4-25-125 - RFB - final.pdf

RFB 25-125

Sheriff’s Office Ceiling Tile Replacement

Request for Bid (RFB)

BID #25-125

For: Walworth County Department of Public Works – Facilities Division

Schedule of Events:

This schedule is in local time and is provided for your information and planning purposes. Although every effort will be made to follow this schedule, we reserve the right to modify the dates as necessary.

Contact Information:

Purchasing Agent: Carolyn Holt, Senior Buyer Address: Walworth County Purchasing

100 W. Walworth Street Elkhorn, WI 53121

Bid Issued: June 04, 2026

Pre-bid Tour: June 12, 2026 8:00 a.m.

Substitutions Due: June 18, 2026 3:00 p.m.

Questions Due: June 18, 2026 3:00 p.m.

Final Addendum Issued: June 22, 2026

Bids Due (Closing Time): June 29, 2026 2:00 p.m.

Contract Award: July 20, 2026

Anticipated Contract Start: August 1, 2026

Project Completion: January 29, 2027

Table of Contents

I. POSTING OF SOLICITATION

II. INVITATION

III. BACKGROUND

IV. TERM OF CONTRACT

V. BIDDER QUALIFICATIONS

VI. SPECIFICATIONS

VII. STANDARD TERMS AND CONDITIONS – WALWORTH COUNTY

VIII. EXAMINATION OF BID DOCUMENTS

IX. PRE-BID MEETING AND PROJECT SITE TOUR

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

XI. SUBMISSION OF BID

XII. ELECTRONIC MODIFICATION OF BID

XIII. WITHDRAWAL OF BID

XIV. BIDDER SUPPLIED DOCUMENTATION / MATERIALS

XV. PUBLIC BID OPENING MEETING

XVI. METHOD OF AWARD

XVII. EMERGENCY SERVICES

XVIII. ADDITIONAL SERVICES

XIX. NEW EQUIPMENT

XX. BONDING

XXI. RETAINAGE

XXII. SUBCONTRACTING

XXIII. EMPLOYEES

XXIV. WORK HOURS

XXV. WARRANTY

XXVI. PRICING

XXVII. EQUITABLE ADJUSTMENT:

XXVIII. INVOICING

XXIX. PAYMENT

XXX. REJECTION

XXXI. DEFICIENCIES

XXXII. ACCEPTANCE

XXXIII. CONFLICT OF INTEREST

XXXIV. “PIGGYBACK” CLAUSE

XXXV. WORK/SITE RULES

XXXVI. BACKGROUND CHECKS

XXXVII. COMPLIANCE WITH LAWS

XXXVIII. INSURANCE REQUIREMENTS

XXXIX. CANCELLATION

I. POSTING OF SOLICITATION

All Walworth County solicitations are posted on the County’s Bonfire Portal at:

walworthcountywi.bonfirehub.com. To ensure notification of future opportunities with Walworth County, Bidders must be registered. Bidders may register for an account with Bonfire at no charge.

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

II. INVITATION

Walworth County is accepting sealed, electronic bids submitted through the Bonfire Portal from qualified firms for the replacement of ceiling tiles at the Walworth County Sheriff’s Department, hereinafter referred to as the “County,” in accordance with the specifications stated and/or attached herein/hereto. The successful bidder will hereinafter be referred to as the “Bidder” or “Contractor.”

https://walworthcountywi.bonfirehub.com/projects

Sealed, electronic bids will be received until 2:00 p.m. local time on June 29, 2026. Shortly after the deadline, bids received will be publicly opened virtually by purchasing staff.

Contractors having considerable experience in removal and installation of Acoustical Ceiling Tiles (ACT) or other closely related projects are invited to participate.

The Purpose of this solicitation is to award a contract to the selected Contractor that can demonstrate that they possess the technical capabilities to provide all of the deliverables required in this RFB within a reasonable project schedule and when considering the thoroughness of the Bidder’s project understanding.

In summary, the scope and intent of this project is to remove and replace existing Acoustical Ceiling Tiles (ACT) throughout designated areas of the Walworth County Sheriff’s Office and Jail Facility.

III. BACKGROUND

Walworth County Department of Public Works (DPW) is seeking qualified contractors to provide all labor, materials, equipment, and supervision necessary to remove and replace existing Acoustical Ceiling Tiles (ACT) throughout designated areas of the Walworth County Sheriff’s Office and Jail Facility.

