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A REQUEST FOR PROPOSAL (RFP) University of Wisconsin System

Primary Book Vendor for English Language Publications

Request for Proposal (RFP) JD-21-2771

Issued: February 16, 2021

Proposals must be submitted No later than 2:00 p.m. CDT

Tuesday, March 16, 2021

For further information regarding this RFP, contact:

Jacob Dwyer Office of Procurement

UW System Administration 780 Regent Street

Madison, WI 53715 Email: jdwyer@uwsa.edu

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TABLE OF CONTENTS

1.1 Introduction and Background ......................................................................... 3 1.2 Scope of the Project ....................................................................................... 3 1.3 Procuring and Contracting Agency ................................................................ 3 1.4 Definitions ...................................................................................................... 3 1.5 Clarification/Revisions to the Specifications and Requirements ................... 4 1.6 Vendor Conference ........................................................................................ 4 1.7 Reasonable Accommodations ........................................................................ 4 1.8 Calendar of Events ......................................................................................... 5 1.9 Contract Term and Funding ........................................................................... 5 1.10 VendorNet Registration ................................................................................. 5 2.0 PREPARING AND SUBMITTING A PROPOSAL .................................. 5 2.1 General Instructions ......................................................................................... 5 2.2 Incurring Costs................................................................................................. 6 2.3 Submitting the Proposal ................................................................................... 6 2.4 Proposal Organization and Format .................................................................. 7 2.5 Multiple Proposals ........................................................................................... 8 2.6 Oral Presentations and Onsite/Virtual Visits ................................................... 8 2.7 Demonstrations ................................................................................................ 8 2.8 Withdrawal of Proposals .................................................................................. 8 3.0 PROPOSAL SELECTION AND AWARD PROCESS .............................. 9 3.1 Preliminary Evaluation .................................................................................... 9 3.2 Proposal Scoring .............................................................................................. 9 3.3 Evaluation Criteria ........................................................................................... 9 3.4 Right to Reject Proposals and Negotiate Contract Terms ............................... 9 3.5 Award and Final Offer ................................................................................... 10 3.6 Notification of Intent to Award ..................................................................... 10 4.0 GENERAL PROPOSAL REQUIREMENTS ........................................... 10 4.1 Mandatory Requirements ............................................................................... 10 4.2 Company Overview ....................................................................................... 11 4.3 Proposer References ...................................................................................... 11 4.4 Security of University Data and Data Security Standards ............................. 11 5.0 SERVICE REQUIREMENTS .................................................................... 14 5.1 Online Ordering Database Platform .............................................................. 14 5.2 Shipping, Receiving, and Availability ........................................................... 16 5.3 Invoicing and Accounting .............................................................................. 16 5.4 Status reports, Returns and Cancellations ...................................................... 17 5.5 Training ......................................................................................................... 18 5.6 Management Reports ..................................................................................... 18 5.7 Approval Plans............................................................................................... 18 5.8 Customer Services ......................................................................................... 19 5.9 Cataloging and Processing Services .............................................................. 20 6.0 COST PROPOSAL ........................................................................... 21 6.1 General Instructions on Preparing Cost Proposals .............................. 21 6.2 Format for Submitting Cost Proposals ................................................ 21 6.3 Fixed Price Proposal Evaluation Period .............................................. 22 7.0 SPECIAL CONTRACT TERMS AND CONDITIONS ................ 22 8.0 STATE OF WI STANDARD TERMS AND CONDTIONS ......... 25 9.0 REQUIRED FORMS ........................................................................ 32

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1.1 Introduction and Background

The University of Wisconsin System (UWS), comprised of thirteen campuses statewide (see Appendix A), requests proposals for a primary vendor for domestic firm book orders from their available publishers and approval plan orders. UWS oversees all of Wisconsin’s public universities, including two (2) doctoral universities and eleven (11) comprehensive universities. UWS serves approximately 168,000 enrolled students.

1.2 Scope of the Project

The estimated yearly value based on past purchases is expected to be between $2.0 million and $3.0 million. The amounts listed are estimates only and not guaranteed contract amounts.

The primary objectives of this Request for Proposal are to aggregate the leveraged buying power of the University of Wisconsin System libraries, to provide tools to share library order, approval and holdings data in order to make informed collaborative purchasing decisions, and to provide reports to evaluate the libraries' collection holdings.

1.3 Procuring and Contracting Agency

This Request for Proposal (RFP) is issued by the University of Wisconsin System's Office of Procurement which is the sole point of contact for UWS during the selection process. The person responsible for managing the procurement process is Jacob Dwyer (jdwyer@uwsa.edu).

The contract resulting from this RFP will be administered by the University of Wisconsin System's Office of Learning and Information Technology. The contract administrator will be the Library Program Director, Julie Pohlman.

1.4 Definitions

The following definitions are used throughout the RFP:

Agency means the University of Wisconsin System. Contractor means proposer awarded the contract. Primary Vendor means the contracted vendor to be used for purchasing UW library's domestic firm order and approval plan books. Proposer/vendor means an organization submitting a proposal in response to the RFP State means State of Wisconsin. UWS means University of Wisconsin System. UWS Library/Libraries means the many physical libraries located throughout UWS, as listed in Appendix B.

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1.5 Clarification and/or Revisions to the Specifications and Requirements

Any questions concerning this RFP must be submitted in writing via electronic mail message on or before Tuesday, February 23, 2021 to:

Jacob Dwyer Procurement Specialist Office of Procurement University of Wisconsin System jdwyer@uwsa.edu

Vendors are expected to raise any questions, exceptions, or additions they have concerning the RFP DOCUMENT at this point in the RFP process. If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the vendor should notify immediately the above-named individual of such error and request modification or clarification of the RFP.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be provided to all recipients of this initial RFP.

Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions of this RFP and any supplements or revisions thereof.

Any contact with State or University employees concerning this RFP is prohibited, except as authorized in writing, in advance, by the RFP manager during the period from date of release of the RFP until the notice of intent to contract is released. Vendors with other current ongoing business with UWS may discuss ongoing business as needed, but are specifically cautioned to avoid discussing matters related to this RFP.

1.6 Vendor Conference

Depending on the number of questions asked before the deadline of February 23, 2021 and at the sole discretion of UWS, an optional vendor teleconference may be held to respond to written questions and to provide any needed additional instruction to vendors on the submission of proposals. The University does not anticipate a vendor teleconference at this time but reserves the right to schedule one if necessary. If the University schedules a vendor teleconference, all vendors will be notified, and all vendors who intend to respond to the RFP should attend the vendor teleconference.

1.7 Reasonable Accommodations

UWS 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 Jacob Dwyer at (608)263-4584 (voice) or via email at jdwyer@uwsa.edu.

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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 EVENT February 16, 2021 Date of Issue of the RFP February 23, 2021 (firm) Last day for submitting written inquiries March 2, 2021 (est.) Supplements/Revisions to the RFP posted on

VendorNet March 16, 2021 (firm) Proposals due from vendors Mid-Spring, 2021 (est.) Notification of Intent to Award sent to vendors Late-Summer, 2021 (est.) Contract Start Date

1.9 Contract Term and Funding

The contract shall be effective on the contract execution date and shall run for three (3) years from that date, with an option by mutual agreement of the agency and contractor, to renew for two (2) additional one-year periods.

1.10 VendorNet Registration

The State of Wisconsin’s 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 $50,000. Organizations without Internet access receive paper copies in the mail. Increasingly, state agencies also are using VendorNet to post simplified bids valued at $50,000 or less. Vendors also may receive e-mail notices of these simplified bid opportunities.

2.0 PREPARING AND SUBMITTING A PROPOSAL

2.1 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 onsite/virtual visits or oral interviews. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response.

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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

UWS is not liable for any cost incurred by proposers in replying to this RFP.

2.3 Submitting the Proposal

Vendors must submit an electronic original, marked as such, with all materials required for acceptance of their bid by the deadline shown on this Request for Proposal. Vendors must also submit one electronic copy with all proprietary information redacted from the Proposal Submittal. The copy must be clearly labeled and marked “Redacted Copy”.

