktop/App.

ICIT is also currently using Citrix XenDesktop and XenApp to deliver virtual desktops and apps to students, faculty, and staff. With plans to increase usage of both apps and also implement XenMobile and ShareFile to faculty and staff.

Scope:

See Specifications (Section 6) and/or Itemized Bid List (Attachment B) for the minimum acceptable specifications for items/services desired. The estimated item quantities identified on the Itemized Bid List are for bid purposes only. The University does not guarantee to purchase any specific quantity or dollar amount.

This contract must not be construed as mandatory upon any University campus, State agency or municipality.

The University reserves the right to issue separate bids when deemed in the best interest of the University.

2.2 Definitions:

The following definitions are used throughout this document:

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

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

Contractor means successful Bidder awarded the bid.

Department means UW-Whitewater Instructional, Communication & Information Technology.

ICIT means UW-Whitewater Instructional, Communication & Information Technology.

DVB means Disabled Veteran-Owned Business.

MBE means Minority Business Enterprise.

Purchasing card means State credit card.

RFB means Request for Bid.

State means State of Wisconsin.

University and UW both mean University of Wisconsin-Whitewater.

WBE means Woman-Owned Business Enterprise.

WHITEWATER, WISCONSIN 53190 PAGE 4 OF 29

2.3 VendorNet Registration

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

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

2.3.2 Receive an automatic e-mail notification each time a state agency, including the University of Wisconsin

System campuses, posts a Request for Bid (RFB) or a Request for Proposal (RFP) with an estimated value over $50,000 in their designated commodity/service area(s).

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

2.4 Orders:

Under this contract, Specific order(s), Contract blanket order(s), or Purchasing Card orders (defined below) may be issued to the Contractor(s). Bidder should identify method by which you will accept orders against this contract (e.g. e-mail, fax, internet, mail, phone, etc.).

2.4.1 Specific order(s): issued as one-time orders.

2.4.2 Contract blanket order(s): issued for a specified period of time, to allow departmental personnel to issue releases against the Contract blanket order(s) as needed.

2.4.3 Purchasing Card order(s): issued as one-time order(s).

2.5 Electronic Commerce/Online Ordering:

Customers of this contract may want to take advantage of electronic ordering and “E-Commerce” opportunities that may be offered by the Contractor. All electronic orders shall receive contract pricing and/or discounts.

2.6 Campus Delivery Requirements:

2.6.1 Delivery of orders shall be made to University departments five days per week, Monday through Friday, during normal University business hours.

2.6.2 Any unique delivery arrangements must be pre-approved by contacting the ordering department.

2.7 Parking:

Each Contractor and/or Contractor employee(s) shall make their own arrangements for parking through UWW

Parking Services at 826 Starin Road, Whitewater, WI 53190, 262-472-1011. No additional Contractor costs will be allowed for parking fees or violations. Unauthorized vehicles parking in University lots or loading docks without permits will be ticketed and/or towed.

2.8 Promotional Materials/Endorsements:

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

2.9 Energy Star:

The State encourages the use of equipment which meets the Environmental Protection Agency (EPA) Energy

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

WHITEWATER, WISCONSIN 53190 PAGE 5 OF 29

2.10 Supplier Diversity

2.10.1 Minority Business Enterprise Program (MBE)

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

Authority for this program is found in ss. 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes. The University of Wisconsin-Whitewater is committed to the promotion of minority business in the state's purchasing program.

The State of Wisconsin policy provides that Wisconsin Certified minority-owned business enterprises should have the maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to minority-owned business enterprises or by using such enterprises to provide goods and services incidental to this agreement, with a goal of awarding at least 5% of the contract price to such enterprises.

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

A listing of certified minority businesses, as well as the services and commodities they provide, is available from the Department of Administration, Office of the Minority Business Program, 608/267- 7806. To view all MBE firms go to https://wisdp.wi.gov/search.aspx select the MBE box and click search.

2.10.2 Woman Owned Business (WBE)

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

560.035, Wisconsin Statutes.

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

Department of Commerce should have the maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to Woman-Owned Businesses or by using such businesses to provide goods and services incidental to this agreement.

2.10.3 Disabled Veteran Owned Business (DVB)

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

Wisconsin Department of Commerce should have the maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to Disabled Veteran-Owned businesses or by using such enterprises to provide goods and services incidental to this agreement.