The project budget of $325,000.00 will not support replacing all ceiling tiles within the Sheriff’s Office and Jail Facility. However, it remains the County’s intent to award the base bid plus the best combination of additive alternate bids, that maximizes the use of the available budget. Work areas will include, but are not limited to, the kitchen, active jail corridors, common inmate areas, and administrative office. Ceiling heights vary from 8-foot, 10-foot, and 30-foot installations. The County will make available one (1) single man lift capable of reaching the 30-foot ceiling height.

Contractors must have technical experience working within secure and operational correctional facilities and the ability to coordinate activities to minimize disruption to ongoing operations. The scope includes careful removal and replacement of ceiling tiles around existing fire sprinklers, smoke detectors, surveillance cameras, light fixtures, HVAC diffusers, and other ceiling penetrations typically found in commercial and detention environments.

Ceiling tiles with cameras or other electronic devices that need to be removed to replace will be coordinated with the County Project Manager and Jail Security Vendor. Replacement of these ceiling tiles will be grouped together to minimize security vendor’s time onsite.

Most ceiling tiles are original to the buildings construction in 1995 and may contain accumulated dust and debris. Office and common areas will not be cleared of desks and common office furniture. Loose materials on top will be removed. Contractors shall exercise care during ceiling tile removal. Cleaning of the work area is required following the installation of new ceiling tiles, including removal of all debris, dust, and replacement materials. All affected spaces shall be left in a clean and orderly condition. The County will provide a dumpster near the loading dock for disposal of all project related materials.

All work shall comply with applicable building, fire, and safety codes and shall be coordinated with County Project Manager to ensure security and safety requirements are maintained at all times. Contractors and their employees will be required to pass a background check prior to performing work within secure areas. State & local codes will supersede specification mentioned in the section below if there are any errors.

IV. TERM OF CONTRACT

A contract will be awarded to the responsive responsible contractor with the lowest bid. The term of the contract shall be from the date of contract execution through project completion. Project is expected to be completed by January 29, 2027. Work will be scheduled as soon as all materials have been received and are on-site.

V. BIDDER QUALIFICATIONS

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

• Be properly licensed and incorporated to do business in the State of Wisconsin and may not be on the State of Wisconsin or Federal Government list of debarred contractors with the effective dates of this contract.

• Have at least seven (7) years of experience in providing commercial ceiling installation services as specified.

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

• Can obtain the required Insurance and Bonding for the project.

VI. SPECIFICATIONS

The following specifications are the Base Bid and will include all labor and materials associated with this project. Contractor must adhere to all specifications outlined herein.

The use of the name of a manufacturer or any special brand or make in the specifications is not intended to restrict the Bidder, unless otherwise indicated. The specification establishes the character or quality of the product desired, but the products for which bids are submitted must, in all cases, be equal in every particular way to the product specified and must clearly state the brand and product number. Such substitution will be accepted only if determined by the County to be equal or superior in all respects to that specified. If the brand offered as “equal” is not acceptable by the County as “equal” to the brand and product specified, the bidder must furnish one of the specified brands. Any bidder offering a brand other than those specified shall furnish specification sheets, product information, and other pertinent literature with their response.

1. ACOUSTICAL CEILINGS (KITCHEN CEILING TILE REPLACEMENT):

PART 1 – GENERAL

1.1 SUMMARY

A. This section includes the removal and replacement of existing ceiling tiles within the commercial kitchen area.

B. Work includes removal, furnishing and installing new 24” x 48” x 5/8" Square Edge Class A fire-rated ceiling tiles and coordination with existing suspension grid systems.

C. The work shall comply with all applicable local and state building, fire, and health codes, including Wisconsin SPS and IBC 2015 standards.

D. Workforce must be able to coordinate and work with ACT that are incorporated with fire sprinklers, smoke detectors, surveillance cameras, light fixtures and other penetrations.

E. Area must be cleaned of dust, debris, old tiles and any material from the contractor and restored to conditions prior to start of project.

