1-26-069 Employee Service Award RFP.pdf

Request for Proposal (RFP)

#26-069 Employee Service Recognition Awards Program For: Walworth County Human Resources

Schedule of Events

This schedule is in local time and is provided for your information and planning purposes. Although every effort will be made to follow this schedule, we reserve the right to modify the dates as necessary.

Contact Information Purchasing Agent: Melissa Rompesky, Senior Buyer Address: Walworth County Purchasing

100 W. Walworth Street Elkhorn, WI 53121

Proposal Issued: June 18, 2026

Questions Due: July 7, 2026 at 3:00 p.m.

Final Addendum Issued: July 13, 2026

Proposals Due (Closing Time): July 20, 2026 At 10:00 a.m.

Contract Award: September 18, 2026

Anticipated Contract Start: January 1, 2027

Table of Contents

I. POSTING OF SOLICITATION

II. INVITATION

III. BACKGROUND

IV. TERM OF CONTRACT

V. PROPOSER QUALIFICATIONS

VI. SCOPE OF WORK / SPECIFICATIONS

VII. VALUE ADDED SERVICES (VAS)

VIII. STANDARD TERMS AND CONDITIONS – WALWORTH COUNTY

IX. EXAMINATION OF SITE AND PROPOSAL DOCUMENTS

X. PRE-PROPOSAL MEETING

XI. PROPOSER QUESTIONS / REQUESTS FOR EXCEPTIONS OR CHANGES

XII. PROPOSAL CONTENT AND SUBMISSION

XIII. SUBMISSION OF REQUESTED SAMPLES

XIV. ELECTRONIC MODIFICATION OF PROPOSAL

XV. WITHDRAWAL OF PROPOSAL

XVI. PROPOSER SUPPLIED DOCUMENTATION / MATERIALS

XVII. EVALUATION CRITERIA

XVIII. AWARD

XIX. CONTRACT

XX. EMERGENCY SERVICES

XXI. ADDITIONAL SERVICES

XXII. SUBCONTRACTING/SUBCONSULTING

XXIII. EMPLOYEES

XXIV. WORK HOURS

XXV. WARRANTY

XXVI. PRICING

XXVII. INDEFINITE QUANTITY

XXVIII. PRICE ADJUSTMENTS

XXIX. EQUITABLE ADJUSTMENT

XXX. INVOICING

XXXI. PAYMENT

XXXII. REJECTION

XXXIII. DEFICIENCIES

XXXIV. ACCEPTANCE

XXXV. CONFLICT OF INTEREST

XXXVI. “PIGGYBACK” CLAUSE

XXXVII. CONTRACT REVIEW

XXXVIII. NONDISCRIMINATION / AFFIRMATIVE ACTION

XXXIX. WORK/SITE RULES

XL. COMPLIANCE WITH LAWS

XLI. INSURANCE REQUIREMENTS

XLII. CANCELLATION

I. POSTING OF SOLICITATION

All Walworth County solicitations are posted on the County’s Bonfire Portal at:

walworthcountywi.bonfirehub.com. To ensure notification of future opportunities with Walworth County, Proposers must be registered. Proposers may register for an account with Bonfire at no charge.

NOTE: Walworth County will make no attempt to contact Proposers with updated information. It is the responsibility of each Proposer to periodically check the portal for all notifications, releases, and addenda associated with this solicitation.

II. INVITATION

Walworth County is accepting sealed, electronic Proposals submitted through the Bonfire Portal from qualified firms for the Employee Service Recognition Awards Program for Walworth County Human Resources, hereinafter referred to as the “County,” in accordance with the specifications stated and/or attached herein/hereto. The successful proposer will hereinafter be referred to as the “Proposer” or “Contractor.”

Sealed, electronic Proposals will be received until 10:00 a.m. local time on July 20, 2026. Late responses will not be accepted. All responses will be recorded by purchasing staff shortly after the deadline.

Contractors having considerable experience in providing employee service recognition awards or other closely related projects are invited to participate.

The Purpose of this solicitation is to award a contract to the selected Contractor that can demonstrate that they possess the technical capabilities to provide all of the deliverables required in this RFP within a reasonable project schedule and when considering the thoroughness of the proposal’s project understanding.

III. BACKGROUND

Walworth County, established in 1839, is located in Southeastern Wisconsin and is one of the oldest counties in the state. Walworth County employs approximately eight hundred (800) management, professional, technical, administrative, clerical and general labor employees (excluding limited term, seasonal and casual part-time employees).

The County’s employee service recognition award program is currently managed by Human Resources and fits the “every five years of completed service, employee orders own gift from group of gift offerings set by years of service level” model. Printed recognition materials are sent to Human Resources for distribution by department managers, and gift items are shipped directly to the employee’s home. The program budget is set annually by the county board.