WHITEWATER, WISCONSIN 53190 PAGE 6 OF 29

SECTION #3: RFB PROCESS INSTRUCTIONS

3.1 Clarifications and/or Revisions through Designated Contact:

All communications and/or questions in regard to this request must be in writing and must reference the bid number. Bidders are encouraged to FAX or e-mail written questions to the Agent. Verbal questions, when permitted, must be directed to the Agent.

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

Ryan Moore

UW WHITEWATER Financial Services-Purchasing 800 West Main Street

Hyer Hall 117

WHITEWATER, WI53190

PHONE 262/472-1633 -- FAX 262/472-1977

E-mail: moorer@uww.edu

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

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFB, supplements or revisions will be posted on http://vendornet.state.wi.us) and publicnotices.wi.gov and provided to all recipients of this initial RFB.

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

3.2 Applicable Dates:

Date

April 6, 2018

April 13, 2018

April 20, 2018 -- 3:00 PM CDT

May 1, 2018

Event

Date of Issue of the RFB

Written questions due

RFB Due Date (Central Time)

Contract Term Begins

3.3 Term of Contract

The initial term of this contract shall be June 1, 2018, or date of award, through May 31, 2019 or one year after date of award. This contract will be automatically renewed for four (4) additional one-year terms, unless Purchasing is notified, in writing, by the Contractor; or notifies the Contractor, in writing, 90 calendar days prior to expiration of the initial and/or succeeding Contract term(s).

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

WHITEWATER, WISCONSIN 53190 PAGE 7 OF 29

3.5 Proprietary Information:

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

DOA-3027. Marking of the entire response as proprietary will neither be accepted nor honored. The University cannot guarantee that all such material noted remains confidential, particularly if it becomes a significant consideration in contract award. Information will only be kept confidential to the extent allowed by State of Wisconsin Public Disclosure Law (refer to Standard Terms and Conditions, Section 27.0). A copy of the form needed to designate portions of your submission as proprietary can be found at:

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

3.6 Reasonable Accommodations:

The University will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you think you need accommodations for your site visit, contact Agent.

3.7 Method of Bid:

Bidder must submit a bid in the form of a percent discount from the most current list price date identified on the

Itemized Bid List for Citrix software, hardware, and maintenance. Bidder must identify current price list by title and date on the Itemized Bid List if the University has not identified it above.

Bidder must identify by title and date which price list is being used. Discounts bid must be rounded to whole numbers, (e.g., 54% or 48%, NOT 54.2% or 48.1%) from the price list. Failure to provide the rounded discount as requested may result in rejection of your bid for non-specified, related items.

If there is more than one price list, each price list and the related discounts should be identified. If the price list(s) has more than one price column, Bidder must identify from which price column discounts are taken.

3.8 Method of Award:

Award(s) shall be made on the basis of the lowest total net discount including hardware and maintenance for Citrix Software and Hardware products. We reserve the right to award to one or more resellers as determined to be in the best interest of the University.

In the event we have a bidder from outside the United State, the University may obtain an estimate from the

University’s contracted customs broker for duty fees, port of entry documentation fees, customs clearance charge, tax, etc. and add these additional costs to all applicable bids and used in the evaluation for award.

If the Contractor's performance demonstrates that the Contractor is capable of complete compliance with the contract on a continuous basis for the six-month trial period, the University shall make a final award for the contract.

Award Criteria are as follows:

3.8.1 Volume discounts shall not be considered when determining award. However, they shall apply to orders issued on this contract.

3.8.2 Hourly rates for service elements shall not be used to determine award unless there is a tied bid.

However, failure to provide pricing for item(s)/service elements may result in disqualification of your bid.

3.8.3 If multiple discounts are bid, the discount may be averaged for award purposes only. Actual discounts bid shall be considered firm for the entire contract and will be used for future orders.

WHITEWATER, WISCONSIN 53190 PAGE 8 OF 29

SECTION #4: BIDDER QUALIFICATIONS

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

4.1 Bidder Information:

Bidder must complete the attached Vendor Information Form (Attachment C) to identify designated contact people, to provide information regarding the size of the bidder’s company, and other information as requested.

All sections of this form must be completed.

