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Request For Proposal: This Is Not An Order
Request For Proposal: This Is Not An Order
DOA-3261 (R05/2014)
s.16.75, Wis. Statutes
Remove from proposer list for this commodity/service. (Return this page only.)
Proposal envelope must be sealed and plainly marked in lower corner with due date and Request for
Proposal # . Late proposals will be rejected. Proposals MUST be date and time stamped by
the soliciting purchasing office on or before the date and time that the proposal is due. Proposals
dated and time stamped in another office will be rejected. Receipt of a proposal by the mail system
does not constitute receipt of a proposal by the purchasing office. Any proposal which is
inadvertently opened as a result of not being properly and clearly marked is subject to rejection.
Proposals must be submitted separately, i.e., not included with sample packages or other proposals.
Proposal openings are public unless otherwise specified. Records will be available for public
inspection after issuance of the notice of intent to award or the award of the contract. Proposer
should contact the person named below for an appointment to view the proposal record. Proposals
shall be firm for acceptance for sixty (60) days from date of proposal opening, unless otherwise noted.
The attached terms and conditions apply to any subsequent award..
Phone
Date
Public Opening
No Public Opening
Description
Payment Terms:
Delivery Time:
We claim minority bidder preference [Wis. Stats. s. 16.75(3m)(b)(3)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises.
Bidder must be certified by the Wisconsin Supplier Diversity Program. If you have questions concerning the certification process, contact the Wisconsin Supplier Diversity
Program, 6th Floor, 101 E. Wilson Ave., Madison, Wisconsin 53703, (608) 267-9550. Does Not Apply to Printing Bids.
We claim disabled veteran owned business bidder preference [Wis. Stats. s. 16.75(3m)(b)(3)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED
Disabled Veteran Owned Businesses. Bidder must be certified by the Wisconsin Supplier Diversity Program. If you have questions concerning the certification process, contact
the Wisconsin Supplier Diversity Program, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53703, (608) 267-9550. Does Not Apply to Printing Bids.
We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the
Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-5462.
Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal.
Materials covered in our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or
in substantial part in the United States.
Yes
No
Unknown
In signing this proposal we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in
restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived
at without collusion with any other proposer, competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of proposals to any other
proposer or competitor; that the above statement is accurate under penalty of perjury.
We will comply with all terms, conditions and specifications required by the state in this Request for Proposal and all terms of our proposal.
Title
Phone
Fax
Signature of Above
Date
Email:
This form can be made available in alternate formats to individuals with disabilities upon request.
TABLE OF CONTENTS
1.0
2.0
3.0
4.0
5.0
6.0
GENERAL INFORMATION...............................................................................................................................5
1.1
1.2
1.3
1.4
Definitions.............................................................................................................................................5
1.5
1.6
Vendor conference.................................................................................................................................6
1.7
Reasonable accommodations.................................................................................................................7
1.8
Calendar of events.................................................................................................................................7
1.9
1.10
VendorNet registration...........................................................................................................................8
General instructions...............................................................................................................................8
2.2
Incurring costs.......................................................................................................................................8
2.3
2.4
2.5
Multiple proposals.................................................................................................................................9
2.6
2.7
Demonstrations....................................................................................................................................10
2.8
Withdrawal of proposals......................................................................................................................10
Preliminary evaluation.........................................................................................................................11
3.2
Proposal scoring...................................................................................................................................11
3.3
Evaluation criteria...............................................................................................................................12
3.4
3.5
3.6
3.7
Appeals process...................................................................................................................................13
Mandatory requirements......................................................................................................................13
4.2
Organization capabilities.....................................................................................................................14
4.3
Staff qualifications...............................................................................................................................14
4.4
Proposer references..............................................................................................................................14
TECHNICAL REQUIREMENTS......................................................................................................................14
5.1
5.2
5.3
COST PROPOSAL............................................................................................................................................15
6.1
6.2
6.3
6.4
Inflationary adjustment........................................................................................................................15
7.0
8.0
Payment requirements.........................................................................................................................16
7.2
Liquidated damages.............................................................................................................................16
7.3
Performance bonds..............................................................................................................................16
7.4
7.5
7.6
Termination of contract.......................................................................................................................17
9.0
REQUIRED FORMS.........................................................................................................................................22
Designation of Confidential and Proprietary Information (DOA-3027)..........................................................23
Vendor Information (DOA-3477)......................................................................................................................24
Vendor Reference (DOA-3478).........................................................................................................................25
The following are not part of the Table of Contents for the actual RFP document, but are examples of portions of the RFP for
your reference.
