1-2025046 Command Post Trailer General Terms and Conditions.docx

Waukesha County Bid No. 2025046 Date: November 4, 2025

WAUKESHA COUNTY GENERAL TERMS AND CONDITIONS FOR SHERIFF DEPARTMENT SEARCH & RECOVERY COMMAND POST TRAILER

GENERAL: It is the intent of this bid/specification to describe the minimum requirements for a search and recovery command post trailer for the Waukesha County Sheriff Department. All items, details of construction, services or features not specifically mentioned which are regularly furnished in order to provide the services described herein shall be furnished at the bid price and shall conform in strength, quality and workmanship to that usually provided by the practice indicated in the Invitation to Bid.

ELIGIBILITY: 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 (https://dfi.wi.gov/Pages/BusinessServices/BusinessEntities/ForeignEntities.aspx) 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 portal. 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 at https://bonfirehub.zendesk.com/hc. 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 email responses are not considered electronic responses and will not be accepted.

AWARD AUTHORITY: The Waukesha County Purchasing Division will be the sole judge of the quality and suitability of the products and services offered in its determination of the successful bidder. Award will be made to the lowest responsible, responsive bidder who complies with the specifications. Note: Award will NOT be made to firms that “Do Not Comply” for any of the requirements. Please see the “Request for Change” paragraph above if you are unable to comply with the specifications.

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.

SPECIAL CONDITIONS: Continuation beyond 12/31 of any year is subject to the appropriation of funds by the Waukesha County Board of Supervisors.

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

CONTROLLED ACCESS SCREENING: Controlled access screening is mandatory for all vendors seeking access to the Courthouse and Administration Building. Anyone visiting either building is to enter and exit the facilities through the main Courthouse public entrance (Door #2), 515 W. Moreland Blvd.

Screening will take place in the lobby of the Courthouse. A corridor near the Courthouse lobby connects both buildings together.

Click on the following link for more detailed information regarding the screening process: https://www.waukeshacounty.gov/ControlledAccessScreening/.

A map of the Government Center campus identifying public access points and parking areas is also included on the bottom of the page.

PLEASE NOTE: Waukesha County is not conducting bid openings in person. See the Bid Opening clause below.

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.

Dial-In Numbers:

262-896-8001 Participant Access Code: 2176082

WITHOUT DEFECT LANGUAGE: Equipment shall be new, unused, and not previously titled. Units classified as factory rebuilt units, demonstrators, and prototype or discontinued are not acceptable.

PAYMENT: Waukesha County’s preference is 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 are 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.

WAUKESHA COUNTY’S RESPONSIBILITIES: The County department will be notified by the Purchasing Division of the award(s) and will be provided with the vendor’s name, contact person for orders, applicable pricing, and the guidelines for the contract(s).

SUCCESSFUL BIDDER RESPONSIBILITIES: In the event the successful bidder receives an order for items not specifically awarded, they must:

a. Bring it to the immediate attention of the Purchasing Division.

b. Notify the ordering entity in writing and refuse delivery.

REJECTION: The County reserves the right to reject any items that do not conform to this Bid and/or the specifications. All return freight charges associated with the rejected materials shall be borne by the vendor.

CANCELLATION: Waukesha County reserves the right to cancel this contract upon thirty (30) days written notice if vendor deviates from the requirements of this bid/specification.

END OF DOCUMENT