IV. TERM OF CONTRACT

A contract will be awarded to the successful Proposer. The term of the contract will commence on or about January 1, 2027, and shall be for a period of one (1) year, with an option to extend for four (4) additional one (1) year periods, under the same terms and conditions, and by mutual consent of both parties.

https://walworthcountywi.bonfirehub.com/projects

V. PROPOSER QUALIFICATIONS

Proposer’s responding to this Proposal must meet the following qualifications:

1. Have a record of performance with reasonable financial support, personnel and organization to ensure that they can satisfactorily execute the service required and specified herein if awarded. Proposers who have failed to perform in the past may not be considered for award.

2. Possess a minimum of three (3) years of verifiable experience in providing services as specified.

Experience should include accounts equal or larger in size and scope of this request.

3. Be properly licensed to do business in the State of Wisconsin, which includes being registered with the Wisconsin Department of Financial Institutions (DFI) if Proposer is required to be registered. If Proposer is not required to be registered with DFI, provide supporting reasoning in comments.

4. May not be debarred from conducting business with the State of Wisconsin or Federal Government with the effective dates of this project.

VI. SCOPE OF WORK / SPECIFICATIONS

1. Scope of Work:

Walworth County is seeking a qualified vendor to provide an Employee Service Recognition Awards Program. The County recognizes employees who reach key service milestones by issuing a recognition notice and certificate at one year of service and adds a gift to the printed materials at each subsequent five‑year increment, starting at year five. The selected vendor will supply a program that offers a variety of gift options for employees to choose from at each milestone level, along with professionally produced recognition certificates. Proposer may also provide alternative service recognition program/product options by adding the information to the Value Added Services section of Proposer’s response document.

2. Specifications:

A. Award Items

i. Walworth County desires to continue their program that allows for recognition at each 5 years of service. The successful Contractor shall provide a selection of at least six (6) products per anniversary level (or a set number determined by service provider) within a minimum of five (5) price point categories. Each service level award cost should include a selection of award items, a personalized thank you for your service note or personalized color certificate (prefer both), and shipping. As an alternative, the County includes an opportunity for the employee to make a donation to a County selected charity if no award is requested.

ii. There should be a recognizable increase in the value of items as the years of service increase. Proposer will have flexibility in suggesting the items to be offered for each service category. In evaluation of these items, consideration will be given to the quality, variety, workmanship and appearance of selection of choices for each service category. Prior to final award of the contract, the County may request to see actual samples of the items for inspection and approval. All items must have a guarantee of at least 90 days or the manufacturers guarantee, whichever is longer.

Proposed total cost for each award level (1-packet/letter/certificates only, 5, 10, 15, 20, 25, 30, 35, 40, 45) by year needs to be provided in the Proposer Cost Summary.

iii. Proposer shall develop and submit a preliminary list of gifts for each of the years of service categories based on the numbers shown below. Approximate gift values are detailed below to help guide proposers with potential program parameters.

All employee recognition gifts shall be shipped with a personalized card selected by Walworth County. Prices should include shipping of printed materials to County and gifts to employee homes.

Years of Service

Approximate Price Category of Gift

Approximate Number of Gifts in 2027

1 $6.50 Print Items Only 145 5 $60.00 57

10 $90.00 18 15 $90.00 13 20 $120.00 7 25 $150.00 8 30 $175.00 3 35 $200.00 1 40 $250.00 1 45 $250.00 1 50 $300.00 1

iv. Walworth County reserves the right to change category levels and to request a refresh in product selection. Contractor shall provide new groupings of gifts within thirty (30) days of notification.

B. Congratulatory Letters and/or Certificates The successful Contractor shall provide one or both (preferred) of the following:

i. A personalized congratulatory letter on County letterhead with scanned signature of the County Administrator.

ii. Two (2) personalized color certificates of appreciation with the county seal, employee name, years of service, and County Administrator’s scanned signature.

C. Employee Packets

i. Contractor shall provide each employee a physical award packet for Walworth

County to include: the packet envelope, congratulatory letter and/or two copies of an award certificate, order instructions, and pictures of awards at multiple levels. No monetary value should appear in the paper or online gift catalog.

D. Electronic (Web-based) Catalogs/Brochures

i. Catalog/brochure shall be available in an electronic (web-based) format. All costs associated with creation, distribution, management, set-up, interface and delivery of all catalog/brochures shall be borne by the Contractor.

ii. Contractor shall provide internet versions available as a Universal Resource Locator (URL) or Portable Document Format (PDF).

iii. Contractor shall provide part numbers and descriptions (photo required) of all products or groups of products being offered under a specified group.

iv. Eligible employee shall order a recognition award gift either on the custom web-based site or print an order form and return to Contractor for processing.