1.2 SUBMITTALS

A. Product Data: Submit manufacturer’s technical data sheets indicating compliance with ASTM E84 (Class A).

B. B. Certifications: Provide documentation showing compliance with Class A flame spread and smoke development ratings.

1.3 QUALITY ASSURANCE

A. Installer Qualifications: Minimum of seven (7) years of experience in acoustical ceiling installation.

B. Products shall be of current manufacture and free from defects in materials and workmanship.

C. Coordinate with lighting, HVAC diffusers, fire sprinklers, and other ceiling-mounted systems to maintain design integrity and code compliance.

PART 2 – PRODUCTS

2.1 CEILING TILE

A. Tile Size: 24" x 48" x 5/8" thick B. Edge Type: Square edge (lay-in type) C. Fire Rating: Class A per ASTM E84 / UL 723 (Flame Spread Index 0–25; Smoke Developed

≤450) D. Surface Characteristics:

1. Smooth, non-textured, non-porous surface

2. Resistant to sagging in high-humidity environments (up to 95% RH)

3. Suitable for commercial kitchen and food prep environments

E. Acceptable Manufacturers and Products (or approved equal):

1. Armstrong “Kitchen Zone” 24”x48”x5/8” Mineral Fiber Tile

2. USG “Clean Room ClimaPlus” 24”x48”x5/8” Tile

PART 3 – EXECUTION

3.1 EXAMINATION

A. Verify existing ceiling grid and structure are sound, level, and capable of supporting new tiles.

B. Report any deficiencies prior to installation.

3.2 INSTALLATION

A. Install tiles in accordance with manufacturer’s recommendations and ASTM C636.

B. Ensure tight, flush alignment with clean edges and consistent grid spacing.

C. County Project Manager will coordinate the replacement of tiles with cameras with contractor and jail security vendor.

1. Tiles containing cameras will be avoided and addressed as the final step. The security vendor is responsible for disconnecting and reconnecting cameras, allowing for the tile to be replaced with the appropriate camera accommodations (holes, cutout, etc.). This portion of work will be during normal working hours.

D. Protect installed work from damage and contamination until final acceptance.

3.3 CLEANING AND MAINTENANCE

A. Upon completion, clean all ceiling tiles to remove dust, smudges, and debris.

B. Replace any damaged, soiled, or defective ceiling tiles prior to final acceptance.

C. Cleanup all dust debris that may have fallen during replacement.

D. Deliver leftover attic stock.

2. ACOUSTICAL CEILINGS (COMMERCIAL OFFICE AREAS)

PART 1 – GENERAL

1.1 SUMMARY

A. This section includes the removal and replacement of existing ceiling tiles within the commercial area.

B. Ceiling tile sizes and types included in this specification:

1. 24” x 24” x 5/8" square edge

2. 24” x 48” x 5/8" square edge

3. 24” x 24” x 5/8" beveled edge

4. 24” x 48” x 5/8" beveled edge

C. Work shall comply with all applicable local and state building codes, including Wisconsin-adopted International Building Code (IBC) and NFPA standards.

D. Workforce must be able to coordinate and work with ACT that are incorporated with fire sprinklers, smoke detectors, surveillance cameras, light fixtures and other penetrations.

E. Area must be cleaned of dust, debris, old tiles and any material from the contractor and restored to conditions prior to start of project.

1.2 SUBMITTALS

A. Product Data: Submit manufacturer’s data for all ceiling tile types.

B. Certifications: Provide evidence of Class A fire rating (ASTM E84) and compliance with ASTM

C423 (sound absorption).

1.3 QUALITY ASSURANCE

A. Installer Qualifications: Minimum of seven (7) years of experience in acoustical ceiling installation.

B. Products shall be of current manufacture and free from defects in materials and workmanship.

C. Coordinate with lighting, HVAC diffusers, fire sprinklers, and other ceiling-mounted systems to maintain design integrity and code compliance.

