2-2025047 Security Services for Waukesha County RFP Document.pdf

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WAUKESHA COUNTY, WISCONSIN

REQUEST FOR PROPOSAL #2025047

SECURITY SERVICES FOR WAUKESHA COUNTY

CONTACT INFORMATION

Buyer Matt Kuhn E-mail mkuhn@waukeshacounty.gov Fax 262-548-7668 Mailing Address Waukesha County Purchasing Division

515 W. Moreland Blvd, Rm AC310 Waukesha, WI 53188

SCHEDULE OF EVENTS

The following dates are 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

RFP released: Thursday, November 6, 2025 Final Questions Due: Thursday, November 20, 2025, at 2:00 p.m. Central Amendment Issued: Monday, November 24, 2025 Proposals Due: Tuesday, December 9, 2025, at 2:00 p.m. Central Notice of Interviews: Monday, January 5, 2026 Interviews, if required: Week of January 12, 2026 Finance Committee Approval: Feb 2026 Contract executed: March 2026

REQUEST FOR PROPOSAL

PREPARATION, SUBMISSION, PROCESS AND AWARD

1. COMMUNICATION

This RFP is issued on behalf of Waukesha County by the Purchasing Division. The Buyer assigned to this RFP, along

Proposal Requirements, Page 2 of 11 with contact information, is noted on Page 1. The Buyer is the sole point of contact during this process and no information provided by any other personnel will be considered binding.

The County prohibits communication initiated by the respondent to any County official, employee or representative evaluating or considering the proposals, prior to the time an award has been made.

All respondents should use this written document, its attachments and any amendments as the sole basis for responding.

2. CLARIFICATIONS/AMENDMENTS

If you discover any significant ambiguity, error, omission, or other deficiency in the RFP, immediately notify the Buyer via the Vendor Discussion Messages in Waukesha County’s Bonfire portal. All other questions, clarifications or exceptions regarding the RFP document must be submitted to the Buyer via the Vendor Discussion Messages in Bonfire prior to the submission of the proposal. We encourage you to submit preliminary questions prior to the pre-proposal conference (if applicable). Please note the due dates and times noted on Page 1 for both preliminary and final questions.

If it becomes necessary to clarify or revise any part of this RFP, amendments will be posted to the Waukesha County Bonfire portal via Public Notices with applicable Public Files, in accordance with the schedule on Page 1. It is the responsibility of prospective vendors to check the portal for any amendments prior to the opening date. All amendments must be acknowledged on the RFP Signature Page in the area provided. Failure to do so may result in your response being rejected.

3. CONTENTS OF PROPOSAL

All attachments, additional pages, addenda or explanations supplied by the vendor with their proposal will be considered as part of the proposal response.

4. NONCONFORMING TERMS AND CONDITIONS

A response that includes contractual terms and conditions that do not conform to the contractual terms and conditions in the RFP document are subject to rejection as nonresponsive. Waukesha County reserves the right to permit the respondent to withdraw nonconforming terms and conditions from its response or negotiate changes to the contractual requirements prior to making a determination of responsiveness.

5. REVISIONS OR WITHDRAWAL OF PROPOSALS BY VENDOR

Vendors can work on their proposal responses in a “Work in Progress” status. While in such status, vendors can continue to revise their proposals as it is considered an incomplete submission. There is no need to withdraw an incomplete submission. However, if you already clicked to “Submit and Finalize” your submission, you need to return it to the “Work in Progress” status by following the instructions in Bonfire to un-submit. Once your revisions are complete, you will need to re-submit and finalize your submission for it to be considered; past submissions that have been un-submitted will not be considered. Vendors can revise or withdraw their submission as long as the opportunity is still open.

6. PROPOSAL FORMAT & SUBMISSION

A. Format Proposal Responses must be submitted electronically via Waukesha County’s Bonfire portal. For the County to adequately compare proposals and evaluate them uniformly and objectively, firms must complete the required proposal response and pricing documents provided by the County. Uploading an incorrect template will result in errors and will prevent you from completing your submission.

