1-2025032 VALUE Bid for Ammunition General Terms and Conditions.pdf

Waukesha County VALUE Bid Specification No. 680-04

Bid No. 2025032 Date: August 27, 2025

V.A.L.U.E. GENERAL TERMS AND CONDITIONS FOR AMMUNITION

GENERAL: It is the intent of this General Terms and Conditions to describe the minimum requirements for the one-time purchase of Ammunition by V.A.L.U.E. agencies for their 2026 needs. All items shall be furnished by the successful bidder at the bid price and shall conform with the quality of material and workmanship to that usually provided by the practice indicated herein.

ELIGIBILITY REQUIREMENTS: Organizations Transacting Business in Wisconsin Chapters 178, 179, 180, 181, and 183 of the Wisconsin Statutes contain a general provision that the following shall not transact business in this state until it has obtained a certificate of authority or registration from the Department of Financial Institutions:

A foreign (out-of-state) corporation, Nonstock Corporation, limited partnership, limited liability Company, cooperative association, or limited liability partnership.

Therefore, in order to be eligible for award, Firms meeting the above criteria must be registered to do business in the State of Wisconsin with the Department of Financial Institutions (DFI Home (wi.gov) within ten (10) business days after award but no later than prior to contract execution. Note: For assistance, please contact the State of Wisconsin Department of Financial Institutions directly. Waukesha County cannot provide any advice, legal or otherwise, related to this matter.

REQUEST FOR CLARIFICATION OR CHANGE: Bidders are reminded to carefully examine the bid and specifications upon receipt. Bidders should make a request for interpretation or correction of any ambiguity, inconsistency or error.

Additionally, if in your opinion, any of the terms and conditions of this bid or specification causes your firm to be noncompliant with the specifications and prevent you from bidding, consideration will be given to a bidder's request for change.

Any requests for changes, clarifications, etc., MUST be submitted in writing to the Waukesha County Purchasing Division, to the attention of the Buyer whose name appears on the Pricing Document, at least five working days prior to the bid opening. Requests received after that time will not be considered.

Any changes made as a result of a written request will be issued via a bid amendment to all prospective bidders and, if necessary, an extension will be made to the bid opening date. Amendments will be posted to the Waukesha County Bonfire website (https://waukeshacounty.bonfirehub.com/). Bidders are responsible for checking this website for any future amendments, etc., prior to the opening date. If an amendment is issued, it must be acknowledged on the signature page by placing the amendment number(s) in the box located above the signature area. Bidders who do not acknowledge the amendments may have their bids rejected.

Bidders are cautioned not to change any of the terms or conditions in the bid and/or any of the specification requirements without the written approval of the Purchasing Division. Any unauthorized changes will constitute a counteroffer and will subject the bid to rejection.

BID RESPONSE: Your bid response must be submitted electronically using Waukesha County’s Bonfire website and following the directions contained therein. Submissions by other methods will not be accepted. Browser cookies must be enabled. Respondents should contact Bonfire at Support@GoBonfire.com for technical questions related to submissions or visit Bonfire’s help forum. Vendors will have the ability to modify their submissions up to the Submission Deadline in Bonfire. Submission materials should be prepared in the file formats listed under Requested Information for this opportunity in the Bonfire Portal. The maximum upload file size is 1,000 MB. Documents should not be embedded within uploaded files, as the embedded files will not be accessible or evaluated. Supported browsers include Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox (JavaScript must be enabled).

Fax or e-mail responses are not considered electronic responses and will not be accepted.

BID MODIFICATIONS: The Purchasing Division has the sole authority for the modification of this specification and/or bid.

Information provided verbally by any County official shall not be considered binding or relevant.

BID OPENING: Waukesha County began conducting Bid/RFP openings telephonically instead of in-person. If you desire to attend the bid opening for this bid, please use the following dial-in access code to join in on the bid opening. We ask that participants mute their phones except for when they need to speak during the bid opening. Waukesha County complies with the Americans with Disabilities Act. Please contact us at (262) 548-7888 in advance of the bid opening and efforts will be made to accommodate your needs.

https://dfi.wi.gov/Pages/Home.aspx https://waukeshacounty.bonfirehub.com/

Bid No. 2025032

Dial-In Numbers:

262-896-8001 Participant Access Code: 2176082

AWARD AUTHORITY: The Waukesha County Purchasing Division will be the sole judge of the quality and suitability of the equipment, materials and/or services offered in its determination of the successful bidder.

Award will be made by item or by group to the lowest responsible, responsive bidder who complies with these general terms and conditions, the applicable ammunition specifications, and the specified delivery requirements.