E. Reports and Invoicing

i. Contractor shall not require a minimum dollar level spend per year.

ii. Contractor shall invoice for products after delivery. No pre-payment of any orders shall be allowed.

iii. Contractor shall provide, at a minimum, an itemized invoice describing each individual employee award shipment. An invoice for each item is not necessary if customer statement details each item and cost.

iv. Annually, Walworth County shall provide the Contractor with an Excel spreadsheet listing all eligible employees and their contact information for the upcoming twelve (12)-month period. Prior to the start of each quarter, the Contractor shall furnish Walworth County with the quarterly recipient list so that any cancellations or updates can be made. The Contractor shall deliver the award packets to Walworth County Human Resources at least thirty (30) days before the beginning of each quarter for distribution.

v. Contractor will also provide to Walworth County, on a quarterly basis, a list of non-responding employees/outstanding certificates that are more than six months old.

Walworth County will detail to the employees on the list the available charity/County options for donations. If after three (3) attempts to contact employee to redeem their recognition award is unsuccessful, the employee will be notified of a default charity donation by Human Resources. If an employee elects, via the Contractor, not to obtain the gift item and desires to donate to a charity, the Contractor shall provide that information to Walworth County and the County will initiate the payment to the charity. Walworth County will make the employee aware of the available options for donations.

F. Other Services:

All details of services not specifically mentioned which are regularly furnished in order to complete this type of work will be furnished at the proposed pricing, quality, workmanship and service level provided by the practice as specified in the Request for Proposals. The Proposer's proven track record and approach towards the successful implementation of these services are critical factors in the selection process.

G. Delivery Delivery of gift selection shall be directly to employee’s home. Contractor shall deliver recognition items within three (3) weeks of order placement.

VII. VALUE ADDED SERVICES (VAS)

Proposer shall detail any value-added services your company offers that go beyond the standard service scope outlined in this RFP. Specifically, describe how these additional services can enhance the County’s operational efficiency, improve experience, and provide measurable benefits to the County. The County understands these services may be an additional cost but would like to be aware of additional services that are offered. Be sure to clearly explain the cost structure associated with each proposed value-added service in the Cost Proposal and how they will be implemented and supported.

VIII. STANDARD TERMS AND CONDITIONS – WALWORTH COUNTY

The Standard Terms and Conditions of Walworth County are made a part of this Request for Proposal (RFP) by reference. Standard Terms and Conditions are available on the internet, under the Purchasing Division on the Walworth County Home Page or by clicking on the following link:

http://www.co.walworth.wi.us/DocumentCenter/View/479/05-2017-Standard-Terms-and-Conditions-

PDF

http://www.co.walworth.wi.us/DocumentCenter/View/479/05-2017-Standard-Terms-and-Conditions-PDF http://www.co.walworth.wi.us/DocumentCenter/View/479/05-2017-Standard-Terms-and-Conditions-PDF

Documents are also available, upon request, by contacting the Purchasing Agent listed in this solicitation.

IX. EXAMINATION OF SITE AND PROPOSAL DOCUMENTS

Proposer is required to carefully examine the Request for Proposal, the scope of work, the site of the work, and the contract contained herein. It will be assumed that the Proposer has investigated and is satisfied as to the requirements of the RFP documents. It is mutually agreed that the submission of a Proposal shall be considered as conclusive evidence that the Proposer has made such examination and is satisfied as to all the conditions and contingencies.

Pleas of ignorance of conditions that exist or that may hereafter exist, or of conditions or difficulties that may be encountered in the execution of the services under this RFP as a result of failure to make the necessary examinations and investigations will NOT be accepted as:

• An excuse for any failure or omission on the part of the Proposer to fulfill, in every detail, all of the requirements of the RFP, or

• As a basis for any claims whatsoever for extra compensation, or

• For an extension of time.

All labor, equipment, parts, items, details of services or features not specifically mentioned which are regularly furnished to complete these types of services will be furnished at Proposal pricing and shall conform in quality, workmanship and service to those usually provided by the practice as specified in this RFP.

X. PRE-PROPOSAL MEETING

A pre-proposal meeting is not scheduled for this RFP. Any questions or request for clarifications are outlined in Section XI. Proposer Questions / Requests for Exceptions or Changes.

XI. PROPOSER QUESTIONS / REQUESTS FOR EXCEPTIONS OR CHANGES

Proposers should request interpretation or correction of any ambiguity, inconsistency, or error in RFP requirements.

Unless the Proposer clearly indicates in their response that the product offered is an “equal” product, it will be implied that the Proposer will provide the brand, name, manufacturer, stock number or product specified.

Consideration will be given to a Proposer’s request for a change if any of the terms and conditions of this RFP are not in full accord, or if changes, alterations, additions or deductions are necessary for your firm to be compliant with the specifications and submit a response. Any requests for changes, clarifications, etc., must be submitted in writing using the “Messages” feature under this Project in Bonfire at: https://walworthcountywi.bonfirehub.com/opportunities/236037.

Questions must be received no later than July 7, 2026 at 3:00 p.m. You will not be able to initiate messages to the Buyer after this time.

