B 5691
MILWAUKEE PUBLIC SCHOOLS
PROCUREMENT DIVISION P.O. Box 2181 Milw aukee Wisconsin 53201-2181 Phone 414 475-8880
REQUEST FOR BID FOR BLANKET CONTRACT (This is not a purchase order) Bid Number:
B 5691
Bids will be accepted no later than 2:00 p.m. central time on: Authorized by: For:
Tuesday, April 22, 2014
Pat Zandron
MimioTeach Interactive Whiteboard
Phone: 414/475-8337 This bid consists of 8 pages.
The undersigned hereby agrees to furnish items described on the attached sheet(s) at the unit prices quoted, subject to the Terms and Conditions for Bids dated January 20, 2010, (Terms and Conditions”) found at http://www.milwaukee.k12.wi.us (then click on “Vendors” and then click on “Terms and Conditions” and then click on “Terms and Conditions for All Bids”) which are hereby incorporated by reference and the following general terms and conditions: 1.
2. 3. 4. 5.
All bids must be received and time-stamped in Purchasing, Room 160 (Office of Finance) no later than 2:00 p.m., central time, on the date indicated. Bids that are electronically submitted will be considered time-stamped by the received date and time in the MPS email system. Each item must have the unit price and the extended line total. Bids on alternate or substitute items “as equal” will be considered (except when the bid specifies “no substitutes”) if full descriptive literature is included and the requirements set forth in the Terms and Conditions are fully complied with. All items bid must be F. O. B. to the MPS location receiving the goods, with freight paid by the vendor. Bid responses:
If being submitted electronically, use this address:
[email protected]
Note: The subject line of bidder’s submission must contain the following: “Bid response” followed by bid number, date due, bidding company name. Any attachments to electronic submissions must be in Microsoft Word, Adobe PDF, or ZIP file formats and under 10MB in size. If you do not receive an auto-generated email that your proposal was received, you must take immediate action. MPS will not accept responsibility for any network or power outages that may occur during the transmission of bids.
If using regular first class U.S. Mail, bid must be in a sealed envelope labeled with the buyer name, bid number and date due using this address: Milwaukee Public Schools Procurement Division P.O. Box 2181 Milwaukee, Wisconsin 53201-2181
If using private delivery services or anything other than first class U.S. Mail, use this address: Milwaukee Public Schools Procurement Division (Office of Finance) 5225 West Vliet Street, Room 160 Milwaukee, Wisconsin 53208
6.
All bids must be signed on the Bidder Signature block or they shall be deemed non-responsive and be rejected.
For informational purposes only: Please indicate whether your firm is certified as a Historically Underutilized Business (MINORITY, WOMAN OWNED) DISADVANTAGED, Service-Disabled Veteran Owned Small Business, SBA-8A, or other approved targeted business enterprise). Certifying agency (a) (b) Expiration date Current certification document, with NAICS code, must be submitted with bid response. Payment terms: MPS attempts to pay all invoices within 30 days of a properly submitted invoice. State prompt pay law will not apply to any Purchase Order/Contract awarded as a result of this bid. Discount offered for payment within designated period:
%
business days of a properly submitted invoice.
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B 5691 A. B. C.
Discount quoted will be applied in determining the final bid price. Payment discounts of less than 20 days will not be considered in the award of this bid. Discounts will be calculated from the date the material is received or the date the properly submitted invoice is received, whichever is later.
