Preparation & Submission Requirements, Page 1 of 5

WAUKESHA COUNTY, WISCONSIN

REQUEST FOR PROPOSAL #2026002

BRIDGES LIBRARY SYSTEM MOBILE APP

February 26, 2026

CONTACT INFORMATION

Buyer Renae Mutchie E-mail rmutchie@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: Tuesday, March 17, 2026 Questions Due: Thursday, April 2, 2026, at 2:00 p.m. CDT Amendment Issued: Thursday, April 9, 2026, by end of day Proposals Due: Thursday, April 23, 2026, by 2:00 p.m. CDT Notice of Interviews: Tuesday, May 5, 2026, by the end of day Interviews, if required: Wednesday, May 13, 2026, between 10 a.m. and 1 p.m. CDT Bridges Library System Board Approval: Wednesday, June 17, 2026 Finance Committee Approval: Wednesday, June 17, 2026 Contract executed: Approximately July 1, 2026

Preparation & Submission Requirements, Page 2 of 5

REQUEST FOR PROPOSAL

PREPARATION, SUBMISSION, PROCESS AND AWARD

1. COMMUNICATION

This RFP is issued on behalf of Bridges Library System by the Waukesha County 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.

https://waukeshacounty.bonfirehub.com/

Preparation & Submission Requirements, Page 3 of 5

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 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. 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.

Qualifications & Experience of Firm 10% Qualifications & Experience of Staff, Including Sub-Contractors 10% Scope of Services & Responsiveness to RFP 60% Cost 20% https://waukeshacounty.bonfirehub.com/

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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.

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 Yes 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/globalassets/administration/purchasing/service-contract.pdf https://www.waukeshacounty.gov/globalassets/administration/purchasing/Business_to_Business_Network_Access_Agreement.pdf

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RFP Document, Page 1 of 8

Waukesha County Request for Proposal No. 2026002 Bridges Library System Mobile App

February 26, 2026

I. INTRODUCTION

Waukesha County is accepting sealed proposals, on behalf of Bridges Library System, from qualified firms to design, create and maintain a mobile application for the Bridges Library System Online Catalog Access for Everyone (CAFÉ) for library patrons to utilize that will run on all standard mobile device platforms such as Android, iOS. Bridges Library System is comprised of Member Libraries within Waukesha and Jefferson Counties (https://bridgeslibrarysystem.org/member-library-list).

The App should provide catalog search capabilities and services as well as information such as library hours and locations, library calendar of events, access by library patrons to their library accounts, easy access to online library resources such as downloadable eBooks and audiobooks, library subscription databases, and library social media platforms. The full array of required and desirable features is listed in the body of this RFP.

II. BACKGROUND & STATISTICS

The Bridges Library System serves twenty-four (24) public libraries in Waukesha County and Jefferson County Wisconsin.

Waukesha County is located in southeastern Wisconsin directly west of Milwaukee County and 100 miles northwest of Chicago. The County was incorporated in 1846 under the general laws of the State of Wisconsin. The County has the third highest equalized property tax base and is the third most populous County in the State. The County is second in the State for per capita and median household income. The County covers an area of 576 square miles and consists of 8 cities, 19 villages and 11 towns. The County’s bonds are rated AAA by Moody’s Investors Service and AAA by Fitch Ratings.

Jefferson County Interstate 94 makes up 25 miles of the nearly 78 miles between Milwaukee and Madison. This is one of the most important economic corridors in Wisconsin and is part of the larger I-Q Corridor from Chicago to the Twin Cities. Furthermore, Jefferson County HWY 26 is quickly becoming a major north/south corridor in the State.

This is projected to be a strong development area and constitutes 30 of the 95 miles along the Janesville to Fox River Valley corridor. The location of Jefferson County lends itself to a role in the integration of the economies of the Madison and Milwaukee Metropolitan Areas, which in turn could dramatically improve and change the County’s economy.