SUPPLEMENTAL INFORMATION
Appendix
1.0
GENERAL INFORMATION
1.1
1.2
Project description
1.2.2
Objectives
1.2.3
Needs
1.2.4
Current operations
1.4
Definitions
The following definitions are used through the RFP.
Agency means the Wisconsin Department of ________________________.
Proposer/vendor means a firm submitting a proposal in response to this RFP.
State means State of Wisconsin.
Contractor means proposer awarded the contract.
**DELETE THIS EXPLANATION FROM THE FINAL DOCUMENT**
Add definitions as needed.
1.5
1.6
Vendor conference
A vendor conference will be held on ___________________________at ___________________ in
___________________________________to respond to written questions and to provide any needed
additional instruction to vendors on the submission of proposals. If no questions are received, the State
reserves the right to cancel the vendor conference. All vendors who intend to respond to the RFP
______________ attend the vendor conference.
**DELETE THIS EXPLANATION FROM THE FINAL DOCUMENT**
Insert the date, time, and location of the vendor conference. See your purchasing personnel to decide
whether to have a vendor conference, and if you decide to have one, whether attendance is optional or
mandatory. If mandatory, insert "must" in the remaining blank and add a sentence at the end of the
paragraph stating if a vendor fails to attend the conference and submits a proposal, the proposal will be
rejected. If the vendor conference is optional, insert "should" in the remaining blank. All answers to
questions in a vendor's conference must be provided in writing to all vendors.
1.7
Reasonable accommodations
The 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
proposal
opening/vendor
conference,
contact
the
_____________________________ at _________________(voice) or ________________(TTY).
**DELETE THIS EXPLANATION FROM THE FINAL DOCUMENT**
Insert the department name, telephone number and TTY number into blanks. Vendor calls should go to
the purchasing section or whoever is coordinating the vendor conference or proposal opening.
1.8
Calendar of events
Listed below are specific and estimated dates and times of actions related to this Request for Proposal
(RFP). The actions with specific dates must be completed as indicated unless otherwise changed by the
State. In the event that the State finds it necessary to change any of the specific dates and times in the
calendar of events listed below, it will do so by issuing a supplement to this RFP. There may or may not be
a formal notification issued for changes in the estimated dates and times.
DATE
date of issue
date of issue+10
date of issue+15
date of issue+20
date of issue+35
date of issue+50 (est.)
date of issue+65 (est.)
date of issue+75 (est.)
date of issue+85 (est.)
EVENT
Date of issue of the RFP.
Last day for submitting written inquires.
Vendor conference.
Mail notification to vendors of supplements or revisions to the RFP.
Proposals due from vendors.
Interviews by invited vendors.
Demonstrations by invited vendors or on-site visits by evaluation committee.
Notification of intent to award sent to vendors.
Contract start date.
1.10
VendorNet registration
The State of Wisconsins purchasing information and vendor notification service is available to all
businesses and organizations that want to sell to the state. Anyone may access VendorNet on the Internet
at http://vendornet.state.wi.us to get information on state purchasing practices and policies, goods and
services that the state buys, and tips on selling to the state. Vendors may use the same Web site address for
inclusion on the bidders list for goods and services that the organization wants to sell to the state. A
subscription with notification guarantees the organization will receive an e-mail message each time a state
agency, including any campus of the University of Wisconsin System, posts a request for bid or a request
for proposal in their designated commodity/service area(s) with an estimated value over $25,000.
Organizations without Internet access receive paper copies in the mail. Increasingly, state agencies also
are using VendorNet to post simplified bids valued at $25,000 or less. Vendors also may receive e-mail
notices of these simplified bid opportunities.
**DELETE THIS EXPLANATION FROM THE FINAL DOCUMENT**
Include in each RFP over $25,000 the above or similar language.
2.0
General instructions
The evaluation and selection of a contractor and the contract will be based on the information submitted
in the vendor's proposal plus references and any required on-site visits or oral interviews. Failure to
respond to each of the requirements in the RFP may be the basis for rejecting a response.
Elaborate proposals (e.g., expensive artwork), beyond that sufficient to present a complete and effective
proposal, are not necessary or desired.
