Bid Number 510037 - VendorNet

STATE OF WISCONSIN DEPARTMENT OF TRANSPORTATION

PURCHASING

REQUEST FOR BID

Bid Number 510037

Agency Dept of Transportation

WISDOT-CENTRAL PURCHASING

Date Issued: 08/15/2017

Purchasing Agent: Deb Adamski-Pavloski

Email: [email protected]

B id Must Be Received No Later Than

Date _09/05/2017 _ ___ T_im_e_

BID RESPONSE INSTRUCTIONS

Page

2:00 PM

1. Read the entire bid including all terms, conditions, and specifications. The standard terms and conditions apply to anysubsequent award.

2. Bid number and bid opening date must be on outside front lower left corner of the sealed bid envelope/package (bid orno-bid). Any bid which is inadvertently opened as a result of not being properly and clearly marked is subject to rejection.

3. Bids must be in ink or typed (pencil is unacceptable), signed and dated.4. Bid responses (bid or no-bid) must be submitted on this form. Make copies for your records.5. For a "No-Bid" response, return only the signature page signed and marked "No-Bid". Failure to respond may result in

· being removed from bidders list.6. Each numbered, sealed bid or RFP response (bid or no-bid) must be in a separately identified sealed bid

envelope/package and must be received by Purchasing prior to specified time. Late bids will be rejected.7. Bids submitted by "express/overnight" services must be in separate inner envelopes/packages, sealed and identified

as stated above.8. Return bids to:

9. Delivery can be made

WISDOT-CENTRAL PURCHASING PURCHASING UNIT 4802 SHEBOYGAN AVE-RM 751 PO BOX 7396 MADISON WI 53707-7396

TO BE COMPLETED BY VENDOR

___ _,_.days or ___ weeks after receipt of order.

10. Payment terms: _____ _

11. Prices shall be firm for acceptance days from date of bid opening, or as stated in the special conditions

of bid.

12. Vendor's quotation reference number, if any: This number will appear on your PO.

13. Vendor contact person Telephone __

15. E-Mail Address FAX ____________

I/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 of 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 of Wisconsin in this request for bid and all terms of our bid.

(Authorized Name - Type or Print) (Authorized Signature)

(Title) (Telephone) (Date) T206 1/2003

Custodial Care and Landscape Maintenace Services for Sparta Safety and Weight Enforcement Facility (SWEF)

'

T208 2/2012

REQUEST FOR PROPOSAL Bid Number: 510037

Open Date: 09/05/2017

16. MINORITY BIDDER ENTERPRISE (MBE) BIDDER PREFERENCEUnder s. 16. 75(3m)(b) Wis. Stats., a 5% preference may be granted to certified minority business enterprises.

INDICATE IF REQUESTING A MINORITY BIDDER PREFERENCE

Time 2:00 PM

MINORITY BIDDER PREFERENCE - MUST BE CERTIFIED by Wisconsin Department of Administration (DOA). If you havequestions concerning the certification process, contact DOA, 6th floor, 101 E. Wilson St., PO Box 7867, Madison, WI53707-7867 or Telephone 608-267-3293.__ YES __ NO

17. DISABLED VETERAN OWNED BUSINESS (DVB) BIDDER PREFERENCEUnder s. 16.75(3m)(b) Wis. Stats., a 5% preference may be granted to certified disabled veteran owned businesses.

DISABLED VETERAN OWNED BUSINESS - MUST BE CERTIFIED by Wisconsin Department of Administration (DOA). If you havequestions concerning the certification process, contact DOA, 6th floor, 101 E. Wilson St., PO Box 7867, Madison, WI53707-7867 or Telephone 608-267-3293.__ YES NO

18. VETERAN OWNED BUSINESSA "VETERAN OWNED BUSINESS" as defined by s. 16.75(4)(d) and 16.755 Wis. Stats. means a small business, as defined inparagraph (c), that is certified by the Department of Veterans Affairs as being at least 51 °/o owned by one or more veterans, asdefined in s. 45.01 (12) Wis. Stats.__ YES __ NO

19. SMALL BUSINESSIndicate if your company is a small business pursuant to s. 16.75(4)(c) Wis. Stats. "small business" means a businesswhich has had less than $1.5 million gross annual sales in the most recent calendar of fiscal year.__ YES NO

20. WORK CENTERIndicate if responding as a work center certfied under s. 16. 752 Wis. Stats. employing persons with severe disabilities.When engaged in production of materials, supplies or equipment or the performance of contractual services, not less thanseventy-five percent (75%) of the total hours of direct labor are performed by severely handicapped individuals. Questionsconcerning the certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor,101 E. Wilson Madison, WI 53702, (608) 266-2605.

YES __ NO

21. SERVICES PERFORMED IN USAThe services provided under this bid are performed in the United States pursuant to s. 16.705 Wis. Stats.

YES NO

22. AMERICAN MADEThe materials covered in our bid were manufactured in whole or in substantial part the within United States, or the majority of thecomponent parts were manufactured in whole or in substantial part in the United States, as defined in s. 16. 754, Wis. Stats.__ YES __ NO UNKNOWN

23. REASONABLE ACCOMMODATIONS - AMERICANS WITH DISABILITIES ACTThe Department will provide reasonable accommodations, including the provision of informational material in an alternative format,for qualified individuals with disabilities, upon request. If you think you need accommodations at a bid opening/vendor conference,please contact the buyer listed on page 1 in the upper right comer, or TTY users call the Wisconsin TRS at 1-800-947-3529.

24. WISCONSIN DEPARTMENT OF ADMINISTRATION VENDORNET PROGRAMThe State of Wisconsin maintains a list of vendors who wish to conduct business with state agencies. Registered vendors willreceive any bid/proposal over $50,000 that occurs statewide in the commodity/service area for which you are registered. Thereare no fees involved. You are encouraged to register with vendornet to ensure that you continue receiving bids from state agencies.To obtain information on the state's registration process, please visit the vendornet website at http://vendornet.state.wi.us or call thevendornet information center at 1-800-482-7813 In the Madison, WI area please telephone 264-7897 OR 264-7898.

25. BUILDING SECURITY AWARENESSBecause of increased building security, access to the WisDOT Purchasing Office is restricted and may cause delay if hand deliveringyour bid. Allow ample time for security clearance to the Purchasing Office.

T201 4/2003 Wisconsin Department of Transportation

COOPERATIVE PURCHASING AGREEMENT Vendor Name Page 3

Vendor Number

REQUEST FOR PROPOSAL

Bid Number: 510037Open Date: 09/05/2017

Time 2:00 PM

VENDOR AGREEMENT

Wisconsin's Cooperative Purchasing Service

Wisconsin statutes (s.16.73, Wis. Stats.) establish authority to allow Wisconsin municipalities to purchase from state contracts when the contractors agree to extend their terms to them. 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 s.66.0301 (1) and (2), Wis. Stats.

If you agree to make the products or services of this contract available to Wisconsin municipalities, the Department of Administration will provide the information through a subscription to the VendorNet system. Interested municipalities:

-- will contact the contractor directly to place orders referencing the state agency contract number; and

-- are responsible for receipt, acceptance, inspection of goods directly from the vendor, and making payment directly to the vendor.

A contractor in the service may specify minimum order sizes by volume or dollar amount, additional charges beyond normal delivery areas, or other minimal changes for municipalities.

The State of Wisconsin is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

A vendor's decision on participating in this service has no effect on awarding the contract.

__ I agree to make the products or services of this bid/proposal available to Wisconsin municipalities with any special conditions noted below:

__ I do not agree to make the products or services of this bid/proposal available to Wisconsin municipalities. Comments:

(Company Name)

(Address) (Name - Type or Print)

(City, State, Zip Code)

(Commodity I Service) (Area Code - Telephone Number)

ADA - The Wisconsin Department of Transportation complies with the Americans with Disabilities Act.

T207 1/2003 Wisconsin Department of Transportation

PROPRIETARY STATEMENT Vendor Name Page 4

Vendor Number


Bid Number: 510037

Open Date: 09/05/2017 Time 2:00 PM

DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION

The attached material submitted in response to the above indicated bid/proposal, includes proprietary and confidential information which qualifies as a trade secret, as provided in section 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: 1. 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 disclosureor use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

We request that the following pages not be released:

Section Page Number Topic

In the event the designation of confidentiality of this information is challenged, the undersigned 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 agreement to withhold the materials.

Failure to include this form in the bid/proposal response may mean that all information provided as part of the bid/proposal response will be open to examination and copying. The state considers other markings of "confidential" in the bid/proposal response to be insufficient. The undersigned agrees to hold the state harmless for any damages arising out of the release of any materials unless they are specifically identified above.

(Company Name) (Signature)

(Area Code - Telephone Number) (Name - Type or Print)

ADA - The Wisconsin Department of Transportation complies with the Americans with Disabilities Act.

This rlnr.11mAnt r.:m hA m:=irlA :=t\/:=til:=ihlA in :=ir.r.AssihlA fnrm:=its tn r111:=ilifiArl inrli\/irl11:=ils with rlis :=ihilitiAs

(Date)

STANDARD TERMS & CONDITIONS


1.0 SPECIFICATIONS: The specifications in this request are the minimum acceptable. When specific manufacturer and model numbers are used, they are to establisfi a design, type of construction, quality, functional capability and/or rerformance level desired. When alternatesare bid/proposed, they mus be identified by manufacturer, stock number, and such other information necessary to establish equivalency. The State of Wisconsin shall be the sole judge of equivalency. Bidders/proposers are cautioned to avoid bidding alternates to the specifications which may result in rejection of their bid/proposal.