Bridges Library System member libraries consist of the following:

BRIDGES LIBRARY SYSTEM –

WAUKESHA COUNTY

Library Municipality Big Bend Village Library Big Bend Brookfield Public Library Brookfield Butler Public Library Butler Delafield Public Library Delafield Alice Baker Memorial Public Library Eagle Elm Grove Public Library Elm Grove Hartland Public Library Hartland Menomonee Falls Public Library Menomonee Falls Town Hall Library Merton Mukwonago Community Library Mukwonago Muskego Public Library Muskego New Berlin Public Library New Berlin Oconomowoc Public Library Oconomowoc Pewaukee Public Library Pewaukee Pauline Haass Public Library Sussex Waukesha Public Library Waukesha https://bridgeslibrarysystem.org/member-library-list

RFP Document, Page 2 of 8

BRIDGES LIBRARY SYSTEM –

JEFFERSON COUNTY

Library Municipality Dwight Foster Public Library Fort Atkinson Jefferson Public Library Jefferson Johnson Creek Public Library Johnson Creek L.D. Fargo Public Library Lake Mills Powers Memorial Library Palmyra Karl Junginger Memorial Library Waterloo Watertown Public Library Watertown Whitewater Public Library Whitewater

Current library patron demographics including municipal population, service population, circulation and patron count can be found in Attachment A – Bridges Library System Patron Demographics.

Bridges Library System CAFÉ currently has 680,000 bibliographic records in their database and approximately 55,000 new bibliographic records are added each year.

III. ELIGIBILITY REQUIREMENTS

To be considered for this award, firms responding must be able to comply with the following:

A. 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 foreign (out-of-state) 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.

B. Respondents must have conducted at least five (5) projects for similar services within the past five (5) years.

IV. DEFINITIONS

Term Definition App Mobile Application Bridges Bridges Library System CAFÉ Catalog Access for Everyone Contractor Firm awarded this Contract County Waukesha County ILS Integrated Library System Member Libraries Libraries within Bridges Respondent Firm responding to this proposal (RFP) RFP Request for Proposal https://www.wdfi.org/corporations/foreign_entities.htm

RFP Document, Page 3 of 8

V. SCOPE OF SERVICES

The Contractor will design, create and maintain a mobile application that will provide library information and services as well as access to CAFÉ for Bridges library members.

Contractor will assure App functionality meets following requirements:

A. General

1. Customizable – Tailored towards each Member Library (i.e. library logo, location, hours, holiday hours and other schedule exceptions, directory information, website links, etc.) and can be saved by the user in the App.

2. Searchable in App Stores – Successfully searchable in app stores by Member Library name as well as by Bridges.

3. Phone & Device Compatible - Compatible with existing phones and devices, including current and previous models, going back at least three (3) years. Additionally, App and updates must be compatible with new mobile models in upcoming years along with new operating system/platform releases.

B. ILS Integration

1. Library Account Accessible - Allow patrons to access their library account with same functionality as through the public catalog interface such as:

• List of current checkouts with due dates, sorted by due date with soonest due first,

• Ability to renew,

• Ability to manage holds with available holds listed first,

• Support Polaris Pickup locations,

• Display pickup by date on available holds,

• Show number of renewals remaining on checked out materials,

• Provide item availability information throughout Bridges,

• Pay fines/fees (E-commerce) currently using Envisionware for e-commerce,

• Provide a variety of search options including traditional keyword (title & author) and facet (subject) searching as well as collection limiter options.

2. Scannable - Functions as a library card, storing the user’s library card barcode which allows for scanning and checkout at library terminals.

3. Platform Compatibility - Compatible with Bridges current platform, Polaris ILS.

4. Mirroring CAFE - App will, to the best of its ability, mirror the CAFE (i.e. search and other data will be real time, and up to date as if it were a non-app catalog search). Contractor will achieve this through Application Program Interface (API), which will be purchased by Bridges separately for this project.