Any changes to this bid shall be issued via bid addendum and if necessary, an extension will be made to the bid closing date. Any addenda will be posted to the MPS Bids Pending site at http://www.milwaukee.k12.wi.us. Bidders are responsible for checking this website for any future addenda or bid information prior to the bid closing date. In the event of a conflict between this Bid and Terms and Conditions for Bids dated January 20, 2010, the terms and conditions of this Bid shall govern. ***Questions*** Any questions or requests for clarifications must be directed in writing to
[email protected] no later than 2:00 p.m. (Central) Friday, April 11, 2014. The subject line of the email must be labeled “B 5691 - Question”. The only contact allowed with MPS staff is through
[email protected], as stated above. Unauthorized contact of any MPS employee is cause for rejection of the bid. Any additional information or clarifications that are provided to one bidder will be provided to all bidders in the form of an addendum posted to the MPS portal at http://www.milwaukee.k12.wi.us. ***Scope*** This bid is for a blanket contract for MimioTeach interactive whiteboard or equivalent and its accessories for delivery for a two-year period with one additional one-year option to extend by mutual consent. These are primarily for use by Non-Public Title-funded sites whose funds are administered by Milwaukee Public Schools. The quantities listed below are estimates only. MPS does not guarantee the amount that will actually be purchased. The items specified in this bid will be used for bid evaluation and award purposes only. MPS reserves the right to purchase like-items from the bid awardee at like discounts. Orders will be placed by users for quantities as needed. There is no guarantee as to the specific quantity to be ordered on any particular purchase order, nor whether Items 1-6 will be ordered in a 1:1 matching quantity on any purchase order, nor total quantities that will be purchased. The quantities listed are estimates for a two-year period. Unit Price Extended Item Quantity Unit Description Item F.O.B. Line Totals MPS Building No. The items listed below are representative of those that may be ordered and will be used for bid evaluation and award purposes. Items and quantities purchased may not however, be limited to this listing. MPS reserves the right to purchase likeitems from the bid awardee at like discounts. All equipment bid shall be new, unused and not previously titled. Units classified as factory rebuilt, prototype of discontinued are not acceptable.
Vendor must quote all items to be considered for award. 1.
4
Ea
MimioTeach interactive whiteboard including MimioTeach bar, rechargeable stylus, MimioHub wireless receiver, USB micro-B cable, magnetic mounting bracket, USB power supply, MimioStudio software, and two years hardware warranty (total of five years with additional three years after product registration); or equal Ea/ Indicate the Manufacturer and Model number quoted:
2.
2
Ea
MimioTeach Stylus, or equal, compatible with Item #1 as an additional accessory. “Or equal” quoted for this item is only acceptable if quoting an “or equal” brand for Item #1 Ea/ Indicate the Manufacturer and Model number quoted:
3.
1
Ea
MimioTeach USB extension cable, or equal, compatible with Item #1 as an additional accessory. “Or equal” quoted for this item is only acceptable if quoting an “or equal” brand for Item #1. Ea/
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B 5691 Item No.
Quantity
Unit
Description
Unit Price F.O.B.
Item
Extended Line Totals
MPS Building
Indicate the Manufacturer and Model number quoted:
4.
1
Ea
Metallic mounting brackets with removable adhesive strips for non-metallic surfaces, same as provided in the MimioTeach (Item #1), or equal, compatible with Item #1 as an additional accessory. “Or equal” quoted for this item is only acceptable if quoting an “or equal” brand for Item #1. Ea/ Indicate the Manufacturer and Model number quoted:
5.
1
Ea
Global AC adapter, same as provided in the MimioTeach (Item #1), or equal, compatible with Item #1 as an additional accessory. “Or equal” quoted for this item is only acceptable if quoting an “or equal” brand for Item #1. Ea/ Indicate the Manufacturer and Model number quoted:
6.
4.
Ea
Indicate charge, if any, for setup, assembly, and installation of Item #1, including software. Ea/
7.
2.
Ea
Indicate charge, if any, for on-site training for 1-2 school staff in order to be proficient in operation of Item #1.
Ea/
Grand Total of All Extended Line Totals
$
***Bid Responsiveness*** Does your bid response include any counter offers, changes to any terms, conditions, specifications or plans in this bid? Yes
No
If you check “no”, you are affirming that there are no counter offers or changes to terms, conditions, specifications or plans stated herein and any language in your bid response that could be interpreted as such will be disregarded. If you check “yes”, your bid will be rejected as nonresponsive. ***Delivery Requirement*** Delivery is required no later than 15 calendar days after receipt of order. Will you comply with this requirement?