2.0 DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from original text, terms, conditions, or specifications shall be described fully, on lhe bidder's/proposer's letterhead, signed, and attached to the request. In the absence of such statement, the b1a/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and the bidders/proposers shall be held liable.

3.0 QUALITY: Unless otherwise indicated in the request, all material shall be first quality. Items which are used, demonstrators, obsolete, seconds, or which have been discontinued are unacceptable without prior written approval by the State of Wisconsin. 4.0 QUANTITIES: The quantities shown on this request are based on estimated needs. The state reserves the right to increase or decrease quantities to meet actual needs.

5.0 DELIVERY: Deliveries shall be F.O.B. destination freight prepaid and included unless otherwise specified.

6.0 PRICING AND DISCOUNT: The State of Wisconsin qualifies for governmental discounts and its educational institutions also qualify for educational discounts. Unit prices shall reflect these discounts. 6.1 Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea.) as stated on the request or contract. For any given item, the quantity multiJ?,lied by the unit price shall establish the extended price, the unit price shall govern in the bid/proposal evaluation and contract administration.

6.2 Price established in continuing agreements and term contracts may be lowered due to general markef conditions, but prices shall not be subject to increase for ninety (90) calendar days from the date of award. Any increase proposed shall oe submitted to tfle contracting agency thirty (30) calendar days before the proP.osed effective date of the pnceincrease, and shall be limited to fully documented cost increases to the contractor which are demonstrated lo be industry wide. The conditions under which price increases may be granted shall be expressed in bid/proposal documents and contracts or agreements.

6.3 In determination of award, discounts for early payment will only be considered when all other conditions are equal and when payment terms allow at least fifteen (15) days, providing the discount terms are deemed favorable. All payment terms must allow the option of net thirty (30).

7.0 UNFAIR SALES ACT: Prices quoted to the State of Wisconsin are not governed by the Unfair Sales Act.

8.0 ACCEPTANCE-REJECTION: The State of Wisconsin reserves the right to accept or reject any or all bids/proposals, to waive any technicality in any bid/proP,osal submitled, and to accept any P.art of a bid/proposal as deemed to be in the best interest of the State of Wisconsin.

Bids/proposals MUST be date and time stamped by the soliciting purcfiasing office on or before the date and time that the bid/proposal is aue. Bids/Qroposals date and time stamped in another office wilr be rejected. Receipt of a bid/proposal by tlie mail system does not constitute rec�ir:>t of a bid/pro_Qosal '2Y the purchasing office. 9.0 METHOD OF AWARD: Award shall be made to the lowest responsible, responsive bidder unless otherwise specified.

10.0 ORDERING: Purchase orders or releases via purchasing_ cards shall be placed directly to the contractor by an authorized agency. No other purchase orders are authorized.

11.0 PAYMENT TERMS AND INVOICING: The State of Wisconsin normally will pay proJ?erly submitted vendor invoices within thirty (30) days of receipt P,rovicling goods and/or services have been delivered, installed (if required)band accepted as specified. Invoices presented forpayment must be su mitted in accordance with instructions contained on the purchase order including reference to purchase order number and submittal to the correct address for processing. A good faith dispute creates an exception to prompt payment.

12.0 TAXES: The State of Wisconsin and its agencies are exempt from payment of all federal tax and Wisconsin state and local taxes on its purchases except Wisconsin excise taxes as described below. The State

T241 1/2006

Vendor Name

Vendor Number

Bid Number: 510037

Bid Open Date : 09/05/2017

Wisconsin Department of Transportation

Page 5

Time 2:00 PM

of \JYisconsin, incl�ding all ib� agencies, is requiretj to pay �he \i\'isconsin excise or occupation tax on its purchase of beer, hquor

1 wine, cigarettes,

tobacco products, motor vehicle fuel, and general aviation fuel. However, it is exempt from payment of Wisconsin Sales or use tax on its purchases. The State of Wisconsin may be subject to other states' taxes on its purchases in that state depending on the laws of that state. Contractors performing construction activities are required to pay state use tax on the cost of materials. 13.0 GUARANTEED DELIVERY: Failure of the contractor to adhere to delivery schedules as specified or to 1?,romptly replace rejected materials shall render the contractor liable for all costs m excess of the contract price when alternate procurement is necessary. Excess costs shall include the administrative costs.

14.0 ENTIRE AGREEMENT: These Standard Terms and Conditions shall apply to any contract or order awarded as a result of this request exceP,t where special requirements are stated elsewhere in the request, in such cases, the special requirements shall apply. Further, the written contract and/or order with referenced parts and attachments shall constitute the entire agreement and no other terms and conditions in any document, acceptance, or acknowledgment shall be effective or binding unless expressly agreed to in writing by the contracting authority.

15.0 APPLICABLE LAW: This contract shall be governed under the laws of the State of Wisconsin. The contractor shall at all times comply with and observe all federal and state laws local laws, ordinances, and regulations which are in effect during the period of this contract and which in any manner affect the work or its conduct. The State of Wisconsin reserves the right to cancel this contract if the contractor fails to follow the requirements of s.77.66 Wis. Stats., and related statutes regarding certification for collection of sales and use tax. The State of Wisconsin also reserves the right to cancel this contract with any federally debarred contractor or a contractor that is presently identified on the list of parties excluded from federal procurement and non-procurement contracts.

16.0 ANTITRUST ASSIGNMENT: The contractor and the State of Wisconsin recognize that in actual economic practice, overcharges resulting from antitrust violations are in fact usually borne by the State of Wisconsin (purchaser). Therefore, the contractor llereby assigns to the State of Wisconsin any and all claims for such overcharges as to goods, materials or services purchased in connection with this contract.

17.0 ASSIGNMENT: No right or duty in whole or in part of the contractor under this contract may be assigned or delegated without the prior written consent of the State of Wisconsin.

18.0 WORK CENTER CRITERIA: A work center must be certified under s.16.752 Wis. Stats., and must ensure that when engaged in theproduction of materials, supplies or equipment or the performance ofcontractual services, not less than seventy five percent (75%). of the totalhours of direct labor are performed by severely handicapped individuals.

19.0 NONDISCRIMINATION/ AFFIRMATIVE ACTION: In connection with the performance of work under this contract

1 the contractor agrees

not to discriminate against any employee or applicant for employment because of age, race! religion, color

1 handicaP., sex, physical condition,

developmental disabi ity as defined m s.51.01(5) Wis. Stats., sexual orientation as defined in s.111.32(13m) Wis. Stats., or national origin. This provision shall include, but not be limited to, the following: employment( upgrading, demotion or transfer; recruitment or recruitmentadvertising; ayoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. Except with respect to sexual orientation, the contractor further agrees to take affirmative action to ensure equal employment opportunities. 19.1 Contracts estimated to be over twenty-five thousand dollars ($25,000) reguire the submission of a written affirmative action plan by the contractor. An exemption occurs from this requirement if the contractor has a workforce of less than twenty-five (25) employees. Within fifteen (15) working days after the contract is awarded, the contractor mustsubmit the plan to the contracting state agency for approval. Instructions on preparing the plan and technical assislance regarding this clause are available from the contracting state agency.

19.2 The contractor agrees to post in conspicuous places, available for employees and applicants for employment, a notice to be provided by the contractinf,l state agency that sets forth the provisions of tfie State of Wisconsin s nondiscrimination law.

19.3 Failure to comply with the conditions of this clause may result in the contractor's becoming declared an "ineligible" contractor, termination of the contract, or withholding of payment.



20.0 PATENT INFRINGEMENT: The contractor selling to the State of Wisconsin the articles described herein guarantees the articles were manufactured or produced in accordance with apJ?licable federal labor Jaws. Further, that the sale or use of the articles described herein will not infringe any United States patent. The contractor covenants that it will at its own �xpense defend everY. suit which shall be brought against the State of Wisconsin (provided that such contractor is promptry notified of such suit, and all papers therein are delivered to it) for any alleged infringement of any patent by reason of the sale or use of such articles, and agrees that it wrll pay alf costs, damages, and profits recoverable in any such suit. 21.0 SAFETY REQUIREMENTS: All materials, eguipment, and supplies provided to the State of Wisconsin must comply fully with all safety requirements as set forth by the Wisconsin Administrative Code, and all applicable OSHA Standards. 22.0 WARRANTY: Unless otherwise specifically stated by the bidder/proposer, equipment purchased as a result of this request shall be warranted against defects by the bidder/proposer for one (1) year from date of receipt. The equipment manufacturer's standard warranty shall apply as a minimum and must be honored by the contractor. 23.0 INSURANCE RESPONSIBILITY: The contractor performing services for the State of Wisconsin shall: 23.1 Maintain workers compensation insurance, as required by Wisconsin Statutes, for all employees engaged in the work. f3.2 Maintain,commercic3:l liability

1 bodily injury an,d propf!rty damage

insurance against any cla1m(s) which might occur 1n carrying out this agreement/contract. Minimum coverage shall be one million dollars ($1,000,000) liability for bodily injury and property damage including products Jiaoility ana completed operations. Provide motor vehicle insurance for all owned, non-owned and hired vehicles that are used in carrying out this contract. Minimum coverage shall be one million dollars ($1

1000,000) P.er occurrence combined single limit for automobile liability

ana property damage. 23.3 The state reserves the right to require higher or lower limits where warranted. 24.0 CANCELLATION: The State of Wisconsin reserves the right to cancel any contract in whole or in P,art without penalty due to nonappropriation of funds or for failure of the contractor to comply with terms, conditions, and specifications of this contract. 25.0 VENDOR TAX DELINQUENCY: Vendors who have a delinquent W!sconsjn tax liability may have their payments offset by the State of W1sconsm. 26.0 PUBLIC RECORDS ACCESS: It is the intention of the state to maintain an open and P.Ublic process in the solicitation, submission, review, and approval of procurement activities. Bid/proposal openings are public unless otherwise specified. Records may not be available for public inspection prior to issuance of the notice of intent to award or the award of the contract. 27.0 PROPRIETARY INFORMATION: Any restrictions on the use of data contained within a request, must be clearly stated in the bid/proposal itself. Proprietary information submitted in response to a request will behandled in accordance with applicable State o Wisconsin procurement regulations and the Wisconsin public records law. Proprietary restrictions normallY. are not accepted. However, when accepted, 1t is the vendor's responsibility to defend the determination in the event of an appeal or litigation. 27.1 Data contained in a bid/proposal, all documentation provided therein, and innovations developed as a result of the contracted commodities or services cannot be copyrighted or patented. All data, do,cumerytation, and innovations become the property of the State of Wtsconstn. 27.2 Any material submitted by the vendor in response to this request that the vendor considers confidential and proprietary information and which qualifies as a trade secret, as provided m s.19.36(5), Wis. Stats., or material which can be kept confidential under the Wisconsin public records law

1 must be identified on a Designation of Confidential and

Proprietary information form (DOA-3027). Bidders/proposers may request the form ifit is not part of the Request for Bid/Request for Proposal package. Bid/proposal prices cannot be held confidential.

