WISCONSIN DEPARTMENT OF
TRANSPORTATION
SPECIAL CONDITIONS OF BID - CONTRACTS
TABLE OF CONTENTS
SECTION
SUBJECT
1. SCOPE
2. CONTRACT TERM
3. CONTRACT QUANTITIES / NEW OR DELETED ITEMS
4. CONTRACT REQUIREMENTS AND BIDDER/CONTRACTOR QUALIFICATIONS
5. SPECIFICATIONS
6. DELIVERY
7. F.O.B. DESTINATION FREIGHT INCLUDED / INSTALLED / ON SITE SERVICE
8. METHOD OF BID
9. BID RESPONSE REQUIREMENTS
10. SAMPLES
11. METHOD OF AWARD
12. SUBCONTRACTING OR THIRD PARTY PAYMENTS
13. ORDERS
14. FIRM PRICES
15. INVOICING REQUIREMENTS
16. ITEM RETURN POLICY
17. SHIPMENTS, DUPLICATES AND OVER SHIPMENTS
18. CONTRACT CANCELLATION
19. SPECIFICATIONS
20. VENDOR REFERENCE/INVENTORY VALUE
ATTACHMENTS:
COST ANALYSIS & APPRECIABLE CONTRIBUTION WORKSHEET
COST ANALYSIS & APPRECIABLE CONTRIBUTION DEFINITIONS/GUIDELINES
HIGHWAY SURVEY STAKES AND LATH DETAIL DRAWING
3/6/2016
BID # 256525
Page 1 of 9
WISCONSIN DEPARTMENT OF
TRANSPORTATION
BID # 256525
Page 2 of 9
1. SCOPE
The Wisconsin Department of Transportation (WisDOT or DOT), through its Purchasing Section
(Purchasing), requests bids to establish a contract for the purchase of Highway Survey Lath and
Stakes.
The attached Standard Terms and Conditions shall govern this bid unless specifically modified in the
Special Conditions of Bid. Conditions of bid that include the word "must" or "shall,” describe a
mandatory requirement. All specifications are defined as mandatory minimum requirements unless
otherwise stated. If no bidder is able to comply with a given specification or condition of bid, Purchasing
reserves the right to delete that specification or condition of bid. Failure to meet a mandatory
requirement shall disqualify your bid.
If you have any questions regarding the specifications, or special conditions of bid, please contact the
purchasing agent shown on the bid cover sheet as soon as possible, but no later than 5 working days
prior to the bid opening date. If the answer requires written notification to other bidders, purchasing will
issue an official addendum.
Any correspondence, documents, price lists, etc. to support your bid, must include the bid number and
be sent to Purchasing, 4802 Sheboygan Ave. Rm. 751, P O Box 7396, Madison, WI 53707-7396 to be
acknowledged.
Retain a copy of these Special Conditions of Bid for your files. Should you receive an award, these
Special Conditions of Bid become your contract terms and conditions.
Questions regarding this bid shall be answered by the following:
ADMINISTRATIVE: Jane DeRosia via e-mail at jane.derosia@dot.state.wi.us
2. CONTRACT TERM
Contract awarded to a State-qualified work center will begin after award is made 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.
3. CONTRACT QUANTITIES/NEW OR DELETED ITEMS
The estimated annual quantities identified for each item on the “BID PRICE SHEET” are for bid
purposes only and are based on historical data in an average fiscal year. 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 new products to this contract based on
technology changes or changes to standards unknown at the time of this bid. Contractor(s) prices must
be fair market pricing for like products. Contractor should promptly notify Purchasing of new or
discontinued products.
4. CONTRACT REQUIREMENTS AND BIDDER/CONTRACTOR QUALIFICATIONS
To be eligible for a contract award, you must be qualified and able to provide the following. Respond on
"Bidder Response Sheet".
4.1
3/6/2016
Bidder must designate a person to provide on-going communication, coordinate servicing,
answer questions and expedite deliveries.
WISCONSIN DEPARTMENT OF
TRANSPORTATION
BID # 256525
Page 3 of 9
4.2
Bidder should be able to maintain an inventory of products required in this bid. Indicate the
approximate dollar value of the inventory maintained in your warehouse and its location.
WisDOT reserves the right to inspect the facilities to determine acceptance or rejection.
4.3
Bidder must supply references of three firms to which similar products have been provided
during the past three years to a comparable sized institution or company. If contacted, all of
those references must verify that a high level of satisfaction was provided.
4.4
Bidder must be in the business of supplying survey stakes and lath for the past year.
4.5
Contractor should be able to report on a semi-annual basis all products purchased against this
contract.
5. SPECIFICATIONS
See SPECIFICATIONS and/or BID PRICE SHEET for the minimum acceptable specifications for
products desired.
Bid must be clearly identified by manufacturer and catalog/model/stock number and/or appropriate
identification as requested on the BID PRICE SHEET. Adequate detailed specifications of the product
offered must be included with your bid to insure that the product being bid meets all specifications.
