Request for Bid (RFB)

#26-082 Printing Services

For: Walworth County Treasurer’s Office

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: Carolyn Holt, Senior Buyer Address: Walworth County Purchasing

100 W. Walworth Street Elkhorn, WI 53121

Bid Issued: July 2, 2026

Questions Due: July 17, 2026 3:00 p.m.

Final Addendum Issued: July 23, 2026

Bids Due (Closing Time): July 30, 2026 10:00 a.m.

Anticipated Contract Award: August 11, 2026

Anticipated Contract Start: August 29, 2026

Table of Contents

I. POSTING OF SOLICITATION

II. INVITATION

III. BACKGROUND

IV. TERM OF CONTRACT

V. BIDDER QUALIFICATIONS

VI. SCOPE OF SERVICES

VII. SPECIFICATIONS

VIII. STANDARD TERMS AND CONDITIONS – WALWORTH COUNTY

IX. EXAMINATION OF SITE AND BID DOCUMENTS

X. PRE-BID MEETING

XI. BIDDER INQUIRIES / REQUESTS FOR EXCEPTIONS / CHANGES TO BID

XII. SUBMISSION OF BID

XIII. ELECTRONIC MODIFICATION OF BID

XIV. WITHDRAWAL OF BID

XV. BIDDER SUPPLIED DOCUMENTATION / MATERIALS

XVI. PUBLIC BID OPENING MEETING

XVII. METHOD OF AWARD

XVIII. EMERGENCY SERVICES

XIX. ADDITIONAL SERVICES

XX. SUBCONTRACTING

XXI. EMPLOYEES

XXII. WORK HOURS

XXIII. WARRANTY

XXIV. PRICING

XXV. INDEFINITE QUANTITY

XXVI. PRICE ADJUSTMENTS

XXVII. EQUITABLE ADJUSTMENT

XXVIII. INVOICING

XXIX. PAYMENT

XXX. REJECTION

XXXI. DEFICIENCIES

XXXII. ACCEPTANCE

XXXIII. CONFLICT OF INTEREST

XXXIV. “PIGGYBACK” CLAUSE

XXXV. CONTRACT REVIEW

XXXVI. WORK/SITE RULES

XXXVII. BACKGROUND CHECKS

XXXVIII. COMPLIANCE WITH LAWS

XXXIX. INSURANCE REQUIREMENTS

XL. 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, Bidders must be registered. Bidders may register for an account with Bonfire at no charge.

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

II. INVITATION

Walworth County is accepting sealed, electronic bids submitted through the Bonfire Portal from qualified firms Printing Services for the Walworth County Treasurer’s Office, hereinafter referred to as the “County,” in accordance with the specifications stated and/or attached herein/hereto. The successful bidder will hereinafter be referred to as the “Contractor.”

Sealed, electronic bids will be received until 10:00 a.m. local time on July 30, 2026. Shortly after time of deadline, bids received will be publicly opened virtually by purchasing staff.

Contractors who have considerable experience in printing services 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 RFB within a reasonable project schedule and when considering the thoroughness of the Bidder’s project understanding.

In summary, the scope and intent of this project is to provide specific printing services to all County Departments.

III. BACKGROUND

Walworth County operates an in-house printing service for 23 departments. There are services we cannot accommodate in-house and must outsource. These services include business cards, letterhead, envelopes, and specialty projects.

IV. TERM OF CONTRACT

A contract will be awarded to the successful Bidder. The term of the contract 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.

V. BIDDER QUALIFICATIONS

Bidders responding to this Request for Bid must meet the following minimum qualifications:

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

2. May not be on the debarred from conducting business with the State of Wisconsin or Federal Government with the effective dates of this contract.

3. Possess a minimum of (5) years of verifiable experience in providing Printing Services as specified.

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

4. Have a record of performance with reasonable financial support, personnel, equipment and organization to ensure satisfactory execution of the services required and specified herein.

5. Meet or exceed all minimum specifications in their entirety to be considered for award.

https://walworthcountywi.bonfirehub.com/projects

VI. SCOPE OF SERVICES

Walworth County is interested in contracting with a vendor to provide Printing Services to all County Departments.