PART 2 – PRODUCTS

2.1 CEILING TILE TYPES

A. General Requirements:

1. Thickness: 5/8 inch

2. Material: Mineral fiber acoustical tile

3. Surface Finish: Factory-applied white acoustical coating, Fine Fissured

4. Fire Rating: Class A (ASTM E84, Flame Spread Index ≤ 25, Smoke Developed ≤ 450)

5. NRC (Noise Reduction Coefficient): Minimum 0.55

6. CAC (Ceiling Attenuation Class): Minimum 35

7. Humidity Resistance: Up to 95% RH, non-sagging

8. Light Reflectance: Minimum 0.85

9. Installation Type: Lay-in for standard 15/16" exposed tee suspension grid

B. Tile Sizes and Edge Types:

1. Type 1: 24" x 24" x 5/8" – Square Edge

2. Type 2: 24" x 48" x 5/8" – Square Edge

3. Type 3: 24" x 24" x 5/8" – Beveled Edge

4. Type 4: 24" x 48" x 5/8" – Beveled Edge

C. Acceptable Manufacturers and Products (or approved equal):

• Armstrong World Industries

• USG

• Rockfon

PART 3 – EXECUTION

3.1 EXAMINATION

A. Verify that ceiling framing, lighting, diffusers, and HVAC components are properly coordinated.

B. Inspect existing grid for damage or corrosion; Notify County Project Manager of any repairs needed.

C. Do not begin installation until unsatisfactory conditions have been corrected.

3.2 INSTALLATION

A. Install materials per manufacturer’s written instructions and ASTM C636.

B. Align grid systems level and true; ensure uniform tile fit and edge alignment.

C. Cut tiles cleanly for fixtures, sprinklers, and penetrations; maintain tight fit at edges.

D. County Project Manager will coordinate the replacement of ACT(s) that house cameras with contractor and jail security vendor.

1. Tiles containing cameras will be avoided and addressed as the final step. The security vendor is responsible for disconnecting and reconnecting cameras, allowing for the tile to be replaced with the appropriate camera accommodations (holes, cutout, etc.). This portion of work will be during normal working hours.

E. Protect installed ceilings from dust, moisture, and construction damage until project completion.

3.3 CLEANING AND PROTECTION

A. Upon completion, clean all ceiling tiles to remove dust, smudges, and debris.

B. Replace any damaged, soiled, or defective ceiling tiles prior to final acceptance.

C. Cleanup all dust debris that may have fallen during replacement.

D. Deliver leftover attic stock.

VII. STANDARD TERMS AND CONDITIONS – WALWORTH COUNTY

The Standard Terms and Conditions of Walworth County are made a part of this Bid by reference. Standard Terms and Conditions are available on the internet, under the Purchasing Division on the Walworth County Home Page or by clicking on the following link:

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

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

VIII. EXAMINATION OF BID DOCUMENTS

Bidder is required to carefully examine the bid, the scope of work, and the contract contained herein. It will be assumed that the bidder has investigated and is satisfied as to the requirements of the bid documents. It is mutually agreed that the submission of a bid shall be considered as conclusive evidence that the bidder has made such examination and is satisfied as to all the conditions and contingencies.

Pleas of ignorance of conditions that exist or that may hereafter exist, or of conditions or difficulties that may be encountered in the execution of the work under this specification as a result of failure to make the necessary examinations and investigations will NOT be accepted as:

• An excuse for any failure or omission on the part of the vendor to fulfill, in every detail, all of the requirements of the bid, or

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

• For an extension of time.

IX. PRE-BID MEETING AND PROJECT SITE TOUR

One optional pre-bid meeting and site tour will take place on Friday, June 12, 2026, at 8:00 a.m. (local time).

Attendees should meet in the lobby of the Walworth County Sheriff’s Office, 1770 County Road NN, Elkhorn, WI 53121.

Attendees are reminded to review all Bid Documents, etc. prior to arrival.

Note: This is the only opportunity for a site tour.

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

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

Bidders should request interpretation or correction of any ambiguity, inconsistency, or error.

Consideration will be given to a bidder’s request for a change if any of the terms and conditions of this bid are not in full accord, or if changes, alterations, additions or deductions are necessary for your firm to be compliant with the specifications and submit a response. Any questions, requests for changes, clarifications, etc., must be submitted in writing using the “Messages” feature under this Project in Bonfire at https://walworthcountywi.bonfirehub.com/projectDrafts/195284.

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

Substitution requests will be considered as follows:

1. Written substitution requests must be received no later than June 18, 2026, at 3:00 p.m., local time.

Any requests shall be submitted on the Substitution Request Form (Attachment A) by sending a “Message” via Bonfire and stating that you intend to submit a Substitution Request.

