REQUEST FOR BID (RFB) BID TEMPLATE
FOR SIMPLIFIED BIDS
INSTRUCTIONS TO DEPARTMENTS FOR COMPLETION
This template is to be used for a request for bid for simplified bidding procurements between $5,000 through $50,000 with a single transaction*, a simplified bidding procedure may be used. The department is responsible for ensuring that purchases do not exceed $50,000 or that serial contracting is not used. For procurements greater than $50,000, an official sealed process must be used.
Contact Purchasing for assistance in completing this bid template.
State of Wisconsin Procurement Manual References:
PRO-C-1-Competitive Bidding Policy:
PRO-B-6-Specifications:
PRO-C-8-Simplified Bidding:
*NOTE: A single transaction is considered a one-time cost per fiscal year. If multiple purchases or a multi-year contract is desired, the purchasing thresholds are considered across the contract duration. For example, if the anticipated need of a commodity/service is for three (3) years or more and the cost is $20,000 annually, the total contract cost value is $60,000 and is required to go through an official sealed bid process.
DELETE THIS PAGE PRIOR TO CONDUCTING PROCUREMENT
REQUEST FOR BID (RFB)
FOR
Enter the Name of the Procurement Here…
Issued By
UNIVERSITY OF WISCONSIN OSHKOSH
RFBNUMBER: INT-FY-JULIAN DATE
Month XX, 20XX [Date Issued]
PLAN DUE DATE: Month XX, 20XX @ 3:00 P.M. CDT [Due Date]
THERE WILL BE NO PUBLIC OPENING
LATE PLANS WILL BE REJECTED
ADMINISTRATIVE SERVICES - PURCHASING
UNIVERSITY OF WISCONSIN-OSHKOSH 800 Algoma BlvdOshkosh, WI 54901
Phone 920/424-0317 Fax 920/424-2240
Department of Administration
DOA-3832 (c01/2018)
S. 16.72 Wis. Stats / / State Bureau of Procurement
101 East Wilson Street, 6th Floor
P. O. Box 7867
Madison, WI 53707-7867
Bidder Required Form
Instructions: Bidder is required to complete all sections of this form. (Note: If the agency checks the box preceding Section 5 indicating that section is not applicable to the bid/proposal, Bidder may skip Section 5. Bidder may not skip any other sections of this form).
Section 1: Bidder InformationBidder/Proposer Company Name: / E-Mail Address:
Phone Number: / Toll Free Phone: / Fax:
Address:
City: / State: / Zip:
Mailing Address for Purchase Orders (if different than above)
Address:
City: / State: / Zip:
Section 2: Bidder Contacts
List the name and title of the person to contact for questions related to each of the topics below:
Topic / E-Mail Address / Phone
Bid/Proposal
Affirmative Action Plan
Orders and billing
Section 3: Bidder Reference
Provide company name, address, contact person, telephone number, and appropriate information on the product(s) and/or service(s) used with requirements similar to those included in this solicitation document. If vendor is proposing any arrangement involving a third party, the named references should also be involved in a similar arrangement.
Company Name:
Address (including City, State, Zip):
Contact Person: / E-Mail Address: / Phone:
List Product(s) and/or Service(s) Used:
Company Name:
Address (including City, State, Zip):
Contact Person: / E-Mail Address: / Phone:
List Product(s) and/or Service(s) Used:
Company Name:
Address (including City, State, Zip):
Contact Person: / E-Mail Address: / Phone:
List Product(s) and/or Service(s) Used:
Company Name:
Address (including City, State, Zip):
Contact Person: / E-Mail Address: / Phone:
List Product(s) and/or Service(s) Used:
Section 4: Designation of Confidential and Proprietary Information
The attached material submitted in response to this bid/proposal includes proprietary and confidential information which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or is otherwise material that can be kept confidential under the Wisconsin Open Records Law. As such, we ask that certain pages, as indicated below, of this bid/proposal response be treated as confidential material and not be released without our written approval.
Prices always become public information when bids/proposals are opened, and therefore cannot be kept confidential.
Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s. 134.90(1)(c), Wis. Stats., as follows: “Trade Secret” means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:
- The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.
- The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.
Section / Page # / Topic
Using the boxes below, indicate your agreement with the following statements:
In the event the designation of confidentiality of this information is challenged, the bidder/proposer hereby agrees to provide legal counsel or other necessary assistance to defend the designation of confidentiality and agrees to hold the state harmless for any costs or damages arising out of the state’s agreeing to withhold the materials.
The state considers other markings of confidential in the bid/proposal document to be insufficient. The bidder/proposer agrees to hold the state harmless for any damages arising out of the release of any materials unless they are specifically identified above.
Agency Only:
Section 5 is not applicable to this bid/proposal. If this box is checked, Bidder may skip to Section 6.