C. Links to Other Services

1. Link to Third-Party Vendor Data - App will be able to utilize third party vendor data including Syndetics Unbound.

2. Link to Bridges Events Calendars – Library Calendar (from Library Market) and LibCal.

D. Product Features

1. Spanish Translation - App will have Spanish language capabilities in the interface (not bibliographic content).

2. Statistics & Data Analytics - Access to Bridges customizable usage statistics and data analytics along with ability to pull information without vendor assistance. Statistics and data analytics should include at a minimum the following:

• Unique number of app downloads,

• Number of subsequent uses per download (for example: in the specified period x number of downloads received no subsequent uses, x number received 1-5 subsequent uses, x number received 6-10 subsequent uses, etc.; the actual breakdowns provided can be based on an intelligent parsing of the available data), RFP Document, Page 4 of 8

• Usage statistics broken out by which app menu options were used and how much each was used,

• Usage statistics on library functions that were completed through the App (e.g., catalog searches, holds placed, accounts accessed, OverDrive downloads, and holds placed, etc.),

• Usage statistics broken out by platform, type of device and App version.

3. Administrator Functions – Administrator login(s) for Bridges staff to make customizations.

4. Accessibility Features - Voice-powered, text sizing and high contrast (WCAG 2.2).

5. Persistent Navigation - Persistent navigation (“sticky headers”) on every screen.

6. Free Updates & Software Upgrades - No charge App updates, software upgrades and company releases.

7. Security & Privacy - Provide privacy and security to the App user’s information including Secure Sockets

Layer for payment data encryption.

8. Push Notifications - Standard account push notifications to users alerting of items such as upcoming due dates, overdue items, holds, etc.

9. Integration of Libby/Overdrive holdings via API.

10. Account Linking – Ability to store unlimited library card accounts.

E. Additional Requirements Additionally, as part of the Contractor’s efforts, Contractor will:

1. Conduct a project kickoff meeting with Bridges project team and stakeholders. This meeting can be in person or through distance meeting telecommunications such as conference call, Teams, Go-To-Meeting, etc. Estimated meeting length – 1 hour.

2. Submit a beta test App to Bridges for approval prior to finalizing.

3. Upon beta test App approval, finalize and make App available to public for project finalization.

4. Create and provide to Bridges an Administrator User Manual customized for this App.

5. Conduct final meeting and training session to present project team and stakeholders with completed project and demonstration/training of how to use App from both a user and administrator standpoint.

This meeting may be conducted via distance meeting. Estimated meeting length – 1 hour.

VI. OPTIONAL FEATURES

The following items are desired but not required to be included in the Scope of Services. Indicate in Questionnaire (Q-19EP), Question Set 3.5 Optional Features, which item number(s) below, if any, are included in your All- Inclusive, Not-To-Exceed Project Fee in Bid Table (BT-89CT). All other items will be priced separately in Bid Table (BT-49SZ) Optional Features:

1. Social media - Provide access to Member Library social media platforms.

2. Customizable Push Notifications – Push notifications customizable to Member Library (i.e. weather, library programs specific to that location, etc.).

3. Links & Authentication - Ability to provide links and authenticate to other library services, including those provided by third parties (i.e. databases, Overdrive, etc.).

4. Calendar Writing – Allows transfer of Bridges or Member Library calendar events from App to the device’s internal calendars.

5. Event Registration - Allows users to register for Bridges or Member Library calendar events.

6. WISCAT - App integration with WISCAT (Auto-graphics).

7. Barcode Scanning – Ability for user to use their device camera to scan a book / library item barcode to automatically search catalog for library availability throughout Bridges.

8. Multilingual or Translation - Offers multilingual or translation options additional to English and Spanish.

9. One step switching between multiple accounts.

10. Reading History – Allow for reading history to be searchable.

11. Author/Subject linking – Ability to search for an author or subject from a bibliographic record.

12. Serial Item Level Holds – Ability to place item level holds on serial records (only) from list.

13. Search options/filters – Display selected filters on search screen.

14. Statistics & Data Analytics – Ability for Member Library to customize and pull own usage statistics and data analytics without vendor assistance.

RFP Document, Page 5 of 8

15. Auto Populate - Auto populate capabilities (autofills user or bibliographic information from the catalog such as a title).

16. Administrator Functions – Administrator login(s) for Member Library staff to make customizations and a super admin feature to access all library accounts.