Yes
No
Note: If you cannot comply with the delivery requirement, your bid will be rejected as non-responsive. ***If Quoting “Or Equal” Items*** A. Descriptive Literature/ Specifications If bidding product other than the model specified, bidder must include descriptive literature with your bid for bid evaluation purposes. In addition, it is the responsibility of the bidder to indicate specification compliance of the model bid compared to the specified model in a point-by-point manner. Failure to include descriptive literature and verify specification compliance with your item(s) bid in a manner which highlights and marks a point-by-point specification compliance shall result in bid rejection. Substitutions of equivalents of specified items may be permitted at the sole discretion of the Procurement Manager. Specification Compliance - Does your model comply with ALL specifications? Yes No Have you included descriptive literature and does it indicate point-by-point specification compliance?
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Yes
No
B 5691 Please specifically list all areas of deviations. (MPS reserves the right to award the bid to a bidder bidding an equal product so long as in the sole discretion of the Procurement Manager any deviations are non-material.):
B. Vendor must include references Vendor shall provide at least three client references including the names of the individual(s) you would propose MPS contact, together with phone numbers and company names and addresses. These references should be for similar-sized entities as MPS and bidder shall have performed satisfactorily for at least three years. References will be rated on a pass/fail basis, which is at the sole discretion of MPS. MPS reserves the right to disqualify vendors with failing references as non-responsible/non-responsive. Vendor Address Contact Phone Vendor Address Contact Phone Vendor Address Contact Phone C. Sample MPS reserves the right to request a sample of the model(s) quoted prior to final award. Samples requested must be deliverable within five calendar days of request. Samples will be provided at no cost to MPS and will be returned to bidder at the cost of the bidder within 30 days of receipt. The determination of whether an equivalent sample is acceptable is at the sole discretion of MPS.
***Model Change*** In the event that the model bid is discontinued during the contract period, vendors shall be obligated to replace the bid model with an equivalent model at the same price as the discontinued item, or at same-discount as the discontinued item, whichever is more advantageous to MPS. Vendor shall provide documentation regarding the replacement model for the Procurement Manager’s approval. The decision of whether documentation is adequate is at the sole discretion of MPS. The decision of whether to accept the model proposed is at the sole discretion of MPS. ***Additional Discounts*** For additional Mimio products, indicate the Discount off of Standard (List) price list that will be offered. Discount percentages may differ by particular products or group of products. Be specific and indicate below: Type of Product
Catalog or other source of Standard (List) Pricing
Discounts quoted will not be a factor in determining the lowest responsive and responsible bidder.
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Discount %
B 5691 ***Contract Term*** The contract term is a for a two-year period with one additional one-year option to extend by mutual consent. This contract is anticipated to commence approximately June 1, 2014. ***Insurance*** The District's contract language requires that a Contractor agree that financial responsibility for claims or damages to any person, or to Contractor’s employees and agents, shall rest with the Contractor. Contractor and its subcontractors shall effect and maintain any insurance coverage, including, but not limited to, Workers’ Compensation, Employers’ Liability, General Liability, Contractual Liability, Automobile Liability and Umbrella Liability to support such financial obligations. The indemnification obligation, however, shall not be reduced in any way by existence or non-existence, limitation, amount or type of damages, compensation, or benefits payable under Workers’ Compensation laws or other insurance provisions. The minimum limits of insurance required of the Contractor by MPS shall be: Workers’ Compensation: Employers’ Liability: General Liability: Auto Liability: Umbrella (excess) Liability
Statutory Limits $100,000 per occurrence $1,000,000 per occurrence/$2,000,000 aggregate $1,000,000 per occurrence $1,000,000 per occurrence
MPS shall be named as an additional insured under Contractor’s and subcontractors’ general liability insurance and umbrella liability insurance. Evidence of all required insurances of Contractor shall be given to MPS. The certificate of insurance or policies of insurance evidencing all coverages shall include a statement that MPS shall be afforded a thirty (30) day written notice of cancellation, non-renewal or material change by any of Contractor’s insurers providing the coverages required by MPS for the duration of this Contract. Insurance companies must be acceptable to MPS and must have a current A.M. Best rating of A- or better. Documentation of insurance in the form of Certificates of Insurance will be required to be submitted prior to the award of the contract. Documentation is not required at the time of bid response. Will you comply with this requirement?