Unauthorized Proposer contact regarding this RFP with any County employee may result in disqualification of Proposal. Any oral communication will be considered unofficial and non-binding.

Proposers shall rely only on written addenda issued for this opportunity.

https://walworthcountywi.bonfirehub.com/opportunities/236037

Any changes made as a result of a written request will be issued via addendum and will be posted to the Bonfire Portal. Proposers are responsible for monitoring Bonfire Portal. Each addendum forms an integral part of this RFP and contains important information which may include significant changes to this RFP. Proposers are responsible for obtaining all addenda issued by the County prior to the opening date. The County will make no attempt to contact proposers with updated information.

XII. PROPOSAL CONTENT AND SUBMISSION

Proposers, by submitting a response to this RFP, certify and agree to meet all the requirements as stated herein. A Proposer must state in their response if they are unable or unwilling to meet any requirement. Inability or unwillingness to meet any requirement, in part or in whole, may be cause for disqualification. Any exceptions taken by the Proposer must be clearly identified in the proposal.

Proposals shall be irrevocable until Contract award unless the proposal is withdrawn. Proposers may withdraw a response at any time until the submission deadline.

Proposers shall assume full responsibility for ensuring electronic delivery of proposals before the RFP deadline. Proposers should allow sufficient time to complete the electronic submission by the date and time specified.

Walworth County will only accept electronic submittals in response to this RFP. All proposals must be submitted electronically using the Bonfire Portal by the time and in the manner prescribed. Bonfire will serve as the proposal collection destination.

1. Proposal Content:

A. Requested Information:

Group Name Type

Files Requirement

Acknowledgements, and Exceptions

There are various questions to acknowledge/respond to

N/A Required

Exceptions Proposer to list any exceptions to the minimum requirements. If none, disregard

PDF (pdf.) 1

Optional - Required only if exceptions are taken

Group Name Type

Files Requirement

Proposer to list any exceptions taken to the terms and conditions of the contract. If exceptions are taken, cite the page number, the paragraph involved, the exception taken, and state alternative language acceptable to the Proposer. If none, disregard

PDF (pdf.) 1

Optional - Required only if exceptions are taken

Cost Proposal

Proposed Pricing (BT-03NZ) BidTable:

Datatable

1 Required

Value Added Services PDF (pdf.) 1

Optional - Required only if Value Added Services are Proposed

Technical Proposal

Proposer Response (Q-15GZ) Questionnaire:

Excel (.xlsx)

1 Required

Years of Service Gift List and/or Web- Based Catalog

PDF (pdf.) 1 Required

Value Added Services PDF (pdf.) 1

Optional - Required only if Value Added Services are Proposed

Attachment B – Form 1-420-A W-9, Request for Taxpayer Identification Number and Certification

PDF (pdf.) 1 Required

Employee Service Recognition Award

Packet Sample

In addition to the response provided in the Bonfire Portal, sample must be mailed/delivered as described in section XIII. SUBMISSION

OF REQUESTED SAMPLES

Physical Sample

N/A Required

B. Response templates and/or forms are available for downloading on the Bonfire Portal at:

https://walworthcountywi.bonfirehub.com/opportunities/236037.

i. Requested Document(s):

Provide all documents as listed in the Requested information.

ii. Requested Questionnaire(s):

Questionnaire(s) can be obtained from the above linked project.

Please note that Questionnaires may take a significant amount of time to prepare.

iii. Requested Bid Table(s):

Complete the Bid Table(s) online in the browser. The Bid Table can be completed any time during submission, however it must be completed all at once to submit and finalize.

Edits may be made to the submission before the due date. Please note that Bid Table may take a significant amount of time to prepare.

2. Proposal Submission:

A. Upload proposal submission at:

https://walworthcountywi.bonfirehub.com/opportunities/236037.

i. Bonfire Submission Guidelines:

(1) Provide all documents as listed in Item A. Proposal Content of this section.

(2) Some response forms are available for downloading on the Bonfire Portal by using the link provided above.

(3) Note the types of files allowed. The maximum upload file size is 100 MB.

(4) Do not embed any documents within your uploaded files as they will not be accessible or evaluated

(5) Uploading large documents may take significant time, depending on the size of the file(s) and Internet connection speed.

(6) Use Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript and browser cookies must be enabled.

(7) The County is not responsible for any delays associated with the electronic submission of proposals through Bonfire Portal.