17. Contact Information - Provide library staff contact information as desired by Member Library.

18. Member Library Reading Lists - Allows Member Libraries to provide reading lists.

19. Personal Reading Lists - App will allow users to create personal reading lists of library materials with a save feature. List MUST mirror user’s ILS CAFÉ list.

20. Display yearly savings.

VII. DELIVERABLES

The following deliverables are required:

A. Project Management Deliverables

1. Project timeline provided at Project kickoff meeting.

2. Beta test App per Project required specifications.

3. Administrator User Manual

B. Reporting Deliverables

1. Bi-weekly status reports identifying status, estimated time of completion, and cause of delay, if any, and a list of critical actions required of Bridges.

2. Upon project completion, a statistical report of the work performed.

VIII. CONTRACTOR AND/OR FIRM RELATIONSHIP WITH WAUKESHA COUNTY

A. Compliance with Federal Immigration Laws and Regulations: Waukesha County supports the Immigration and

Nationality Act (INA) that 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 no services under this Contract will be performed by a worker who is not legally eligible to perform such services.

B. All Sub-Contractors must be identified 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 all charges resulting from such Sub-Contractor arrangements. The Prime Contractor will be fully responsible for the acts, errors, and omissions of the Sub-Contractor. The successful respondent shall cause appropriate provision of its proposal to be inserted in all subcontracts ensuing to ensure fulfillment of all contractual provisions by Sub-Contractors.

C. Bridges will not be held responsible for payment of travel to and from the Bridges’ job site, nor will they reimburse the Contractor and/or firm for any expenses related to providing staff that reside outside of the Waukesha County area. All fees, including travel and related expenses, shall be included in the Not-To-Exceed, All-Inclusive Lump Sum Fee on the Pricing/Bid Document.

D. All deliverables, work papers and other ancillary and/or other products of the contract, including but not limited to all procedures, reports, records, summaries, and other matters and materials prepared or developed by the Contractor in performance of the contract, shall be the sole, absolute and exclusive property of Bridges, free from any claim or retention of rights, thereto on the part of the Contractor, its agents, Sub- Contractors, officers, or employees.

E. Bridges 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 Bridge’s dissatisfaction: (i) unsatisfactory performance that causes negative operational impact at Bridges or causes Bridges to commit additional resources to avoid operational impact; (ii) dishonesty or belligerent conduct; (iii) lack of compatibility with Bridges staff; or (iv) violation of Bridges rules or policies. Upon such written request, Bridges 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

RFP Document, Page 6 of 8 such person and shall promptly provide a qualified replacement. Bridges 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 Bridges.

F. The Contractor shall establish and maintain procedures and controls for assuring that no information in its records, obtained from Bridges, or from others in carrying out its functions under the Contract shall be used or disclosed by it. Bridges reserves the right to review such procedures to ensure acceptability to Bridges. If information and/or records are requested of the successful Contractor by anyone other than Bridges personnel, Bridges shall be notified immediately. Bridges will address all requests.

IX. ASSUMPTIONS

Assumptions associated with the proposed work plan are as follows:

A. Contractor is responsible for activities directly related to the development of deliverables as determined in the Project Plan.

B. Bridges will assist in the identification of departmental representatives/stakeholders.

C. Bridges will assist in coordinating access to departmental representatives on a timely basis.

D. Contractor will provide appropriate introduction and preparatory materials in coordination with project sponsor to departmental representatives during project initiation to ensure stakeholders are informed and educated, prior to project commencement and interviews.

E. Contractor will be responsible for the identification and acquisition of data and materials required as inputs to the development of the various deliverables.

X. 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 Contractor 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:

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

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 $1,000,000 per occurrence and $1,000,000 aggregate. Bridges Library System, Waukesha County and their boards, commissions, agencies, officers, employees and representatives must be named as additional insured and so stated on the certificate of insurance.

Professional Liability/Errors and Omissions Insurance – Policy shall provide coverage for damages arising out of the negligent acts, errors, or omissions of the Contractor in the conduct of their work. Limits of liability not less than $1,000,000 per occurrence/claim, $1,000,000 aggregate.