2. Approved substitutions will be posted by Addendum.

3. The County’s decision is final regarding all product approvals/rejections.

4. Substitutions received after the substitution due date will not be considered.

5. If no substitutions have been submitted for approval and approved, as described herein, then the specified products must be furnished.

Questions must be received no later than June 18, 2026, at 3:00 p.m. local time. You will not be able to initiate messages to the Buyer after this time.

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

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

XI. SUBMISSION OF BID

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

A bidder must state in their response if they are unable or unwilling to meet any requirement. Inability or unwillingness to meet any requirement, in part or in whole, may be cause for disqualification. Any exceptions taken by the bidder must be clearly identified in the bid.

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

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

Bidders should allow sufficient time to complete the electronic submission by the date and time specified.

https://walworthcountywi.bonfirehub.com/projectDrafts/195284

Walworth County will only accept electronic submittals in response to this RFB. All bids must be submitted electronically using the Bonfire Portal by the time and in the manner prescribed. Bonfire will serve as the bid collection destination.

1. Bid Content:

A. Requested Information:

Group Name Type # Files Requirement

Acknowledgements, and Subcontractors

There are various questions to

Acknowledge/respond to.

N/A Required

Pricing Pricing Sheet (BT-18RW) BidTable:

Datatable

N/A Required

Requested Documents

Bidder Questionnaire (Q-

68WX)

Questionnaire:

Excel (.xlsx)

1 Required

Subcontractor List PDF (.pdf) 1 Required

Warranty Information PDF (.pdf) 1 Optional

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

https://walworthcountywi.bonfirehub.com/opportunities/195284

i. Requested Document(s):

Provide all documents as listed in the Requested information.

ii. Requested Questionnaire(s):

Questionnaire(s) can be obtained from the above linked project.

Please note that Questionnaires may take a significant amount of time to prepare.

iii. Requested Pricing Sheet(s) Complete the Pricing Sheet(s) online in the browser. The Pricing Sheet can be completed any time during submission, however it must be completed all at once to submit and finalize. Edits may be made to the submission before the due date. Please note that Pricing Sheet may take a significant amount of time to prepare.

2. Bid Submission:

a. Upload bid submission at: https://walworthcountywi.bonfirehub.com/opportunities/195284

i. Bonfire Submission Guidelines:

1. Provide all documents listed in Item A. Bid Content of this section.

2. Some response forms are available for downloading on the Bonfire Portal by using the link provided above.

3. Note the types of files allowed. The maximum upload file size is 100 MB.

4. Do not embed any documents within the uploaded files as they will not be accessible or evaluated.

5. Uploading large documents may take significant time, depending on the size of the file(s) and Internet connection speed.

6. Use Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript and browser cookies must be enabled.

7. The County is not responsible for any delays associated with the electronic submission of bids through the Bonfire Portal.

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

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

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

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

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

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

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

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

XII. ELECTRONIC MODIFICATION OF BID

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

XIII. WITHDRAWAL OF BID

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

XIV. BIDDER SUPPLIED DOCUMENTATION / MATERIALS

All material submitted by the bidder in response to this request, become the property of Walworth County. The County is a unit of local government obligated to comply with Wisconsin’s Public Records Law, Wisconsin Statutes secs. 19.31 through 19.39. The presumption under the law is that public records shall be open to the public unless there is a clear statutory exception, unless there exists a limitation under the common law, or unless there is an overriding public interest in keeping the public record confidential. As such, bidders should assume that their submitted bid will be subject to disclosure under the Public Records Law.

A bidder responding to this request should not include any Confidential Information, proprietary information or protected trade secret(s) as part of its bid unless the bidder designates the specific information that it maintains is proprietary or trade secret and the reason(s) for such designation in a separate document and identifies the specific information when it occurs within the bid.

The County reserves the right to make determinations of Confidential Information when responding to public records requests and complying with Public Records Laws. Designation(s) of Confidential Information in no way guarantees that designated information will be kept confidential under the provision of the Public Records Law. Simply placing a confidential notice in the header or footer of the submittal does not satisfy the designation requirements. Proposer is not entitled to notification prior to release of information. In no event will price be deemed confidential.

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

XV. PUBLIC BID OPENING MEETING

No in-person public bid openings will be conducted at Walworth County. Vendors may participate in the public bid opening for this project via video or teleconference as described in this Section.

