1-Vehicle Modification General Terms and Conditions.pdf

Waukesha County Bid No. 2025049

Date: November 11, 2025

WAUKESHA COUNTY GENERAL TERMS AND CONDITIONS

VEHICLE MODIFICATION SERVICES

GENERAL: It is the intent of this specification to describe the minimum requirements for Vehicle Modification Services for Waukesha County on an as-needed basis. 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.

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 Purchasing website:

(https://www.waukeshacounty.gov/administration/purchasing/). 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 counter offer and will subject the bid to rejection.

BID MODIFICATIONS: The Purchasing Division has the sole authority for the modification of this specification and/or bid. Information provided verbally by any County official shall not be considered binding or relevant.

BID RESPONSE: Your bid response may be submitted hard copy or electronically using Waukesha County’s website and following the directions contained therein. Fax or email responses are not considered electronic responses and will not be accepted. If you are unable to access the internet, contact the buyer listed for a hard copy.

AWARD AUTHORITY: The Waukesha County Purchasing Department will be the sole judge of the quality and suitability of the equipment, materials and/or services offered in its determination of the successful bidder. Award will be made to the lowest responsible, responsive bidder who complies with the specifications. Waukesha County is seeking proposals from qualified firms to develop a list of preferred providers to provide vehicle modification services for the County. This shall include all labor and materials necessary for modifications. Award will be made to a maximum of three vendors. Award on vehicle modifications will be based on the percentage of discount bid off the NAGS price list plus the flat rate based on predetermined jobs, inclusive of the cost of service. Note: Award will NOT be made to firms that check “Does Not Comply” for any of the requirements. Please see the “Request for Change” paragraph above if you are unable to comply with the specifications.

https://www.waukeshacounty.gov/administration/purchasing/

Date: November 11, 2025

SERVICES PROVISION: Bids will not be considered for contractors who have previously failed to perform satisfactorily.

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).

FEDERAL AND STATE SAFETY REGULATIONS: Contractor shall comply with all federal and state safety regulation including but not limited to Occupational, Safety and Health Administration (OSHA) and the Department of Workforce Development (DWD) regulations.

INSURANCE REQUIREMENTS: Prior to commencement of services, an insurance certificate, which meets the County’s requirements, as listed below, shall be provided to the Purchasing Division. Failure to do so can make the contract voidable at the County's discretion. Said insurance certification must be approved by the Waukesha County Risk Manager prior to the commencement of any work and upon request, certified copies of the required insurance policies. THESE PROVISIONS ALSO APPLY TO ANY

SUB-CONTRACTORS UTILIZED.

The insurance certificate must be issued by companies licensed to do business in the State of Wisconsin or signed by an agent licensed by the State of Wisconsin. Such insurance shall be primary. Waukesha County will be named as additional insured with respects to General Liability. Should any insurance policy be canceled before the expiration date of the contract or have material reduction of coverages, scopes or limits during the term of this agreement, the issuing company must provide 30 days written notice to Waukesha County Risk Management.

A. Worker’s Compensation and Employers’ Liability Insurance - Statutory worker’s compensation benefits and employer’s liability insurance with a limit of liability not less than $100,000 each accident.

Contractor shall require subcontractors not protected under its insurance to take out and maintain such insurance.

B. Commercial General Liability - Policy shall be written to provide coverage for, but not limited to, the following: (1) Premises and Operations, (2) Products and completed operations, (3) personal injury,

(4) Blanket contractual coverage, (5) Broad form property damage and (6) Independent Contractors coverage.

Limits of liability not less than: $500,000 General aggregate; $500,000 Products/Completed operations aggregate; $500,000 Personal Injury; $500,000 Each Occurrence. The county, its boards, commissions, agencies, officers, employees and representatives shall be named as additional insured and so stated on the Certificate of Insurance.

C. Automobile Liability Insurance - Business automobile policy covering all owned, hired and non-owned private passenger autos and commercial autos. Limit of liability not less than $500,000 combined single limit.

PRICING: The term of this contract will be for a one (1) year period with the option to extend for four (4) additional one-year periods. For vehicle modifications, vendors are to charge 10% of the total to the customer. Vendor will then invoice the ADRC for the remaining 90%, not to exceed $7,000. Customer is responsible for 10% + anything above $7,000.

Request for price adjustments must be submitted 60 days prior to the end of the applicable contract year and will be based on the percentage of change from the 3rd quarter of the previous year to the prior year. Price increases will not be allowed if you do not submit request(s) within the time-frame noted.

Waukesha County reserves the right to request a price decrease based on a downward trend of the aforementioned index.

No additional costs will be allowed over and above bid price, including but not limited to, minimum order

Date: November 11, 2025 quantities, overhead, delivery, fuel surcharges, etc.

NOTE: We will award up to three vendors for this project. An award is not a guarantee of business or volume.

NON-APPROPRIATION CLAUSE: Continuation of this agreement beyond 12/31 of any year is contingent upon appropriation of funds by the proper County Officials.

INVOICES: The description of work performed, amount of hours worked, the flat rate, and the cost for all materials must be delineated on the invoice.

Invoices for vehicle modifications are to be submitted to Waukesha County Department of Health and Human Services, 514 Riverview Avenue, Waukesha, WI, 53188. All vehicle modifications are coordinated through the Department of Health and Human Services.

PAYMENT: Waukesha County’s preference is to pay for goods/services on a P-Card. Indicate in the pricing document whether you will accept MasterCard for payment purposes. If so, all pricing must be inclusive of any and all fees associated with the acceptance of MasterCard; 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.

CANCELLATION: Waukesha County reserves the right to cancel this contract for services on thirty -

(30) days written notice if vendor deviates from the requirements of this specification. This includes the continued failure by the primary contractor to meet the turnaround requirements noted herein.

NON-ASSIGNMENT: The successful bidder may not assign this contract without the written consent of Waukesha County.

COOPERATIVE PURCHASING: This commodity/service has been selected to be made available for use by other units of local government in Wisconsin. These subdivisions include the cities, towns, villages, school and special districts. Sales to the above units of government by the Contractor will be optional and will not be considered when determining award, i.e. it is not mandatory to allow other agencies to participate.

It is to be understood, however, that Waukesha County shall not be responsible for any problems that may arise between any other units of government and the Contractor as a result of any sales. Any resulting contract is solely between the supplier and third party unit of government. Billings for items purchased under this agreement shall be directed to the governmental agency making the purchase.