2.2
Incurring costs
The State of Wisconsin is not liable for any cost incurred by proposers in replying to this RFP.
2.3
To ensure confidentiality of the document, all proposals must be packaged, sealed and show the following
information on the outside of the package:
Proposer's name and address
Request for proposal title
Request for proposal number
Proposal due date
An original plus three (3) copies of the Cost Proposal must be sealed and submitted as a separate part of
the proposal. The outside of the envelope must be clearly labeled with the words Cost Proposal, RFP
(Name of RFP) and name of the vendor and due date. The cost proposal is due to the addressee on the
due date and time noted above.
2.4
2.5
Multiple proposals
Multiple proposals from a vendor will be permissible; however, each proposal must conform fully to the
requirements for proposal submission. Each such proposal must be submitted separately and labeled as
Proposal #1, Proposal #2, etc. on each page included in the response. Alternate acquisition plans do not
constitute multiple proposals.
2.6
proposal. Interviews should not be used as an opportunity for the vendor to alter a proposal. Sometimes,
an agency will send the highest ranking proposers the basic questions to which the evaluation committee
wants answers during the interview.
Top scoring vendors based on an evaluation of the written proposal may be required to participate in
interviews and/or site visits to support and clarify their proposals, if requested by the State. The State will
make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the
proposer. Failure of a proposer to interview or permit a site visit on the date scheduled may result in
rejection of the vendor's proposal.
2.7
Demonstrations
**DELETE THIS EXPLANATION FROM THE FINAL DOCUMENT**
Demonstrations are used primarily with data processing products and/or services. However, there are
times when an agency might wish to have a demonstration of other types of products and/or services. If
no demonstration is to be part of the RFP, this section should be deleted from the RFP.
Top-scoring vendor(s) may be required to install and demonstrate its product(s) and/or service(s) at a State
site. Product(s) being demonstrated must be delivered to the State site upon two (2) weeks notice by the
State to the vendor(s) and must be installed and ready for the demonstration within one (1) week of
delivery. The State will furnish detailed specifications concerning the demonstration site and the
particular test it will use to exercise the vendor's product(s) and/or service(s). Failure of a vendor to
furnish the product(s) and/or service(s) it has proposed for demonstration within the time constraints of
the preceding paragraph may result in rejection of that proposal. Failure of any product(s) and/or
service(s) to meet the State's specified requirements during the demonstration may result in rejection of
the vendor's proposal.
The successful demonstration of the vendor's product(s) and/or service(s) does not constitute acceptance
by the State. Any product(s) and/or service(s) furnished by the vendor for the purposes of this
demonstration must be identical in every respect to those which will be furnished if a contract results.
2.8
Withdrawal of proposals
Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may
withdraw a proposal in writing at any time up to the proposal closing date and time or upon expiration of
__________ days after the due date and time if received by the RFP project manager. To accomplish this,
the written request must be signed by an authorized representative of the proposer and submitted to the
RFP project manager. If a previously submitted proposal is withdrawn before the proposal due date and
time, the proposer may submit another proposal at any time up to the proposal closing date and time.
10
3.0
Preliminary evaluation
The proposals will be reviewed initially to determine if mandatory requirements are met. Failure to meet
mandatory requirements will result in rejection of the proposal. In the event that all vendors do not meet
one or more of the mandatory requirements, the State reserves the right to continue the evaluation of the
proposals and to select the proposal which most closely meets the requirements specified in this RFP.
**DELETE THIS EXPLANATION FROM THE FINAL DOCUMENT**
Proposers must be told what requirements in the RFP are mandatory and will result in a proposal being
rejected. Items should only be listed as mandatory if a proposal would be rejected if it did not meet the
requirement. If a requirement is not absolutely essential, it should not be identified as mandatory.
However, the RFP language should not require the agency to reject a proposal for not meeting
specifications in case the mandatories are found to be unrealistic. CAUTION: A mandatory requirement
cannot be eliminated if at least one proposer is able to comply. A mandatory requirement can be
eliminated only if none of the proposers can comply.
3.2
Proposal scoring
The cost proposals will be calculated with the most points awarded to the proposal with the lowest cost.
Other cost proposals will be assigned points that correlate to those assigned to the lowest cost proposal.