B. Response Submission - SIGNATURE PAGE:

You must submit the RFP Signature page with your response. Be sure to acknowledge any amendments issued, if applicable, in the box located above the signature area. The RFP Signature Page must be submitted as indicated in the Requested Information on Waukesha County’s Bonfire portal.

C. Response Receipt:

Proposals are accepted in the Bonfire portal as long as the opportunity is still open. After you “Submit & Finalize” your proposal, you will be directed to your “Submission Receipt”. This provides a comprehensive breakdown of all the information from your submission.

D. Bid/RFP Opening:

Waukesha County conducts Bid/RFP openings telephonically instead of in-person. If you desire to attend the telephonic opening for this RFP, please use the following dial-in access code to join in on the opening. We ask that participants mute their phones except for when they need to speak during the opening. Waukesha County complies with the https://waukeshacounty.bonfirehub.com/ https://waukeshacounty.bonfirehub.com/

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Americans with Disabilities Act. Please contact us at (262) 548-7888 in advance of the proposal opening and efforts will be made to accommodate your needs.

Dial-In Numbers:

262-896-8001 Participant Access Code: 9961268

Proposal responses will be opened, and the name of the respondents read; however, details of each proposal, including proposed fees, will not be announced at the time of opening. Such information shall be made public after an award has been made and all negotiations are completed.

All proposals received in response to this request will become the property of the County and will not be returned to the respondents.

7. INTERVIEWS

Interviews may be required of selected finalists at their expense. Finalists will be notified of the date and time in accordance with the schedule on Page 1. Respondents selected must be available on the days noted – no exceptions.

Respondents not selected will also be notified.

Upon completion of the interview process, Waukesha County reserves the right to request a BAFO (Best and Final Offer) from any or all of the selected finalists. However, an award may be made without the interview or BAFO process;

therefore, respondents are cautioned that proposals should be submitted on the most favorable terms, from both a technical and cost standpoint.

Respondents who are not selected will be notified that their proposal will no longer be considered unless the evaluation committee finds, after the completion of interviews, that additional respondents should be interviewed.

8. EVALUATION & AWARD

Proposals will be evaluated in accordance with the criteria listed below. Award will be made to the responsive, responsible Contractor who complies with the requirements and scores the highest total on the evaluation criteria as it pertains to the overall needs of Waukesha County.

Experience & Qualifications of Firm, including successful examples of similar projects.

30%

Staff Experience 20% Content, thoroughness and overall quality of your response including work plan and response to Scope of Services

25%

Cost 25%

9. CONTRACT DOCUMENTS

The successful vendor will be required to execute the following contract document (s) as applicable:

Yes/No Description of Contract Yes Waukesha County Service Contract

Click on the document name above to review the applicable contract documents.

These documents are not to be executed at this time nor returned with your response; they will only be required of the successful vendor.

10. OTHER CONSIDERATIONS

Factors which include, but are not limited to, quantity involved, time of completion, purpose for which required, competency and financial capacity of vendor, ability to render satisfactory service and past performance will be considered in determining status as a responsible vendor. The County reserves the right to request additional information as may reasonably be required to make this determination and to further investigate the qualifications of the respondent as deemed appropriate.

11. RESERVATIONS

This RFP does not commit the County to pay any costs incurred in the preparation of a response to this request or to procure or contract for services or supplies. The Purchasing Division reserves the right to accept or reject any or all https://www.waukeshacounty.gov/media/taudd2ni/service-contract-52925.pdf

Proposal Requirements, Page 4 of 11 proposals received as a result of this request, request additional information, waive minor irregularities in the procedure, negotiate with any qualified source, or to cancel this RFP in part or in its entirety.

12. NON-INTEREST OF COUNTY EMPLOYEES AND OFFICIALS

No County official, employee or representative on the evaluation committee shall have any financial interest, either direct or indirect, in the proposal or contract or shall exercise any undue influence in the awarding of the contract.

13. CONTRACT DOCUMENTS

The successful vendor will be required to execute AIA Document B101 – 2007 Standard Form of Agreement between Owner and Architect as modified by owner posted at our website along with this RFP:

This document is not to be executed at this time nor returned with your response; it will only be required of the successful firm.