4.2 Bidder Experience:

Bidder must be in the business of providing Citrix software and hardware and related support services and must have done so for the past two years. Bidder must be a Citrix Solution Advisor, Gold Level or higher.

4.3 Authorization:

Bidder must be an original manufacturer, authorized distributor, or dealer authorized by manufacturer. Please provide documentation showing level of certification to sell Citrix hardware and software products. Bidder must be a Citrix Solution Advisor, Gold Level or higher.

4.4 Client List/References:

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

4.5 Fair Price Analysis:

Purchases made under this contract may require further fair price analysis. Bidders must identify on the Bidder

Response Sheet the type of documentation they will provide (i.e. published price list, copies of previous invoices, etc.) to allow the University to complete this analysis. The awarded Bidder will be required to provide this documentation prior to the order being issued.

4.6 Minimum Order:

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

4.7 Debarment:

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

WHITEWATER, WISCONSIN 53190 PAGE 9 OF 29

SECTION #5: PERFORMANCE AND CONTRACT REQUIREMENTS

PRICE LISTS: All price lists should be submitted via paper copy and CD/DVD/Flash Drive in Excel, Word or PDF format. Referencing your website for pricing information is not sufficient.

5.1 Firm Discounts:

5.1.1 Prices for the items listed on this contract shall be based on a firm discount from the price list identified on the Itemized Bid List. The percentage must remain firm during the initial and each succeeding contract term; or may be renegotiated by the University and the Contractor.

5.1.2 One (1) paper copy and two (2) CD/DVD/Flash Drive copies of the price list in searchable Excel, Word or PDF format should accompany your bid response. After award, Contractor must provide additional copies to Purchasing and University departments upon request.

5.1.3 Should prices change during the contract term, it is the responsibility of the Contractor to submit a letter, referencing the contract number, and one (1) paper copy and two (2) CD/DVD/Flash Drive copies of the price list in searchable Excel, Word or PDF format of the new price list or revised portions, to Purchasing, 30 days prior to any price increases becoming effective. Proposed price increases are limited to fully documented costs increases submitted with the request. Invoices shall be audited using the most current price list on file in Purchasing on the date the order was placed. An acceptance of the price list change will be in the form of an amendment to the contract or a letter to the Contractor.

5.1.4 Price lists should be labeled with the contract number and lot(s) if applicable, to which they apply.

5.2 F.O.B. Destination, All deliveries shall be FOB Destination. Delivery charges and risk of loss shall be borne by the Contractor.

Delivery will be made by common carrier or Contractor’s truck, with unloading to be performed by the carrier/contractor and carton(s) transported to the interior/ground floor or inside dock at various locations. Bid prices must include all packing, freight, insurance charges and installation/operation manuals, excluding any import/export costs.

If bidding other than F.O.B. Destination, as stated, F.O.B. point and shipping charges must be identified on the

Itemized Bid List. This additional cost will be added to the bid total and will serve as the basis for determining the award.

Indicate on the Bidder Response Sheet the Country of Origin and Shipping Point.

Failure to bid FOB DESTINATION delivery charges and risk of loss borne by the Contractor in bid price or discount may disqualify your bid.

On Site Service:

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

5.3 Timeliness of Delivery:

Delivery is desired as soon as possible after receipt of a purchase order. Please state on the Bidder Response Sheet when delivery can be made. Timeliness of delivery may be used in evaluation for bid award.

The Contractor is required to notify the ordering department of any back order, discontinuation of item(s) or other delays in shipping within 2 working days of receipt of order or release against existing order(s).

5.4 Item Return Policy:

Contractor should provide for return of items ordered in error for up to 30 calendar days from receipt with the

University paying only the return shipping costs. Bidder should indicate in detail on the Bidder Response Sheet their company’s return policy.

WHITEWATER, WISCONSIN 53190 PAGE 10 OF 29

5.5 Additional Items/Services:

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

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

5.6 Acceptance and Testing

The University reserves the right to invoke an Acceptance process at key points during the contract term. The University will work with the Contractor to develop acceptance language and process. Any acceptance language and process will be negotiated as part of a detailed Statement of Work for a specific consulting engagement.

Generally acceptance testing will occur within ten days after the hardware has been installed. Acceptance testing will be performed by the University and will consist of verification of the specifications and performance requirements.