(or)
Various costing methodologies and models are available to analyze the cost information to determine the
lowest cost to the agency. The agency will select one method for scoring costs and will use it consistently
throughout its analysis of all the cost proposals. The selected methodology will be available at the
proposal opening or by calling the RFP contact person identified in Section 1.5.
Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. A
proposer may not contact any member of an evaluation committee except at the States direction. The
committee may review references, request interviews, and/or conduct on-site visits and use the results in
scoring the proposals. Proposals from certified Minority Business Enterprises may have points weighted
by a factor of 1.00 to 1.05 to provide up to a five percent (5%) preference to these businesses (Wis. Stats.
16.75(3m)). The evaluation committee's scoring will be tabulated and proposals ranked based on the
numerical scores received.
11
3.3
Evaluation criteria
**DELETE THIS EXPLANATION FROM THE FINAL DOCUMENT**
The evaluation criteria must be included in the RFP so that all prospective proposers are aware of the basis
for selection. The scoring information in the RFP can be general such as that provided below. However,
the scoring methodology used by the evaluation committee must be detailed and include benchmarks for
each criterion. The degree of complexity for benchmarks usually increases with larger cost solicitations.
This detailed information does not have to be included in the RFP. Examples of scoring procedures are
provided in the supplemental information section. The recommended guideline for scoring the cost area is
usually in the 15-30% range.
The proposals will be scored using the following criteria:
Description
1.
2.
3.
Percent
General requirements
a. detail
b. detail
200
300
50%
Technical requirements
a. detail
b. detail
c. detail
d. detail
100
100
50
50
30%
Cost
20%
Total:
800
100%
The evaluation committee must award at least __________ points for the ___________________
_________________________ requirements prior to having the cost proposal scored. A proposal that
receives less than __________ points on these sections will be ineligible for further consideration.
**DELETE THIS EXPLANATION FROM THE FINAL DOCUMENT**
Insert number of points and general, technical, and any other requirements that apply to the RFP.
3.4
3.5
granted to the highest scoring proposer. However, a proposer should not expect that the State will request
a final and best offer.
3.6
3.7
Appeals process
**DELETE THIS EXPLANATION FROM THE FINAL DOCUMENT**
Insert the appeals process language in requests for proposals for services over $25,000.
Notices of intent to protest and protests must be made in writing to the head procuring agency. Protestors
should make their protests as specific as possible and should identify statutes and Wisconsin
Administrative Code provisions that are alleged to have been violated.
Any written notice of intent to protest the intent to award a contract must be filed with
**DELETE THIS EXPLANATION FROM THE FINAL DOCUMENT**
Insert the name, address, and phone number of the head of the procuring agency or their officially
delegated representative.
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
and received in his/her office no later than five (5) working days after the notices of intent to award are
issued.
Any written protest must be received within ten (10) working days after the notice of intent to award is
issued.
The decision of the head of the procuring agency may be appealed to the Secretary of the Department of
Administration within five (5) working days of issuance, with a copy of such appeal filed with the
procuring agency. The appeal must allege a violation of a Wisconsin statute or a section of the Wisconsin
Administrative Code.
4.0
13
4.1
Mandatory requirements
The following requirements are mandatory and the proposer must satisfy them.
4.1.1
Mandatory 1
4.1.2
Mandatory 2
Organization capabilities
Describe the firm's experience and capabilities in providing similar services to those required. Be specific
and identify projects, dates, and results.
**DELETE THIS EXPLANATION FROM THE FINAL DOCUMENT**
Often the capabilities and experience of the firms are very important in selecting a qualified vendor.
Describe in this section the type of information about the firm which is needed to assess experience and
capabilities.
4.3
Staff qualifications
Provide resumes describing the educational and work experiences for each of the key staff who would be
assigned to the project.
**DELETE THIS EXPLANATION FROM THE FINAL DOCUMENT**
Staff qualifications can be substantially different from organizational qualifications and should be
reviewed separately. It is common practice in RFPs to require proposers to submit the resumes of staff
who will be assigned to the contract.
4.4
Proposer references
Proposers must include in their RFPs, a list of all (clients/buyers/organizations) with whom the proposer
has done business like that required by this solicitation within the last (months/years). For each
client/buyer/organization, the proposer must include the name, title, address, and telephone number of a
contact person along with a brief description of the project or assignment which was the basis for the
business relationship. The procuring agency will determine which, if any, references to contact to assess
the quality of work performed and personnel assigned to the project. The results of any references will be
provided to the evaluation committee and used in scoring the proposal.