T242 1/2006


Page 6 Vendor Name

Vendor NumberBid Number: 510037Bid Due Date: 09/05/2017 Time 2:00 PM

28.0 DISCLOSURE: If a state rublic official (s.19.42, Wis. Stats.), a member of a state public official s immediate family\ or any organization in which a state public official or a member of the offlc1al's immeaiate family owns or controls a ten percent (10%) interest, is a party to this agreement, and if this agreement involves payment of more than tfiree thousand dollars ($3,000) within a twelve (12) month period, this contract is voidable by the state unless appropriate disclosure is made according to s.19.45(6); Wis. Stats., before signing the contract. Disclosure must bemade to the State of Wisconsin Ethics Board, 44 East Mifflin Street, Suite 601, Madison, Wisconsin 53703 (Telephone 608-266-8123). State classified and former employees and certain University of Wisconsin faculty/ staff are subject to separate disclosure requirements, s.16.417, Wis. Stats.29.0 RECYCLED MATERIALS: The State of Wisconsin is required to purchase products incorporating recycled materials whenever technically and economically feasible. Bidaers are encouraged to bid products with recycled content which meet specifications. 30.0 MATERIAL SAFETY DATA SHEET: If any item(s) on an order(s) resulting from this award(s) is a hazardous chemical, as defined under 29CFR 1910.1200, provide one (1) copy of a Material Safety Data Sheet for �ach item with tlie shipped container(s) and one (1) copy with the rnvo1ce(s). 31.0 PROMOTIONAL ADVERTISING/NEWS RELEASES: Reference to or use of the State of Wisconsin, any of its departments, agencies or other subunits, or any state official or employee for commercial promotion is prohibited. News releases pertaining to this P,rocurement shall not be made without prior approval of the State of Wisconsin. Release of broadcast e-mails pertaining to this procurement shall not be made without prior written authorization of the contracting agency. 32.0 HOLD HARMLESS: The contractor will indemnify and save harmless the State of Wisconsin and all of its officers, agents and employees from all suits, actions, or claims of any character brought for or on account of anY. injuries or damages received by any persons or property resulting from the operations of the contractor, or of any of its contraclors, in prosecuting work under this agreement. 33.0 FOREIGN CORPORATION: A foreign corporation (any corporation other than a Wisconsin corporation) which becomes a party to this Agreement is required to conform to all the requirements of Chapter 180, Wis. Stats., relating to a foreign corporation and must possess a certificate of authority from the Wisconsin Department of Financial Institutions, unless tfie corporation is transactinQ business in interstate commerce or is otherwise exempt from the reqwrement of obtaining a certificate of authority. Any foreign corporation which desires to apply for a certificate of authority should contact the Department of Financial Institutions, Division of Coq�oration, PO Box 7846, Madison, WI 53707-7846; telephone (608) 261-7577. 34.0 WORK CENTER PROGRAM: The successful bidder/proposer shall agree to implement processes that allow the State ·agencies, including the University of Wisconsin System, to satisfy the State's obligation to purchase goods and services produced 15y_ work centers certified under the State Use Law, s.16. 752, Wis. Stats. This shall result in requiring the successful bidder/proposer to include products provided by work centers in its catalog for State agencies and campuses or to block the sale of comparable items to State agencies and campuses. 35.0 FORCE MAJEURE: Neither party shall be in default by reason of any failure in performance of this Agreement in accordance with reasonable control and without fault or negligence on their part. Such causes may include, but are not restricted· to, acts of nature or the public enemy, acts of the government in either its sovereign or contractual caP.actty, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes and unusually severe weather, but in every case the failure to perform such must be beyond the reasonable control and without the fault or negligence of the party. Wisconsin Department of Administration - Ch. 16, 19, 51 Wis. Stats. DOA-3054 (Ri0/2005)



Vendor Name

Vendor Number

Bid Number: 510037Bid Open Date: 09/05/2017


Page 7

Time 2:00 PM

SUPPLEMENTAL STANDARD TERMS AND CONDITIONS FOR PROCUREMENTS FOR SERVICES

1.0 ACCEPTANCE OF BID/PROPOSAL CONTENT: The contents of the bid/proposal of the successful contractor will become contractual obligations if procurement action ensues.

2.0 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION: By signing this bid/proposal, the bidder/proposer certifies, and in the case of a Jointbid/proposal, each party thereto certifies as to its own organization, that in connection with this procurement:

2.1 The prices in this bid/proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidaer/proposer or with any competitor;

2.2 Unless otherwise required by law, the prices which have been quoted in this bid/proposal have not been knowingly disclosed by the bidder/proposer and will not knowingly be chsclosed by tlie bidder/proposer prior to opening in the case of an advertised procurement or prior to award in the case of a negotiated procurement, directly or indirectly to any other bidder/proposer or to any competitor; and

2.3 No attempt has been made or will be made by the bidder/proposer to induce any other person or firm to submit or not to submit a bicl/proposal for the purpose of restricting competition.

2.4 Each person si�ning this bid/proposal certifies that: He/she is the person in the bidder s/proposer's organization responsible within that organization for the decision as to tfie prices being offered herein and that he7she has not participated, and will not participate, in any action contrary to 2.1 through 2.3 above; (or)

He/she is not the person in the bidder's/proposer's organization responsible within that organization for the aecision as to the prices being offered herein, but that he/she has been authorized in writing to act as agent for the persons responsible for such decisions in certifying that such persons have not participated, and will not participate in any action contrary to 2.1 through 2.3 above, and as their agent does hereby so certify; and he/she has not participated, and will not participate, in any action contrary to 2.1 through 2.3 above.

3.0 DISCLOSURE OF INDEPENDENCE AND RELATIONSHIP:

3.1 Prior to award of any contract, a potential contractor shall certify in writing to the procuring agency that no relationship exists between the potential contractor and the procuring or contracting agency that interferes with fair competition or is a conflict of interest, ana no relationship exists between the contractor and another person or organization that constitutes a conflict of interest with respect to a state contract. The Department of Administration may waive tliis provision, in writing, if those activities of the potential contractor will not be adverse to the interests of the state.

T243 1/2006

3.2 Contractors shall agree as part of the contract for services that during performance of the confract, the contractor will neither provide contractual services nor enter into any agreement to provide services to a person or organization that is regulated or funded by the contracting agency or has interests that are adverse to the contracting agencY.. The Department of Administration may waive this provision, in writing, if those activities of the contractor will not be adverse to the interests of the state.

4.0 DUAL EMPLOYMENT: Section 16.417, Wis. Stats., prohibits an individual who is a State of Wisconsin employee or who is retained as a contractor full-time by a State of Wisconsin ag_ency from being retained as a contractor by the same or another State of Wisconsin agency where the individual receives more than $12,000 as compensation for the individual's services during the same year. This prohibition does not apply to individuals who have full-time appointments for less than twelve (12) months during any period of time that is not included in theappointment. It does not include corporations or partnerships.

5.0 EMPLOYMENT: The contractor will not engage the services of any person or persons now employed by the State of Wisconsin, including any department, commission or board thereof, to provide services relating to this agreement without the written consent of the employing agency of such person or persons and of the contracting agency.

6.0 CONFLICT OF INTEREST: Private and nonprofit corporations are bound by ss. 180.0831, 180.1911(1), and 181.225, Wis. Stats., regarding conflicts of interests by directors in the conduct of state contracts.

7.0 RECORD KEEPING AND RECORD RETENTION: The contractor shall establish and maintain adequate records of all expenditures incurred under the contract. All records must be kept in accordance with generally accepted accounting procedures. All procedures must be in accordance with federal, state and local ordinances. The contracting agencY. shall have the right to audit, review, examine, copy, and transcribe any pertinent records or documents relating to any contract resulting from this bid/proposal held by the contractor. The contractor will retain an documents apP.Iicable to the contract for a period of not less than three (3) years after final payment is made

_.

8.0 INDEPENDENT CAPACITY OF CONTRACTOR: The parties hereto agree that the contractor, its officers, agents, and employees, in the performance of this agreement shall acl in the capacnr, of an inde_pendentcontractor and not as an officer, employee, or agent o the state. The contractor agrees to take such steps as may be necessary to ensure that each subcontractor of the contractor will be deemed to be an independent contractor and will not be considered or permitted to be an agent, servant, joint venturer, or partner of the state.