(8) Need Help? The County uses the Bonfire Portal for accepting and evaluating proposals digitally. Please contact Bonfire at Support@GoBonfire.com for technical questions related to your submission. Proposers can also visit the Bonfire help forum at https://help.eunasolutions.com/hc/en-us.

ii. Proposers will receive an email confirmation receipt with a unique confirmation number once submission is finalized.

iii. Proposers may withdraw a response at any time until the submission deadline.

iv. Proposals may not be transmitted orally, in person, by mail, email, or fax machine.

v. All proposals shall be valid for a period of ninety (90) days after the scheduled time of closing. Proposals shall remain firm and may not be withdrawn during this ninety (90) day period.

vi. All Proposers, by submission of a response, agree to abide by the rules, regulations, and procedures of the County.

vii. Proposals will only be visible to the County after the Proposal Deadline.

https://walworthcountywi.bonfirehub.com/opportunities/236037 https://walworthcountywi.bonfirehub.com/opportunities/236037 file://walco.com/walcoshare/Finance/Purchasing/TEMPLATES%20FOR%20PURCHASING/RFP/Support@GoBonfire.com https://help.eunasolutions.com/hc/en-us

XIII. SUBMISSION OF REQUESTED SAMPLES

Proposer is required to provide one (1) hard copy Employee Service Recognition Award Packet sample which must include: the packet envelope to be provided to employees, the employee award letter and/or two copies of award certificate, order form with instructions, and pictures of awards at multiple levels. No monetary value should appear in the paper or online gift catalog.

Sample must be clearly identified with Proposer’s name and will be returned upon request at the Proposer’s expense. Requested sample will be provided at no cost to the County.

One (1) hard copy sample must be submitted to the Walworth County Purchasing department at the address listed below by August 19, 2026 at 10:00 a.m.

Walworth County – Finance Department Attention: Melissa Rompesky RFP #26-069 Samples W4097 County Rd NN Elkhorn, WI 53121

If additional samples are requested, they will be provided at no cost to the County within five (5) calendar days from the date of request.

XIV. ELECTRONIC MODIFICATION OF PROPOSAL

Proposals may be modified electronically using the Bonfire Portal provided such modification is made prior to the closing time for receipt of proposals.

XV. WITHDRAWAL OF PROPOSAL

Proposals may be withdrawn electronically using the Bonfire Portal provided such withdrawal is made prior to the closing for receipt of proposals.

XVI. PROPOSER SUPPLIED DOCUMENTATION / MATERIALS

All material submitted by the Proposer in response to this request, become the property of Walworth County. The County is a unit of local government obligated to comply with Wisconsin’s Public Records Law, Wisconsin Statutes secs. 19.31 through 19.39. The presumption under the law is that public records shall be open to the public unless there is a clear statutory exception, unless there exists a limitation under the common law, or unless there is an overriding public interest in keeping the public record confidential. As such, proposers should assume that their submitted proposal will be subject to disclosure under the Public Records Law.

A proposer responding to this request should not include any Confidential Information, proprietary information or protected trade secret(s) as part of its proposal unless the proposer designates the specific information that it maintains is proprietary or trade secret and the reason(s) for such designation in a separate document, and identifies the specific information when it occurs within the proposal.

The County reserves the right to make determinations of Confidential Information when responding to public records requests and complying with Public Records Laws.

Designation(s) of Confidential Information in no way guarantees that designated information will be kept confidential under the provision of the Public Records Law. Simply placing a confidential notice in the header or footer of the submittal does not satisfy the designation requirements. Proposer is not entitled to notification prior to release of information. In no event will price be deemed confidential.

Generally, proposals are available for public review after the County has awarded a contract.

XVII. EVALUATION CRITERIA

The County reserves the right to accept or reject any or all proposals, in whole or in part, received in response to this RFP, to waive or permit cure of minor irregularities, and to conduct discussions with all qualified suppliers in any manner necessary to serve the best interest of the County. The County also reserves the right, in its sole discretion, to award a contract based upon the proposals received without prior discussion or negotiation with respect to those proposals. Proposers are cautioned that proposals should be submitted initially on the most favorable terms.

All proposals will be reviewed by an Evaluation Committee. The evaluation and selection of Proposer shall be in accordance with the requirements of the scope and deliverables of this RFP and the criteria stated below. The recommendation for award shall be made to the responsive, responsible Proposer who complies with the requirements and scores the highest total on the evaluation criteria, which represents the most advantageous overall value for the County, all factors considered.

Technical Proposal

Evaluation Criteria Max Points

General: Extent to which complete proposal elements are submitted.

a. Proposal is complete and includes all required documents

b. Required sample packet is provided and meets specifications

c. Demonstrates an overall understanding of the requested services

Proposer Firm Qualifications and Experience: Proposer company experience, qualifications, and ability in providing services of a similar nature. Extent to which the Proposer has the necessary credentials to provide goods/services as needed. Including but not limited to:

a. Meets or exceeds required three (3) years of relevant experience

b. Confirms financial capacity and organizational stability

d. Provides adequate administrative structure and customer-service resources

Proposer’s References: Proposer’s experience providing services of a similar nature.

a. Quality and relevance of references for similar scope

b. Demonstrated ability to meet schedules and service requirements

Ability to Meet Scope of Services/Specific Approach: Ability to meet scope of services in compliance with provisions/requirements.