Cyber Liability Insurance – Limits of liability not less than $1,000,000 per occurrence/claim. Policy shall provide coverage for, but not limited to, a) liability incurred from alleged or actual theft, dissemination, and/or use of personal or confidential information and any related forensic costs, crisis management costs, investigation costs;

b) network security liability arising from the unauthorized access to, use of, or tampering with computer systems, including hacker attacks or inability of an authorized third party to gain access to services, including denial of

RFP Document, Page 7 of 8 service, unless caused by a mechanical or electrical failure; c) liability arising from the introduction of computer virus into, or otherwise causing damage to, a customer’s or third person’s computer, computer system, network, or similar computer related property and the data, software, and programs thereon; d) any government investigations resulting from the alleged or actual disclosure of personal or confidential information or network security liability event.

For policies written on claims-made basis, the retroactive date of coverage for policies in force during this agreement shall be no later than the inception date of this agreement unless the policy in force at the inception date of this agreement is extended indefinitely to cover all acts. Coverage shall be extended beyond this agreement and policy year either by a supplemental extended reporting period 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.

XI. CONTRACT TERM, PRICING, AND PAYMENT

A. Term:

The project shall commence upon Contract execution, anticipated to occur on or about July 1, 2026.

Implementation is expected to be completed and ready for go-live by January 1, 2027.

The services described in this proposal shall be provided for an initial term of three (3) years, beginning upon completion of implementation and commencement of operational services.

Upon expiration of the initial term, services may continue on an annual basis so long as services are renewed for the applicable year. Each renewal shall be for a one (1) year term, unless otherwise agreed to in writing by both parties.

B. Pricing:

Project pricing shall include a not-to-exceed, all-inclusive lump sum fee for Mobile App design and development including all fees associated with providing an App to function per specification such as set up fees, testing, quality verification, and all other items which are normally referred to as reimbursable expenses, i.e., travel, meals, lodging and overtime work requiring higher than regular rate for which no additional compensation will be due.

Ongoing Maintenance pricing shall be provided as firm, fixed annual pricing for a three (3) year subscription of ongoing maintenance for the Mobile App following implementation. Pricing must be itemized on an annual basis within the bid table (BT-89CT). The total evaluated cost will be the sum of the three (3) annual pricing periods.

Any price escalations for Years 2 and 3 must be incorporated into the proposed annual pricing and may not exceed the stated firm, fixed annual fee.

Following the initial three (3) year term, the annual fees for ongoing Support and Maintenance services may be adjusted no more than once per calendar year. Any such adjustment shall be based on the percentage change in the Consumer Price Index (CPI), Not Seasonally Adjusted, Midwest Region, Current Professional Services, Monthly, 12-month percent change, as published by the U.S. Bureau of Labor Statistics, for the most recently reported month in the current year compared to the same month in the previous year, or three percent (3%), whichever is lower.

Any permitted price adjustment shall apply to the then-current annual fees and shall be subject to Bridges’ approval and must be submitted in writing at least at least sixty (60) days prior to its effective date. If the referenced CPI index is discontinued or materially modified, the parties shall use the most comparable successor index published by the U.S. Bureau of Labor Statistics.

RFP Document, Page 8 of 8

Optional Features – pricing is to be provided for optional features in Bonfire Bid Table (BT-49SZ). If the features are already included in Bonfire Bid Table (BT-89CT) Project and Ongoing Maintenance Subscription, indicate “included” in the comments and enter pricing as “0”. The inclusion of any optional features to the Contract would be in addition to the Fee for Project and Subscription and may be done a la carte as the budget allows. Bridges may or may not add these features to the project.

Proposers must ensure that no pricing details are included in their Questionnaire (Q-19EP) responses.

Pricing is to be included only in Bonfire Bid/Pricing Documents (BT-89CT & BT-49SZ). Failure to comply with this requirement may result in disqualification of a proposal.

C. Payment:

Payment will be milestone-based and payable within thirty (30) days following receipt of a properly documented invoice. Payment shall be made as follows:

30% upon Contract execution 30% upon County approved beta test App 40% upon Receipt and Acceptance of live App that is functioning as specified

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

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