If the hardware and software does not meet specifications or performance requirements, the contractor will have 30 days to meet requirements. If after this time period the hardware and software still does not meet specifications or performance requirements, the contractor agrees to remove the equipment and return any payments that may have been made.

The University will appoint a Project Manager for each engagement where we elect to invoke acceptance language. This person or his designee, is the only authorized person who can sign an acceptance form. The warranty period will begin following the successful acceptance testing.

5.7 Invoicing Requirements:

Invoices for Purchase Orders:

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

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

• Contractor name

• remit to address

• purchase order number

• release number if given

• date of order/release

• item manufacturer’s name or abbreviation (if applicable)

• complete item description including catalog, model and/or stock number(s) identical to those stated in bid

• prices per the Contract

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

The original invoice must be sent to University Accounts Payable, 800 West Main Street, Hyer Hall Room 110, WHITEWATER, WI 53190-1790 unless the customer identifies and establishes a different bill-to location.

Purchasing Card:

Order confirmation shall contain the same detail as listed in Section 5.7.1 and should be sent to the address given at the time of the order is placed.

WHITEWATER, WISCONSIN 53190 PAGE 11 OF 29

5.8 Payment Terms

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

5.9 Shipments, Duplicates and Overshipments:

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

5.10 Training:

If requested, Contractor must provide personnel with instructions on set-up and operation of the items at no charge to the customer. Training requirements will be negotiated with the Contractor if not specified in the bid specifications.

5.11 Insurance:

The Contractor shall maintain insurance levels as required in Standard Terms and Conditions, Section 22.0. A certificate of insurance must be provided upon award and provided on an annual basis throughout the term of the Contract.

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

5.12 Performance Meetings

The Account Representative and/or Contract Administrator must be available to meet as required with the

University's Contract Administrator to evaluate contract implementation and performance and to identify continuous improvement.

5.13 Subcontracting:

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

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

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

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

5.14 Activity Reports:

Contractor should be able to report on an annual basis all items/services purchased against this contract during the designated report period, including but not limited to:

• department

• date of order/release

• item manufacturer’s name or abbreviation (if applicable)

• complete item description including catalog, model and/or stock number(s) identical to those stated in proposal

• prices per the Contract

WHITEWATER, WISCONSIN 53190 PAGE 12 OF 29

5.15 Contract Termination

5.15.1 The University may terminate the Contract at any time, without cause, by providing 30 days written notice to the Contractor. If the Contract is so terminated, the University is liable only for payments for products provided or services performed, to the extent that any actual direct costs have been incurred by the Contractor pursuant to fulfilling the contract. The University will be obligated to pay such expenses up to the date of the termination.

5.15.2 Shall either party fail to perform under the terms of this Contract; the aggrieved party may notify the other party in writing of such failure and demand that the same be remedied within 15 calendar days.

Should the defaulting party fail to remedy the same within said period, the other party shall then have the right to terminate this Contract immediately. Performance failure can be defined as but not limited to: the product not working as advertised or failure to provide any of the Terms, Conditions or Specifications.

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

5.15.4 Failure to maintain the required Certificates of Insurance, Permits and Licenses shall be cause for

Contract termination. If the Contractor fails to maintain and keep in force the insurance as provided in Standard Terms and Conditions, Section 22.0, the University has the right to cancel and terminate the Contract without notice.

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

5.15.6 All notices of performance failure must be submitted in writing to Purchasing, 800 West Main

Street. Hyer Hall Room 117, Whitewater, WI. 53190. Purchasing shall be final authority for all performance failure determinations not resolved through the ordering department.

5.16 Other Eligible Purchasers:

U.W. System campuses, State of Wisconsin agencies, Wisconsin municipalities, and Non-Profit Organizations specifically linked by their mission to the University of Wisconsin Whitewater, may desire to purchase from this contract.

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

WHITEWATER, WISCONSIN 53190 PAGE 13 OF 29

5.17 Entire Contract

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

A. Contract Award Letter B. Original Request Bid Number UN-H-001, dated April 4, 2018 including amendments/attachments C. Bidder response to RFB.