Section 5: Bidder Agreement: Wisconsin’s Cooperative Purchasing Service
Wisconsin statutes (s. 16.73, Wis. Stats.) establish authority to allow Wisconsin municipalities to purchase from state contracts. Participating in the service gives vendors opportunities for additional sales without additional bidding. Municipalities use the service to expedite purchases. A “municipality” is defined as any county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the authority to award public contracts (s. 16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (2), Wis. Stats.
Interested municipalities:
- Will contact the contractor directly to place orders referencing the state agency contract number; and
- Are responsible for receipt, acceptance, and inspection of commodities directly from the contractor, and making payment directly to the contractor.
Bidders/Proposers may or may not agree to furnish the commodities or services of this bid/proposal to Wisconsin municipalities. A vendor’s decision on participating in these services has no effect on awarding this contract.
Bidder: Please indicate your willingness to furnish the commodities or services to Wisconsin municipalities by checking the appropriate box below.
I Agree to furnish the commodities or services of this bid/proposal to Wisconsin municipalities with any special conditions noted below.
I Do Not Agree to furnish the commodities or services to Wisconsin municipalities.
A vendor in the service may specify a minimum order sizes by volume or dollar amount, additional charges beyond normal delivery areas, or other minimal charges for municipalities.
Special Conditions (if applicable):
Section 6: Bidder Identification (Check all that apply)
We claim minority bidder preference [Wis. Stats.16.75(3m)(b)(3)]. Under Wisconsin Statutes, a 5% preference may be grated 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, WI 53703, (608) 267-9550. Does Not Apply to Printing Bids.
We claim disabled veteran owned business bidder preference [Wis. Stats.16.75(3m)(b)(3)]. Under Wisconsin Statutes, a 5% preference may be grated 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, WI 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, WI 53703, (608) 266-5462.
Section 7: Bidder Certifications
Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extend in the United States when all other factors are equal. Materials covered in our bid were manufactured in whole or in substantial part in the United States. Yes No Unknown
We 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 certify that we are not currently engaged in a boycott of the State of Israel. Should we be awarded a contract, we understand that future engagement in a boycott of the State of Israel may result in contract termination.
We will comply with all terms, conditions and specifications required by the state in this Request for Bid/Proposal and all terms of our bid.
Section 8: Bidder Signature
Name of Authorized Company Representative: / Title: / Phone: / Fax:
Signature of Above / Date: / Email:
This document can be made available in alternate formats to individuals with disabilities upon request.
UNIVERSITY OF WISCONSIN OSHKOSH
REQUEST FOR BID # INT-FY-JULIAN
ENTER NAME OF PROCURMENT
TABLE OF CONTENTS
PAGE
SECTION #1: SUBMITTAL INSTRUCTIONS...... 1
SECTION #2:GENERAL INFORMATION...... XX-XX
2.1 Background Information...... XX
2.2 Purpose...... XX
2.3 Scope...... XX
2.4Definitions...... XX
2.5Incurring Costs...... XX
2.6Wisconsin eSupplier Portal Registration...... XX
2.7Campus Delivery Requirements...... XX
2.8Parking...... XX
2.9Promotional Materials/Endorsements...... XX
2.10Energy Star...... XX
2.11Reasonable Accommodations...... XX
SECTION #3: RFB PROCESS INSTRUCTIONS...... XX-XX
3.1Clarifications and/or Revisions through Designated Contact...... XX
3.2Calendar of Events...... XX
3.3 Bidder Conference (if needed)...... XX
3.4Late Responses...... XX
3.5Contract Term...... XX
3.6Proprietary Information...... XX
3.7Method of Bid...... XX
3.8Method of Award...... XX
3.9Bid Review...... XX
SECTION #4: BIDDER QUALIFICATIONS...... XX-XX
4.1Bidder Information...... XX
4.2Bidder Experience...... XX
4.3Authorization...... XX
4.4Client List/References...... XX
4.5Minimum Order...... XX
SECTION #5: PERFORMANCE AND CONTRACT REQUIREMENTS...... XX-XX
5.1 Firm Prices...... XX
5.2On Site Service...... XX
5.3 Shipments, Duplicates & Overshipments...... XX
5.4Requirements for Criminal Background Checks...... XX
5.5Timeliness of Delivery...... XX
5.6Additional Services...... XX
5.7Payment Terms...... XX
5.8Invoicing Requirements...... XX
5.9Training...... XX
5.10Insurance...... XX
5.11Performance Meetings...... XX
5.12Subcontracting...... XX
5.13Travel per Diem...... XX
5.14Activity Reports...... XX
5.15Contract Termination...... XX
5.16Record and Audit...... XX
5.17Entire Contract...... XX
SECTION #6: SPECIFICATIONS...... XX-XX
6.1Specifications...... XX
6.2Warranty...... XX
6.3Maintenance and Repair...... XX
6.9Employee Identification...... XX
6.10Purchased Service – USA Requirement...... XX
6.11Environmentally Friendly (“Green”) Product...... XX
ATTACHMENTS...... XX-XX
ATTACHMENT ABIDDER RESPONSE SHEET...... XX
ATTACHMENT BSPECIFICATIONS...... XX
ATTACHMENT CITEMIZED BID LIST...... XX
ATTACHMENT DSTANDARD TERMS AND CONDITIONS...... XX
OTHER CONSIDERATIONS:
- SUPPLEMENTAL STANDARD TERMS AND CONDITIONS FOR SERVICES
- CERTIFICATE OF SITE VISITATION
- IT RELATED REQUIREMENTS (RIDERS, SECURITY, HOSTED/NON-HOSTED)
SECTION #1: SUBMITTAL INSTRUCTIONS
BIDS MUST BE DELIVERED TO:
Administrative Services-Purchasing, 236 Dempsey Hall, 800 Algoma Blvd., Oshkosh, WI 54901.