Submission must be made to:

University of Wisconsin System Administration Office of Procurement Attn.: Jacob Dwyer, Procurement Specialist Room Number 105 780 Regent Street Madison, WI 53715

Via the following email address: jdwyer@uwsa.edu

All Bids must be received by the University of Wisconsin System Administration Office of Procurement via email jdwyer@uwsa.edu prior to the stated due date of 2pm Central Time March 16, 2021. The Time of Email Receipt of bid to jdwyer@uwsa.edu will be considered the time stamp. Bids received after the 2pm Central Time March 16, 2021 due date will be considered late and will not be accepted as a legitimate bid.

The instructions for submitting a Request for Bid submission are as follows: Strongly preferred Method:

• Place an electronic copy of your complete Bid Submission in a secure on-linefolder which Jacob Dwyer, UWSA Procurement Specialist is granted permissionto access.

• Place an electronic copy of your Redacted Proposal Submission in the same folderas a separate file.

• Send Jacob Dwyer, UWSA Procurement Specialist a link to access that folder bythe due date for submissions, 2:00 p.m., Tuesday, March 16, 2021 at emailaddress jdwyer@uwsa.edu.

• Files will be downloaded by UWSA Procurement upon receipt, but not revieweduntil after the due date of this RFP.

• Please make certain that the necessary permissions are granted to UWSAProcurement to access the folder and download the files. If password protected,please send the password to jdwyer@uwsa.edu via a separate email by the duedate specified on this RFP.

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If unable to use the Strongly Preferred Method (above): • Email the RFP as an attachment by the due date for submissions, 2:00 p.m.

Tuesday, March 16, 2021 to jdwyer@uwsa.edu.• Send a separate email with the date and time the RFP was emailed.• Please be aware that UWSA e-mail subsystem may trap e-mail containing large

attachments and/or certain types of encryption and/or embedded macros to subjectit to additional screening.

• If possible, please use the “Strongly Preferred Method”.• Note: Allowable Attachment Size for UWSA Email Receipt is 10MB.

If you have questions, please reach out immediately to Jacob Dwyer – UWSA Procurement Specialist at jdwyer@uwsa.edu or via phone 608-263-4584.

2.4 Proposal Organization and Format

Proposals should be organized and presented in the order and by the number assigned in the RFP. Proposals should not contain URLs or web addresses containing information that is part of the proposal. Evaluators will not visit URLs contained in proposals and will not consider or evaluate information located at such URLs. Proposals must be organized with the following headings and subheadings. Each heading and subheading should be clearly marked.

• Section 4.1 Mandatory Requirements: All items, numbered as 4.1.1 through4.1.7, must be responded to with either "Meets this requirement" or "Does notmeet this requirement". Proposals will be reviewed to determine whethermandatory requirements have been met as described in section 3.1 prior toproceeding to the next step of the evaluation process.

• Section 4.2 Company Overview• Section 4.3 Proposer References: Please submit on Form DOA-3478 and attach

supplemental information if necessary.• Section 5.0 Service Requirements (5.1 through 5.10 answered in narrative form -

please restate the question and provide the answer in the order listed)• Section 6.0 Cost Proposal: The vendor must submit its Cost Proposal separately

as an electronic copy, and on the form provided in Appendix C according to theinstructions provided.No mention of the cost proposal may be made in the response to the Servicerequirements of this Request for Proposal.

• Section 9.0, Required Forms as follows:o Designation of Confidential and Proprietary Information (DOA-3027)o Vendor Information (DOA-3477)o Vendor Reference (DOA-3478)o Affidavito Wisconsin Cooperative Purchasing Form (DOA-3333)

Failure to provide any requested information in the prescribed format may result in disqualification of the proposal.

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2.5 Multiple Proposals

Multiple proposals from a vendor will be permissible; however, each proposal must conform fully on its own 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 (varying Cost Proposals) do not constitute multiple proposals.

2.6 Oral Presentations and Onsite/Virtual Visits

Top scoring vendors based on an evaluation of the written proposal may be required to participate in interviews and/or onsite/virtual visits to support and clarify their proposals, if requested by the University. The University 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 an onsite/virtual visit on the date scheduled may result in rejection of the vendor's proposal. The University of Wisconsin is not liable for any cost incurred by proposers in replying to this RFP including costs associated with traveling for on-site oral presentations or interviews or configuring their own technology for virtual interviews and demonstrations.

2.7 Demonstrations

Top-scoring vendor(s) may be required to setup and demonstrate its product(s) and/or service(s) for a UWS account. Product(s) being demonstrated must be activated for the UWS account upon two (2) weeks’ notice by the UWS to the vendor(s) and must be setup and ready for the demonstration within one (1) week of delivery. The UWS will furnish detailed specifications concerning the demonstration account 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 UWS'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 UWS. 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.

Top-scoring vendor(s) may also be required to provide guest accounts so UW evaluators can review their online ordering database systems.

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 if such request is 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.

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3.0 PROPOSAL SELECTION AND AWARD PROCESS

3.1 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 fail to meet one or more of the mandatory requirements, UWS 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.

3.2 Proposal Scoring

Various costing methodologies and models are available to analyze the cost information to determine the lowest cost to UWS. UWS personnel will select one method for scoring costs and will use it consistently throughout its analysis of all the cost proposals. UWS will determine at its sole discretion the cost proposal scoring methodology.

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 UWS’s direction. The committee may review references, request interviews, and/or conduct onsite/virtual 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.

3.3 Evaluation Criteria

The proposals will be scored using the following criteria:

Description

1. Company Overview

Percent

5%

2. Service requirements 60%

3. Cost 35%

Total: 100%

The evaluation committee must award at least ½ of the available points for the service requirements prior to having the cost proposal scored. A proposal that receives less than ½ of the available points on this section will be ineligible for further consideration.

3.4 Right to Reject Proposals and Negotiate Contract Terms

The UWS reserves the right to reject any and all proposals. The UWS may negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with

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the highest scoring proposer, the UWS may negotiate a contract with the next highest scoring proposer.

3.5 Award and Final Offers

The UWS will compile the final scores for each proposal. The award will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible proposer. Alternatively, the highest scoring proposer or proposers may be requested to submit final and best offers. If final and best offers are requested by the UWS and submitted by the vendor, they will be evaluated against the stated criteria, scored, and ranked by the evaluation committee. The award then will be granted to the highest scoring proposer. However, a proposer should not expect that the UWS will request a final and best offer.

3.6 Notification of Intent to Award

All vendors who respond to this RFP will be notified in writing of the UWS's intent to award the contract(s) as a result of this RFP from Jacob Dwyer, Procurement Specialist, via email at jdwyer@uwsa.edu.

After notification of the intent to award is made, copies of proposals will be available for public inspection upon reasonable notice from 8:00 a.m. to 4:30 p.m. at 780 Regent Street, Madison Wisconsin. Vendors should email UWSA Open records at uwsarecords@uwsa.edu.

4.0 GENERAL PROPOSAL REQUIREMENTS

4.1 Mandatory Requirements

The following requirements in section 4.1 are mandatory and the proposer must satisfy them. See section 3.1 for clarification if necessary.

4.1.1 Proposer must have 3 years proven experience in the provision of consortial book purchasing services to academic libraries, via firm order, approval, standing orders, and demand driven, patron driven, or evidence based acquisitions plans, for English language print and electronic materials.

4.1.2 Proposer must be able to provide separate accounts for each UWS Library listed in Appendix B.

4.1.3 Proposer must maintain an online database enabling online selection and ordering, retaining the history of all purchasing activity of each UWS Library, and providing secure (e.g. password protected) access to the database.

4.1.4 Proposer must be able to supply electronic bibliographic records, embedded order data, and PDF and.EDI invoices to each UWS Library, compatible with ExLibris’ Alma platform.

4.1.5 Proposer must be able to provide robust reporting functionality for areas such as expenditures, open orders, continuations, cancellations and approval plan activity.

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4.1.6 Proposer must be able to accept orders via an online purchasing platform, email, and paper.