Wisconsin Department of Administration - Ch. 16, 19, 51 Wis. Stats. DOA-3681 (01/2001)

WISCONSIN DEPARTMENT OF BID #510037 Transportation Page 1 of 20

5SPECIAL CONDITIONS OF BID TABLE OF CONTENTS

SECTION SUBJECT PAGE # 1 GENERAL INFORMATION AND SCOPE .................................................................................... 3

1.1 DEFINITIONS .........................................................................................................................................................3 1.2 CONTRACT TERM ..................................................................................................................................................3 1.3 COOPERATIVE PURCHASING/VENDOR AGREEMENT ......................................................................................................3

2 BIDDER QUALIFICATIONS AND REQUIREMENTS ..................................................................... 4 3 SPECIFICATIONS .................................................................................................................... 4 4 SPECIAL TERMS AND CONDITIONS ......................................................................................... 4

4.1 PRE-BID SITE VISIT ................................................................................................................................................4 4.2 CONTRACT QUANTITIES/NEW OR DELETED ITEMS .......................................................................................................5 4.3 INSURANCE REQUIREMENTS ....................................................................................................................................5 4.4 SUBCONTRACTING OR THIRD PARTY PAYMENTS ..........................................................................................................6 4.5 CONFIDENTIALITY ..................................................................................................................................................7 4.6 LIQUIDATED DAMAGES ...........................................................................................................................................7 4.7 EMPLOYEE IDENTIFICATION .....................................................................................................................................7 4.8 FIRM PRICES .........................................................................................................................................................7 4.9 ORDERS ...............................................................................................................................................................8 4.10 INVOICING REQUIREMENTS .....................................................................................................................................8 4.11 REPORTING REQUIREMENTS ....................................................................................................................................8 4.12 ORDER OF PRECEDENCE ..........................................................................................................................................8

5 BID PROCEDURE AND INSTRUCTIONS .................................................................................... 9 5.1 REASONABLE ACCOMMODATIONS ............................................................................................................................9 5.2 QUESTIONS ..........................................................................................................................................................9 5.3 METHOD OF BID ...................................................................................................................................................9 5.4 PROPRIETARY AND CONFIDENTIAL INFORMATION ........................................................................................................9 5.5 BID SUBMISSION .................................................................................................................................................10 5.6 MULTIPLE BIDS ...................................................................................................................................................10 5.7 INCURRING COSTS ...............................................................................................................................................10 5.8 WISCONSIN PUBLIC RECORDS LAW .........................................................................................................................11 5.9 VENDORNET REGISTRATION ..................................................................................................................................11

6 BID OPENING, ACCEPTANCE AND AWARD ............................................................................ 11 6.1 BID OPENING .....................................................................................................................................................11 6.2 BID ACCEPTANCE ................................................................................................................................................11 6.3 METHOD OF AWARD............................................................................................................................................11 6.4 MINORITY BUSINESS ENTERPRISE / DISABLED VETERAN OWNED BUSINESS PARTICIPATION ...............................................12 6.5 TERMS AND CONDITIONS ......................................................................................................................................12 6.6 CONTRACT CANCELLATION ....................................................................................................................................13 6.7 CERTIFICATION FOR COLLECTION OF SALES AND USE TAX ............................................................................................13

7 ATTACHMENTS ..................................................................................................................... 14


Attachment A Vendor Information Attachment B References Attachment C DVB/MBE Program Awareness, Compliance and Action Plan Attachment D DVB/MBE Monthly Participation Report Attachment E Site Visit Verification Attachment F Specifications Attachment G Cleaning Schedule Attachment H Lawn Map Attachment I Snow Map Attachment J Bid Price Sheet


1 GENERAL INFORMATION AND SCOPE This Request for Bid (RFB) is issued for the Wisconsin Department of Transportation (WisDOT) DBM/BBS Facilities Management Unit, Division of State Patrol, and DTSD Bureau of Highway Operations. The purpose of this document is to provide interested parties with information to enable them to prepare and submit a bid for the Custodial Care and Landscape Maintenance Services for Sparta Safety and Weight Enforcement Facility (SWEF). This facility is located in Monroe County on Interstate 90 eastbound near mile marker 22.

The resulting contract shall be governed by the attached Standard Terms and Conditions unless specifically modified in this Request for Bid document. Conditions of bid that include the word "must" or "shall,” describe a mandatory requirement.

1.1 Definitions

The following definitions are used throughout the RFB documents: Agency: The Wisconsin Department of Transportation Bidder/Vendor: A company or individual submitting a bid response to this RFB Contractor: Bidder awarded the contract Department: The Wisconsin Department of Transportation DOT or WisDOT: The Wisconsin Department of Transportation State: The State of Wisconsin SWEF: Safety Weight Enforcement Facilities

1.2 Contract Term The initial term is one year after date of award, with three (3) one-year renewal options. WisDOT intends to utilize the results of this RFB to award a contract. Any extension beyond the renewal options must be authorized by mutual agreement of the Contractor and WisDOT. Retain a copy of these bid documents and any addenda for your files. The RFB document and the awarded bidder’s response shall become the contract unless a separate contract is executed. As required by Wisconsin Statutes, continuance of a contract beyond the limits of funds available shall be contingent upon appropriation of the necessary funds and the termination of the contract by lack of appropriation shall be without penalty to WisDOT. WisDOT does not guarantee to purchase any specific quantity during each contract term.

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

If the contract is awarded to a State-qualified work center, the contract will begin at time of award and continue indefinitely under the condition that all State of Wisconsin work center program criteria is met. Fair market pricing will be reviewed on an annual basis or when significant changes occur in the contract.

1.3 Cooperative Purchasing/Vendor Agreement

Wisconsin Statutes (s. 16.73, Wis. Stats.) established authority to allow Wisconsin municipalities to purchase from State contracts. For cooperative bidding purposes, a Vendor Agreement is highly desired for this RFB. Please complete page 3 of the Bid Document and return with your bid. Additional units may be purchased by agreeing to extend the contract to other state agencies and municipalities.


2 BIDDER QUALIFICATIONS AND REQUIREMENTS To be eligible for a contract award, you must be qualified and able to provide the following. Respond on attached “Vendor Information Sheet” and “References Sheet”.

2.1 Bidder must supply references of 3 firms to which similar service have been provided during the past 5 years to a comparable-sized institution or company. WisDOT may also utilize other pertinent sources of information regarding services provided by the bidder. If contacted, all of those references must verify that a high level of satisfaction was provided. Use Attachment B to list references. WisDOT employees must not be listed as references.

Comply Does Not Comply

2.2 Bidder must be in the business of providing custodial care and landscape maintenance services for a minimum of five (5) years.

Comply Does Not Comply 2.3 Bidder must disclose if any State of Wisconsin employee would provide services relating to the

agreement resulting from this solicitation. See Supplemental Standard Terms and Conditions, section 4.0, Dual Employment or 5.0, Employment.

Comply Does Not Comply 2.4 The awarded bidder shall be able to provide reports on all products purchased against an

awarded contract. Reports shall be provided in the format and timeframe as requested. See Section 4.20.

Comply Does Not Comply

2.5 Due to the nature of the solicitation, bidders may be required to allow the State to conduct background checks to determine circumstances of any conviction of the Contractor or its sub-contractors which may be related to the solicited commodity or service.

Comply Does Not Comply 3 SPECIFICATIONS

See SPECIFICATIONS Attachment F for the minimum acceptable services. Specifications and schedule of cleaning may not be revised without an official written addendum issued by Purchasing.

4 SPECIAL TERMS AND CONDITIONS

4.1 Pre-Bid Site Visit A mandatory vendor conference pre-bid meeting will be held on August 23, 2017 at 10:00 am. A bid addendum will be issued if the meeting is changed or cancelled. No additional charges shall be allowed for lack of information. In order for your bid to be considered, you must be sure to sign the attendance sheet at the meeting.

The Sparta SWEF (5751 Interstate 90 E near mile marker 22) location is currently in construction. Substantial completion of the site is scheduled by September 1, 2017. Pertinent building plans and information will only be available at the mandatory site visit. It is the bidder’s responsibility to completely inspect the work site, prior to submitting a bid, to determine all requirements associated with the contract. Failure to do so will in no way relieve the successful bidder from providing, without additional cost to WisDOT, all necessary services that may be required to carry out the intent of the resulting contract.


4.2 Contract Quantities/New or Deleted Items Estimated annual quantities identified for each item on the “BID PRICE SHEET” are for bid purposes only and are based on historical data. WisDOT does not guarantee to purchase any specific quantity. Bids that state WisDOT must guarantee a specific quantity or dollar amount may be disqualified. NEW OR DELETED ITEMS: WisDOT reserves the right to add to or remove from this contract services based on changes to standards unknown at the time of this bid. If additional services are added, contractor(s) prices must be comparable to current contract pricing for like services. Scope of work must be consistent with the current contract services.

Contractor should promptly notify Purchasing of new or discontinued products.

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

A. Commercial General Liability Insurance including contractual coverage:

The limits of this insurance for bodily injury and property damage. Combined shall be at least:

Each Occurrence Limit $1,000,000 General Aggregate Limit $2,000,000 Products-Completed Operations Limit $2,000,000 Personal and Advertising injury Limit $1,000,000 B. Business Automobile Liability Insurance:

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

C. Workers’ Compensation Insurance: Such insurance shall provide coverage in amounts not less than the statutory requirements in the state where the work is performed, even if such coverages are elective in that state. D. Employers Liability Insurance:

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

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


Additional Requirements: F. Contractor shall require the same minimum insurance requirements, as listed above, of all its

contractors, and subcontractors, and these contractors, and subcontractors shall also comply with the additional requirements listed below.