**DELETE THIS EXPLANATION FROM THE FINAL DOCUMENT**
References can provide a valuable insight in vendor performance and use of references are encouraged. If
references are used, the agency must decide how they should be scored. An alternative would be to use the
reference results to clarify and substantiate information in the written proposal. The reference results can
be considered when scoring the responses to the general and technical requirements in the RFP. Another
alternative is to give scores to references separate from the scoring of the written proposal. It is often best
to have one person do the reference checks and provide a summary of the information to the evaluation
committee members. In this latter situation, references must be designated as an evaluation category and
assigned points in the Evaluation criteria in Section 3.3.
14
5.0
TECHNICAL REQUIREMENTS
**DELETE THIS EXPLANATION FROM THE FINAL DOCUMENT**
All technical requirements for the product(s) and/or service(s) are the subject of this RFP and must be
included here. The omission of any important requirements may result in a vendor including a product(s)
and/or service(s) which will not meet the State's needs while the inclusion of excessive requirements may
restrict competition unnecessarily, cause proposals to be overly expensive, or even eliminate all
competitors. Some logical grouping of requirements will be helpful to both the vendors and to the
evaluation committee members. The following is a brief example of the type of statements and format
which are recommended for this section of the RFP. Other examples can be found in the supplemental
information section.
6.0
5.1
5.2
Technical requirement 1
5.3
Technical requirement 2
COST PROPOSAL
**DELETE THIS EXPLANATION FROM THE FINAL DOCUMENT**
Vendors should be instructed on preparing cost proposals in this section. The RFP should be clear on how costs
will be evaluated and scored. Cost proposals for RFPs can be very complicated and agencies should have a clear
scoring methodology prepared before the RFP is issued. In most cases cost scoring should be done in an objective
and quantitative manner. Scores can be calculated by one person and all reviewers use the same scores. Only in
rare cases is a subjective scoring of cost proposals appropriate.
6.1
6.2
6.3
15
6.4
Inflationary adjustment
The contractor may receive an inflationary adjustment to his/her base fee/hourly rate(s) at the start of each
annual contract extension/renewal period. This increase may be based on either seventy-five percent
(75%) of the increase in the prevailing Consumer Price Index for Urban Wage Earners (CPI-U) for
Milwaukee, Wisconsin, in effect for the quarter ending January of the current year or five percent (5%) of
the current contractors base fee whichever is lower.
7.0
Payment requirements
**DELETE THIS EXPLANATION FROM THE FINAL DOCUMENT**
Payment procedures should be specified in this section. Agencies are encouraged to tie payments to the
delivery of specific products.
7.2
Liquidated damages
**DELETE THIS EXPLANATION FROM THE FINAL DOCUMENT**
Penalty clauses will not be used in State contract, nor will penalties be assessed. However, when
necessary, liquidated damages clauses may be included in State contracts when actual damages may be
incurred by the State due to contractor noncompliance or nondelivery. The dollar amount per day should
reflect actual damages incurred by the State to be defensible in possible litigation. The following sample
clause is for late delivery situations.
The contractor acknowledges that damages will be incurred by the agency, in the amount of
_____________________________ per working day, not to exceed one-half of the total of the contract,
for every day past the scheduled delivery date. The contractor agrees that the agency shall have the right
to liquidate such damages, through deduction from the contractor's invoices, in the amount equal to the
damages incurred, or by direct billing to the contractor.
7.3
Performance bonds
**DELETE THIS EXPLANATION FROM THE FINAL DOCUMENT**
This section may not apply and in most cases should be eliminated. Agencies are encouraged to avoid
using performance bonds (consider liquidated damages [7.2] instead). If a bond is used, the dollar amount
should be reasonable and defensible in case of litigation. The State should pay for the performance bond
if small businesses are on the bid list.
7.4
16
The State of Wisconsin is committed to the promotion of minority business in the state's purchasing
program and a goal of placing 5% of its total purchasing dollars with certified minority businesses.
Authority for this program is found in ss. 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin
Statutes. The contracting agency is committed to the promotion of minority business in the state's
purchasing program.