The approach to delivering the project (plan, stages, timeline). Quality of the proposed solution and its ability to meet the project needs.

a. Quality, variety, and appropriateness of award items offered per service level

b. Ability to meet award-packet requirements (letters, certificates, instructions, photos)

c. Quality and usability of electronic/web-based catalog and ordering system

d. Approach to shipping, delivery timelines, and order fulfillment service levels

e. Ability to meet reporting requirements (quarterly lists, non-responders, pending employees)

f. Description of implementation and transition plan

g. Understanding of billing, invoicing, and administrative requirements

h. Value Added services (if proposed)

i. Exceptions

Cost Proposal

Evaluation Criteria Max Points

Proposed Cost: The competitiveness of proposed costs will be scored based on the total cost of the goods and services as requested in the Proposed Pricing (BT-03NZ) excluding VAS or optional items. The formula used will be as follows:

Lowest Qualified Proposers Cost X 25 = Awarded Points

Proposer(s) Cost Total

XVIII. AWARD

Within one hundred and twenty (120) days after the opening of Proposals, award will be made in accordance with the criteria stated above. The successful Proposer(s) shall be required to enter into a contract agreement with the County.

The contract shall be deemed as having been awarded when formal recommendation of award has been approved by the appropriate County authority.

XIX. CONTRACT

A sample copy of Walworth County’s standard Professional Services Contract is included as Attachment A to this RFP. The County recognizes that standard contract terms may not always be suitable and are open to negotiating and modifying certain terms based on mutual agreement. Any agreement or contract resulting from the acceptance of the Proposal shall be on form(s) either supplied by the County or approved by the County.

XX. EMERGENCY SERVICES

In the event of an emergency or exigent circumstance, Walworth County reserves the right to purchase the contracted goods/services on the open market. The County may solicit the Contractor(s) under this agreement, non-contracted vendors, or a combination of both based on the nature of the emergency.

XXI. ADDITIONAL SERVICES

The County reserves the rights to add, delete or acquire other types of service that the Contractor can provide that are similar to, but not specifically called for in this RFP. Additions or changes to services must be agreed to in writing by all parties.

XXII. SUBCONTRACTING/SUBCONSULTING

Walworth County requires the service technicians proposed to be directly employed by the Contractor with the exception of when ancillary services are required.

All subcontractors shall be held to the same insurance provisions as noted herein. Additionally, the subcontractor shall comply with all requirements as stated in this specification.

Contractor will not be permitted to sublet, sell, transfer, assign or otherwise dispose of the contract of any portion therein, or its right, title or interest in, to any person and/or Proposer(s) without the written consent of Walworth County. No subcontract shall, under any circumstances, relieve the Contractor of liability and obligation under this contract. If subcontractors are used, Walworth County will consider the awarded Proposer to be the Prime Contractor and to be solely responsible in all contractual matters, including payment of any and all charges resulting from such subcontractor arrangements. The Prime Contractor shall be fully responsible for the acts, errors and omissions of the subcontractor.

In the event that a portion or portions of the contract are proposed as subcontracted, the Proposer shall provide a list of intended subcontractors with their proposal. Walworth County shall be the sole judge in determining whether the subcontracted firm or firms are qualified to provide the services as sought. Walworth County reserves the right to reject the proposal if the subcontractors are determined to be unqualified or unacceptable. After a contract has been awarded, Contractor must obtain prior approval before using any subcontractors not previously identified in your proposal.

When subcontractors are used in the performance of any of these services, skilled tradesmen should be utilized to assure quality workmanship.

XXIII. EMPLOYEES

Contractor agrees that trained, certified (where applicable) and competent employees shall perform the services required by this contract using industry-accepted standards. County shall be entitled to request the removal of individuals working on any contract for any of the following grounds, provided that such request be in writing and shall specify the reasons for the County’s dissatisfaction:

• Unsatisfactory performance that causes negative operational impact at the County or causes the County to commit additional resources to avoid operational impact;

• Dishonesty or belligerent conduct;

• Lack of compatibility with County staff; or

• Violation of County rules or policies.

Upon such written request, the County and Contractor shall decide on a course of action to cure any such problems, provided that there shall be no cure opportunity required for problems involving dishonesty or belligerent conduct or a violation of County rules or policies. In the event Contractor does not cure the problem within seven (7) days from the date of notice, Contractor shall remove such person and shall promptly provide a qualified replacement. The County will be liable for payment of services only up to the time of dismissal and only if services rendered meet the minimum requirements of the County. Contractor must comply with Walworth County’s work/site rules.

Contractor shall comply and accept exclusive responsibility for Contractor’s employee(s) while on Walworth County property.

If for any reason the individuals identified are no longer employed by the firm, or available from the subcontracted firm, the Contractor must notify the County within a reasonable time frame. Contractor is responsible for ensuring that any substitute personnel have comparable skills and experience. The County reserves the right to interview substitute personnel prior to commencement of activity on the project to confirm to County’s satisfaction equivalency of skills and experience.