14. RFP TABULATIONS

RFP tabulations are available to the public after contract execution, approximately 30 days from the date of award.

RFP Tabulations can be found on Waukesha County’s Bonfire portal.

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Request for Proposal (RFP) No.2025047 Security Services for the Waukesha County Mental Health Center and Waukesha County Expo Center

November 6, 2025

I. INTRODUCTION

Waukesha County Health and Human Services Department invites proposals from qualified providers to furnish 24/7 comprehensive security services at the Mental Health Center campus. This campus includes a 16-bed adult psychiatric hospital, a 14-bed adult crisis stabilization unit, outpatient clinic services, and administrative offices.

Waukesha County Expo Center invites proposals from qualified providers to furnish event security services on an as needed basis to support event needs as scheduled by the Expo Center Manager.

Waukesha County is seeking proposals for services at the Mental Health Center (MHC) – Group A - and the Waukesha County Expo Center (Expo) – Group B. Award for each group will be made to the responsive, responsible Contractor(s) who complies with the requirements and scores the highest totals on the evaluation criteria as it pertains to that group and the overall needs of Waukesha County. Bidders may submit a response for Group A, Group B or both. County reserves the right to award by Group or in the aggregate, whichever meets the overall needs of the County.

II. BACKGROUND

Mental Health Center (MHC) – Group A The Mental Health Center is a critical component of the Waukesha County Health and Human Services Department, encompassing facilities that provide essential mental health services such as a psychiatric hospital, crisis stabilization unit, outpatient clinic services, and administrative offices.

Points of Emphasis:

Safety Concerns:

It is imperative to maintain a secure environment for both the staff and the clients served at this location. The center frequently has between 50 to 100 individuals on-site at any given time, comprising both employees and clients. Ensuring their safety is paramount, as the nature of the services provided can involve situations that require specialized security measures.

Operational Context:

Two critical programs operate on a 24/7 basis, necessitating constant security vigilance. These programs benefit significantly from having security personnel available to assist in managing and de-escalating situations involving agitated clients.

Core Security Services:

• The security services required include proactive monitoring via security cameras to oversee both internal and external areas of the campus for ongoing safety.

• Security personnel will be responsible for interfacing with emergency services if they are called to the scene, ensuring smooth and effective communication.

• The role also extends to managing and mitigating emergencies related to natural disasters or injuries, providing essential support that enhances the overall response capability of the center.

Location Specifics:

The Mental Health Center’s location on Airport Road places it within a vibrant community, requiring nuanced security protocols tailored specifically to the dynamics of a behavioral health environment.

The need for specialized security services is underlined by the critical role these facilities play in the community, providing necessary support to individuals in crisis. As such, the selected security service provider must be adept not only at traditional security measures but must also possess skills in crisis intervention, emergency preparedness, and collaborative problem-solving. This includes working effectively with mental health professionals, reflecting a holistic approach to safety and security.

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Waukesha County Expo Center (Expo) – Group B The Expo Center is a premier event destination. With over 40,000 square feet of meeting and exhibit space and 135-acre grounds, the Expo Center features modest rental rates, flexible facilities, massive parking lots, and easy accessibility. The Expo Center annual event statistics are as follows:

• 448 total security hours for 2025, $15,000 of total revenue.

• Hours based on event demand. No annual guarantee.

• Quantity of guards based on scope of event and estimated attendees.

• 400 – 600 hours on average required annually

III. ELIGIBILITY REQUIREMENTS

Provider Eligibility Requirements: To be considered for the Waukesha County Security Services the selected team must meet the following criteria:

1. In order to be eligible for award, provider must be registered to do business in the State of Wisconsin with the Department of Financial Institutions (https://dfi.wi.gov/Pages/BusinessServices/BusinessEntities/ForeignEntities.aspx) within ten (10) business days after award but no later than prior to contract execution. These include: A foreign (out-of-state) corporation, Nonstock Corporation, limited partnership, limited liability Company, cooperative association, or limited liability partnership.

2. Provider must have been providing similar services for a period of not less than five (5) years.

IV. SCOPE OF SERVICES

Group A

Services shall include, but not be limited to, the following:

• Monitoring video surveillance at the Mental Health Center.