The County’s current printing requirements include business cards, letterhead, gummed envelopes, self-seal double-flapped envelopes, and special projects.

The vendor shall supply all equipment, tools, supplies, offices, personnel, transportation, and support services required. The County has no obligation to provide to the vendor any equipment, tools, supplies, offices, personnel, transportation, or support services required to perform services. Vendor shall supply a proof prior to printing on all new printing projects.

Selected vendor will be required to work directly with the Walworth County Treasurer’s Office to provide improved customer service. Vendors shall meet as requested to resolve problems. Walworth County Treasurer’s Office shall inform the vendor in writing of the unresolved issues, and the vendor will respond with proposed corrective actions within 10 days of receipt of letter.

VII. SPECIFICATIONS

Contractor must adhere to all specifications outlined herein.

1. General Requirements:

A. Contractor shall furnish the County with high-quality print works, as needed, for projects such as business cards, letterhead, envelopes, and special projects. Reference Attachment A for Walworth County Logo Stationery Specifications.

B. Contractor shall become familiar with the County’s branding graphics and ensure all print-related items comply (i.e., color match). Specifications have been identified for all County logos, and these specifications will be provided to the successful Contractor. The Contractor shall ensure that the County logo is not altered without the County's consent.

C. Contractor shall provide proof document(s) for all print jobs, including reorders. The proof can be provided to the department electronically. Each proof will be approved electronically, no verbal approvals allowed. Provide samples of stock if requested. Maintain, coordinate, and store proofs and artwork during the contract term.

D. Pricing shall be billed at the Contractor’s bid pricing as awarded. All communication regarding invoices will be conducted directly between the Contractor and the Treasurer’s office.

E. Contractor shall deliver/ship completed print jobs directly to the requesting department. Each print job shall be packaged as appropriate for handling. The County requests that print jobs be fulfilled within two (2) weeks from the receipt of the order.

F. County will not pre-pay for any stock inventory.

G. There shall be no minimum or maximum number of order quantities under this contract.

H. Contractor shall provide written quotes for all special projects before the print job is fulfilled.

2. Ordering:

A. Contractor shall provide an order form at no cost to the County. The County is interested in a Printing Services solution that offers secure online ordering, proofing, and status tracking; however, these features are not required.

B. County shall provide the successful Contractor with departmental contact information.

C. Each department shall authorize orders, approve proofs, and accept deliveries directly with the

Contractor. The department shall provide the artwork and ready-to-print files. All communication regarding a specific job will be conducted between the Contractor and the requesting department.

3. Delivery:

A. Deliveries shall be FOB destinations and without additional charges. Delivery shall be provided daily, Monday through Friday, except for legal holidays. The selected vendor will be responsible for establishing a delivery route that accommodates the services provided. Reference Attachment B for Walworth County Ordering / Delivery Locations.

As a reference, the County buildings included in this solicitation are:

Walworth County Building Sites Building Name Service Location

Government Center 100 W. Walworth Street, Elkhorn, WI 53121 Law Enforcement Center (Sheriff’s Office)

1770 County Road NN, Elkhorn, WI 53121

Judicial Center 1800 County Road NN, Elkhorn, WI 53121 Lakeland Health Care Center 1922 County Road NN, Elkhorn, WI 53121 Lakeland School W3905 County Road NN, Elkhorn, WI 53121 Health & Human Services 1910 County Road NN, Elkhorn, WI 53121 Public Works W4097 County Road NN, Elkhorn, WI 53121

4. Historical Data: Walworth County Historical Data for 2024 and 2025 is specified within Attachment C.

VIII. STANDARD TERMS AND CONDITIONS – WALWORTH COUNTY

The Standard Terms and Conditions of Walworth County are made a part of this Bid 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

Documents are also available, upon request, by contacting the Buyer listed on the cover of this solicitation.

IX. EXAMINATION OF SITE AND BID DOCUMENTS

Bidder is required to carefully examine the bid, the scope of work, the site of the work, and the contract contained herein. It will be assumed that the bidder has investigated and is satisfied as to the requirements of the bid documents. It is mutually agreed that the submission of a bid shall be considered as conclusive evidence that the bidder 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 work under this specification 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 Bidder to fulfill, in every detail, all of the requirements of the bid, or

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

• For an extension of time.