If any of the Contractor’s employee appears to be incompetent or to act in a disorderly or improper manner, such person shall be removed immediately on request of the County, and shall not again be re-employed except upon written consent of the County.

XXIV. WORK HOURS

The Department of Human Resources hours of operation are Monday through Friday, 8:00 a.m. to 4:30 p.m., excluding holidays and weekends.

XXV. WARRANTY

All labor, parts, materials, supplies used in the performance of this contract must be new and unused and, at a minimum, include a one (1) year warranty or the manufacturer’s standard warranty on items and/or parts purchased for use under this Contract whichever is greater.

WARRANTY WILL NOT COMMENCE UNTIL AFTER PRODUCT HAS BEEN INSPECTED AND

ACCEPTED BY WALWORTH COUNTY EMPLOYEE.

XXVI. PRICING

Pricing is to include Recognition Awards at the requested service award levels as specified, including shipping, all supervision, as needed, materials, and start up fees. Proposer acknowledges this proposal includes all services outlined in the Request for Proposal. Proposed pricing shall be firm for the first year of the contract. All goods and services shall be furnished at proposed pricing and shall be without any additional charges beyond those proposed.

All costs shall be provided in U.S. dollars.

In the event of a price disparity between the unit and extended price, the unit price shall prevail unless judged obviously in error by Walworth County.

County will reject shipments sent C.O.D. or freight collect.

Prices will be firm, not to exceed cost, inclusive of all costs. No additional costs will be allowed.

XXVII. INDEFINITE QUANTITY

The scope, size, and total dollars to be spent on the services to be performed under this contract are unknown. No guarantee of the actual service requirement is implied or expressed. Proposals that require minimum order quantities or dollar amount shall be disqualified.

XXVIII. PRICE ADJUSTMENTS

Costs must be firm for the first year of the contract. Notification of any requested increase is required in writing to Walworth County from the Contractor a minimum of 30 days prior to the end of each contract year. Walworth County reserves the right to request a decrease based on a downward trend.

XXIX. EQUITABLE ADJUSTMENT

County may, in its sole discretion, make an equitable adjustment in the Contract terms and conditions and/or pricing. If pricing or availability of supply is affected by extreme or unforeseen volatility in the marketplace that satisfy all the following criteria:

1. The volatility is due to causes wholly beyond the Contractor’s control;

2. The volatility affects the marketplace or industry, not just the Contractor’s source of supply;

3. The effect on pricing or availability of supply is substantial; and

4. The volatility so affects the Contractor that continued performance of the Contract would result in substantial loss.

Any adjustment would require the Contractor to provide irrefutable evidence along with any request for adjustments to contract terms and/or pricing. The County may elect to provide a one-time increase, an increase for a predetermined period or an increase for the remainder of the contract. In the event of any market decreases the Contractor shall in good faith provide the County with reduced pricing.

The County reserves the right to request an equitable adjustment to decrease pricing in the event of a decrease in market pricing.

XXX. INVOICING

Contractor shall provide itemized invoices for each order showing at a minimum the recipient, item description, quantity, item cost, and total cost. In lieu of a separate invoice for each delivered item, Contractor may provide a monthly itemized statement of purchases if statement includes at minimum the recipient, item description, quantity, item cost, and total cost for each order completed during the billing cycle.

Original Invoice must be addressed or emailed to Walworth County Finance Department-Accounts Payable Division at 100 W. Walworth Street, P.O. Box 1001, Elkhorn, WI 53121, or apsupport@co.walworth.wi.us with copy to Human Resources at dmcintyre@co.walworth.wi.us.

Contractor is responsible for the completion of all recordkeeping and reporting requirements as appropriate for all items prior to payment.

XXXI. PAYMENT

Walworth County’s preference is to pay with a Visa credit card (P-Card). County will not use a P-Card for processing payments if Contractor charges credit card processing fees or sets minimum transaction limits. Proposer should specify in the proposal the method by which payment is to be received. Payment will be made within forty-five (45) calendar days after acceptance of goods/services and receipt of a properly documented invoice.

XXXII. REJECTION

All services performed or goods provided by the Contractor are subject to acceptance by the County based on the conformity to these RFP specifications. In the event the Contractor or its subcontractor mailto:apsupport@co.walworth.wi.us were to provide services and/or goods that do not conform to these project specifications and did not gain prior approval from the County, the services and/or goods will be subject to rejection. Rejected services or goods shall be redone or replaced at the expense of the Contractor.

XXXIII. DEFICIENCIES

In the event that the County determines that there are deficiencies in the service work provided by the Contractor under the contract, the County shall notify the Contractor in writing as to the precise nature of any such deficiencies. Within ten (10) working days of receipt of such notice, Contractor shall take responsible steps to correct any deficiencies.

XXXIV. ACCEPTANCE

Acceptance is defined as acceptance by the County after its authorized agent has confirmed the deliverables to meet the specified requirements. Acceptance will be determined prior to payment of invoices, or in writing if the goods/services require prepayment.