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

The County will host this bid opening on June 29, 2026, at 2:15 p.m. local time via Microsoft Teams.

Interested participants may attend electronically via the livestream video conference by using the access information provided below.

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/260851714216163?p=dy9BP0Sa6bm58S5z2k Meeting ID: 260 851 714 216 163 Passcode: 37sc7dH7

Need help? | System reference Dial in by phone +1 414-219-0219,,217310886# United States, Milwaukee Find a local number Phone conference ID: 217 310 886# For organizers: Meeting options | Reset dial-in PIN

XVI. METHOD OF AWARD

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

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

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

The County will take into consideration the Base Bid, Add Alternate Bids, in any combination, and in the County’s best interests, when determining the lowest cost. To maximize available budget for Optional Additive Alternates No. 2, No. 3, No. 4, No. 5, and No. 6, bidders are to provide cost per square foot to determine total work to be awarded. These items will not be evaluated for award but may be exercised as a Change Order to the contract within one hundred-eighty (180) days of award.

Square footage estimates are taken from blueprints and include lighting and other ceiling obstructions.

Contractors are encouraged to attend the pre-bid meeting and field verify quantities.

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

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

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

https://teams.microsoft.com/meet/260851714216163?p=dy9BP0Sa6bm58S5z2k https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NThmNTlkZmYtMGRiYy00NWRkLWIwOTItMGYyMWVhZTdmZTY4%40thread.v2/0?context=%7b%22Tid%22%3a%22abdd0c04-3909-4e20-bbcb-7b8a0283a1af%22%2c%22Oid%22%3a%22939d1ba8-63e9-413e-b4fe-007a47b39856%22%7d tel:+14142190219,,217310886 https://dialin.teams.microsoft.com/3545793f-3d5d-4816-a86c-5b26c488d908?id=217310886 https://teams.microsoft.com/meetingOptions/?organizerId=939d1ba8-63e9-413e-b4fe-007a47b39856&tenantId=abdd0c04-3909-4e20-bbcb-7b8a0283a1af&threadId=19_meeting_NThmNTlkZmYtMGRiYy00NWRkLWIwOTItMGYyMWVhZTdmZTY4@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing

2. Include acknowledgement of all addenda; and

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

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

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

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

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

4. Has a satisfactory performance record;

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

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

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

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

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

To determine the Bidder’s responsibility, before a Contract will be awarded for the specifications/scope contemplated herein, the County will conduct such investigation as is necessary to determine the performance record and ability of the apparent low Bidder to perform the size and type of services specified under this request. Upon request, the Bidder shall submit such additional information not specifically requested herein, as deemed necessary by the County to evaluate the Bidder's qualifications.

XVII. EMERGENCY SERVICES

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

XVIII. ADDITIONAL SERVICES

The County reserves the right to add, delete or acquire other types of service that the Contractor can provide that are similar to, but not specifically called for, in this bid. Additions or changes to goods or services must be agreed to in writing by all parties.

XIX. NEW EQUIPMENT

Unless otherwise noted, all materials and equipment used shall be new and unused OEM repair parts and products that meet or exceed manufacturer’s quality requirements, unless prior written approval is given by the County. Parts, materials or equipment classified as demonstrators, prototype or discontinued, are not acceptable. All parts and equipment shall be the latest model offered and must be tried, proven, and in current use.

Remanufactured or rebuilt parts may be used only if new parts are not available and as approved by the County. Rebuilt parts shall carry a minimum 90-day parts and labor warranty. Contractor shall furnish proof of parts warranty.

XX. BONDING

1) BID SECURITY/BOND

1) Bid Bond payable to the County in the amount of no less than five percent (5%) of the total bid shall accompany each bid as a guarantee that if the bid is accepted, bidder will execute the proposed contract and file the required bonds (where applicable) within ten (10) days after being notified of the award of contract. Bid Bond must be issued by a company licensed to do business in the State of Wisconsin.

2) If successful bidder files contract and bond, Bid Bond will be returned. If successful bidder fails to file such Contract and Bond, Bid Bond shall be forfeited to Owner as liquidated damages.

3) All certified check deposits, except those of two (2) lowest bidders, will be returned to their makers within ten (10) days after bid opening. Check deposits of two (2) lowest bidders will be returned upon signing of Contract and furnishing of Bond by successful bidder.