X. PRE-BID MEETING

A pre-bid meeting is NOT scheduled for this project.

XI. BIDDER INQUIRIES / REQUESTS FOR EXCEPTIONS / CHANGES TO BID

Bidders should request interpretation or correction of any ambiguity, inconsistency, or error in the RFB requirements.

Unless the bidder clearly indicates in their response that the product offered is an “equal” product, it will be implied that the Bidder will provide the brand, name, manufacturer, stock number or product specified. If the Bidder is offering an “equal” product, they must clearly identify the items they are considering to be “equal”, outline any differences between the proposed “equal” item and the item originally specified, and provide supporting documentation (e.g. specifications, certifications, etc.) confirming that the ‘equal’ items meets the required standards.

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

Consideration will be given to a bidder’s request for a change if any of the terms and conditions of this bid 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 questions, requests for changes, clarifications, etc., must be submitted in writing using the “Messages” feature under this Project in Bonfire at https://walworthcountywi.bonfirehub.com/projectDrafts/241248.

Questions must be received no later than July 17, 2026, at 3:00 p.m. You will not be able to initiate messages to the Buyer after this time.

Unauthorized Bidder contact regarding this RFB with any County employee may result in disqualification of Bid. Any oral communication will be considered unofficial and non-binding. Bidders shall rely only on written addenda issued for this opportunity.

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

XII. SUBMISSION OF BID

Bidders, by submitting a response to this RFB, certify and agree to meet all the requirements as stated herein.

A bidder 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 bidder must be clearly identified in the bid.

Bids shall be irrevocable until Contract award unless the bid is withdrawn. Bidders may withdraw a response at any time until the submission deadline.

Bidders shall assume full responsibility for ensuring electronic delivery of bids before the RFB deadline.

Bidders 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 RFB. All bids must be submitted electronically using the Bonfire Portal by the time and in the manner prescribed. Bonfire will serve as the bid collection destination.

1. Bid Content:

A. Requested Information:

Group Name Type # Files Requirement

Acknowledgements, and Subcontractors

There are various questions to

Acknowledge/respond to.

N/A Required https://walworthcountywi.bonfirehub.com/projectDrafts/241248

Group Name Type # Files Requirement

Pricing Pricing Sheet (BT-47AJ) BidTable:

Datatable

N/A Required

Requested Documents

Bidder Questionnaire (Q-

38SW)

Questionnaire:

Excel (.xlsx)

1 Required

Subcontractor List, if applicable

PDF (.pdf) 1 Required if applicable

Attachment E – Form 1-420-A Walworth County Substitute W-9 Form, Request for Taxpayer Identification Number and Certification

PDF (.pdf) 1 Required

Response Templates and/or forms are available for downloading on the Bonfire Portal at

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):

Download the Excel BidTable(s) online in the browser. The BidTable 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 BidTables may take a significant amount of time to prepare.

2. Bid Submission:

A. Upload bid submission at: https://walworthcountywi.bonfirehub.com/opportunities/241248

i. Bonfire Submission Guidelines:

(1) Provide all documents as listed in Item 1. Bid 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 the 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 bids through the Bonfire Portal.

https://walworthcountywi.bonfirehub.com/opportunities/241248

(8) Need Help? The County uses the Bonfire Portal for accepting and evaluating bids digitally.

Please contact Bonfire at Support@GoBonfire.com for technical questions related to your submission. Respondents can also visit the Bonfire help forum at https://help.eunasolutions.com/hc/en-us.

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

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

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

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

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

vii. Bids will only be visible to the county after the Bid deadline.

XIII. ELECTRONIC MODIFICATION OF BID

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

XIV. WITHDRAWAL OF BID

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

XV. BIDDER SUPPLIED DOCUMENTATION / MATERIALS

All material submitted by the Bidder 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, bidders should assume that their submitted bid will be subject to disclosure under the Public Records Law.

Bidders responding to this request should not include any Confidential Information, proprietary information or protected trade secret(s) as part of its bid unless the bidder 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 bid.

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. Bidder is not entitled to notification prior to release of information. In no event will price be deemed confidential.