Yes
No
Note: If you cannot comply with the insurance requirement, your bid will be rejected as non-responsive. ***Reports*** Successful bidders shall be required to maintain detailed reports of all products ordered by MPS. Such reports shall at a minimum include but not be limited to, the date, ordering site and person, itemized description of goods and itemized pricing. Reports shall be made available to the Procurement Division upon request.
***Escalation/De-escalation*** This will be a two-year period contract from date of award with one additional one-year option to extend by mutual consent, subject to cancellation at MPS’ sole discretion within sixty days of the anniversary date. The volume listed is an estimate and is no guarantee as to the amount that will be purchased during the term of the contract. Contract continuance is contingent upon the availability of funding for the materials or services to be provided during the term of the contract. Prices quoted must be firm for one year after which an escalator may be invoked if vendor’s price has increased. Any request for a price increase must be made in writing to the Procurement Division staff person listed on the contract at least sixty days in advance of the effective date of the increase and verified by a letter from the supplier and/or published price sheets. Price increase shall be based on product cost only and not to exceed 10% of the firm bid price during the contract period. The increase must be approved by the Procurement Division prior to its effective date in the form of a contract amendment or change order. Likewise, any de-escalation in price shall be passed on to MPS. Vendors are obligated to treat price decreases as equally as price increases during the tenure of the contract. Price escalation clauses are not applicable for “discount from list” contracts as the vendor’s current list will already reflect market changes. Therefore, while percent of discount offered by vendor must remain firm for term of contract, vendor must provide updated price lists to the Procurement Division and MPS users when updated.
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B 5691 *** Contract Compliance Services (CCS) Requirements*** In educating the children and youth of Milwaukee, MPS is also a primary purchaser of goods and services in the Milwaukee marketplace. MPS believes it is obligated to display in its own operations the values of excellence, diversity, and economic responsibility that it strives to teach its students. To that end, many MPS contracts require the use of Historically Underutilized Business (HUB) firms and the engagement of the MPS contract awardee in Student Employment and/or Student Career Education activities. The HUB participation requirement for this bid is 0% per 12-month contract. The Student Engagement Requirement for this bid is: 0 hours of Student Employment per 12-month contract 0 hours of Career Education per 12-month contract All information relating to the HUB participation requirement and the Student Engagement Requirement, including all forms that must be filled out, can be found at http://www.milwaukee.k12.wi.us (click on Vendors, then click on Forms), which is herein expressly incorporated by reference. Note: Even if there are no HUB or Student Engagement requirements, you must still fill out the Prime Vendor Information Sheet, found at http://www.milwaukee.k12.wi.us. (This information will not be used in making any award and is kept solely for statistical reporting purposes to the Board of School Directors). If a HUB participation requirement has been assigned, vendors must submit a HUB Utilization Plan. If a Student Engagement requirement is assigned, the following forms are required to be filled out at bid submission Schedule H1-A Student Employment Commitment Form and Schedule H1-B Student Career Education Plan Commitment.. If both HUB and Student Engagement requirements are assigned, all forms related to both requirements must be addressed in the response. Please note that Proposers’ status as a 501(c)(3) does not exempt it from these requirements.
For the following form(s) whose box is checked below, respondents must complete and return the forms with submission or your bid will be rejected as non-responsive. The required forms are attached to this bid. Fillable versions of these same forms can also be found at http://www.milwaukee.k12.wi.us (click on Vendors, then click on Forms). If you use the fillable version of the forms, you must still print, sign, and attach to your bid submission.