Failure to provide product specifications and information may disqualify your bid. WisDOT shall be the
sole judge of equivalency and acceptability.
Bid specifications may not be revised without an official written addendum issued by Purchasing.
If requested, sample must be furnished within 7 calendar days of our request or your bid shall be
disqualified.
6. DELIVERY
Delivery is desired within 30 calendar days, or less, after receipt of a purchase order or release.
Bidders are to state on the Bid Cover Page if they can meet this delivery.
For orders that require faster delivery, it is expected that partial shipments will be shipped as product is
available.
The contractor is required to notify the ordering department of any back order, discontinuation of
product(s) or other delays in shipping within 24 hours of receipt of order or release order.
7. F.O.B. DESTINATION FREIGHT INCLUDED
Delivery will be made by common carrier or bidder's truck, with unloading to be performed by the
carrier/bidder and carton(s) transported to the interior/ground floor or inside dock at various locations
Statewide. Bid prices should include all packing, transportation, insurance charges and
installation/operation manuals.
Failure to bid FOB Destination Freight Included may disqualify your bid.
3/6/2016
WISCONSIN DEPARTMENT OF
TRANSPORTATION
BID # 256525
Page 4 of 9
8. METHOD OF BID
Bidder must submit a unit price and extended total for each item and a total price by lot as designated.
A WC must account for fifty percent (50%) or more of the appreciable contribution to the commodity.
Appreciable contribution is determined by subtracting the cost of any raw materials or components used
to manufacture or to assemble the product, post-manufacturing costs (the costs incurred after the point
of completing the manufacturing or assembling the product, i.e., warehousing, shipping/transporting),
and any overhead associated with the sale of the commodity from the sale price of the commodity. A
Cost Analysis and Appreciable Contribution Worksheet and instructions are included with this bid.
Failure to provide this worksheet may disqualify your bid.
9. BID RESPONSE REQUIREMENTS
In order for your bid to be considered, the following information must be provided. Submit one copy with
your bid:
9.1
9.2
9.3
9.4
9.5
9.6
Bid Cover (Signature) Page
Price Sheet
Bidder must designate a person to provide on-going communication, coordinate servicing,
answer questions and expedite deliveries.
Reference Form
Cost Analysis and Appreciable Contribution Worksheet
Detailed return policy
Failure to provide these forms/information with your bid submittal may disqualify your bid.
Bids may not be submitted via facsimile. It is the bidder’s responsibility to ensure that all completed
documents are readable and sent to the DOT Purchasing Office by the due date and time.
10. SAMPLES
Bidders may be required to submit samples for testing or control against product delivered. Samples
requested upon request after bids are open must be delivered to the designated location within 7
calendar days of request.
WisDOT shall evaluate all samples requested in an identical manner to determine whether the products
delivered conform to the specifications.
WisDOT shall reject samples NOT meeting bid specifications. The bidder shall be notified in writing by
WisDOT to pick up rejected samples, at the bidders expense, within 5 working days of date of such
notification. Any rejected samples not picked up in the designated time period shall be disposed of as
WisDOT sees fit.
Failure to deliver samples within time designated may disqualify your bid.
11. METHOD OF AWARD
Contract will be awarded to the lowest cost responsive, responsible State-qualified work center meeting
fair market price and other work center program criteria per Wisconsin State Statute 16.752.
3/6/2016
WISCONSIN DEPARTMENT OF
TRANSPORTATION
BID # 256525
Page 5 of 9
12. SUBCONTRACTING OR THIRD PARTY PAYMENTS
All subcontracting shall be pre-approved by WisDOT. The prime contractor shall be responsible for all
subcontractor(s) work and payment. The WisDOT will not pay any subcontractor or third parties
directly.
13. 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.
Purchasing card releases: placed by department personnel using their State purchasing card
under WisDOT and State guidelines.
14. FIRM PRICES
Prices must remain firm for the initial contract period. Prices established may be lowered due to general
market conditions.
Price change requests must be received by Purchasing in writing 60-calendar days prior to the effective
date of proposed increase for acceptance or rejection. Proposed price increases are limited to fully
documented cost increases submitted with the request. If Purchasing deems cost increases are not
acceptable, it reserves the right to re-bid the contract in whole or part. Acceptance of the price increases
shall be in writing.
15. 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, it also 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:
a.
b.
c.
purchase order number
vendor name
remit to address
d.
e.
complete product description as
stated on your bid.
prices per the contract
The original invoice and two copies must be sent to the bill-to address shown on the Purchase Order.
Invoices/Purchasing card
Orders placed by WisDOT using a purchasing card must reflect current contract pricing.
16. ITEM RETURN POLICY
Contractor should provide for return of products ordered in error for up to 30 calendar days from receipt
without a restocking charge and WisDOT paying only the return shipping costs. Indicate, in detail, your
return policy.