XXXV. CONFLICT OF INTEREST

All Proposers must disclose with their Proposal, the name of any officer, director or agent who is also an officer or employee of Walworth County. Further, all Proposers must disclose the name of any Walworth County officer or employee who owns, directly or indirectly, any interest in the Contractor’s firm or any of its branches. Failure to disclose this information will result in disqualification of their proposal. The County reserves the right to seek compensation for recoupment of losses in having to re-solicit or re-assign.

XXXVI. “PIGGYBACK” CLAUSE

Common purchasing practices in government include cooperative or "piggyback" purchasing among various units of government or municipalities. This contract will be extended, with the authorization of the Contractor, to other units of government or municipalities at the same prices and/or discounts and terms and conditions. If another unit of government or municipality decides to use this contract, the Contractor must deal directly with the respective unit of government or municipality concerning the placement of orders, issuance of the purchase orders, contractual disputes, invoicing, and payment.

Walworth County acts only as the "Contracting Agency" for those public agencies.

XXXVII. CONTRACT REVIEW

Contractor will be required to meet with designated county personnel, on an as-needed basis, to discuss the services that are being provided. Discussions will include an overall quality review, suggestions to improve the efficiency, services to be provided, and any other matters that may affect the contract. It is also the intent of the contract review to identify and implement efficiencies that may reduce the annual cost of the services provided.

XXXVIII. NONDISCRIMINATION / AFFIRMATIVE ACTION

In connection with the performance of any work under this request, the Proposer(s) agree 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 apprenticeship. Except with respect to sexual orientation, the Proposer(s) further agree to take affirmative action to ensure equal employment opportunities. Failure to comply with the conditions of this clause may result in the Proposer(s) becoming declared an ineligible Proposer, termination of the contract, or withholding of payment.

XXXIX. WORK/SITE RULES

Contractor shall comply with Walworth County’s work/site rules. Contractor shall comply and accept exclusive responsibility for each individual employee while on Walworth County property.

XL. COMPLIANCE WITH LAWS

Contractor is responsible to comply with all statutory rules and regulations. All applicable federal, state and local laws, rules and regulations governing this type of service will apply and will be deemed incorporated into the contract. These requirements shall be done at Contractor’s expense.

XLI. INSURANCE REQUIREMENTS

Every Contractor and parties furnishing services or products to Walworth County, or any of its divisions, must provide evidence of the following minimum insurance requirements prior to execution of the contract. These minimum insurance requirements do not in any way limit the liability assumed elsewhere in the contract. County may require higher limits or other types of insurance coverage(s) as necessary and appropriate. Modifications to the types of coverage, limits and/or other terms should not be made without the approval of the County’s Risk Manager.

Minimum Insurance Limits:

Contractor shall, at its sole expense, maintain the following insurance:

A. Commercial General Liability Insurance including contractual coverage:

The limits of this insurance for bodily injury and property damage combined shall be at least:

Each Occurrence Limit $1,000,000 General Aggregate Limit $2,000,000 Products – Completed Operations Limit $2,000,000 Personal and Advertising injury Limit $1,000,000

B. Commercial Automobile Liability Insurance:

Contractor shall provide comprehensive automobile insurance covering the ownership, operation and maintenance of all owned, non-owned and hired motor vehicles. Contractor shall maintain limits of at least $1,000,000 per accident for bodily injury and property damage combined.

C. Workers’ Compensation & Employer’s Liability Insurance:

Such insurance shall provide coverage in amounts not less than the statutory requirements in the state where the work is performed, even if such coverages are elective in that state.

Employers Liability insurance shall provide limits of not less than $100,000 per occurrence for bodily injury; $100,000 per employee for bodily injury by disease, and $500,000 policy aggregate.

Additional Requirements:

D. Contractor shall require all its contractors and subcontractors performing work related to this contract to carry sufficient minimum insurance to cover liabilities arising from or out of the performance of this contract.

E. When available under the policy, any insurance required above shall: (a) name Walworth County including its directors, officers, employees and agents as additional insureds by endorsement to the policies, and, (b) provide that such insurance is primary coverage with respect to all insureds and additional insureds, and, (c) grant a waiver of subrogation in Walworth County’s favor.

F. The above insurance coverages may be obtained through any combination of primary and excess or umbrella liability insurance.

G. Contractor shall provide certificates evidencing the coverages, limits and provisions specified above on or before the execution of the Agreement and thereafter upon the renewal of any of the policies. Contractor shall notify County with a thirty (30) days of any cancellation, nonrenewal or material change in any of the policies maintained in accordance with this Agreement.

H. Coverage must be placed with carriers with a current A. M. Best rating of B ++ or better.

XLII. CANCELLATION

Walworth County reserves the right to cancel any agreement in whole or in part without penalty due to non-appropriation of funds.