The State of Wisconsin policy provides that minority-owned business enterprises certified by the
Wisconsin Department of Commerce, Bureau of Minority Business Development should have the
maximum opportunity to participate in the performance of its contracts. The supplier/contractor is
strongly urged to use due diligence to further this policy by awarding subcontracts to minority-owned
business enterprises or by using such enterprises to provide goods and services incidental to this
agreement, with a goal of awarding at least 5% of the contract price to such enterprises.
**DELETE THIS EXPLANATION FROM THE FINAL DOCUMENT**
For term contracts (as opposed to proposals for one-time purchases), add the following language:
The supplier/contractor shall furnish appropriate quarterly information about its effort to achieve this goal,
including the identities of such enterprises certified by the Wisconsin Department of Commerce and their
contract amount.
A listing of certified minority businesses, as well as the services and commodities they provide, is
available from the Department of Administration, Office of the Minority Business Program, 608/2677806. The listing is published on the Internet at: http://www.doa.state.wi.us/dsas/mbe/index.asp.
7.5
7.6
Termination of contract
The agency may terminate the contract at any time at its sole discretion by delivering ________ days
written notice to the contractor. Upon termination, the agency's liability will be limited to the pro rata cost
of the services performed as of the date of termination plus expenses incurred with the prior written
approval of the agency. In the event that the contractor terminates the contract, for any reason
17
whatsoever, it will refund to the agency within ______ hours/days of said termination, all payments made
hereunder by the agency to the contractor for work not completed or not accepted by the agency. Such
termination will require written notice to that effect to be delivered by the contractor to the agency not less
than ________ days prior to said termination.
8.0
18
1.0
2.0
4.0
5.0
6.2
6.3
7.0
9.0
10.0
11.0
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/proposal submitted, and to
accept any part of a bid/proposal as deemed to be in the best
interests of the State of Wisconsin.
Bids/proposals MUST be date and time stamped by the
soliciting purchasing office on or before the date and time that
the bid/proposal is due. Bids/proposals date and time
stamped in another office will be rejected. Receipt of a
bid/proposal by the mail system does not constitute receipt of
a bid/proposal by the purchasing office.
3.0
6.0
8.0
12.0
13.0
14.0
19
DOA-3054
Page 2 of 3
16.0
19.3
17.0
18.0
19.0
20.0
21.0
22.0
23.0
19.2
20
23.1
23.2
23.3
DOA-3054
Page 3 of 3
25.0
26.0
27.0
28.0
27.2
29.0
30.0
21
31.0
32.0
33.0
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 by work centers certified under the
State Use Law, s.16.752, Wis. Stat. 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
State of Wisconsin
Department of Administration
DOA-3681 (01/2001)
ss. 16, 19 and 51, Wis. Stats.
2.0
3.2
CERTIFICATION
OF
INDEPENDENT
PRICE
DETERMINATION:
By signing this bid/proposal, the
bidder/proposer certifies, and in the case of a joint bid/proposal,
each party thereto certifies as to its own organization, that in
connection with this procurement:
2.1
2.2
2.3
2.4
3.0
4.0
5.0
6.0
7.0
8.0
22
9.0
REQUIRED FORMS
The following forms must be completed and submitted with the proposal in accordance with the instructions given
in Section 2.4. Blank forms are attached.
Designation of Confidential and Proprietary Information (DOA-3027)
Vendor Information (DOA-3477)
Vendor Reference (DOA-3478)
**DELETE THIS EXPLANATION FROM THE FINAL DOCUMENT**
Include any additional forms that pertain to this RFP.
23
STATE OF WISCONSIN
DOA-3027 N(R01/98)
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
disclosure or 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 #
Topic
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
IN THE EVENT THE DESIGNATION OF CONFIDENTIALITY OF THIS INFORMATION IS CHALLENGED, THE
UNDERSIGNED HEREBY AGREES TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE TO DEFEND
THE DESIGNATION OF CONFIDENTIALITY AND AGREES TO HOLD THE STATE HARMLESS FOR ANY COSTS OR
DAMAGES ARISING OUT OF THE STATE'S AGREEING TO WITHHOLD THE MATERIALS.
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 document 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
___________________________________________
Authorized Representative
___________________________________________
Signature
Authorized Representative
___________________________________________
Type or Print
Date
___________________________________________
This document can be made available in accessible formats to qualified individuals with disabilities.
24
STATE OF WISCONSIN
Bid / Proposal #
DOA-3477 (R05/98)
Commodity / Service
VENDOR INFORMATION
1.
FAX
E-Mail Address
Address
City
2.