• Track referrals for admission, provide updates to emergency room staff, Purchaser staff, and law enforcement.

• Assist with referrals for patients who need to be transferred to other hospitals.

• Make emergency calls for assistance.

• Under guidance of Purchaser licensed staff, will assist with de-escalation of agitated patients. This may include escorting patients to seclusion or assisting with restraining physically aggressive patients to prevent harm to themselves or others.

• At the request of Mental Health Center staff, accompany Mental Health Center staff when meeting with walk-in patients.

• Respond to building emergencies.

• Per the direction of Purchaser, assist with safety related training. This includes use of safety equipment, de-escalation, and other environmental safety items.

• Electronic incident and daily activity reporting

• 24/7 access to reports, images, Key Performance Indicators, and critical information.

• Reason for any overtime pay.

• Other duties as assigned.

The Provider will comply with Medical and Psychological Staff Rules, Regulations and Bylaws; Policies and Procedures of the Mental Health Center (hospital) or other Clinical Services Division programs based on assignment. Provider shall comply with DHS regulations for periodic health appraisal, including pre-employment physical, proof of rubella immunity and PPD skin test or chest x-ray and appropriate medical follow-up if required.

Provider shall make documentation showing compliance available for inspection when requested. Provider staff shall comply with any additional vaccination or immunization requirements set forth by the Centers for Disease Control and Prevention (CDC) or Centers for Medicare and Medicaid Services (CMS) pertaining to hospitals, upon notice from Purchaser. Provider will directly bill Purchaser for costs incurred in complying with health screening and immunization requirements.

The Provider shall do all recruitment, hiring, and security officer training, and shall bear all the associated costs including background screening. Purchaser provides to Provider staff the following at no additional cost to Provider when applicable: workspace, access to telephone and computer equipment, access to Purchaser network and systems as required to perform the service, office supplies, and access to necessary office equipment.

https://dfi.wi.gov/Pages/BusinessServices/BusinessEntities/ForeignEntities.aspx)

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Purchaser will provide on-site training, including orientation and Crisis Prevention Intervention (CPI) training, to Provider staff.

Group B

Security company must be able to:

• Assign security officers to the Expo Center on an as-needed basis for events, upon receipt of on-week advance notice. There shall be no minimum guarantee of weekly hours needed.

• Obtain all necessary licenses and permits that comply with municipal, county, State of Wisconsin, and Federal Laws.

• Be currently insured and provide proof of general liability

• Furnish each officer with radios which include earpieces

• Furnish each officer with a flashlight

• Furnish each officer with uniform shirts

• Lanyards and credential holders must be available for events where they are required

• Provide detailed billable hourly rates.

• Invoice in sufficient detail for proper verification of hours billed (event, date, start/end times, tasks performed, hourly rate)

Additional Equipment:

• Provider shall have the ability to supply walkthrough metal detectors and/or wands if requested for an event.

• Provider shall supply a vehicle for outdoor overnight security if requested

Security Officers must be able to:

• Arrive at the designated post on time for shift. Each officer must sign in when they arrive and out when they depart.

• Maintain a presence during shift by performing assigned tasks. Sample activities include:

o Crowd control o Foot patrols o Bag searches o Traffic control o Other security related duties

• Agree to support and enforce policies set by Exposition Center

• Work collaboratively with Exposition Center clients on event security needs

• Notify Waukesha County Sherrif’s Department if a situation is beyond the officer’s safety capability.

• Wear uniform of security company

V. FIRM/EMPLOYEES

Compliance with Federal Immigration Laws and Regulations: Waukesha County supports the Immigration and Nationality Act (INA), which includes provisions addressing employment eligibility, employment verification, and non-discrimination. The filing of a proposal in response to this RFP is considered certification that the proposer is in compliance with the INA and has established appropriate procedures and controls so that no services under this contract will be performed by a worker who is not legally eligible to perform such services.

VI. OTHER

1. Waukesha County supports the Immigration and Nationality Act (INA), which includes provisions addressing employment eligibility, employment verification and non-discrimination. The filing of a proposal in response to this RFP is considered certification that the proposer complies with the INA and has established appropriate procedures and controls so that a worker who is not legally eligible to perform such services will perform no services under this contract.