4.1.7 The State of Wisconsin requires purchased contractual services to be performed in the United States (Wis. Stats 16.705 (1r)). Contractor warrants that the services provided to the University under this contract will be performed in the United States. The inability to perform services in the United States shall be grounds for disqualifying your proposal for this contract.

4.2 Company Overview

4.2.1 Please provide a general overview of your company and a detailed description of your experience and capabilities with the provision of consortial book purchasing services to academic libraries, via firm order, approval, standing orders, and demand driven, patron driven, or evidence based acquisitions plans. Include when your company began offering these services and an approximate number of customers that have utilized them since their inception. Include any differentiation between print and electronic book purchasing.

4.2.1 Please state the number of years in this business, including where applicable, previous firm names.

4.2.2 Please indicate the number and description of any cancelled or terminated contracts within the last five years.

4.3 Proposer References

Proposers must include in their RFPs a list of at least five (5) organizations with whom the proposer has done business like that required by this solicitation within the last two (2) years, including if reference is an Ex Libris Alma customer. For each organization,the Proposer must include the current, accurate name, title, address, and telephonenumber of a contact person along with a brief description of the project or assignmentwhich was the basis for the business relationship. The procuring agency will determinewhich, if any, references to contact to assess the quality of work performed andpersonnel assigned to the project. The results of any references will be provided to theevaluation committee and used in scoring the proposal. Please be certain to supplyaccurate, current contact info for references. Individuals conducting reference checkswill not track down references for whom inaccurate or outdated information has beensupplied. Any reference that cannot be contacted with a reasonable amount of effortshall count as a negative reference.

4.4 Security of University Data and Data Security Standards

4.4.1 UW System Information Security policies. Proposer agrees that it can and will comply with all UW System Information Security policies, which are publicly available here (1000 series policies): https://www.wisconsin.edu/uw-policies/uw- system-administrative-policies/.

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4.4.2 Board of Regents Acceptable Use Policy. Proposer agrees that it can and will comply with Board of Regents Acceptable Use Policy (AUP) 25-3 found here: https://www.wisconsin.edu/regents/policies/acceptable-use-of-information- technology-resources/.

4.4.3 Documentation. Proposer agrees that it will share appropriate information security related documentation with the University, including: Any SOC II or SOC III reports it may have done, all of its information security related policies, and external (third party) information security assessments and audits of its environment which have been completed, and documentation of any information security incidents or breaches which have occurred in its environment within the past 5 years. Proposer also agrees that it will complete a Higher Education Cloud Vendor Assessment Tool (HECVAT) survey.

4.4.4 Data Sharing. Except as otherwise specifically provided for in this Agreement or if disclosure is required by court order, subpoena or other regulatory authority, the Proposer agrees that University data will not be shared, sold, or licensed with any third-party, with the exception of approved sub-contractors, without the express approval of the University through the data protection agreement within the Contract. The Proposer will require any and all approved subcontractors it uses on the project to adhere to the same responsibilities and restrictions regarding University data. The Proposer certifies that only employees of the Proposer or approved contractors will be granted access to University Data. Access to University Data must be strictly controlled and limited to staff assigned to this project on a need-to-know basis only.

4.4.5 Data Transmission. The Proposer agrees that any transfer of data between the University and the Proposer or within the Proposer’s computing environment will take place using encrypted protocols such as SSL, step, or scup. The Proposer certifies that all data backups of the University's data will be stored and maintained in an encrypted format using at least a 128-bit key.

4.4.6 Notification of Incidents. The Proposer agrees to notify the University when any Proposer system that may access, process, or store University data is subject to unintended access. Unintended access includes compromise by a computer worm, search engine web crawler, password compromise, or access by an individual or automated program due to a failure to secure a system or adhere to established security procedures. The Proposer further agrees to notify the University Administrator via phone within twenty-four (24) hours of the discovery of the unintended access. The Proposer agrees to comply with all applicable laws that require the notification of individuals in the event of unauthorized release of personally- identifiable information or other event requiring notification. In the event of a breach of any of Proposer’s security obligations or other event requiring notification under applicable law ("Notification Event"), Proposer agrees to assume responsibility for informing all such individuals in accordance with applicable law and to indemnify, hold harmless and defend the University of

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Wisconsin and its trustees, officers, and employees from and against any claims, damages, or other harm related to such Notification Event.

4.4.7 Security Incident Investigations. In order to ensure the ability to investigate security incidents, the Proposer agrees to retain all authentication logs for a minimum of three (3) months from the creation of such logs. Proposer agrees to provide the University with the name and contact information, including phone number and email address, of at least one security contact who will respond to the University in a timely manner, dependent on criticality.

4.4.8 General Data Protection. The Proposer agrees that data provided to them during the provision of service shall be used only and exclusively to support the service and service execution and not for any other purpose. This shall include not examining data for targeted marketing either within the confines of the service or external to the service (e.g., keyword indexing). The Proposer may use aggregate statistics on service usage in order to enhance or optimize the functionality of the service. The phrase 'University data' includes data uploaded by users of the service and communications between the user, the University, and the Proposer.

4.4.9 Data Protection After Contract Termination. Upon termination, cancellation, expiration or other conclusion of the Agreement, all University data will be either returned to the University or destroyed as indicated by the University at the time of conclusion. Destruction must be certified via email notification by the CIO.

(a) Proposer acknowledges that some of the material and information that maycome into its possession or knowledge in connection with this Contract or itsperformance may consist of information that is exempt from disclosure to thepublic or other unauthorized persons under state or federal laws(“CONFIDENTIAL Information”). Proposer agrees to hold University’sCONFIDENTIAL Information in strictest confidence and not to make use ofCONFIDENTIAL Information for any purpose other than the performance of thisContract, to release it only to authorized employees or Subcontractors requiringsuch information for the purposes of carrying out this contract, and not to release,divulge, publish, transfer, sell, disclose, or otherwise make the information knownto any other party without the University’s express written consent or as providedby law. Proposer agrees to implement reasonable physical, electronic, andmanagerial safeguards to prevent unauthorized access to University’sCONFIDENTIAL Information.(b) Immediately upon expiration or termination of this Contract, Proposer shall, atUniversity’s option: (i) certify to University that Proposer has destroyed allUniversity’s CONFIDENTIAL Information in Proposer’s possession; or (ii)return all University’s CONFIDENTIAL Information to University. It isunderstood that information in an intangible or electronic format cannot beremoved, erased or otherwise deleted from archival systems (also known as“computer or system back-ups”) but that such information will continue to beprotected under the Confidentiality requirements contained in this Agreement.Notwithstanding anything to the contrary contained herein, Proposer may retain

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an archival copy of any document for its permanent records to the extent required by applicable law or regulation or the Proposer’s document retention policy. The rights and obligations of the parties under this Agreement will survive any return, destruction, or retention of CONFIDENTIAL Information.

5.0 SERVICE REQUIREMENTS

Proposer is requested to provide a brief description, with pertinent details, of their ability to provide the following services or products (items should be answered in the order given):

Note: Any costs for services should not be listed in the answers to these questions but rather included in the separate Cost Proposal Form.

5.1 Online Ordering Database Platform

5.1.1 Please describe your online database, giving information such as size, content, format of material, currency of information, navigation options, and the search methods available to libraries.

5.1.2 Please provide a current list of publishers from which Proposer can supply orders. List should include publishers for print purchasing and ebook purchasing.

5.1.3 Discuss your policies and initiatives to include works from authors and/or owners of independent publishers and small presses in your database of titles available to order. How are you specifically ensuring that your database of titles includes representation in content and creators from traditionally underrepresented or historically marginalized groups (e.g. ethnic minorities, persons with disabilities, undocumented persons, refugees, sexual minorities etc.).

5.1.4 Describe what information is displayed for each retrieved database record. Include screenshots of sample brief and full records.

5.1.5 Describe how to determine the status of a print title in the database, e.g. not yet published, in stock, treated on approval, print on demand, rush available. Does your database offer real time inventory?

5.1.6 Describe how to determine the availability of an electronic title in the database. Does your database offer real time inventory of electronic titles?

5.1.7 Describe the ability of a UWS Library to determine the status of a print ‘order’, e.g. out of stock, approval sent, notification sent, about to be shipped, hasbeen shipped.