3/6/2016
WISCONSIN DEPARTMENT OF
TRANSPORTATION
BID # 256525
Page 6 of 9
17. SHIPMENTS, DUPLICATES AND OVER SHIPMENTS
Upon notification by WisDOT of a duplicate or over shipment, product must be removed at the contractor's expense. If
such goods are not removed within 30 days of written notification, WisDOT reserves the right to dispose of them as its
own property and shall not be held liable for the cost.
18. CONTRACT CANCELLATION
WisDOT may terminate the contract at any time with the approval of the State Use Board. Upon
termination, WisDOT’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 WisDOT.
Contractor has the right to terminate the agreement at any time by giving written notice to WisDOT ninety
(90) days prior to the effective date of said termination. The contractor will refund WisDOT within 30 days of
termination all payments made by WisDOT to the contractor for work not completed or not accepted by the
Department.
3/6/2016
WISCONSIN DEPARTMENT OF
TRANSPORTATION
BID # 256525
Page 7 of 9
19. SPECIFICATIONS -- HIGHWAY SURVEY STAKES AND LATH
A.
STAKES
1. Types of Wood:
a) Softwood species must be SPF (Spruce-Pine-Fir).
b) Hardwood species must be dense hardwood (e.g., Oak, Maple, Ash or Hickory).
2. Finish and Condition:
All stakes must be smooth sawn and dry to less than 20%.
3. Dimensions (reference detail drawing):
a) 1” x 2” nominal (3/4” x 1-1/2” actual) softwood and hardwood stakes to have one end cut off
square. Opposite end to have a 4-inch long by ¾” wide taper on two sides from the wider
dimension to a center point. Lengths of softwood stakes may be 18 or 24 inches. Lengths of
hardwood stakes may be 6 or 12 inches.
b) 2” x 2” nominal (1-1/2” x 1-1/2” actual) hardwood stake to have one end cut off square.
Opposite end to have a 4-inch long taper on four sides or 4-inch long “pencil point” taper.
Lengths of hardwood stakes may be 12, 18, or 24 inches.
B.
LATH
1. Types of Wood:
a) Softwood species must be Aspen.
b) Hardwood species must be dense hardwood.
2. Finish and Conditions:
All lath must be smooth sawn, dry to less than 20%, and out of the elements for 90 days prior to
delivery.
3. Dimensions (reference detail drawing):
a) Softwood lath must measure 3/8” x 1-3/8” or 3/8” x 1-5/8” actual. Lengths of softwood lath may
be 24 or 48 inches.
b) Hardwood lath must measure 3/8” x 1-3/8” or 3/8” x 1-5/8” actual. Lengths of hardwood lath
may be 24 or 48 inches.
All lath to have one end cut off square. Opposite end to have a 3 inch long taper on two sides from
the wider dimension to a center point.
C.
DELIVERY
1. Initial orders require 120 days for processing; subsequent orders should comply with requirement in
Special conditions of Bid, item 13. The vendor may be contacted for delivery schedules on
subsequent orders.
2
D.
Vendor shall notify the destination garage at least 48 hours in advance of delivery. So that
arrangements may be made for unloading.
PACKING AND PALLETIZING:
1. Packing:
All stakes and lath to be put up in bundles secured with metal or plastic banding in the following
quantities:
1” x 2” Stakes ....................................................................... 50 stakes per bundle
2” x 2” Stakes ....................................................................... 25 stakes per bundle
Lath ...................................................................................... 50 lath per bundle
Note - Bundles secured with twine will not be accepted.
3/6/2016
WISCONSIN DEPARTMENT OF
TRANSPORTATION
BID # 256525
Page 8 of 9
The bundles of stakes and lath are then to be secured to the pallets (described below) with metal or
plastic bands.
2. Palletizing:
District Nos. 2, 4, 5, 6, 7 and 8: All shipments must be palletized.
District Nos. 1, 3 and Central Office: Shipments may be palletized at vendor’s option.
Pallets shall be of heavy enough construction to hold stakes and lath without breaking and also allow
stacking. Clearance between deck boards and floor shall be minimum of 3-5/8” to allow use of fork
lift trucks to unload the pallets from vendor’s truck.
3. Protective Covering:
All deliveries must be completely covered for protection from rain and snow. The State reserves the
right to reject any load which is delivered wet or covered with snow, or fails to meet the above
specifications.
3/6/2016
WISCONSIN DEPARTMENT OF
TRANSPORTATION
20.
BID # 256525
Page 9 of 9
VENDOR REFERENCE/INVENTORY VALUE
FOR VENDOR:
Provide company name, address, contact person, telephone number, and appropriate information on the
product(s) used for three (3) 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.
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person
Phone No.
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person
Phone No
Product(s) and/or Service(s) Used
Approximate dollar value of inventory maintained in your warehouse:
3/6/2016
$_______________________