2-RFP 2025029 CT Scanner for Waukesha County Medical Examiners Office.pdf

Preparation & Submission Requirements, Page 1 of 5

WAUKESHA COUNTY, WISCONSIN

REQUEST FOR PROPOSAL 2025029

CT Scanner for Waukesha County Medical Examiner’s

Office

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, August 7, 2025 Final Questions Due: Thursday, August 21, 2025, 2:00pm CST/CDT Amendment Issued: On or around August 25, 2025 Proposals Due: Thursday, August 28, 2025, 2:00 p.m. CST/CDT Notice of Interviews: Monday, September 8, 2025 Interviews, if required: Week of September 15, 2025 Finance Committee Approval: October 1, 2025 Contract executed: October 2025

Preparation & Submission Requirements, Page 2 of 5

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 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. Waukesha County is subject to the Wisconsin Public Records Law found in Chapter 19, et. seq. of the Wisconsin Statutes. Materials contained in proposals are subject to the Wisconsin Public Records Law and, after contract award, may be viewed by any member of the public if requested under the law. If you believe materials contained in your proposal are exempt from disclosure, you must specify which statutory exception applies, however Waukesha County reserves the right to determine whether a record is subject to release under the Wisconsin Public Records Law. Marking a proposal or any portions thereof as confidential does not automatically make the record exempt from disclosure. If Waukesha County determines it is obligated to provide a record in response to a public records request, you may pursue a court order, at your own cost and expense, preventing disclosure of the requested record.

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 https://waukeshacounty.bonfirehub.com/ https://waukeshacounty.bonfirehub.com/

Preparation & Submission Requirements, Page 3 of 5 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 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: 2176082

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. The 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 of Firm 15% Response to Scope of Work and Specifications for CT Machine 30% Response to Scope of Work and Specification of PACS/VNA 30% Cost 25%

9. 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.

Preparation & Submission Requirements, Page 4 of 5

10. 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 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.

11. 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.

12. 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 Business Associate Agreement (BAA) – General County Business to Business (B2B) Network Access Agreement

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.

13. 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.

https://www.waukeshacounty.gov/media/taudd2ni/service-contract-52925.pdf https://www.waukeshacounty.gov/media/wntp3avb/waukesha-county-business-associate-agreement-general-county-0212202108142024.docx https://www.waukeshacounty.gov/media/41xp2zdm/business-to-business-network-access-agreement.pdf

Preparation & Submission Requirements, Page 5 of 5

THIS PAGE INTENTIONALLY LEFT BLANK

RFP Document, Page 1 of 5

WAUKESHA COUNTY

REQUEST FOR PROPOSAL # 2025029

CT Scanner for Waukesha County Medical Examiner’s Office August 7, 2025

I. INTRODUCTION

Waukesha County is interested in obtaining a CT scanner and associated equipment from a company that can provide the CT equipment, delivery, set-up, calibration, training, and annual maintenance.

Related Picture Archive Communication System (PACS) and/or Vendor Neutral Archive (VNA) software functions will be required including secure short/mid/long term storage options, remote retrieval of images/studies, and secure image/study import and export functions.

The Medical Examiner’s Office was originally constructed in 1993, renovated in 2009, and the space is currently undergoing its second renovation to upgrade cooler storage, expand autopsy, and tissue preparation area, and create space for the addition of a CT scanner and associated equipment.

Waukesha County will eventually need to recruit for a future pathologist vacancy, which is anticipated to be challenging because of a nationwide shortage of forensic pathologists due to fewer medical professionals entering this field. Additionally, there is a high workload, with 765 autopsies/external examinations during 2021, or about 383 per pathologist (compared to the industry of 250/pathologist annually). The county believes that an important factor in attracting qualified pathologist candidates will be facility quality, modernization, technology upgrades, addition of CT machine, and work environment.

II. ELIGIBILITY REQUIREMENTS

1. Firm must have extensive knowledge and experience providing similar equipment and services within the last three (3) years. This shall include any subcontractors being used for the type of services provided. References for similar size and type of work must be included in the Proposal Response Document, preferably including one government entity similar in size and scope of services to Waukesha County.

2. Organizations Transacting Business in Wisconsin: Chapters 178, 179, 180, 181, and 183 of the Wisconsin Statutes contain a general provision that the following shall not transact business in this state until it has obtained a certificate of authority or registration from the Department of Financial Institutions:

A Corporation, Nonstock Corporation, limited partnership, limited liability Company, cooperative association, or limited liability partnership.

Therefore, in order to be eligible for award, Firms meeting the above criteria must be registered to do business in the State of Wisconsin with the Department of Financial Institutions (https://www.wdfi.org/corporations/foreign_entities.htm) within ten (10) business days after award but no later than prior to contract execution. Note: For assistance, please contact the State of Wisconsin Department of Financial Institutions directly. Waukesha County cannot provide any advice, legal or otherwise, related to this matter.

3. Beta solutions will not be accepted, i.e., the system must be tried, proven and in current production use.

RFP Document, Page 2 of 5

III. SCOPE OF WORK

The respondent will be responsible for:

CT scanner and associated equipment, delivery, set-up, calibration, training, and annual maintenance. Related Picture Archive Communication System (PACS) and/or Vendor Neutral Archive (VNA) software functions will be required including secure short/mid/long term storage options, remote retrieval of images/studies, and secure image/study import and export functions and support.