5.1.8 Please fully describe rush processing services available for in-stock and out-of- stock print books and under what conditions additional charges would apply.

5.1.9 Indicate whether the online database platform can flag and identify duplicate purchases at the individual UWS Library level and, if so, how. Include information for print and electronic books.

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5.1.10 Describe levels of authorization available for access to the online database and whether library account administrators can create new accounts and change authorization levels.

5.1.11 Indicate if there is free access to your online database for customers. (If not, this question should be addressed in the Vendor’s Cost Proposal (Section 6)).

5.1.12 Indicate which web browsers and their versions are supported to access your online ordering database platform.

5.1.13 Please describe the ability of staff at UWS Libraries to call up a print title and view the order history of any/all UW libraries (e.g., whether a copy has been shipped on approval, standing order, or as a result of a firm order and whether a copy has been selected for approval plan, notification slip, no approval treatment, standing order shipment, standing order non-shipment, firm order, or the title has been blocked from shipment by a staff member).

5.1.14 Please describe the ability of UWS Libraries to call up an electronic title and view the order history of any/all UW Libraries (e.g. ownership or metered access, what platform(s) the e-book is available on, availability in an ebook collection package, how many simultaneous users for the title, any restrictions on access such as DRM, ILL, etc.).

5.1.15 Describe the process for discovering holdings, regardless of acquisition means, in your online order system, including if the online database has the ability to run a search, e.g. using ISBN, against a UWS Library’s online catalog to check for holdings in order to avoid unnecessary duplication.

5.1.16 Describe the process for placing a firm order on a variety of material types within your online database, and what methods can be used for placing orders (e.g. online, email, paper, APIs, etc.).

5.1.17 What has been the percentage of your system’s unscheduled downtime during the last twelve (12) months?

5.1.18 Describe the technical support available for your online ordering database system. Include detail on the methods available to report problems, escalation pathways, type of support (e.g. email, phone, chat, video), hours of availability, and typical response time.

5.1.19 Please describe how various levels of problems are handled (e.g. urgent, non- urgent, minor) and the policy and procedure for escalating problems.

5.1.20 How are users notified of system downtime, either scheduled or unscheduled?

5.1.21 Please describe any collection development tools that your online database has and how these can be used to streamline the libraries’ collection development process.

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5.1.22 Please describe how selectors can share titles that they have identified for purchase with acquisitions staff.

5.1.23 Describe database compatibility with Ex Libris Alma.

5.1.24 Indicate whether an API is available and whether it is capable of integration with Ex Libris Alma.

5.2 Shipping, Receiving, and Availability

5.2.1 Provide reports indicating the normal fill rate of domestic and international monographic publications purchased by academic libraries for 1) titles in stock and 2) titles in print but not in stock to the vendor. What is the percentage of orders for such items filled within 30, 60, and 90 days?

5.2.2 Describe options for documentation provided with shipments, e.g. packing lists, invoices, etc. Indicate if shipping labels prominently show account/sub-account numbers and invoice number(s) included in packages.

5.2.3 Provide a sample packing list and shipping label.

5.2.4 Please indicate options for shipment delivery packaging and schedules.

5.2.5 Please describe options for sorting and packaging shipments when the receiving library has multiple subaccounts.

5.2.6 Please indicate courier service(s) used for shipping filled orders.

5.2.7 Please describe the process for availability and access to purchased electronic book on vendor platform.

5.2.9 Describe what tracking information is available for shipments (e.g. by invoice, order number).

5.2.10 Describe how items are packaged to prevent damage during shipping?

5.3 Invoicing and Accounting

5.3.1 Is the price the library will be charged determined at the time of order, the time of invoicing, or some other date such as a publisher-specified "effective date"? If there is a price change, how is the library notified?

5.3.2 Indicate whether list prices as of the date of the invoice appear for each item on the invoice.

5.3.3 Indicate how print costs e.g., shipping and handling, book processing, are listed on the invoice.

5.2.8 Describe how items are grouped for shipments (ex. ship as available, ship at a certain threshold), whether partial shipment availability, etc.

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5.3.4 Indicate how item descriptions appear on invoices and what information is included, e.g. the item’s title, ISBN, any series titles, volume or issue numbers and any unique purchase order number used by UW libraries.

5.3.5 Provide a sample invoice.

5.3.6 Describe the options available to obtain access to or receive invoices (e.g. EDI, email, paper, download).

5.3.7 Indicate whether deposit accounts are provided as a payment option. If so, how can deposit accounts be monitored online in terms of payments, credits, and other invoice adjustments, and what level of payment detail is provided?

5.3.8 Describe the authorization level to access financial account information online.

5.3.9 Indicate the typical frequency for sending account statements, file format (e.g. excel, pdf) and whether they can be provided monthly.

5.3.10 Indicate the options available to a library to manage separate subaccounts based on types of material or method of acquisition, e.g. approvals, ebooks, standing orders, etc.

5.3.11 What methods of payment can be utilized (e.g. check, credit cards, deposit account, ACH).

5.3.12 Describe any limitations on EDI invoices (e.g. character limits, display lengths, etc.).

5.3.13 Indicate compatibility of EDI or electronic invoices with Ex Libris Alma.

5.3.14 Describe invoice payment terms (e.g. net 30, 60).

5.4 Status Reports, Returns and Cancellations

5.4.1 Describe the policies and procedures for returning print materials.

5.4.2 Describe the policies and procedures for cancelling or “returning” an ordered or completed ebook purchase. Include specific actions required of the purchasing library.

5.4.3 Describe how credits for returns are managed. Include information on credit memo number, whether it is different from invoice number, etc.

5.4.4 Describe the options for notifying libraries of Proposer cancelled items. Include a list of the typical reasons for cancellations and provide a sample cancellation notice.

5.4.5 Provide sample notifications showing how Proposer reports items with a change in status (e.g. such as cancellations for out of print (OP), out of stock (OS) or out of stock indefinitely (OSI)).

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5.4.6 Indicate if you provide automatic cancellation of orders after a user defined time period.

5.5 Training

5.5.1 Describe training opportunities available during the length of the contract, including the different types (e.g. tutorials, online, virtual, in person).

5.6 Management Reports

5.6.1 Please describe the variety of standard ready-made reports and the options UWS libraries have in customizing each one. In what formats, e.g., Excel, PDF, are these reports available? How frequently is the data updated? Include detail on what information/fields are reported on (e.g. date of invoice, date of order, fund information, call number, subject, list price, purchase price, publisher).

5.6.2 Please include a sample ready-made report.

5.6.3 Please indicate if Proposer can provide system-wide and multiple library management reports. Indicate if these can be run by UWS libraries. Include detail on what information/fields can be reported on if different from 5.6.1.

5.6.4 Please indicate if the library can interactively run reports from Proposer’s web site, and if so, describe the process. Include detail on what information/fields can be reported on if different from 5.6.1.

5.6.5 Please include a sample report that would include print approvals shipped within 6 months, date(s) of order, and cost per title.

5.7 Approval Plans

5.7.1 Provide a brief narrative of the life cycle of an approval book from the first prepublication announcement through shipment. Include a description of how it is determined which books are ordered from publishers and in what quantity.

5.7.2 Provide approval plan documentation and specifications including options for subject and non-subject parameters. Describe how simultaneous publication in the US, Canada, UK, or other origin is handled. Describe how simultaneous publications in different editions (paperback, hardback, electronic, etc.) are handled, and the options offered.

5.7.3 Provide a list of publishers treated on approval, extent of coverage by publisher, and numbers of items treated on approval for the calendar year 2020. Describe your ability to add an uncovered publisher at the request of a UWS Library. Identify reasons for excluding titles from coverage (e.g. children’s book, multivolume book continuation, CD ROM, etc.).

5.7.4 Describe your ability to distinguish and manage publishers and their distributed imprints.

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5.7.5 Describe how notification slip service is made available to libraries. Indicate whether you can supply slip notifications for the same title to multiple subprofiles within the same plan. Indicate how frequently slips are sent and whether they can be individually managed. Please submit samples of e-notification and/or paper slips.