Appendix A- HUB Utilization Plan (If box is checked, current certification document, with NAICS code, must be submitted with bid response.) Appendix B- Prime Vendor Information Sheet (Mandatory for every bid response.) Schedule H1-A Student Employment Commitment Schedule H1-B Student Career Awareness/Education Plan/Commitment
MPS’ CCS Manager will be the sole judge of the suitability and completeness of the returned forms and assign a “Pass”/ “Fail” determination accordingly. Responses determined to have “Failed” will be rejected as non-responsive. For information on MPS’ CCS program, contact the Office of Contract Compliance Services at
[email protected]. ***Award Statement*** Award will be made in total to the lowest responsible and responsive bidder complying with the bid specifications and the delivery requirements. Low bidder will be determined from the grand total of the Extended Line Total of all items listed. Extended Line Totals are arrived at by multiplying the Quantity by the Discounted Unit Price for each line item. Bidders must quote all items listed to be eligible for an award. Responsive bidders must be authorized Mimio resellers, dealers, or distributors eligible to sell to MPS (or authorized for alternate brand if quoting “or equal”). MPS reserves the right to verify with the manufacturer whether a bidder is an authorized reseller, dealer, or distributor eligible to sell to MPS and to reject any bidder as non-responsive based on that information. Except as provided herein, MPS will not check a bidder’s math. If an apparent low bidder makes a mathematical error in arriving at the extended line totals, MPS will interpret the error in the manner most beneficial to MPS, make commensurate adjustments to the unit price (i.e., by holding the bidder to the unit price listed on the bid even if it
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B 5691 conflicts with the extended line total divided by the number of units; or by holding the bidder to the unit price arrived at by dividing the extended line total by the number of units, even though less than the unit price actually listed) and make the award on that basis. If an apparent low bidder makes a mathematical error to MPS’ benefit in the summation of the extended line totals, MPS will allocate the difference between the correct total and the listed total equally among all items bid to arrive at a lower adjusted unit price for each item bid (as initially adjusted above if there is a mathematical error in arriving at the extended line totals). If an apparent low bidder makes a mathematical error to MPS’ detriment in the summation of the extended line totals, MPS will make the award based on the correct summation of the extended line totals and hold the bidder to the unit price listed (as adjusted above if there is a mathematical error in arriving at the extended line totals). ***Appeals*** Appeal may be filed at any time during the procurement process, but not later than 5 days after Procurement’s public notification of bid tabulation and recommendation of award. Information on the written appeal process is available at:
http://mpsaccountability.milwaukee.k12.wi.us/wp-content/uploads/2013/03/Bid_RFP-Appeals-Form.pdf ***Additional Information Required*** 1.
Contact Person for Order Placement Contact Person: Phone number: Fax number: Email address:
2.
On-Line Capabilities Do you have a website with the following: On-Line Catalog:
Yes
No
On-Line Ordering:
Yes
No
Webpage Address:
______
***Cooperative Purchase Inquiry*** Would you be willing to extend the pricing from any contract that may result from this bid to other V.A.L.U.E. members of local government entities in the southeastern Wisconsin area? Yes
No
Please be advised that the award of this bid by MPS is NOT contingent upon your agreement to the above request. If, however, you agree to extend to any other agencies, each agency will be responsible for issuing and administering its own contract.
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B 5691 *** Binding Terms and Conditions *** If your bid is accepted and a contract/purchase order issued, this bid document and any documents incorporated by reference shall constitute the entire contract between MPS and your firm concerning the subject matter herein and supersede any prior proposals, negotiations, conversations, discussions and contracts among the Parties. No amendment or modification of any provision of this Contract shall be effective unless the same shall be in writing and signed by both Parties. MPS will not sign a vendor’s contract. Nor will MPS be bound by any terms and conditions included in contractor’s packaging, service catalog, brochure, technical data sheet or other document which attempts to impose any conditions at variance with or in addition to the terms and conditions contained herein. The following documents are herein expressly incorporated by reference to this bid: MPS Contract/Purchase Order (if issued), the Terms and Conditions for Bids dated January 20, 2010, found at http://www.milwaukee.k12.wi.us, and your Bid Response. In the event of a conflict of terms, the order of priority shall be (1) Request for Bid, (2) Terms and Conditions for Bids, (3) Purchase Order (if issued), and (4) your Bid Response. By signing below, bidder hereby certifies that this bid is in all respects fair and without collusion or fraud, and is made with the understanding that no elected officer or any employee of MPS has any interest, directly or indirectly unless otherwise stated.
Bidder’s Signature Bidder’s Firm Address City/State/Zip Telephone Fax Number Email Federal ID# Signature (electronic or manual) Name (typed or printed) Title Date
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