D. Official Purchase Order (when applicable)

Any other terms and conditions provided by the Bidder with the bid or for future transactions against this contract, including but not limited to click on agreements accepted by the Customer; shrink wrapped agreements; or terms submitted with quotations, order acknowledgements, or invoices; will be considered null and void and will not be enforceable by the Contractor unless agreed to in a written amendment signed by the University Purchasing Department. Any exceptions to this RFB should be submitted with your response and alternative language proposed. Deviations and exceptions from original text, terms, conditions, or specifications shall be described fully, on the bidder's/proposer's letterhead, signed, and attached to the bid response as an attachment. Each deviation and exception must be identified by the section, page and paragraph to which it applies. In the absence of such statement, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and the bidder/proposer shall be held liable. A Word copy of this exceptions document must be submitted with your electronic bid response.

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

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

WHITEWATER, WISCONSIN 53190 PAGE 14 OF 29

SECTION #6 SPECIFICATIONS

SPECIFICATIONS OF ITEMS/SERVICES TO BE PROVIDED:

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

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

6.1 Specific manufacturer(s) and/or catalog/model/stock numbers are provided to establish the design, type of construction, quality, functional capability and performance level desired. Adequate detailed specifications of the items/services being offered or bid should be included with your bid. The bidder may offer alternate items/services believed to be an equal. Any alternate items/services bid must be clearly identified by manufacturer, catalog, model or stock number. Detailed specifications (including brochures, operating manuals, maintenance manuals or other written materials) of any alternate items/services offered must be included with your bid to establish equivalency. The University will be the sole judge of equivalent acceptability between Bidders responses.

6.2 Warranty:

6.2.1 Contractor must honor, at a minimum, the manufacturer's standard warranty on items and/or parts purchased under this contract. Bidder should indicate warranty term on Bidder Response Sheet and enclose standard warranty documents with your bid.

6.2.2 Contractor is requested to provide a copy of maintenance contracts and quote on maintenance available after expiration of the warranty term. Please include terms, which components shall be covered and annual cost on the Itemized Bid List or on attachments to the bid response as necessary.

6.3 Trade-In:

The University reserves the right to trade-in existing products. Arrangements will be made each time it’s applicable. Contractor will remove trade-in equipment at the time of installation of new equipment at no extra charges to the University.

6.4 Employee Identification:

All Contractor’s employees, while working on University property, must wear a clearly displayed photo identification badge or uniform showing name of employee and/or company represented. Any identification must be provided by the Contractor at the Contractor’s cost.

6.5 Environmentally Friendly (“Green”) Product:

Contractors are encouraged to identify products that are made of recycled products, that use environmentally friendly production methods, or that can be recycled at the end of their service life. The UW will make every effort to purchase “Green” products wherever feasible or possible based on individual project needs and funding available.

WHITEWATER, WISCONSIN 53190 PAGE 15 OF 29

ATTACHMENT A: BIDDER RESPONSE SHEET

NOTE: This form must be returned with your bid response. Numbers for each question below refer to the corresponding section of this document that explains the requirement. Bidder may attach additional relevant information to their bid response; identify sections to which information applies.

YES NO

SUBMITTAL INSTRUCTIONS

Have you included two (2) complete set(s) of your bid? X (only one (1) copy required if faxing or e-mailing)

1.1 Have you completed and returned all forms required? X

2.4 What order method will you accept orders against this contract:

X E-mail X Fax X Internet X Mail X Phone Other: ______________________________________________

2.5 Do you have the capability of putting the University’s specific pricing on a WEB site that is X accessible to University Purchasers through a unique logon ID?

If yes, does your Website provide a means of on-line ordering with our specific X pricing being applied automatically?

If yes, does your Order System accept Purchasing Cards for payment? X

If yes, does your Order System provide a self-service means for the customer to track X their order via Internet?

2.9 Which of your items meet the Energy Star requirements? X

Not Tested for Energy Star Compliance

4.2 Are you in the business of providing Citrix software and hardware items/services and X has your company or its principals done so for the past two years?

Have you provided documentation to show that your company is a Gold Level Partner X (or higher)?

Citrix Platinum Authorized Solution Advisor #5025805

4.3 Are you:

a) an original manufacturer for the product lines being bid? X

b) an authorized distributor for the products/product lines being bid? X

c) a dealer authorized by manufacturer? X

d) do you have service and repair capabilities for the item(s) being bid? X

(Identify account number with manufacturer, as applicable.)