Waukesha County will be responsible for:

Providing a room of adequate size and safety, the necessary electrical requirements to operate a CT scanner and associated equipment.

IV. SPECIFICATIONS

- 128 Slice Gantry

- 750HD Workstation

- Elevation Table (Flat Carbon Tabletop)

- High Voltage Generator

- Scan Options

- OEM Standard

- Full Body Scan

- MAR (Metal Artifact Reduction)

- Full Set of Site-Specific Blue-Print Drawings

- Delivery/Freight to customer’s prepared site

- Equipment assembly, installation & calibrations

- Turn-Over as a complete, fully functional system

- Assist with Connecting Facility’s Network/PACS System

- One Day of On-Site Applications and Training

- FDA Radiation Licensure Application (2579 Form)

- Minimum One (1) Year Parts and Labor Warranty (Includes X-Ray Tube)

- Mon thru Fri (8am to 5pm) 24 Hour Response Time

V. SUPPORT AND MAINTENANCE

Provide annual maintenance on the CT scanner and associated equipment, including calibration and preventative maintenance on the equipment.

Provide annual operating support for software and operating systems 3 years and 5 years. Include storage options.

VI. INSURANCE

The Contractor shall agree that it will, at all times during the term of the agreement, keep in force and effect insurance policies required by the Contract as noted below. Insurance certificates must be issued by a company or companies authorized to do business in the State of Wisconsin and that are satisfactory to the County. Such insurance shall be primary.

Prior to execution of the written Contract, the successful Consultant shall furnish the County with a Certificate of Insurance issued and upon request, certified copies of the required insurance policies.

The Certificate shall reference the Contract and provide for thirty- (30) days advance notice of cancellation or non-renewal during the term of the agreement.

Failure to submit or maintain the insurance requirements can make the Contract void at the County’s discretion. Minimum requirements are as follows:

RFP Document, Page 3 of 5

Worker’s Compensation and Employer’ Liability Insurance – Statutory worker’s compensation benefits and employers’ liability insurance with a limit of liability not less than $100,000 each accident.

Consultant shall require Sub-Consultant not protected under its insurance to take out and maintain such insurance.

Automobile Liability Insurance – Comprehensive Automobile Liability or Business Auto Policy Form covering all owned, hired and non-owned private passenger autos and commercial vehicles.

Limits of liability - combined single limit of $500,000 each accident.

Commercial General Liability Insurance – Policy shall provide coverage for premises and operations, products and completed operations, personal injury and blanket contractual coverage. Limits of liability are not less than $2,000,000 per occurrence and aggregate. Waukesha County, its boards, commissions, agencies, officers, employees and representatives must be named as additional insured with respects to the General Liability and so stated on the certificate of insurance.

Technology/E&O Professional Liability Insurance- Limits of liability no less than $2,000,000 each occurrence/claim and aggregate. Policy shall provide coverage for, but not limited to, damages arising out of acts, errors or omissions, in rendering professional and technology services; claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress; breach of contract, invasion of privacy violations.

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 this agreement unless policy is extended indefinitely to cover all acts. Coverage shall be extended beyond this agreement and policy year either by a supplemental extended reporting period for at least two (2) years after work has been completed and accepted with no less coverage, or by providing a retroactive date no later than the inception date of this agreement.

The retroactive date shall be stated on the certificate of insurance.

VII. ASSUMPTIONS

When preparing your response, consider the following:

1. County will not have a full-time (100%) project manager.

2. The Contractor is responsible for activities directly related to the development of deliverables.

3. The County’s Project Manager will assist in the identification of and act as a liaison for stakeholders.

4. County will assist in coordinating access to stakeholders on a timely basis.

5. Contractor will provide appropriate introduction and preparatory materials in coordination with project manager to stakeholders during project initiation.

6. Contractor will assure stakeholders are given sufficient information prior to commencement of interviews/tasks.

7. Contractor will be responsible for the identification and acquisition of data and materials required for input to the development of the various deliverables.

VIII. 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. Identify all sub-Contractors in your proposal response. If sub-Contractors are used, Waukesha County will consider the proposing vendor to be the Prime Contractor and to be solely responsible in all contractual matters, including payment of any charges resulting from such sub-Contractor arrangements. The Prime Contractor will be fully responsible for the acts, RFP Document, Page 4 of 5 errors, and omissions of the sub-Contractor. The successful respondent shall cause appropriate provision of its proposal inserted in all subcontracts ensuing to ensure fulfillment of all contractual provisions by sub-Contractors.

3. 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.

4. During this project, the Contractor shall be required to submit status reports on a bi-weekly basis identifying the status, estimated time of completion, cause of delay, if any, and a list of critical actions required of the County.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.

10. 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.

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

RFP Document, Page 5 of 5

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.

IX. TERM, PRICING, AND PAYMENT

A. 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, overtime work requiring higher than regular rates, 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 five years of the contract period. Thereafter, pricing for each one-year contract period is subject to escalation/de-escalation as noted below.

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.

B. Payment Payment will be made within 30 days of a properly documented invoice based on usage of the products/services.

END OF DOCUMENT