2. The County will not pay for travel to and from the Waukesha County job site, nor will we reimburse the Contractor and/or firm for any expenses related to providing staff that reside outside of the Waukesha County area.

3. All deliverables and/or other products of the contract prepared or developed by the Contractor in performance of the contract, shall be the sole, absolute and exclusive property of Waukesha County, free from any claim or retention of rights, thereto on the part of the Contractor, its agents, sub-Contractor, officers, or employees.

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4. All personnel working on-site shall be required to wear an ID badge, dress appropriately and maintain proper hygiene. Failure to do so can be cause for termination of the individual.

5. The Contractor shall establish and maintain procedures and controls to assure that no information in its records, obtained from Waukesha County, or from others in carrying out its functions under the contract are used or disclosed by the Contractor. Waukesha County reserves the right to review such procedures to ensure acceptability to Waukesha County. If information and/or records are requested by anyone other than Waukesha County personnel, Waukesha County shall be notified immediately. Waukesha County will address all requests.

6. The Contractor will be provided a work area for the purposes of conducting meetings/contacts, etc. The County’s normal business hours are 8:00 a.m. - 4:30 p.m. Monday - Friday. Access to the building beyond these hours may be restricted.

7. The 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: (i) unsatisfactory performance that causes negative operational impact at the County or causes the County to commit additional resources to avoid operational impact; (ii) dishonesty, belligerent or criminal conduct; (iii) lack of compatibility with County staff; or (iv) 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 categories (ii) or

(iv) in the preceding sentence. In the event Contractor does not cure the problem within (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 provided then only if services rendered meet the minimum requirements of the County.

8. Contractor shall complete background checks at Contractor’s expense on all personnel prior to starting any activity for the County. Contractor shall confirm in writing to Waukesha County that it has successfully conducted the background checks prior to the commencement of work and that Contractor will not use any personnel for whom background checks have revealed factors that make them unsuitable for the activity to be undertaken for the County. This includes replacement personnel.

At a minimum, resources to be checked should include, but are not limited to, civil (https://wcca.wicourts.gov) and criminal records (https://recordcheck.doj.wi.gov/), Department of Transportation motor vehicle/licensing records (https://wisconsindot.gov/Pages/dmv/license-drvs/rcd-crsh-rpt/pars.aspx). In order to do so, Contractor must obtain certain information for each of the Contractor’s employees expected to be performing work for Waukesha County. The information shall include full name (including middle initials), date of birth and social security information. Additional information that is helpful in completing background checks includes maiden name, sex, race, driver’s license number and issuing state and places of residence for the last three years.

NOTE: If the individual has resided outside of the State of Wisconsin within the last three (3) years, you will have to do similar research within the state they resided in.

All costs associated with the background checks are to be borne by the Contractor. All records received as a result of background checks are to be retained by the Contractor for a period of three (3) years after Contract expiration.

Waukesha County reserves the right to request the results of the background checks and/or to do additional background checks on its own.

VII. INSURANCE

1. Provider agrees that, in order to protect itself and Purchaser under the indemnity terms set forth in this Agreement, it will at all times during the terms of this Agreement, keep in force and effect insurance policies as outlined below, issued by a company or companies authorized to do business in the State of Wisconsin and satisfactory to the Purchaser. Such insurance shall be primary. Purchaser shall be given thirty (30) days advance notice of cancellation or non-renewal during the term of this Agreement.

2. Upon execution of this Agreement, Provider shall furnish Purchaser with a Certificate of Insurance (as well as any applicable renewal notice) and, upon request, certified copies of the required insurance policies showing the following:

3. Commercial General Liability Insurance: Policy shall be written to provide coverage for, but not limited to the following: premises and operations, products and completed operations, personal injury, blanket contractual. Policy shall be endorsed so that “who is insured” includes employees, volunteers, students and interns of the Provider. Limits of liability not less than $1,000,000 general aggregate, $1,000,000 products/completed operations aggregate, $1,000,000 personal injury, $1,000,000 each occurrence.

https://wcca.wicourts.gov/ https://recordcheck.doj.wi.gov/ https://wisconsindot.gov/Pages/dmv/license-drvs/rcd-crsh-rpt/pars.aspx https://wisconsindot.gov/Pages/dmv/license-drvs/rcd-crsh-rpt/pars.aspx

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Waukesha County, its boards, commissions, agencies, officers, employees and representatives shall be named as additional insured and so stated on the Certificate of Insurance. Additional insured will only be covered by Provider’s insurance for liability assumed by Provider in the Agreement.