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

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

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

H. The above insurance coverages may be obtained through any combination of primary and excess or umbrella liability insurance. WisDOT may require higher limits or other types of insurance coverage(s) as necessary and appropriate under the applicable purchase order. I. Except where prohibited by law, all insurance policies shall contain provisions that the

insurance companies waive the rights of recovery or subrogation, by endorsement to the insurance policies, against WisDOT, its subsidiaries, its agents, servants, invitees, employees, co-lessees, co-venturers, affiliated companies, contractors, subcontractors and their insurers.

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

Mail to: Wisconsin Department of Transportation

4802 Sheboygan Ave., Room 751 Madison, WI 53705

4.4 Subcontracting or Third Party Payments

All subcontracting shall be pre-approved by WisDOT. Subcontractors must abide by all terms and conditions of the contract. The prime Contractor shall be responsible for all subcontractor(s) work and payment. WisDOT will not pay any subcontractor or third parties directly. 4.4.1 WisDOT delegates the authority to the Contractor to contract and oversee services for the

septic tank and the inspection pit holding tank. The septic system includes a drain field. The septic tank size is 3,000 gallons and will be pumped annually. The inspection pit holding tank size is 3,000 gallons, receiving the inspection pit’s drainage. The frequency of pumping the inspection pit holding tank is estimated at quarterly (four times per year). These services will be paid under the Minor Repairs and Maintenance section of the contract at actual cost.

4.4.2 WisDOT delegates the authority to the Contractor, after final WisDOT acceptance of the construction project, to contact construction vendors and oversee any warranty work necessary to the building mechanical systems, excluding scale and weigh-in-motion systems. Contractor’s vendor oversight will be billed at the hourly rate under the Minor Repairs and Maintenance section of the contract.

4.4.3 WisDOT delegates the authority to the Contractor to contract and oversee services for additional/alternate professional vendor services, including HVAC, Plumbing, Electrical,


etc. following the warranty periods dictated in the construction contract. Professional vendor services will be paid at actual cost and Contractor’s vendor oversight will be billed at the hourly rate under the Minor Repairs and Maintenance section of the contract.

4.5 Confidentiality

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

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

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

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

4.6 Liquidated Damages This shall be surety for fulfillment of the contract(s) including quality, performance and delivery under the terms of this Request for Bid. Liquidated damages shall consist of $50 per working day per line item for failure to deliver according to the Contractor specified delivery schedule. Liquidated damages will be deducted from payments on the invoice covering the late shipments, if the invoice is of sufficient amount to cover the liquidated damages. If the invoice is not of a sufficient amount to cover the liquidated damages on a particular shipment, the agency may bill the contractor for the balance or may request cancellation of the invoice and a credit to cover the balance.

4.7 Employee Identification

All Contractors’ employees, while working on WisDOT property, must wear a clearly displayed photo identification badge (provided by the Contractor at the Contractor’s expense) showing they are employees of the Contractor. Badges must be available, but will not be required to be worn when protective clothing and respiratory protection is required.

4.8 Firm Prices The awarded Contractor must hold the accepted costs for the entire contract period. Price increase requests must be received in writing by Purchasing at least 90 calendar days prior to the renewal date. WisDOT will review any adjustment of costs before the beginning of a contract renewal period. Price increase requests must be justified with supporting documentation of industry-wide increases. If WisDOT deems cost increases are not acceptable, it reserves the right


to award to the next lowest bidder or re-bid the contract in whole or part. Written acceptance or denial of price increases shall be provided to the Contactor. If the Contractor’s cost decreases during the term of the contract, the Contractor shall immediately notify WisDOT. Such cost decreases shall become effective to WisDOT the same date the decrease is effective to the contractor. If WisDOT is not properly notified of price decreases, the pricing at the time of order will be used for invoice payment and the vendor will provide refunds or credits as necessary.

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

• Specific (Contract Release) orders may be placed for one-time shipments. • Contract Release Orders, blanket-type, may be issued by Purchasing for the State’s fiscal

year time period, July 1 – June 30, to allow departmental personnel to call or fax for product or service against the order as needed.

4.10 Invoicing Requirements

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

All invoices must be itemized showing:

• Purchase order number • Vendor name • Remit to address • The complete product description as stated on your bid • Prices per the contract • Dates of service

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

4.11 Reporting Requirements

WisDOT 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 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.

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


The following priority for contract documents will be used if there are conflicts or disputes: 1. The Contract Award document 2. Official Purchase Order 3. Bid response as accepted by WisDOT 4. WisDOT Request for Bid

5 BID PROCEDURE AND INSTRUCTIONS

5.1 Reasonable Accommodations WisDOT will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you think you need accommodations at a bid opening/site visit, contact Deb Adamski-Pavloski, Purchasing, at (608) 267-2972 (voice) or Wisconsin Telecommunications Relay System (TTY) at 1-800-947-3529.

5.2 Questions

If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB they shall notify Deb Adamski-Pavloski, email: [email protected] to request modification or clarification of the bid document. Any communications or questions regarding the specifications, or special conditions of this request for quote should be written and submitted to the purchasing agent shown above and on the cover sheet as soon as possible, but no later than August 24, 2017. Questions will not be addressed via telephone. Purchasing will respond to questions by issuing an addendum.

5.3 Method of Bid Bidder must submit a unit price and extended total for of all lines of the bid of the bid Price Sheet. All prices must be quoted in U.S. Dollars. Prices must be inclusive of all costs such as insurance, labor, transportation and no extra costs will be allowed. Bids requiring an order minimum may be disqualified.

Bids may be disqualified if the bid price sheet is altered and not completed as designed.

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

Submit the completed original (marked as ORIGINAL) and 1 copy (marked as COPY) of the following required materials so that your bid may be considered: • Bid Cover (Signature) Pages • Addendum Cover (Signature) Page(s), if applicable to this bid request • Bid Price Sheet, Attachment J • Responses to Section 2, Bidder Qualifications and Requirements • Vendor Information Sheet, Attachment A • References Sheet, Attachment B

mailto:[email protected]


• DVB/MBE Program Awareness, Compliance & Action Plan, Attachment C • Site Visit Verification sheet, Attachment E • 2 copies of complete specifications and descriptive brochure or detail for the product(s) bid • Electronic device containing an identical copy of the bid documents. The documents must be

in MS Word, MS Excel or PDF format. The following are acceptable electronic devices: CD ROM, DVD ROM, flash drive or memory stick.

• Electronic device containing the redacted version of the bid documents, see section 5.4 Failure to provide the forms/information with your bid submittal may disqualify your bid. WisDOT encourages all bidders to print their submission double-sided to save paper.

5.5 Bid Submission

Required materials (see section 5.4) shall be received for acceptance of their bid by the date and time listed on the Bid cover sheet. Bids received after that time and date will be rejected. Receipt of a bid by the State mail system does not constitute receipt of a bid by Purchasing, for purposes of this RFB. Use one of the options below for submission of the bid. Faxed and e-mailed bids are not accepted.

U.S. Mail: UPS, Fed Ex, etc.: Deb Adamski-Pavloski Deb Adamski-Pavloski Purchasing Purchasing WI Department of Transportation WI Department of Transportation 4802 Sheboygan Ave., Room 751 4802 Sheboygan Ave., Room 751 PO Box 7396 Madison, WI 53705 Madison, WI 53707-7396

All bids are to be packaged, sealed, and show the following information on the outside of the package. Failure to put this information on the outside of the package may delay routing to the correct room and person.

− Vendor's Name and Address − Request for Bids Title: SWEF maintenance program at the Sparta SWEF − Request for Bids Number 510037 − Bid Due Date 09/05/2017 2 p.m. CST − Purchasing Agent’s Name: Deb Adamski-Pavloski

Because of building security, access to the WisDOT Purchasing Office is restricted and may cause delay if hand delivering your bid. Allow ample time for security clearance to room 751.

5.6 Multiple Bids

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

5.7 Incurring Costs

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


5.8 Wisconsin Public Records Law WisDOT and all records it retains are subject to Wisconsin Public Records law, sec. 19.31, et seq, Wis. Stats. WisDOT will advise bidder of any request for records it has designated as proprietary or confidential.

5.9 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: • Register for a bidders list for commodities/services that the vendor wants to sell to the state. • 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).

• Receive an e-mail notification of addendums/amendments relative to the RFB or RFP. Only vendors registered, with a valid e-mail address, at the time the RFB or RFP is posted will receive e-mail notifications of addendums/amendments. Vendors who obtain the RFB or RFP from a third party; through the public notice website http://publicnotices.wi.gov; or other means assume responsibility for checking for updates to the RFB. Only vendors registered with the State of Wisconsin’s VendorNet will receive future official notice for this service/commodity. To obtain information on the state’s bidder registration, please visit the VendorNet Web site at http://vendornet.state.wi.us. Assistance is available from the VendorNet Information Center (1-800-482-7813); in the Madison area, 264-7898.

6 BID OPENING, ACCEPTANCE AND AWARD 6.1 Bid Opening

Bids will be opened on the date and time listed on the front cover page. Names of the bidders will be read aloud at that time. WisDOT will issue an official addendum and post on VendorNet should a need to change the bid open date and/or time occur.

6.2 Bid Acceptance

WisDOT shall review all materials submitted in response to this bid in an identical manner to determine specification compliance. Bids which do not comply with specifications contained in this RFB MAY be rejected by the State. The State retains the right to accept or reject any or all bids, or accept or reject any part of a bid deemed to be in the best interest of the State. The State shall be the sole judge as to compliance with the specifications contained in this RFB.

6.3 Method of Award

Award shall be made on the basis of the lowest net unit price per item / total cost of all lines of the bid Price Sheet from a responsive, responsible bidder(s) who meets specifications.