XVI. PUBLIC BID OPENING MEETING

No in-person public bid openings will be conducted at Walworth County. Bidders and members of the public may participate in the public bid opening for this RFB via video or teleconference as described in this section.

The bids opened and read are considered preliminary and subject to review and verification of applicable bid requirements.

The County will host this bid opening on July 30, 2026, at 10:15 a.m. local time via Microsoft Teams. Interested participants may attend electronically via the livestream video conference by using the access information provided below.

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

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/218274576298230?p=K4ibHT4cAfpModpNx8 Meeting ID: 218 274 576 298 230 Passcode: Ln7JJ9zm

Need help? | System reference Dial in by phone +1 414-219-0219,,722698613# United States, Milwaukee Find a local number Phone conference ID: 722 698 613# For organizers: Meeting options | Reset dial-in PIN

XVII. METHOD OF AWARD

Walworth County is not obligated to make an award related to this request. The County reserves the right to accept or reject any or all Bids. If the County issues an award, the award will be made within ninety (90) days after the opening of bids to the responsive and responsible Bidder conforming to the scope, specifications, terms and conditions, or to the most advantageous Bid submitted to the County on a quality versus price basis as follows:

• A Contract will be awarded to a single responsive and responsible vendor with the lowest cost.

Contract(s) shall be deemed as having been awarded when the appropriate County Committee has approved formal recommendation of award or County personnel having the authority to make such approval in accordance with County Procedures. Estimated contract award date is included in the “Schedule of Events” on the RFB cover.

The awarded Bidder will be required to execute the Example Contract provided as Attachment D.

To be considered responsive and in compliance with the Request for Bid, a Bid must:

1. Conform in all material respects to the RFB, including all the requested information;

2. Include acknowledgement of all addenda; and

3. Contain no alterations to the terms or conditions of this Request for Bid except as specifically directed in this document.

To be considered responsible, a Bidder must establish to the complete satisfaction of the County that it:

1. Has the capability in all respects to fully perform the Contract requirements;

2. Has adequate financial resources to meet Contract obligations and will maintain same for the contract period;

3. Has the ability to comply with the required or proposed delivery or performance schedule, taking into consideration all existing commercial and governmental business commitments;

4. Has a satisfactory performance record;

5. Has a satisfactory record of integrity and business ethics;

6. Has the necessary organization, experience, accounting and operational controls, and technical skills

(including, as appropriate, such elements as production control procedures, property control systems, quality assurance measures, and safety programs) applicable to goods and/or services to be provided/performed;

7. Has the necessary production, construction, and/or technical equipment and facilities; and

8. Is otherwise qualified and eligible to receive an award under applicable Laws;

To determine the Bidder’s responsibility, before a Contract will be awarded for the specifications/scope contemplated herein, the County will conduct such investigation as is necessary to determine the performance record and ability of the apparent low Bidder to perform the size and type of services specified under this https://teams.microsoft.com/meet/218274576298230?p=K4ibHT4cAfpModpNx8 https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MWQ2OThjOTUtMWE2MC00OGNhLWEwYjAtMzc0MDM4YzM3OWUw%40thread.v2/0?context=%7b%22Tid%22%3a%22abdd0c04-3909-4e20-bbcb-7b8a0283a1af%22%2c%22Oid%22%3a%22939d1ba8-63e9-413e-b4fe-007a47b39856%22%7d tel:+14142190219,,722698613 https://dialin.teams.cloud.microsoft/3545793f-3d5d-4816-a86c-5b26c488d908?id=722698613 https://teams.microsoft.com/meetingOptions/?organizerId=939d1ba8-63e9-413e-b4fe-007a47b39856&tenantId=abdd0c04-3909-4e20-bbcb-7b8a0283a1af&threadId=19_meeting_MWQ2OThjOTUtMWE2MC00OGNhLWEwYjAtMzc0MDM4YzM3OWUw@thread.v2&messageId=0&language=en-US https://dialin.teams.cloud.microsoft/usp/pstnconferencing request. Upon request, the Bidder shall submit such additional information not specifically requested herein, as deemed necessary by the County to evaluate the Bidder's qualifications.

XVIII. EMERGENCY SERVICES

Walworth County reserves the right to solicit either the Contractor(s) under this agreement, non-contracted vendors, or a combination of both based on the nature of the emergency.