5.7.6 Indicate if it is possible for a library to force either a recently announced publication or an announced but not yet published title to come on approval or to block it from shipment on approval.

5.7.7 Please describe how you estimate a UWS Library’s total costs of approval plans for the forthcoming year.

5.7.8 Indicate if you provide a profiling specialist to individual UWS Libraries for the initial set up. Indicate method of working with specialist (e.g. virtual, in person, email).

5.7.9 Describe the process of profiling, selecting subjects, and assigning non-subject parameters to a title selected for inclusion. Describe when each title is run against the library’s profile and how quickly a title will appear in the Proposer’s online database. If there are multiple subjects or there is a profiling conflict, describe the rules for resolution or how the decision-making process works.

5.7.10 Describe the ability to add global instructions applying to and overriding publishers, profiles, subprofiles, and/or subjects.

5.7.11 Please describe your ability to create an unlimited number of subprofiles or their equivalent with each notification containing the following information:

a. Subprofile nameb. Non-subject parameter matchesc. Subject matches – LC, NLM, or otherd. Assigned fund code

5.7.12 Describe the ability of UWS Libraries, including sub-groups of the entire consortium, to establish duplication thresholds as a non-subject parameter in profiling. Include details for print and electronic orders, as relevant.

5.7.13 Indicate the process for returning books on approval and managing the financial records.

5.7.14 Indicate the variety of approval plan reports that are available including cost, title, publisher and format-based reports.

5.8 Customer Services

5.8.1 Indicate if each UWS Library will have a single contact person for customer service and an alternate when that person is not available.

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5.8.2 Indicate if messages indicating the need for rush handling will be answered within one working day.

5.8.3 Discuss your order acknowledgement process and options, including for firm order, rush, ebooks.

5.8.4 Indicate your customer service department's hours of operation and how they can be contacted. Please indicate how frequently phone messages and email are monitored.

5.8.5 Please describe your ability to respond to routine requests and indicate the normal response time, e.g., price or discount queries, cancel a firm order, return defective books.

5.8.6 Indicate if a representative is available to visit and meet with individual libraries and staff annually, as requested, or if you have an established meeting routine.

5.9 Cataloging and Processing Services

5.9.1 Using the following chart, indicate if you provide the following cataloging and processing services under the contract resulting from this RFP:

Provides Does Not Provide Cataloging Services

MARC21 Records WorldShare Metadata Services

Program Cover Art Image Files Vendor-provided Data

Cataloging in Publication Upgrade Table of Content Enhancement Descriptive Summary Service

Other Services (please list)

Physical Processing Services Spine Label

Spine Label Protector Date Due Slip Security Strip

Property Stamping Barcode Label

Handling of Dust Jackets Other Services (please list)

Specialty stickers/labels Customize all services by sub-

account

Note: any costs for such service should not be listed in the answer to this question but rather included in the separate Cost Proposal Form.

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5.9.2 Are you able to provide Electronic Order Confirmation Records (EOCR) for newly placed firm orders to include embedded order data (EOD) (fund, library location, vendor, price etc.)? Please indicate the type of bibliographic record and the level of cataloging complexity for EOCR. Are you able to subsequently supply full, comprehensive level cataloging records to overlay the EOCR?

5.9.3 Indicate whether you can provide full, comprehensive level cataloging bibliographic records for print books sent on approval as well as firm-ordered titles through OCLC’s WorldShare Metadata Services Program. If so, please describe the process for transmitting or delivering these bibliographic records. Can EOD for approval titles be included with the bibliographic record file?

5.9.4 Are provided bibliographic records RDA compatible? If not fully RDA, please explain.

5.9.5 Please indicate the source and currency of supplied bibliographic records. What record output file formats are available? Indicate if print and ebook bibliographic records are sent in the same file. Can you send separate ebook bibliographic record files for each vendor/provider? Please provide a file of at least 100 sample records of brief and full bibliographic records for both print and ebook titles.

5.9.6 What is the source and cataloging level of bibliographic records supplied if a matching full MARC record is not available?

5.9.7 For firm ordered and approval ebooks describe the catalog link information provided to the purchasing library and how it is transmitted to the customer. How are customers notified that the ebook link is available to them and the purchased title is now available to their users?

6.0 COST PROPOSAL

6.1 General Instructions on Preparing Cost Proposals

The cost proposal should be submitted as a separate electronic copy. The proposal will be scored using a standard quantitative calculation where the most points will be awarded to the proposal with the lowest cost. Various costing methodologies and models are available to analyze the cost information submitted to determine the lowest costs to the State. The UWS will select one method and use it consistently throughout its analysis. The cost methodology will be available at the time that the proposals are due.

6.2 Format for Submitting Cost Proposals

Cost Proposals should be submitted in accordance with the instructions in Appendix C. Proposers are to submit quotes in the form of percentage discount from the publisher's most currently published price list. The University of

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Wisconsin System, Office of Procurement, however, reserves the right to request any additional information deemed necessary for the proper evaluation of proposals. Note: All discount percentages should not be listed in this answer but included in the separate Cost Proposal Form.

6.3 Fixed Price Proposal Evaluation Period

All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for ninety (90) calendar days starting on the due date for proposals.

7.0 SPECIAL CONTRACT TERMS AND CONDITIONS

By signing the Request for Proposal Form, Proposer agrees to the following Special Terms and Conditions of RFP unless exception is taken in writing.

7.1 EXCLUSIONS: Subscriptions such as periodicals, magazines, and journals, etc., are excluded from this solicitation.

7.2 FIRM DISCOUNTS: The discounts from publishers' suggested list price shall remain firm during the initial term and any extensions of this contract. Exception: the discount may increase at any time but shall not decrease during the term of the contract.

7.3 MINIMUM ORDER: Minimum order shall be one book or one item.

7.4 INVOICES: Original invoices must be sent to the ordering institution. Invoices for items on this contract ordered after the effective date of a price change should reflect the new prices. Titles of books on invoices must be listed as shown on the original order. List prices, percentage discount or monetary charge, and net price of each book must also be listed on the invoice. Any additional charge for net publications over and above the publisher’s list price must be enumerated separately on the invoice. All other library materials must also be listed as shown on the original order and include list prices, percentage discount or monetary charge, and net price of each item.

7.5 PERFORMANCE AUDITS: UWS reserves the right to conduct in-depth periodic performance audits in all areas of services required (i.e., pricing, delivery, fill rate, etc.) throughout the term of the resultant contract award. The Contractor shall provide all documentation necessary for the performance audit, as requested by UWS. Failure to satisfactorily meet performance requirements may result in contract cancellation and disqualification of contractor for future contracts.

7.6 TERMINATION: UWS may terminate the contract at any time at its sole discretion by delivering 180 days' written notice to the contractor. Upon termination, UWS's liability will

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be limited to the pro rata cost of the services performed as of the date of termination. In the event that the contractor terminates the contract, for any reason whatsoever, it will refund to the agency within 30 days of said termination, all payments made hereunder by UWS Libraries to the contractor for work not completed or not accepted by UWS. Such termination will require written notice to that effect to be delivered by the contractor to UWS.

7.7 ELIGIBLE PURCHASERS: All UW System libraries will be eligible to use this contract. In addition, contractor will provide other entities the ability to purchase as further indicated in their Proposal according to the Cooperative Purchasing Form (DOA-3333).

7.8 DELIVERY: Within thirty (30) days after receipt of a purchase order, the Contractor shall ship all available materials, titles, etc. and provide a statement advising the ordering UWS Library of any item(s) not-in-stock and/or any items(s) that are out-of-print (OP), temporarily out-of-stock (OS), or item(s) that are out-of-stock indefinitely (OSI) and item(s) not supplied for other reasons. When reporting items temporarily out-of-stock (OS), Contractor shall, whenever possible, advise the UWS Library of the anticipated delivery date.

Delivery shall be made in accordance with instructions from each UWS library. If there is a discrepancy between the purchase order and what is listed on the contract, it is the Contractor’s obligation to seek clarification from the ordering UWS Library.