4. Automobile Liability Insurance: Business automobile policy covering all owned, hired and non-owned private passenger and commercial vehicles. Limits of liability not less than $1,000,000 combined single limit.

5. Worker’s Compensation and Employers’ Liability Insurance: Statutory worker’s compensation benefits and employers’ liability insurance with a limit of liability not less than $100,000 each accident. Provider shall require subcontractors not protected under its insurance to take out and maintain such insurance.

6. Professional Liability Insurance: Required for services involving professionally licensed personnel such as medical services, accounting services or financial management services, or as otherwise required by the Purchaser and so noted in this Agreement.

Policy shall provide liability coverage for damages arising out of the negligent act, error or omission of the Provider in the conduct of their work. Limits of liability not less than $1,000,000 each occurrence/claim, $3,000,000 aggregate.

7. 7. Fidelity/Crime Coverage: Required for services involving in-home or group home services to clients, financial management services, property management services or any other service involving care, custody, or control of County or client assets. Employee fidelity/dishonesty coverage to cover dishonest acts of insured’s employees and agents resulting in loss of property, money or securities of County or its clients including forgery or alteration. Limits of liability not less than $25,000.

1. Umbrella Liability Coverage: If Provider receives $25,000 or more from Purchaser for services provided in a calendar year period, Provider shall arrange for additional insurance coverage as listed below:

Limit of Umbrella Liability insurance or General Liability:

1. $1,000,000 Each Occurrence

2. $1,000,000 Aggregate

Umbrella coverage to be in excess of all basic coverages set forth in Sections i, ii, and iii above.

1. For claims-made coverage, the retroactive date of coverage for policies in force during this Agreement shall be no later than the inception date of the Agreement. Coverage shall be extended beyond this Agreement and the policy year either by a supplemental extended reporting period endorsement with no less coverage for at least two (2) years after this Agreement has terminated or by providing a retroactive date no later than the inception date of this Agreement for any policy issued within two (2) years after this Agreement terminates.

VIII. TERM, PRICING, AND PAYMENT

A. Term The Contract(s) will be for a period of two (2) years, with the option of three (3) one-year extensions, with a planned commencement date of June 1, 2026 for Group A, and as soon as practicable for Group B. Renewal beyond the initial contract term is contingent upon the performance of the Contractor during the contract period, program needs, and availability of funds.

The County reserves the right to contract on a month-by-month basis at the expiration of the contract term or any subsequent extension, to ensure continued service until new contract(s) are in place.

Continuation of the contract for services beyond December 31 of any year is contingent upon appropriation of funds by Waukesha County.

B. Pricing

Provide a not-to-exceed fee for all items listed in the Bid Table. Items which are normally referred to as reimbursable expenses, including but not limited to transportation, long-distance communications, and other documents, additional insurance requested in excess of that normally carried by the Consultant, are to be included in the fee for which no additional compensation will be due.

Pricing must be firm for the first two years of the contract period. Thereafter, pricing for each one-year contract period is subject to escalation/de-escalation as noted below.

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Pricing is subject to escalation/de-escalation in accordance with the Bureau of Labor Statistics (BLS), National Employment Cost Index (ECI), Total Compensation for all Private Industry Workers, (Series ID CIU2010000000000A), or 3%, whichever is less. The percentage increase/decrease will be based on the change from 1st quarter of the previous year to the 1st quarter of the current year to calculate the percentage of increase or decrease to the County.

C. Payment

Payment will be made within thirty (30) days of a properly documented invoice. Waukesha County reserves the right to request additional documentation to substantiate the invoice amount.

END OF DOCUMENT