The right is reserved, however, to make an award on the lowest net unit price per item, whichever is judged to be in the best interest of WisDOT. Timeliness of delivery may be considered when determining this award.

http://publicnotices.wi.gov/

http://vendornet.state.wi.us/


In the event of Bidder error in calculation, unit price shall prevail in award or may disqualify your bid.

6.4 Minority Business Enterprise / Disabled Veteran Owned Business Participation Wisconsin statutes support purchasing goods/service from state certified Minority Business Enterprises (MBEs) and Disabled Veteran-owned Businesses (DVBs) located in Wisconsin. The Wisconsin Department of Transportation is committed to the promotion of state certified minority and disabled veteran-owned businesses in the State’s purchasing program. An MBE means a business certified, or certifiable, by the Wisconsin Department of Administration under Statute 560.036(2). Authority for the Minority Business Enterprise (MBE) program is found in Wisconsin Statutes 15.107(2), 16.75(3m), and 16.755. A DVB means a business certified, or certifiable, by the Wisconsin Department of Administration (DOA), Wisconsin Supplier Diversity Program under Statute 16.283 (3). "Disabled veteran" means a person who is verified by the Department of Veterans Affairs as being all of the following at the time the person applies for certification:

1. A veteran as defined in s. 45.01(12), 2. A resident of this state, and 3. A person who is in receipt of an award from the U.S. Department of Veterans Affairs of a

service–connected disability rating under 38 USC 1114 or 1134 of at least 30%. Bidders who feel that they qualify, should seek certification from the Wisconsin Department of Administration, Wisconsin Supplier Diversity Program, and mark “yes” on page 2 of the RFB. Details of program certification are located at: https://wisdp.wi.gov/ Bidders are strongly urged to use due diligence to further this policy by setting up subcontracts to state-certified MBEs and DVBs and/or by using such enterprises to provide goods and services incidental to this contract (second-tier suppliers), with a goal of awarding 5% of the contract cost to such enterprises. Bidders must submit the attached WisDOT MBE / DVB Program Awareness, Compliance & Action Plan (Attachment C) indicating their proposed utilization of state-certified minority businesses for this contract. Contact the State’s Minority Business Manager for assistance in locating certified firms at (608) 267-9550. A listing of State of Wisconsin certified minority businesses, as well as the services and commodities they provide, is on the State-certified MBE web site: https://wisdp.wi.gov/Search.aspx. Monthly reports (Attachment D) are requested to be submitted to WisDOT’s Purchasing Unit via email to [email protected], itemizing the deliveries and cost of items or services provided by certified firms. Reports should state the costs for the previous contract month. The Department reserves the right to verify with listed firms their involvement as subcontractors or second-tier suppliers.

6.5 Terms and Conditions

The Standard and/or Supplemental Terms and Conditions provided with this document represent the terms and conditions which will apply to this contract. Vendors may not submit their own contract document as a substitute for these terms and conditions.

https://wisdp.wi.gov/

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



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

A. Please review section 13.0 and 24.0 of the Standard terms and Conditions of Bid. WisDOT may

terminate the contract at any time at its sole discretion by delivering 10 working days written notice to the Contractor.

If the problem is service performance, Contractor will be warned either verbally or in writing of unsatisfactory performance and intent to cancel this contract. Contractor may be given a period of time to ‘cure’ the performance. If the performance does not improve Contractor may be given 10 working days written notice that the contract will be cancelled. WisDOT shall be the sole judge on service performance.

Upon termination, WisDOT’s liability will be limited to the pro rata cost of the services performed as of the date of termination.

B. In the event the Contractor terminates the contract, for any reason whatsoever, it will require

written certified letter notification delivered to the Department purchasing agent not less than 60 days prior to said termination. The Contractor will, in turn, refund the Department, within 30 days of said termination, all payments made hereunder by the Department to the Contractor for work not completed.

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

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

D. WisDOT has the right to cancel and terminate the Contract without notice if the Contractor

fails to maintain and keep in force the insurance as provided in #23.0 of the Standard Terms and Conditions.

E. WisDOT has the right to cancel and terminate the Contract without notice if the Contractor

fails to maintain and keep in force required certificates, permits, and licenses.

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

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

6.7 Certification for Collection of Sales and Use Tax

The State of Wisconsin shall not enter into a contract with a vendor, and reserves the right to cancel any existing contract, if the vendor or Contractor has not met or complied with the requirements of s.77.66, Wis. Stats., and related statutes regarding certification for collection of sales and use tax.


7 Attachments

Attachment A Vendor Information Attachment B References Attachment C DVB/MBE Program Awareness, Compliance and Action Plan Attachment D DVB/MBE Monthly Participation Report Attachment E Site Visit Verification Attachment F Specifications Attachment G Cleaning Schedule Attachment H Lawn Map Attachment I Snow Map Attachment J Bid Price Sheet


STATE OF WISCONSIN DOA-3477 (R05/98) ATTACHMENT A

VENDOR INFORMATION 1. BIDDING COMPANY NAME: _________________________________________________________

FEIN (Federal Employer ID Number) OR Social Security # (if Sole Proprietorship)

_________________________________ ___________________________________ Phone ( ) ______________________ Toll Free Phone ( ) __________________________

Fax ( ) ______________________ Email Address ( ) __________________________

Address: __________________________________________________________________________

City ____________________________ State ________ Zip + 4 _______________________

2. Name the person to contact for questions concerning this bid.

Name __________________________ Title ______________________________

Phone ( ) ______________________ Toll Free Phone ( ) __________________________


Address: __________________________________________________________________________

City ____________________________ State ________ Zip + 4 _______________________

3. Any vendor awarded over $25,000 on this contract must submit affirmative action information to the

department. Please name the Personnel/Human Resource and Development or other person responsible for affirmative action in the company to contact about this plan. Name __________________________ Title ______________________________



Address: __________________________________________________________________________

City ____________________________ State ________ Zip + 4 _______________________

4. Mailing address to which state purchase orders are mailed and person the department may contact

concerning orders and billings. Name __________________________ Title ______________________________



Address: __________________________________________________________________________

City ____________________________ State ________ Zip + 4 _______________________


ATTACHMENT B REFERENCES

Vendor:

______________________________________________________________________

Provide company name, address, contact person, telephone number, and appropriate information on the product(s) and/or service(s) provided to customers similar to those requested in this solicitation document. Potential subcontractors cannot be references. Any subcontractor arrangement for the completion of this work shall be listed on a separate id page. WisDOT employees may not be listed as references.

Company Name: ______________________________

Address (include Zip + 4) ___________________________________________________________________

Contact Person: ____________________________________ Phone No. _________________________

E-Mail Address: _________________________________________________________________________

Product(s) Used and/or Service(s) Provided: ___________________________________________________

Company Name: ________________________________________________________________________



E-Mail Address: _________________________________________________________________________


Company Name: ________________________________________________________________________



E-Mail Address: _________________________________________________________________________


Company Name: ________________________________________________________________________



E-Mail Address: _________________________________________________________________________



ATTACHMENT C WisDOT MINORITY BUSINESS ENTERPRISE (MBE) PROGRAM

DISABLED VETERAN-OWNED BUSINESS (DVB) PROGRAM AWARENESS, COMPLIANCE and ACTION PLAN

As a matter of sound business practice, the Wisconsin Department of Transportation is committed to “supply diversity” by promoting the use of minority business and disabled veteran-owned business whenever and wherever possible. Additionally, as an agency of the State of Wisconsin, WisDOT shares in the state goal of placing five (5) percent of its total annual purchasing dollars with state-certified minority and disabled veteran-owned businesses. State of Wisconsin procurement policy provides that Minority Business Enterprises (MBE) and Disabled Veteran-owned Businesses (DVB) certified by the Wisconsin Department of Administration should have the maximum opportunity to participate in the performance of its contracts/projects. You, as a contractor, are strongly urged to use due diligence to further this policy by awarding subcontracts to MBEs and DVBs by using such enterprises to provide goods and services incidental to this agreement (second-tier suppliers), with a goal of awarding 5% of the contract cost to such enterprises. Authority for these programs is found in Wisconsin Statutes 15.107(2), 16.283(3), 16.75(3m), 16.755 and 560.036(2), and details about the program can be found at: https://wisdp.wi.gov/. A complete listing of certified minority businesses, as well as the services and commodities they provide, is available on the web at: https://wisdp.wi.gov/Search.aspx Monthly reports are requested to be submitted to the Department of Transportation Purchasing Unit, itemizing the costs of services and goods provided by certified firms. Reports should state the costs for the previous contract/project month. Your complete response on the following form must address the following components of your company’s/organization’s commitment/action plan:

a) Indication that you understand the WisDOT’s goal, b) Listing of any MBE/DVB vendors with which you intend to subcontract, c) Description of the various second tier MBE/DVB expenses (goods and services procured that are incidental to

the contract/project; examples are: specific office supplies to perform the contract, percentage of cost for uniforms for contract staff, travel to perform the contract/project, percentage of facility maintenance services for your facility used directly by your staff during the contract/project period) your company/organization will be able to report that are in direct connection with the administration of this contract,

d) Statement expressing your commitment to complete the required monthly reports that will reflect your subcontracts and second-tier expenditures for the period.

For information on WISDOT’s Supplier Diversity Program, please email: [email protected] or visit the website at: http://wisconsindot.gov/Pages/doing-bus/purchasing/suply-dvrsty/default.aspx

https://wisdp.wi.gov/

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


http://wisconsindot.gov/Pages/doing-bus/purchasing/suply-dvrsty/default.aspx


ATTACHMENT C WisDOT MINORITY BUSINESS ENTERPRISE (MBE) PROGRAM

DISABLED VETERAN-OWNED BUSINESS (DVB) PROGRAM AWARENESS, COMPLIANCE and ACTION PLAN

Complete, sign, and include in your bid response.