State
Zip + 4
Name the person to contact for questions concerning this bid / proposal.
Name
Title
Phone
FAX
E-Mail Address
Address
City
3.
State
Zip + 4
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
Phone
FAX
E-Mail Address
Address
City
4.
State
Zip + 4
Mailing address to which state purchase orders are mailed and person the department may contact
concerning orders and billings.
Name
Title
Phone
FAX
E-Mail Address
Address
City
5.
State
Zip + 4
25
STATE OF WISCONSIN
Bid / Proposal #
DOA-3478 (R12/96)
VENDOR REFERENCE
FOR VENDOR:
Provide company name, address, contact person, telephone number, and appropriate information on the product(s)
and/or service(s) used for four (4) or more installations with requirements similar to those included in this solicitation
document. If vendor is proposing any arrangement involving a third party, the named references should also be
involved in a similar arrangement.
Company Name
Address (include Zip +
4)
Contact Person
Phone No.
Company Name
Address (include Zip +
4)
Contact Person
Phone No.
Company Name
Address (include Zip +
4)
Contact Person
Phone No
Company Name
Address (include Zip + 4)
Contact Person
Phone No.
This document can be made available in accessible formats to qualified individuals with disabilities.
APPENDIX
SUPPLEMENTAL INFORMATION
The following are supplemental appendices which may be useful in preparing a RFP.
SUPPLEMENTAL INFORMATION
Appendix
27
APPENDIX A
RFP Evaluation CriteriaExample 1
1.
2.
3.
4.
1.2
2.2
Availability of specialized staff (computer services, etc.) for use on contract (5%)
2.3
Reasonableness of work plan and timetables in meeting specifications with proposer staff
resources (5%)
3.2
3.3
4.2
4.3
Sample Percentage
**
Total points of proposers may be weighted by 105% to allow for a 5% preference to a certified minority
business enterprise under s. 16.75(3m), Wis. Stats.
This is information appropriate for providing to prospective proposers. Evaluator should have more detail or
benchmarks on which to base their point awards.
28
APPENDIX B
RFP Evaluation CriteriaExample 2
Criteria
1.
2.
3.
Weight*
General Quality and Adequacy of Response
a.
40
b.
Grasp of problem
70
c.
40
100
b.
200
200
a.
Qualifications of personnel
80
b.
80
40
Timetable
a.
5.
300
a.
c.
4.
150
100
100
Cost
250
250
1000
1000**
Sample Weight
**
Total points of proposers may be weighted by 105% to allow for a 5% preference to a certified
minority business enterprise under s. 16.75(3m), Wis. Stats.
This is information appropriate for providing to prospective proposers. Evaluator should have more detail or
benchmarks on which to base their point awards.
29
APPENDIX C
Examples of Methods to Score Costs
The following are two methods of scoring cost.
1.
Cost will be divided by the total points to arrive at a cost per point per proposal and ranked accordingly.
2.
Cost is one of the evaluation categories listed above and will be a percentage of the total RFP evaluation.
After the final grading of the proposal requirements, cost will be prorated with the lowest cost proposal
given the highest score for that category. A formula would be as follows:
Lowest Bid
(constant) x Maximum evaluation points given to cost = Score
Other Proposer's Bid
(varies according to proposal being scored)
Calculation of points awarded to subsequent proposals will use the lowest dollar bid amount as a constant
numerator and the dollar amount of the firm being scored as the denominator. (This result will always be
less than one.) The result then is multiplied by the number of points given to the cost section of the RFP.
Total the final score.
3.
The lowest cost proposal will receive the maximum number of points available for the cost category.
Other cost proposals will receive prorated scores based on the proportion that the costs of the proposals
vary from the lowest cost proposal. The scores for the cost category will be calculated on a mathematical
formula and will not be scored by the evaluation committee members.
The following is an example to calculate cost points, but should not be included in the RFP
Example:
Proposal Cost
$200
(The lowest cost proposal)
100 Points
$300
$200 $300 =
(The lowest cost proposal is 66% of the second lowest cost proposal)
66 Points
$325
$200 $325 =
(The lowest cost proposal is 61.5% of the third lowest cost proposal)
61.5 Points
$330
$200 $330 =
(The lowest cost proposal is 60.6% of the fourth lowest cost proposal)
60.6 Points
$400
$200 $400
(The lowest cost proposal is 50% of the fifth lowest cost proposal)
50 Points
30
APPENDIX D
Sample General and Technical SpecificationsConsulting Services
(This second part of the RFP describes the technical specifications for conduct of the project.)