Failure to comply with delivery requirements may result in contract cancellation.

7.9 FILL RATE: The acceptability of fill rates will be at the sole discretion of UWS.

7.10 SUBSTITUTIONS: Substitutions and/or additions of titles or editions shall not be permitted without written authorization from the ordering UWS Library. All unauthorized substitutions and/or additions will be returned only at the Contractor’s request and at the Contractor’s expense.

7.11 RUSH DELIVERY: “Rush” is defined as delivery within 2 business days. Any additional charges for rush processing and delivery shall be indicated on the Cost Proposal Form. If no additional charge is stated on the Cost Proposal Form, then rush delivery shall be considered free of charge.

7.12 SHIPMENT LABELING: Number of packages in a single shipment must be marked on outside of each carton. Account number or name and invoice number must appear on the outside of each carton delivered.

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7.13 SHIPMENT PACKING SLIPS: A legible packing slip, invoice, and/or purchase order copy must accompany each shipment. Carton containing packing slip and/or invoice must be so marked.

7.14 COMPLETE SHIPMENTS: Contractor shall be expected to furnish the total number of copies of any one individual title in one shipment and to fill orders for multi-volume sets in one shipment.

7.15 DUPLICATES AND OVERSHIPMENTS: Upon notification by any UWS Library of a duplicate or over shipment by same vendor, material will be returned at the Contractor’s expense and a credit will be applied to the appropriate library account.

7.16 TEM RETURN: Libraries may return unmarked approval books for full credit up to six months after receipt, and may return defective books, marked and unmarked, at any time for full credit.

7.17 SUPPORT: Proposer shall designate a person (and an alternate) to provide on-going communication with UWS Libraries, coordinate servicing, answer questions and expedite deliveries. If the contact person varies for each UWS Library based on geographic location, please so state.

7.18 TOLL-FREE NUMBERS: Respondent must provide toll-free telephone access and an electronic mail address for representatives of the UWS Libraries to use when contacting the vendor.

7.19 REPORTING: Upon request, the Contractor shall furnish to EACH UWS Library a sales report of current calendar year purchases.

Additional related sales information may be required and must be supplied upon request. Reports shall be provided to the UWS Library, and shall include the information requested such as sales dollars, commodity group, contract number, sales period, and contractor’s name.

7.20 MINORITY BUSINESS PROGRAM: 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

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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.

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, 608/267-7806. The listing is published on the Internet at: http://www.doa.state.wi.us/dsas/mbe/index.asp.

7.21 EXECUTED CONTRACT TO CONSTITUTE ENTIRE AGREEMENT: In the event of contract award, the contents of this RFP (including all attachments), RFP addenda and revisions, and the proposal of the successful proposer, and additional terms agreed to, in writing, by the agency and the contractor shall become part of the contract. Failure of the successful proposer to accept these as a contractual agreement may result in a cancellation of award.

The following priority for contract documents will be used if there are conflicts or disputes:

• Official Purchase Orders• Vendor's Proposal Dated March 16, 2021• UWS Request for Proposal Dated February 16, 2021• Standard Terms and Conditions

8.0 STATE OF WI STANDARD TERMS AND CONDITIONS

The UWS reserves the right to incorporate standard State contract provisions into any contract negotiated with any proposal submitted responding to this RFP (Standard Terms and Conditions (DOA-3054)). Failure of the successful proposer to accept these obligations in a contractual agreement may result in cancellation of the award.

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Wisconsin Department of Administration Chs. 16, 19, 51 DOA-3054 (R 03/2019) Page 1 of 4

Standard Terms and Conditions (Request for Bids / Proposals)

1.0 SPECIFICATIONS: The specifications in this request are the minimum acceptable. When specific manufacturer and model numbers are used, they are to establish a design, type of construction, quality, functional capability and/or performance level desired. When alternates are bid/proposed, they must 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 excep- tions from original text, terms, conditions, or specifications shall be described fully, on the bidder's/proposer's letter- head, signed, and attached to the request. In the absence of such statement, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifica- tions 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 quali- fies for governmental discounts and its educational institu- tions 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 multiplied by the unit price shall establish the extended price, the unit price shall govern in the bid/proposal evaluation and contract administration.

6.2 Prices established in continuing agreements and term contracts may be lowered due to general market conditions, but prices shall not be subject to increase for ninety (90) calendar days from the date of award. Any increase proposed shall be submitted to the contracting agency thirty (30) calendar days before the proposed effective date of the price increase and shall be limited to fully documented cost increases to the contractor which are demonstrated to be indus- trywide. 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 con- ditions are equal and when payment terms allow at least fifteen (15) days, providing the discount terms are deemedfavorable. All payment terms must allow the option ofnet 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/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.

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 properly submitted vendor invoices within thirty (30) days of receipt providing goods and/or services have been delivered, installed (if required), and accepted as specified.

Invoices presented for payment must be submitted 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 of Wisconsin, including all its agencies, is required to pay the Wisconsin excise or occupation tax on its purchase of beer, liquor, 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 perform- ing 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 promptly replace rejected materials shall render the contractor liable for all costs in 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 except where special requirements are stated elsewhere in the request; in such cases, the special requirements shall apply. Further, the written

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DOA-3054 Page 2 of 4

contract and/or order with referenced parts and attach- ments 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 AND COMPLIANCE: 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 hereby 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 dele- gated without the prior written consent of the State of Wisconsin.

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

19.0 NONDISCRIMINATION / AFFIRMATIVE ACTION: In connection with the performance of work under this contract, the contractor agrees not to discriminate against any employee or applicant for employment because of age, race, religion, color, handicap, sex, physical condition, developmental disability as defined in 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 recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including appren- ticeship. 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 fifty thousand dollars ($50,000) require the submission of a written affirmative action plan by the contractor. An exemp- tion occurs from this requirement if the contractor has a workforce of less than fifty (50) employees. Within fifteen (15) working days after the contract is awarded, the contractor must submit the plan to the contracting state agency for approval. Instructions on preparing the plan and technical assistance

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 employ- ment, a notice to be provided by the contracting state agency that sets forth the provisions of the 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.

19.4 Pursuant to s. 16.75(10p), Wis. Stats., contractor agrees it is not, and will not for the duration of the contract, engage in a prohibited boycott of the State of Israel as defined in s. 20.931(1)(b). State agencies and authorities may not execute a contract and reserve the right to terminate an existing contract with a company that is not compliant with this provision. This provision applies to contracts valued $100,000 or over.

19.5 Pursuant to 2019 Wisconsin Executive Order 1, contractor agrees it will hire only on the basis of merit and will not discriminate against any persons performing a contract, subcontract or grant because of military or veteran status, gender identity or expression, marital or familial status, genetic information or political affiliation.

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 applicable federal labor laws. 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 expense defend every suit which shall be brought against the State of Wisconsin (provided that such contractor is promptly 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 will pay all costs, damages, and profits recov- erable in any such suit.

21.0 SAFETY REQUIREMENTS: All materials, equipment, 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 perform- ing services for the State of Wisconsin shall:

23.1 Maintain worker's compensation insurance as

required by Wisconsin Statutes, for all employees engaged in the work.

23.2 Maintain commercial liability, bodily injury and prop-

erty damage insurance against any claim(s) which might occur in carrying out this agreement/contract. Minimum coverage shall be one million dollars ($1,000,000) liability for bodily injury and property

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DOA-3054 Page 3 of 4

damage including products liability and 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 ($1,000,000) per occurrence combined single limit for automobile liability and 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 part without penalty due to nonappropriation of funds or for failure of the contractor to comply with terms, conditions, and specifica- tions of this contract.

25.0 VENDOR TAX DELINQUENCY: Vendors who have a delinquent Wisconsin tax liability may have their payments offset by the State of Wisconsin.

26.0 PUBLIC RECORDS ACCESS: It is the intention of the state to maintain an open and public process in the solicita- tion, 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. Pursuant to §19.36 (3), Wis. Stats., all records of the contractor that are produced or collected under this contract are subject to disclosure pursuant to a public records request. Upon receipt of notice from the State of Wisconsin of a public records request for records produced or collected under this contract, the contractor shall provide the requested records to the contracting agency. The contractor, following final payment, shall retain all records produced or collected under this contract for six (6) years.