Failure to complete this form as a component of your bid may result in rejection of your bid. Our company/organization is a Wisconsin-certified Minority Business Enterprise (MBE) Our company/organization is a Wisconsin-certified Disabled Veteran-owned Business (DVB)

Yes Yes

No No

Our company/organization is a minority business but has not yet received Wisconsin certification (please provide details): _____________________________________________ Our company/organization is a disabled veteran-owned business but has not yet received Wisconsin certification (please provide details): _____________________________________________

Yes Yes

No No

We are aware of the WisDOT’s goal to spend at least 5% of their total annual purchasing dollars with state-certified MBE /DVB firms.

Yes

No

We are aware that if awarded this contract/project our company/organization will provide monthly or quarterly reports to WisDOT reporting all expenditure activity directed to MBE/DVB subcontractors or second-tier MBE/DVB suppliers that directly relate to this contract. (Any non-certified minority or non-certified disabled veteran-owned businesses could be a potential subcontractor/second-tier supplier--indicate these on your plan. WisDOT will work with those businesses for possible certification.)

Yes

No

Subcontractors: Our company/organization intends to subcontract at least 5% dollar volume with certified MBE/DVB firms listed below (names, addresses, telephone numbers):

Yes

No

Second-tier Suppliers: In addition to direct subcontracting efforts, your company/organization can help WisDOT achieve the 5% goal by managing your second-tier MBE/DVB purchases. Second-tier business refers to incidental business expenses your company may spend with Wisconsin-certified MBE/DVB firms as it pursues the normal course of business supplying the WisDOT-contracted products or services. Here are some examples:

• Percentage of your office supplies specifically used during the course of this contract/project. • Percentage of uniform costs for staff performing this contract/project. • If you travel to perform this contract/project, you could use a state-certified MBE travel agency and report that

expense. • Percentage of facilities maintenance services for facility(ies) directly used by your staff during the course of this

contract/project. These second-tier expenses can only be reported to the extent that they directly relate to your business with WisDOT. The percentage of the expense you can report is determined by the amount of your WisDOT sales as it relates to your total sales volume. Per the terms of your contract, you should actively pursue directing business towards these types of companies, and report your efforts in this regard on a monthly basis. *************************************************************************************************** In paragraph form, describe your company/organization’s commitment/action plan with regard to the planned use of state-certified MBE/DVB businesses in subcontracting efforts, as well as developing MBE/DVB second-tier suppliers. Please list your specific commitments (attach sheet, if necessary).

SIGNATURE: ______________________________________ DATE: __________________________________

PRINTED NAME & TITLE: ____________________________________________________________________

COMPANY: ________________________________________PHONE NUMBER: ________________________


ATTACHMENT D MINORITY BUSINESS ENTERPRISE DISABLED VETERAN-OWNED BUSINESS

MONTHLY PARTICIPATION REPORT Wisconsin Department of Transportation

DT1230 8/2006 s.16.75(3m) Wis. Stats.

Instructions: Complete and submit to Wisconsin Department of Transportation by the 10th of each month. Return via FAX to:

OR Return via e-mail to:

608-267-3609, ATTN: WISDOT Purchasing Supplier Diversity Coordinator [email protected]

Report Date Contract / Purchase Order # Time Period Covered by Report

Monthly: through

Project Name / Contract Title Prime Vendor / Contractor Name

Federal Employer Identification Number – FEIN

Contractor Name, Address and Telephone Number

Indicate if MBE or DVB Product / Service

Purchased Subcontract $ Amount

Second Tier $ Amount

If no business was awarded to Minority Business Enterprises (MBE) or Disabled Veteran-owned Business (DVB) for this period, please describe the efforts made to encourage their business participation. ___________________________________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________ I certify that the information contained on this report is true and correct. I also certify that I am an authorized representative of the above-identified Prime Vendor / Contractor.

(Prime Vendor/Contractor Authorized Representative Name)

(Title)



ATTACHMENT E

SITE VISIT VERIFICATION

(must be completed, signed, and submitted with bid)

THIS IS TO CERTIFY THAT _______________________________________________ Company/Organization Name HAS VISITED THE FACILITY AND UNDERSTANDS THE SPECIFICATIONS AND ALL CONDITIONS OF BID. Signed by: ___________________________________ (Vendor Signature) Printed Name & Position Title: ____________________________________________ Date: _____________________ Signature of authorized WisDOT Employee: _________________________________ Printed Name: _________________________________ Date: ____________________

ATTACHMENT F: Work Specs: Sparta Page 1 of 4 Revised: 8/08/17

U:\Purchasing\510037 Sparta SWEF\Posted on VendorNet\Attachment F Sparta-SWEF-work-specs (002).doc

WORK SPECIFICATIONS Sparta Safety & Weight Enforcement Facility (SWEF) Monroe COUNTY Location: IH 90 eastbound, milemarker 22, near Sparta, WI Maintenance Responsibilities: Contractor:

1. Janitorial services for the safety & weight facility, internal and external. Litter pick-up for the entire area. All janitorial supplies including toilet paper, paper towels, soap and trash liners will be provided by WisDOT.

2. Lawn mowing and landscape maintenance inside parking areas, around building, and other areas as detailed on the mowing site plan. (See Mowing Plan)

3. Snow removal from sidewalks and within 10-feet of the inspection building entry and exit overhead doors and pedestrian doors. Remove snow within dumpster enclosure and 10-feet in front of dumpster access gates. Provide de-icing materials. (See Snow Removal Plan)

4. Minor repair and maintenance services for building and grounds. Provide all light bulbs, water softener salt, and furnace filters.

5. Order and oversee professional service contractors working on site, such as repairing HVAC, septic and holding tank pumping, plumbing, and sump pump repairs, electrical systems, water softener, fire extinguisher services, and LP gas. After final WisDOT acceptance of the construction project, Contractor may contact construction vendors for warranty work. Following construction warranty periods, Contractor may contract with alternate low responsive, responsible vendors to provide the professional services.

6. Report any major repair needs to the WisDOT Division of State Patrol (DSP) SWEF Sergeant and the WisDOT SWEF Maintenance Program Manager.

Wisconsin Department of Transportation: 1. Provide United States and Wisconsin Flags

County Highway Department: 1. Mowing and landscape maintenance near the mainline roadway and outlying areas. 2. Snow removal and ice control for ramps and parking areas.

Work Schedule

Work Schedule will be two (2) days per week. Specific service days will be determined by the Inspector Sergeant. Contractor will be given a one-week notice of change of hours in the work schedule, if necessary. Contractor may begin cleaning activities as coordinated on scheduled days. Janitorial and Snow Removal Services will NOT be performed on the following holidays: New Years Day, January 1 Martin Luther King Day, Third Monday in January Memorial Day, Last Monday in May Independence Day, July 4 Labor Day, First Monday in September Thanksgiving Day, Third Thursday in November Christmas Eve Day, December 24 Christmas Day, December 25 New Years Eve Day, December 31



If a holiday falls on a regularly scheduled Janitorial service day, the service may be scheduled another day within the week as best meets building occupant’s schedule.

JANITORIAL SERVICES General Custodial Services typically performed 2 days per week and one additional service per quarter. Certain janitorial services are performed at a different service frequency from the General Custodial Services, see attached Janitorial Schedule of Cleaning matrix for the listing. “As Needed” means: when visibly soiled or container contents requires disposal. See attached Janitorial Schedule of Cleaning matrix for a listing of the janitorial services tasks, rooms, and frequency of services. LAWN MOWING AND LANDSCAPE MAINTENANCE

Mowing (according to site plan) 1. Collect and remove sticks, branches and other foreign debris prior to mowing. 2. Contractor shall use discretion when mowing near the public. The lawn maintenance

cycle shall begin on vacated grounds first, then continue so as not to inconvenience the visitors. The safety of visitors shall not be jeopardized in order to complete the work.

3. Contractor shall provide all equipment, tools, fuels and other supplies required to carry out the operations.

4. Contractor shall meet all the standards of the Federal Occupational Safety and Health Act, State of Wisconsin safety codes and applicable environmental protection requirements.

5. Mower/trimmer blades shall be kept sharp and all mowing/trimming equipment shall be properly maintained.

6. Mow grass areas, as depicted on mowing plan (contact the Program Manager if you require a copy of current mowing plans for the site), to maintain a uniform height between 3" and 6”.

7. Trim to the same uniform height all grass adjoining walkways, driveways, parking lots, buildings, trees, bushes, sign and light posts, etc. which is not cut by the mower. Care shall be used to prevent injury to fixed objects, trees and bushes.

8. Take adequate precautions to ensure grass and/or debris are not blown onto building and/or parked cars near the area of the lawn mowing.

9. Complete each mowing operation within 24 hours after the work commences. 10. Sweep or blow free of grass clippings all walkways and steps immediately upon

completion of each mowing operation. 11. Fill holes, repair uneven & scalped areas, and place topsoil, as needed. 12. Re-seed and fertilize repaired areas and areas in poor condition.

Trees and Shrubs 1. Determine areas where brush needs to be trimmed back (to allow open space around

building for safety, etc.). Obtain approval from the Contract Administrator before beginning trimming operation.

2. Check mulch around trees and shrub groupings. Add mulch if necessary. 3. Check trees and shrubs for broken branches. Prune as necessary. Maintain natural

character. Remove suckers on low tree branches and trunk. Prune just outside of the branch “collar”. Do not “top” or “pollard” trees.