STATE SALES TAX/FEDERAL EXCISE TAX: Bids should not include Federal Excise and Wisconsin State Taxes, as the County and the participating governmental agencies are exempt from payment of such taxes. Wis. Stat. § 77.54(9a).

SPECIAL CONDITIONS: Purchases by each participating agency are contingent upon the appropriation of funds by the governing bodies of each agency. Agencies reserve the right to increase or decrease quantities based on final budget approvals and cost of ammunition.

CONTRACTING AUTHORITY: Each agency that is a party to this joint bid has authority to issue a contract and/or purchase order, inspect and receive goods, make payments and handle disputes involving shipments to this jurisdiction. However, there shall be no obligation under this joint bid for the agencies to contract for the ammunition listed.

UNSUITABLE PRODUCTS: Bids will not be considered for products that have previously failed to perform satisfactorily or from vendors who have a history of performance problems with Waukesha County.

DELIVERY: The price of the ammunition shall include delivery to the agencies specified in Exhibit A. Delivery will be within thirty (30) to ninety (90) working days after receipt of order, unless otherwise mutually agreed upon. If agency and vendor cannot agree upon an acceptable delivery time, agency reserves the right to cancel the purchase order and purchase on the open market.

Upon receipt, the participating agencies shall make an inspection and, if ammunition ordered is found not to be in accordance with these general terms and conditions and bid documents, the dealer shall, upon notification, pick up and deliver in accordance with the general terms and conditions. In no event shall this time-frame exceed thirty (30) days from date of notification of non-conformance.

FREIGHT INCREASE: If there is a freight increase prior to delivery of the items, the additional increase must be at the dealer’s expense.

PRICING: Prices are to be quoted as cost per round, as indicated in the Bid Table, for standard round lots and include delivery, FOB destination, to the locations noted in Exhibit A. If you are not bidding on an item, simply enter “NO BID” in the Price per Round column. Pricing should remain firm through the payment process.

PACKAGING: Manufacturer’s standard packaging is acceptable. However, on the Bid Table, be certain to specify the number of rounds per case, and the price PER ROUND.

SUBSTITUTIONS: The vendor must supply items as bid. No substitutions will be accepted after the award is made.

PAYMENT/INVOICING: Most agencies prefer to pay for goods/services on a P-Card. Indicate in the Pricing Document whether you will accept VISA for payment purposes. If so, all pricing must be inclusive of any and all fees associated with the acceptance of VISA; i.e. vendors are not to add notations such as “+3% service fee.”

In addition, vendor should note how many days after receipt and acceptance of goods/services or receipt of invoice (whichever is later), payment must be processed to accept the credit card. Please keep in mind that we will not process payment until/unless compliance with the requirements/receipt of goods is confirmed and that Waukesha County requires a minimum of two (2) days to process p-card payments.

If you are unable to accept credit card, payment will be made within thirty (30) days after acceptance of goods/services and receipt of a properly documented invoice. Note: Invoice must be sent to the location specified on the purchase order to avoid delays in payment. Vendors who wish to quote a discount for early payment against a purchase order may do so (reference the payment terms of the Pricing Document). For example: 1%/10 days. Discounts will be taken into consideration when evaluating costs.

Bid No. 2025032

Note: To avoid delays in payment, vendors should be sure to mail the invoice to the "Bill To" location as noted on the Purchase Order. The Purchase Order Number must be reflected on the invoice and you may not bill for more than one purchase order per invoice.

COOPERATIVE PURCHASING: We prefer this commodity be made available for use by other units of local government in Southeastern Wisconsin, within a 50-mile radius of Milwaukee. These subdivisions include cities, towns, villages, schools and special districts that are members of V.A.L.U.E. for Local Government. A current list of members is available at www.value4gov.org (select FAQ).

The use of the pricing provided for the one-time purchase agreement, by the above units of government, will be optional.

Sales to the above units of government, by the contractor, shall be optional.

If the prices offered on this bid will be extended to the above-mentioned governmental units, indicate in the space provided on the Bid Instructions tab of the Pricing Document. If the prices, terms, or conditions are not the same, include a statement completely detailing the changes.

Any resulting contract is solely between supplier and third-party unit of government. Billings for items purchased under this agreement shall be directed to the governmental agency purchasing these items.

Waukesha County shall not be responsible for any problems, which may arise between other units of government and the contractor as a result of any sales and/or purchases made.

Your response to extending this contract to other agencies will not be considered in making of awards under this bid.

TECHNICAL REQUIREMENTS: Per item description. All exceptions or equivalencies must be fully explained or documented.

BY SUBMITTING A RESPONSE TO THIS INVITATION TO BID, YOU ARE CERTIFYING

COMPLIANCE WITH THESE GENERAL TERMS AND CONDITIONS.

http://www.value4gov.org/