1.
OBJECTIVES
(Specify the objectives of the contract. Describe the results or services needed.)
2.
NEED
(Explain the need for the services requested and describe the problems.)
3.
4.
ALTERNATIVES
(The contractor may be required to develop alternatives and define appropriate management methods and
alternatives for improved operations. In addition, the contractor may be expected to develop appropriate
legislation and administrative bulletins as required. Where required, new organizational structures will be
proposed and capital equipment requirements identified.)
5.
RECOMMENDATION PLAN
The contractor in cooperation with the agency will consolidate selected alternatives and identify an
implementation plan and projected costs for implementation. Cost-benefit analysis will be done on a
selected basis as determined by the agency. In particular, the impact of the acceptable alternatives on the
present system will be identified.
6.
7.
8.
SCHEDULE
(Explain the schedule by which the contractor is to provide services or deliver products.)
9.
BILLING
(Explain how the contractor is to invoice and advise frequency of payment. Detail any partial payment
withholding conditions and/or final payment conditions.)
31
10.
FINAL REPORT
It is required that the final report be presented in two forms, a formal written report and an oral report.
The written report (specify number of copies) will include but is not limited to:
10.1
Executive summary
10.2
10.3
Recommendations on how the state can better manage and coordinate this function
32
APPENDIX E
Sample Technical SpecificationsEquipment
1.
2.
3.
4.
5.
6.
Reports required by the successful proposer. Provide timetables that they must meet.
7.
8.
9.
10.
11.
12.
Proposed payment schedule, i.e., indicate whether periodic payments are needed.
13.
Corporate background.
14.
Copies of proposer contracts if the proposer will require that we sign them (which should be avoided.)
15.
Is a checklist needed for the proposers to make sure that they have included everything.
33
APPENDIX F
Sample General Rating Scale
Excellent
The proposal exceeds all of the requirements for the area. Required documentation or analysis in
this area is in all respects well done and methodologically sound, accomplishes all the purposes
stated in the RFP in a highly competent manner, and clearly establishes a superior basis for the
project. Proposed programming, including the design, organization, methodological plans and
activities related to the content area in question are completely capable of accomplishing all the
project objectives.
Very Good
The proposal meets all of the requirements for the area and, in some respects, exceeds these.
Required documentation or analysis in this area is in most respects well done and
methodologically sound, accomplishes all the purposes stated in the RFP and clearly establishes a
good basis for the project. Proposed programming, including the design, organization,
methodological plans and activities related to the content area in question are sufficiently capable
of accomplishing all the project objectives.
Good
The proposal adequately meets most of the requirements for the area. Required documentation or
analysis in this area is done adequately, is methodologically sound, accomplishes many, but not
all, of the purposes stated in the RFP and establishes an adequate basis for the project. Proposed
programming, including the design, organization, methodological plans and activities related to
the content area in question are acceptably capable of accomplishing all the project objectives.
Fair
The proposal meets some of the requirements for the area adequately, but contains some
deficiencies. Required documentation or analysis in this area is, in only some respects,
methodologically sound, accomplishes some but not all of the purposes stated in the RFP and
establishes a somewhat adequate basis for the project. Proposed programming, including the
design, organization, methodological plans and activities related to the content area in question
are somewhat incapable of accomplishing all the project objectives.
Poor
The proposal scarcely meets the requirements for the area and contains many deficiencies.
Required documentation or analysis is in many respects inadequate, methodologically unsound,
scarcely accomplishes the purposes stated in the RFP and fails to establish an adequate basis for
the project. Proposed programming, including design, organization, methodological plans and
activities related to the content area are unquestionably incapable of accomplishing the project
objectives.
REVIEWER COMMENTS
In addition to making the numerical ratings, evaluators should write brief review comments under the scale to
explain the score assigned. These comments serve three purposes: First, they will help evaluators clarify their
reasons for making decisions concerning the numerical ratings and to discuss the proposal among committee
members. Second, the comments will help evaluators as they refer back to proposals in making relative
comparisons between proposals. Third, these written comments will provide a written record of the evaluation
process.
34
Appendix G
State of Wisconsin
Department: ________________________________________
Name
35