XIX. ADDITIONAL SERVICES

The County reserves the right 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 bid. Additions or changes to goods or services must be agreed to in writing by all parties.

XX. SUBCONTRACTING

Walworth County requires that any work performed be under the direct employ of 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 Vendor(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 Sub-Contractors are used, Walworth County will consider the awarded vendor to be the Prime Contractor and to be solely responsible in all contractual matters, including payment of any and all charges resulting from such sub-Contractor arrangements. The prime contractor shall be fully responsible for the acts, errors and omissions of the subcontractor. Upon request Contractor must provide Subcontractor’s complete contact information including EIN# (TIN#, SS#) and signed W-9 form.

In the event that a portion or portions of the contract are bid as subcontracted, the bidder shall provide a list of intended subcontractors with their bid. 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 bid 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 bid.

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

XXI. EMPLOYEES

Contractor agrees that trained, certified (where applicable) and competent employees shall perform the services required by this contract using industry-accepted standards. Upon request, Contractor shall provide and maintain a current list of employees working at County facilities prior to commencement of work. A photocopy of employees’ driver’s license, or other acceptable identification, as verification for the list shall be made available to the County upon request.

County shall be entitled to request the removal of individuals working on any project 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.

Employees shall be in a company uniform that clearly identifies the name of the company and employee name.

Uniforms shall be clean and neat in appearance. Employees are required to wear a company supplied photo ID badge. Badges must be clearly visible when worn.

XXII. WORK HOURS

The Treasurer’s Office hours of operation are Monday through Friday, 8:00 a.m. to 4:30 p.m., excluding holidays and weekends.

XXIII. WARRANTY

The Contractor warrants that the services provided shall be performed by qualified and competent personnel in accordance with industry practice and the high standards of care and practice appropriate to the nature of the services rendered.

XXIV. PRICING

All goods and services shall be provided at the prices submitted by the Bidder. Price shall include delivery F.O.B. destination with freight and insurance. Pricing for services is to include all supervision as needed, all parts, equipment and materials, start-up fees, labor, travel, mileage, and any other expenses needed to complete the services required. County will reject shipments sent C.O.D. or freight collect.

Prices will be firm, and will not exceed cost, inclusive of all costs. No additional costs will be allowed unless during the course of the project something is discovered that could not have been reasonably known when creating the quote. In the event of a discrepancy between the unit price and the total price, the unit price shall prevail.

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

Travel time, truck charges and/or trip (mileage) charges will not be allowed for any services performed under this agreement.

XXV. 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. Bids that require minimum order quantities or dollar amount shall be disqualified.

XXVI. PRICE ADJUSTMENTS

All costs must be firm for the first year of the contract. Thereafter, pricing may be adjusted in accordance with the Producer Price Index, Industry Data for Printing and Related Support Activities, 12-month percent change from March of the prior year to the current year, not seasonally adjusted, or 10% of the previous year’s cost, whichever is lower. Notification of any requested increase is required in writing to Walworth County from the Contractor a minimum of 60 days prior to the end of each contract year. Walworth County reserves the right to request a decrease based on a downward trend of the aforementioned index.

XXVII. 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.

XXVIII. INVOICING

Contractors shall provide the ordering department, after each order fulfillment, itemized invoices for each order, showing at a minimum the date of service, the department name and location, item description, quantity, item cost, and total cost. By the 5th of each month, contractors shall provide the Treasurer’s office with a monthly statement and an itemized list of invoices issued during the previous month.

Original invoice must be addressed 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. Contractor is responsible for the completion of all recordkeeping and reporting requirements as appropriate for all items prior to payment.

XXIX. 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.

Bidder should specify in the bid 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.

XXX. REJECTION

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

XXXI. 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.

XXXII. ACCEPTANCE

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

XXXIII. CONFLICT OF INTEREST

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

XXXIV. “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.

XXXV. 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.

XXXVI. 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.

XXXVII. BACKGROUND CHECKS

Contractor shall ensure that employee background checks, consisting of criminal record searches and employment verification, are accomplished and that current records are provided upon request of the County.

XXXVIII. 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.

XXXIX. 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.

XL. CANCELLATION

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