4. Report dead trees and shrubs to Program Manager. 5. Fertilize trees and shrubs, if necessary.



SNOW REMOVAL Sidewalk snow removal and deicing (according to Snow Removal Plan)

1. Remove snow following a 1” or more snowfall or perform deicing on sidewalks and within 10-feet of the inspection building overhead and pedestrian doors. Remove snow within dumpster enclosure and 10-feet in front of dumpster access gates. Snowfall of 1” or more or Icing occurring during over-night hours shall be removed the following morning at 6:00 a.m., seven days a week, and billed at the on-call snow removal hourly rate.

2. Regular Hours of service will be when the custodial crew is on site and charged hourly at the regular snow removal rate.

3. On-Call Snow Removal Service hours will also be billed if the crew is requested to perform service during non-Janitorial service days or return later in the day after completed regular scheduled work if weather conditions such as continuing snow or ice reasonably requires.

MINOR REPAIRS AND MAINTENANCE

Building Interior (report major repair needs to Facility Manager) 1. Follow Preventative Maintenance Manual and record activities (check manual monthly):

1.1. Water softener – check for proper operation. Fill with salt as needed. 1.2. Air conditioner – check for proper operation. Clean or change filter if necessary. 1.3. Furnace – check for proper operation. Change filter if necessary. 1.4. Radiant heat boilers – check for proper operation. 1.5. Geothermal pumps – check for proper operation. 1.6. Sump pump – check for proper operation. 1.7. Water Usage readings – record water meter counts daily. 1.8. Other required preventative maintenance activities.

2. Rest Rooms : 2.1. Toilets, urinals, and sinks – make minor repairs or adjustments as needed. Caulk

around sink if necessary. 2.2. Dispensers – make minor repairs or adjustments as needed. Replace if necessary. 2.3. Walls – make minor repairs, ‘touch up’ paint if necessary. 2.4. Partitions and Doors – check locks, coat hooks, and hinges for proper operation.

Repair and/or replace these items if necessary. 2.5. Floors – check and report repair needs. Caulk seams along floors and walls 2.6. Light fixtures – replace light bulbs as needed. Maintain on-site available inventory

of all bulb types. Check for damage. 2.7. Exhaust fan – check for proper operation. Clean exhaust duct and clean fan/motor

assembly. 2.8. Shower – Check fixtures for proper operation.

3. Doors – check frames, hasps, hinges, closures, handles, locks and kick plates to assure proper operation. Make minor repairs and replace items as necessary. Touch up paint if necessary.

4. Ceiling, windows and trim--make minor repairs as needed. ‘Touch up’ paint/stain if necessary.

5. Light fixtures – check for damage. Replace bulbs as needed. Report major electrical repairs that are needed to the Facility Manager.

6. General – Follow “SWEF Maintenance Program Facility Maintenance Guide – Preventative Maintenance and Equipment Records” recommendations.



Building Exterior (report major repairs to Facility Manager) 1. Roof – visually check from ground for roof damage. Report major repair needs. 2. Gutters and downspouts – remove accumulated matter, blockages and make minor

repairs as needed. 3. Windows and window screens – caulk, touch-up paint or stain windows as needed.

Replace frame and/or window screens as needed. 4. Entry stoops and sidewalks – check for heaving and settling. Report damage. Check

for adequate surface drainage and runoff – remove vegetation along edges if necessary.

5. Walls – check concrete block/masonry walls inside and outside for cracks and damage. 6. Sidewalks, Parking Areas, Roadways, Culverts – report holes, cracks, blockage,

damage, erosion or hazards. 7. LP Gas – check fill levels. Contact WisDOT designated gas service provider to fill

tank(s) when tank level is at 30%. (Emergency Generator service is not part of this contract; therefore, fuel tanks for generator will be the responsibility of the State Patrol, not the SWEFM Contractor.)

Septic System and Inspection Pit Holding Tank

1. Contract and oversee services for the septic system. The septic system includes a drain field. The septic tank size is 3,000 gallons and will be pumped annually.

2. The inspection pit holding tank size is 3,000 gallons, receiving the inspection pit’s drainage. The frequency of pumping the inspection pit holding tank is estimated at quarterly (four times per year).

3. These services will be paid under the Minor Repairs and Maintenance section of the contract at actual cost.

ON-SITE SUPPLY INVENTORY Maintain on-site minimum inventory of the following items and quantities at all times so it is accessible to the SWEF site staff.

• Toilet Tissue: 10 rolls • Hand Soap refills: 2 • Light bulbs: 2 for each type of light fixture in building, scale pit and building exterior • Hand Towels: 2 packages or rolls • Paper Towels, Absorbent: 2 rolls • Disinfectant Cleaner: 1-quart spray bottle full

The Program Manager will perform periodic QA/QC inspections.

SWEF - Sparta revised:

Janitorial Matrix of Frequencies8/8/2017

Note: "**" Exception to the Building-Wide Services schedule

Surface Task Annua

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2

Day

/WK

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Mon

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Qua

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Semi-

Annua

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Building-Wide Services

Waste containers Empty and replace liner as needed X

Cobwebs Remove X

Waste containers Damp wipe and disinfect XInterior glass/sidelights (excluding

doors)Wash to 7' X

Baseboards and flat surfaces Dust X

Furniture, upholstered Vacuum X

Furniture, non-upholstered Dust/Damp wipe X

Equipment (excluding computers) Dust X

Wall fixtures Dust X

Exhaust vents and air distribution Dust X

Door grilles Damp wipe X

Push and kick plates on doors Clean X

Window sills, where accessible Dust X

Walls, all Spot clean X

Office blinds Vacuum X

Tile floors Power scrub XExterior glass/sidelights (excluding

doors)Wash to 7' X

Door frames and trim Damp wipe X

Light fixtures, all Wash X

Ceilings (excluding Inspection Spot clean X

Exterior glass/sidelights Wash above 7' X

Interior glass/sidelights Wash above 7' X101, 122 - Entry Vestibule

Floors Vacuum, wet mop/disinfect X

Door glass Wash X

Metal surfaces Damp wipe X

Recessed Mat Remove and vacuum X102 - 24/7 Drivers, 105 - Customer Area


Drinking fountains Clean, delime and polish X

Service Counter Dust and clean X

Telephones Damp wipe / disinfect X

Map cases Damp wipe X

Vending machines Damp wipe X103, 104 - Public Restrooms

Dispensers Refill, damp wipe/disinfect X

Sinks Damp wipe/disinfect X

Urinals Clean/disinfect X

Toilets and seats Clean/disinfect X

Mirrors, fixtures, and furnishings Damp clean X

Door handles** Damp wipe and disinfect X


Brightwork, all Damp wipe/disinfect, polish dry X

Surfaces, all Remove graffiti X

Urinals and toilet bowls, inside Acid clean/descale X

Ceramic tile walls Damp wipe X

Partitions Wash X120, 121 - Interior Corridors

Resilient/hard floors Dust mop X

Resilient/hard floors Wet mop/disinfect X111 - Custodial

Equipment; return to designated

locationClean after use X

Supplies on shelves, carts and/or

cabinetsStock and organize X

Floors Vacuum and damp mop X

Utility sink Clean X109 - Interview

Waste containers Empty and replace liner as needed X

Floors Vacuum, wet mop/disinfect X106 - Operations/Processing/Observation

Floors Dust mop X

Floors Wet mop/disinfect X

Counters Dust and Clean X

Metal surfaces Damp wipe X

Page 1 of 2

ATTACHMENT G: CLEANING SCHEDULE

SWEF - Sparta revised:

Janitorial Matrix of Frequencies8/8/2017

Note: "**" Exception to the Building-Wide Services schedule

Surface Task Annua

lly

2

Day

/WK

Wee

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Mon

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Semi-

Annua

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107 - Sgt. Office -- when unlocked/open

Carpet Vacuum X

114 - Multi-Purpose, 115 - Troopers

Cabinets, countertops, sink Wipe down X

Carpet Vacuum X

Floors Sweep / Mop X116 - Communications

No service unless requested.

117 - Classroom

Tables Clean X

Carpet Vacuum X112 - Mechanical

Hard floors Sweep / Mop X108, 110 - Staff Toilet

Dispensers Refill, damp wipe/disinfect X

Sinks Damp wipe/disinfect X

Urinals Clean/disinfect X

Toilets and seats Clean/disinfect X

Mirrors, fixtures, and furnishings Damp clean X

Partitions Spot clean X


Brightwork, all Damp wipe/disinfect, polish dry X

Urinals and toilet bowls, inside Acid clean/descale X

Partitions Wash X124 - Inpsection Building

Main floor Power vacuum OR Power scrub X

Main floor Spot clean grease after X

Inspection Pits Power wash X

Brake tester Check drain. Vacuum if necessary. X

Pit trench drains Remove debris and deposits X

Emergency eye wash & shower Ensure proper operation X

Pit - Oil Intercepter Check X113, 118, 119 - Storage Rooms

No service unless requested.Exterior

Waste ContainerEmpty, and damp wipe/wash and

replace can liners as neededX

Litter Pick up and dispose of litter X

Smokers' Urn Remove butts, damp wipe exterior X

Sidewalks Powerwash to remove foreign XExterior block on building and

inspection bay exterior overhead

doors

Powerwash to remove foreign

debris to 14' heightX

Stairs to Scale Pit, Exterior

Stairs and Landing Sweep X

Page 2 of 2

ATTACHMENT H: LAWN MOWING

dotres

Text Box

SPARTA SWEF - MOWING PLAN

ATTACHMENT I: SNOW REMOVAL

dotres

Text Box

SPARTA SWEF - SNOW REMOVAL PLAN

Bid Number 510037 - VendorNet

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