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 be handled in accordance with applicable State of Wisconsin procurement regulations and the Wisconsin public records law. Proprie- tary restrictions normally are not accepted. However, when accepted, it 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, docu- mentation, and innovations become the property of the State of Wisconsin.

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 in s. 19.36(5), Wis. Stats., or material which can be kept confidential under the Wisconsin public records law, must be identified on a Designation of Confidential and Proprietary Informa- tion form (DOA-3027). Bidders/proposers may request the form if it is not part of the Request for Bid/Request for Proposal package. Bid/proposal prices cannot be held confidential.

28.0 DISCLOSURE: If a state public 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 official's immediate family owns or controls a ten percent (10%) interest, is a party to this agreement, and if this agreement involves payment of more than three thousand dollars ($3,000) within a twelve (12) month period, this contract is voidable by the state unless appro- priate disclosure is made according to s. 19.45(6), Wis. Stats., before signing the contract. Disclosure must be made 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 mate- rials whenever technically and economically feasible. Bidders 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 chemi- cal, as defined under 29CFR 1910.1200, provide one (1) copy of a Material Safety Data Sheet for each item with the shipped container(s) and one (1) copy with the invoice(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 offi- cial or employee for commercial promotion is prohibited. News releases pertaining to this procurement 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 contractors, 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 the corporation is transacting business in interstate commerce or is otherwise exempt from the requirement 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 Corporation, P. O. 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 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.

29

DOA-3054 Page 4 of 4

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 capacity, 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.

30

State of Wisconsin Department of Administration Division of Enterprise Operations DOA-3681 (1/2017) ss. 16, 19 and 51, Wis. Stats.

State Bureau of Procurement 101 East Wilson Street, 6th Floor

Post Office Box 7867 Madison, WI 53707-7867

FAX (608) 267-0600 http://vendornet.state.wi.us

Supplemental Standard Terms and Conditions for Procurements for Services

1.0 ACCEPTANCE OF BID/PROPOSAL CONTENT: The con- tents 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 joint bid/proposal, each party thereto certifies as to its own organi- zation, 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 bidder/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 disclosed by the 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 bid/proposal for the purpose of restricting competition.

2.4 Each person signing this bid/proposal certifies that: He/she is the person in the bidder's/proposer's organi- zation responsible within that organization for the decision as to the prices being offered herein and that he/she 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 decision 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 partici- pate, 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, and 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 this provision,

in writing, if those activities of the potential contractor will not be adverse to the interests of the state.

3.2 Contractors shall agree as part of the contract for services that during performance of the contract, 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 agency 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 the appointment. 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 non-profit corpora- tions

are bound by ss. 180.0831, 180.1911(1), and 181.0831 Wis. Stats., regarding conflicts of interests by directors in the conduct of state contracts.

7.0 RECORDKEEPING 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.

It is the intention of the state to maintain an open and public 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. Pursuant to §19.36 (3), Wis. Stats., all records of the contractor that are produced or collected under this contract are subject to disclosure pursuant to a public records request. Upon receipt of notice from the State of Wisconsin of a public records request for records produced or collected under this contract, the contractor shall provide the requested records to the contracting agency. The

31

contractor, following final payment, shall retain all records produced or collected under this contract for six (6) years.

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 act in the capacity of an independent contractor and not as an officer, employee, or agent of 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.

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)• Affidavit• Cooperative Purchasing Form (DOA-3333)

9.0 REQUIRED FORMS

32

33

STATE OF WISCONSIN DEPARTMENT OF ADMINISTRATION DIVISION OF ENTERPRISE OPERATIONS DOA-3027 (R07/2014) S. 19.36(5), WIS. STATS

RETURN FORM TO: STATE BUREAU OF PROCUREMENT 101 E. WILSON ST., 6TH FL P. O. BOX 7867 MADISON, WI 53707

DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION The attached material submitted in response to Bid/Proposal # includes proprietary and confidential information which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or is otherwise material that can be kept confidential under the Wisconsin Open Records Law. As such, we ask that certain pages, as indicated below, of this bid/proposal response be treated as confidential material and not be released without our written approval.

Prices always become public information when bids/proposals are opened, and therefore cannot be kept confidential.

Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s. 134.90(1)(c), Wis. Stats. as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and notbeing readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure oruse.

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 alternate formats to individuals with disabilities upon request.

34

STATE OF WISCONSIN DEPARTMENT OF ADMINISTRATION DIVISION OF ENTERPRISE OPERATIONS BUREAU OF PROCUREMENT S. 16.765, WIS. STATS. DOA-3477 (R02/15)

Bid / Proposal #

Commodity / Service

Vendor Information 1. BIDDING / PROPOSING COMPANY NAME

Phone ( ) Toll Free Phone ( )

FAX ( ) E-Mail Address

Address

City State Zip + 4

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

Name Title

Phone ( ) Toll Free Phone ( )

FAX ( ) E-Mail Address

Address

City State Zip + 4

3. Any vendor awarded over $50,000 on this contract must submit affirmative action information to thedepartment. Please name the Personnel / Human Resource and Development or other person responsiblefor affirmative action in the company to contact about this plan.

Name Title

Phone ( ) Toll Free Phone ( )

FAX ( ) E-Mail Address

Address

City State Zip + 4

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

Name Title

Phone ( ) Toll Free Phone ( )

FAX ( ) E-Mail Address

Address

City State Zip + 4

5. CEO / President Name

This document can be made available in alternate formats to individuals with disabilities upon request.

35

STATE OF WISCONSIN STATE BUREAU OF PROCUREMENT DEPARTMENT OF ADMINISTRATION 101 E. WILSON ST. / P. O. BOX 7867 DIVISION OF ENTERPRISE OPERATIONS MADISON, WI 53707-7886 DOA-3478 (R06/2013) (608) 266-2605 / FAX (608) 267-0600

Bid / Proposal #

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.

Email Address

List Product(s) and/or Service(s) Used:

Company Name

Address (include Zip + 4)

Contact Person Phone No.

Email Address

List Product(s) and/or Service(s) Used:

Company Name

Address (include Zip + 4)

Contact Person Phone No.

Email Address

List Product(s) and/or Service(s) Used:

Company Name

Address (include Zip + 4)

Contact Person Phone No.

Email Address

List Product(s) and/or Service(s) Used:

This document can be made available in accessible formats to qualified individuals with disabilities.

36

AFFIDAVIT

University of Wisconsin System 780 Regent Street Madison, WI 53715

This completed affidavit must be submitted with the bid/proposal.

Proposer Preference: Please indicate below if claiming a proposer preference.

Minority Business Preference (s. 16.75(3m), Wis. Stats.) - Must be certified by the Wisconsin Department of Commerce. If you have questions concerning the certification process, contact the Wisconsin Department of Commerce, 8th Floor, 123 W. Washington Ave., P.O. Box 7970, Madison, Wisconsin 53707-7970, (608) 267-9550.

Work Center Preference (s 16.752, Wis Stats.) - Must be certified by the State of Wisconsin Use Board. If you have questions concerning the certification process, contact the Wisconsin State Use Board, 101 East Wilson Street, 6th Floor, PO Box 7867, Madison, Wisconsin 53707- 7867 or 608/266-2553.

American-Made Materials: The materials covered in our proposal 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

Non-Collusion: 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 trade; 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 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 of Wisconsin in this Announcement of Bid/Proposal and the terms of our bid/proposal.

Authorized Representative Title

Type or Print

Authorized Representative Date (mm/dd/ccyy)

Signature

Company Name Telephone ( )

This document can be made available in accessible formats to qualified individuals with disabilities.

State of Wisconsin Department of Administration Division of Enterprise Operations DOA-3333 (R05/2015)

Vendor Agreement Wisconsin’s Cooperative Purchasing Service

State Bureau of Procurement 101 East Wilson Street, 6th Floor

Post Office Box 7867 Madison, WI 53707-7867

FAX (608) 267-0600 http://vendornet.state.wi.us

Wisconsin statutes (s. 16.73, Wis. Stats.) establish authority to allow Wisconsin municipalities to purchase from state contracts. Participating in the service gives vendors opportunities for additional sales without additional bidding. Municipalities use the service to expedite purchases. A "municipality" is defined as any county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the authority to award public contracts (s. 16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (2), Wis.Stats.