Citrix Platinum Authorized Solution Advisor #5025805

4.4 Have you provided a client list? (see Attachment D) X

WHITEWATER, WISCONSIN 53190 PAGE 16 OF 29

4.5 What type of documentation (i.e. published price list, copies of previous invoices, etc.) will you provide to assist the University in its fair price analysis?

We will provide the Citrix published MSRP for each line item quoted

4.6 Do you agree to no minimum order quantity or dollar amount? X

4.7 Do you certify that neither your organization nor your principals are presently debarred, X suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency?

Firm Discounts

5.1.1 Do you agree to firm discounts as stated? X

5.1.2 Have you provided one (1) paper copy and two (2) CD/DVD/Flash Drive copies of price lists X as required? We will provide MSRP for every line item quoted.

Will you provide additional copies to Purchasing and University departments upon request? X

5.1.3 Do you agree with process and timeframe identified for accepting price increases? X

5.2 Are you bidding all prices F.O.B. Destination, delivery charges and risk of loss borne X by the Contractor? (Be sure to read Section 5.2 carefully)

Country of Origin United States Shipping Point Chicago, IL

-AND/OR-

5.2 Are you bidding all prices On Site Service? (Be sure to read Section 5.2 carefully) X

5.3 State delivery time: 5 business days (subject to manufacturer availability for hardware items) After

Receipt of Order (ARO).

Will you notify ordering department of backorders, discontinuation or delays X as stated?

5.4 Do you agree with return policy? If not, state your return policy in detail. X

5.7 Will you agree that all invoices will reflect prices established for items on this Contract for all orders placed even though the Contract number and/or correct prices may not be referenced on each order? X

Will you accept orders placed using a Purchasing Card? X If YES, orders placed using a purchasing card must reflect current contract pricing.

Any fees charged for use of the University’s purchasing card program are not allowed according to Visa Procurement card rules.

5.9 Do you agree to terms regarding duplicates and overshipments? X

5.10 Will you provide instructions on set-up and operation as required? X

WHITEWATER, WISCONSIN 53190 PAGE 17 OF 29

5.11 Will you provide insurance certificate(s) indicating coverage and agree to maintain coverage X as required in 5.13 and will you add the following language to the insurance certificate?:

“The Board of Regents of the University of Wisconsin System, its officers, employees and agents” are added as an ‘additional insured’ under the commercial general, automobile and Contractor’s liability policies on any insurance certificate provided.

5.13 Do you agree to subcontracting terms and conditions? X

5.14 Can you report on items purchased on this contract if requested? X

5.16 Do you agree to extending the contract to other:

University of Wisconsin System campuses? X State of Wisconsin Agencies? X Wisconsin Municipalities? X Non-Profit Organizations specifically linked by their mission to the X University of Wisconsin Whitewater?

If YES, indicate whether other charges will be added and what those X charges would be: Agencies and Municipalities that do not qualify for Citrix Educational discounts will be provided the most competitive Citrix program pricing, plus any apply any applicable promotions at time of purchase (minimum discount of 25% off list price)

5.17 Have you documented exceptions in the format requested? X

6.1 Are you bidding items as specified on the Itemized Bid List? X

If “NO”, include information on alternates as required in Section 6.1 with your bid response.

6.2.1 Do you agree to minimum warranty as stated? X

If YES, have you enclosed standard warranty documents? See links below X

Warranty term: If an appliance is purchased without Bronze, Silver, or Gold support, the basic warranty coverage is: one (1) year on the hardware and 90 days on the software. For additional information regarding NetScaler hardware warranty support please see (https://www.citrix.com/support/programs/appliance-maintenance.html). For additional information regarding Citrix software warranty support please see (https://www.citrix.com/buy/licensing/agreements.html).

6.2.2 Have you included the maintenance information and a sample maintenance contract form? X See links to warranty and maintenance information above

6.4 Will you agree to have all employees wear appropriate identification? X

6.5 Have you identified products that are made of recycled products that use environmentally X friendly production methods, or that can be recycled at the end of their service life?

WHITEWATER, WISCONSIN 53190 PAGE 18 OF 29

ATTACHMENT B: ITEMIZED BID LIST

Citrix Netscaler Hardware Products: 41 % Discount off list

Citrix NetScaler Maintenance: 46 % Discount off list

Citrix…