NUMBER OF COPIES TO BE SUBMITTED:
_____ (X)[AGENT ENTER]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 the stated bid due date and time. 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 Administrative Services-Purchasing, 236 Dempsey Hall, 800 Algoma Blvd., Oshkosh, WI 54901, between the hours of 8:00 AM and 4:30 PMPRIOR to the due date and time.
E-MAILED RESPONSES WILL/WILL NOT NOT BE ACCEPTED. [AGENT CHOOSE]
[AGENT: CHOOSE]
If e-mailing, the University will accept completed bids[e-mailed to:[AGENT: CHOOSE], provided(i) they are date/time stamped prior to the stated bid due date (.) [AND (ii) the number of copies indicated above are mailed or hand delivered to Administrative Services-Purchasing, 236 Dempsey Hall, 800 Algoma Blvd., Oshkosh, WI 54901by 3:00 p.m. CST/CDT on the next business day following stated bid due date.] [AGENT: CHOOSE]
Submitting a bid to any other e-mail address than oes 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 returned and must be received prior tothe stated due date and time.
1.1BID 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 (DOA-3832)
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) (Attachment B)
4.Itemized Bid List (Attachment C)
OTHER ATTACHMENTS MAY INCLUDE:
SUPPLEMENTAL TERMS AND CONDITIONS FOR SERVICES
CERTIFICATE OF SITE VISITATION
IT RELATED REQUIREMENTS (RIDERS, SECURITY, HOSTED/NON-HOSTED)
OTHER?
UNIVERSITY OF WISCONSIN OSHKOSHBID NO: INT-FY-JULIAN
OSHKOSH, WISCONSINPage 1 of 31
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.
2.1Background Information
Founded in 1871, the University of Wisconsin Oshkosh is the third-largest university in Wisconsin. With a fulltime enrollment of more than 13,000 students and over 1,500 faculty and staff. UW Oshkosh offers 74 associate, baccalaureate and master’s degree programs in the colleges of Business, Education and Human Services, Letters and Science and Nursing. UW Oshkosh serves as the educational, cultural and economic engine for 1.2 million citizens of northeastern Wisconsin.
ENTER ANY INFORMATION ABOUT THE DEPARTMENT THAT WOULD BE HELPFUL BACKGROUND INFO
2.2Purpose:
The University of Wisconsin Oshkosh, hereinafter referred to as the “University”, through its Administrative Services-Purchasing Department, hereinafter referred to as “Purchasing”, is requesting bids for ENTER REQUESTING DEPARTMENThereinafter referred to as “ENTER DEPT ABREVIATION”, for ENTER WHAT IS NEEDED (COMMODITY/SERVICE).
2.3Scope:
See Specifications (Section 6 and Attachment B) and/or Itemized Bid List (Attachment C) 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.
2.4Definitions:
The following definitions are used throughout this document:
Agent means UW Oshkosh representative 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.
Departmentmeans UW OshkoshENTER DEPARTMENT NAME
Purchasing means the Purchasing Department in Administrative Services responsible for the procurement of goods and services on UW Oshkosh campus, located at 236 Dempsey Hall,800 Algoma Blvd,Oshkosh, WI 54901.
RFB means Request for Bid.
State means State of Wisconsin.
UniversityUW Oshkosh and UWO all mean University of Wisconsin Oshkosh.
ENTER ANY ADDITIONAL DEFINITIONS THAT APPLY IN ALPHABETICAL ORDER
2.5Incurring Costs:
The State of Wisconsin is not liable for any cost incurred by Bidders in replying to this RFB.
2.6Wisconsin 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 andBidder 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 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 forbid 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 to get information on State purchasing practices and policies, goods and Services that the State buys, and tips on selling to the State.
2.7Campus Delivery Requirements:
2.7.1The UW Oshkosh Central Receiving Address is:
Central Receiving
645 Dempsey Trail