Interested municipalities:

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

• are responsible for receipt, acceptance, inspection of commodities directly from the contractor, and making paymentdirectly to the contractor.

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.

The State of Wisconsin will determine the contractor’s participation by checking a box below.

MANDATORY: Bidders/Proposers must agree to furnish the commodities or services of this bid/proposal to Wisconsin municipalities. Vendors should note any special conditions below.

OPTIONAL: Bidders/Proposers may or may not agree to furnish the commodities or services of this bid/proposal to Wisconsin municipalities. A vendor’s decision on participating in this service has no effect on awarding this contract.

A vendor 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.

Vendor: please check one of the following boxes in response.

I Agree to furnish the commodities or services of this bid/proposal to Wisconsin municipalities with any special conditions noted below.

I Do Not Agree to furnish the commodities or services to Wisconsin municipalities.

Special Conditions (if applicable):

Signature Date (mm/dd/ccyy)

Name (Type or Print) Title

Company Telephone

( ) Address (Street) City State ZIP + 4

Commodity/Service Request for Bid/Proposal Number

This document can be made available in alternate formats to individuals with disabilities upon request. 37

38

Appendix A

List of University of Wisconsin System Institutions

University of Wisconsin – Eau Claire University of Wisconsin – Green Bay University of Wisconsin – La Crosse University of Wisconsin – Madison University of Wisconsin – Milwaukee University of Wisconsin – Oshkosh University of Wisconsin – Parkside University of Wisconsin – Platteville University of Wisconsin – River Falls University of Wisconsin – Stevens Point University of Wisconsin – Stout University of Wisconsin – Superior University of Wisconsin – Whitewater

39

Appendix B

LIST OF University of Wisconsin System Libraries and their addresses

University of Wisconsin Campus

Name Street Address Street Address2 C/S/Z Zip code

1 2 3 4

5

UW-Eau Claire UW-Green Bay UW-La Crosse UW-Madison

UW-Madison

William D. McIntyre Library Cofrin Library Murphy Library American Indian Studies Program Resource Center Arboretum Library

105 Garfield Ave. 2420 Nicolet Drive 1631 Pine Street 338 Ingraham Hall

1207 Seminole Highway

1155 Observatory Drive

Eau Claire, WI 54702 Green Bay, WI 54311 La Crosse, WI 54601 Madison, WI 53706

Madison, WI 53706

54702 54311 54601 53706

53706

6

7 8 9

UW-Madison

UW-Madison UW-Madison UW-Madison

Chican@ and Latin@ Studies Library College Library MERIT Library Cooperative Children's Book

338 Ingraham Hall

Helen C. White Hall 301 Teacher Ed Bldg 401 Teacher Education Bldg

1155 Observatory Drive 600 N Park St 225 N. Mills St. 205 N Mills St

Madison, WI 53706

Madison, WI 53706 Madison, WI 53706 Madison, WI 53706

53706

53706 53706 53706

10 11 12

UW-Madison UW-Madison UW-Madison

Center (CCBC) Data Information Services Ctr Ebling Library (Health Sciences) Historical Society (Wisconsin) Library & Archives

3325 Social Science Bldg 750 Highland Avenue Wisconsin Historical Society

1180 Observatory Dr

816 State Street

Madison, WI 53706 Madison, WI 53706 Madison, WI 53706

53706 53706 53706

13 14 15 1617

UW-Madison UW-Madison UW-Madison UW-Madison UW-Madison

Innovation Center Library Journalism Reading Room Law Library Learning Support Services (LSS) LGBT Campus Center

510 Charmany Drive 2130 Vilas Hall Law Bldg 123 Red Gym 2nd Floor Memorial Union

821 University Ave. 975 Bascom Mall 716 Langdon Street

Madison, WI 53719 Madison, WI 53706 Madison, WI 53706 Madison, WI 53706

53719 53706 53706 53706

18 19 20 21

UW-Madison UW-Madison UW-Madison UW-Madison

Library & Info Studies Library Limnology Library Robinson Map Library Max Kade Institute for German

4191 H.C. White Hall 211 Limnology Laboratory 310 Science Hall 432 E Campus Mall

800 Langdon Street 600 N Park St 680 North Park St. 550 North Park St.

Madison, WI 53706 Madison, WI 53706 Madison, WI 53706 Madison, WI 53706 Madison, WI 53706

53706 53706 53706 53706 53706

22 23

UW-Madison UW-Madison

American Studies Memorial Library Ruth Ketterer Harris Library (Textiles and Design)

728 State St. 1235 Nancy Nicholas Hall 1300 Linden Dr

Madison WI 53706 Madison, WI 53706

53706 53706

40

24 UW-Madison Schwerdtfeger Library 317 Space Science & Engineering Ctr

1225 W Dayton St Madison, WI 53706 53706

25 UW-Madison Wisconsin’s Water Library 238 Goodnight Hall 1975 Willow Dr Madison, WI 53706 53706 26 UW-Madison Wisconsin Center for Film and

Theatre Research Wisconsin Historical Society 816 State Street Madison, WI 53706 53706

27 UW-Milwaukee UWM Libraries 2311 E. Hartford Ave Box 604

Milwaukee, WI 53211 53211

28 UW-Oshkosh Forrest R. Polk Library 800 Algoma Blvd. Oshkosh, WI 54901 54901 29 UW-Parkside Library 900 Wood Road Kenosha, WI 53141 53141 30 UW-Platteville Karrmann Library 1 University Plaza Platteville, WI 53818 53818 31 UW-River Falls Chalmer Davee Library 410 S. Third St. River Falls, WI 54022 54022 32 UW-Stevens Point Library 900 Reserve St. Stevens Point, WI 54481 54481 33 UW-Stout Library Learning Center 315 Tenth Ave. Menomonie, WI 54751 54751 34 UW-Superior Jim Dan Hill Library PO Box 2000 Superior, WI 54880 54880 35 UW-Whitewater Andersen Library 800 West Main Street Whitewater, WI 53190 53190

41

Appendix C

Cost Proposal Form

University of Wisconsin System, Office of Procurement RFP Number: JD-21-2771

1. List Publisher Price Discount:

Proposer offers the following percent discount from the publisher’s most currently published pricelist based on three different levels of anticipated total annual expenditures by UW System libraries.Note: The amounts listed are estimates only and not guaranteed contract amounts. Contractterms to be determined at time of award.

Anticipated Anticipated Anticipated $ 1,000,000 $ 1,250,000 $ 1,500,000

Firm Order List Publisher Price Discount:

Expenditures

%

Expenditures

%

Expenditures

%

Approval Plan List Publisher Price Discount: % % %

Standing Order List Publisher Price Discount % % %

Are there ANY exceptions to the above discounts? Provide detail as to when such exceptions, if any, would apply:

2. Desired Services Cost:

Proposer should indicate the costs, if any, for the following desired services which may beoptionally purchased by any or all UW System libraries:

Shipping Costs $

Returns $

Electronic Database Access $

Embedded Order Data Setup $

Embedded Order/Confirmation Records $

Approval Plan Setup $

Rush Orders - Processing $

Rush Orders – Shipping $

Training $

42

Other $

3. Special Services:

Proposer should indicate the costs, if any, for the following desired services which may beoptionally purchased by any or all UW System libraries:

Cataloging Services:MARC Records $

WorldShare Metadata Services $

Cover Art Images $

Vendor-provided Data $

MARC Record Customization $

Cataloging In Publication Upgrade $

Table of Content Enhancements $

Descriptive Summary Service $

Other Proposer Services (list) $

Physical Processing Services: Base Charge Per Book $

Spine Label $

Spine Label Protector $

Date Due Slip $

Security Strip $

Property Stamping $

Barcode Label $

Handling of Dust Jacket $

Other Proposer Services (list) $