4) Bids and Bid Security shall remain valid for a period of 60 days from date of bid opening.

2) CONTRACT BOND

1) Contractor shall deliver the required bonds to the County no later than three (3) days following contract execution.

2) Contractor shall execute a contract bond, in an amount at least equal to 100% of the full contract price, covering the faithful performance of the Contract and payment of all subcontractors and suppliers providing work and materials under this contract. Such bond is to be executed by a surety company acceptable to the Owner.

3) In the event the surety takes over the work under the contract, the surety shall be bound by all the provisions of the contract.

4) The premiums on all bonds shall be paid by the Contractor.

XXI. RETAINAGE

For each progress payment made prior to substantial completion of the work, the County may withhold the following amount as retainage, from the payment otherwise due.

Retained percentages shall be per Wisconsin Statutes 66.0901(9)(b) about public works contracts and bids. In summary, the retainage shall be an amount equal to not more than 5 percent of the estimate until 50 percent of the work has been completed. At 50 percent completion, further partial payments shall be made in full to the contractor and no additional amounts may be retained.

XXII. SUBCONTRACTING

Walworth County requires that any work performed be under the direct employ of the Contractor with the exception of when ancillary services are required. If any work is to be performed by subcontractors, please complete Attachment C – List of Subcontractors.

All subcontractors shall be held to the same insurance provisions as noted herein. Additionally, the subcontractor shall comply with all requirements as stated in this specification.

Contractor will not be permitted to sublet, sell, transfer, assign or otherwise dispose of the contract of any portion therein, or its right, title or interest in, to any person and/or Vendor(s) without the written consent of Walworth County. No subcontract shall, under any circumstances, relieve the contractor of liability and obligation under this contract. If Sub-Contractors are used, Walworth County will consider the awarded vendor to be the Prime Contractor and to be solely responsible in all contractual matters, including payment of any and all charges resulting from such sub-Contractor arrangements. The prime contractor shall be fully responsible for the acts, errors and omissions of the subcontractor. Upon request Contractor must provide Subcontractor’s complete contact information including EIN# (TIN#, SS#) and signed W-9 form.

In the event that a portion or portions of the contract are bid as subcontracted, the bidder shall provide a list of intended subcontractors with their bid. Walworth County shall be the sole judge in determining whether the subcontracted firm or firms, are qualified to provide the services as sought. Walworth County reserves the right to reject the bid if the subcontractors are determined to be unqualified or unacceptable. After a contract has been awarded, Contractor must obtain prior approval before using any subcontractors not previously identified in your bid.

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

XXIII. EMPLOYEES

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

County shall be entitled to request the removal of individuals working on any project for any of the following grounds, provided that such request be in writing and shall specify the reasons for the County’s dissatisfaction:

• Unsatisfactory performance that causes negative operational impact at the County or causes the County to commit additional resources to avoid operational impact;

• Dishonesty or belligerent conduct;

• Lack of compatibility with County staff; or

• Violation of County rules or policies.

Upon such written request, the County and Contractor shall decide on a course of action to cure any such problems, provided that there shall be no cure opportunity required for problems involving dishonesty or belligerent conduct or a violation of County rules or policies. In the event Contractor does not cure the problem within seven (7) days from the date of notice, Contractor shall remove such person and shall promptly provide a qualified replacement. The County will be liable for payment of services only up to the time of dismissal and only if services rendered meet the minimum requirements of the County. Contractor must comply with the County’s work/site rules. Contractor shall comply and accept exclusive responsibility for Contractor’s employee(s) while on County property.

If for any reason the individuals identified are no longer employed by the firm, or available from the subcontracted firm, the Contractor must notify the County within a reasonable time frame. Contractor is responsible for ensuring that any substitute personnel have comparable skills and experience. The County reserves the right to interview substitute personnel prior to commencement of activity on the project to confirm to County’s satisfaction equivalency of skills and experience.

If any of the Contractor’s employee appears to be incompetent or to act in a disorderly or improper manner, such person shall be removed immediately on request of the County and shall not again be re-employed except upon written consent of the County.

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

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

XXIV. WORK HOURS

Due to limited access to certain areas during normal business hours (Kitchen & Office(s)), each area of work will be identified as normal business hours or after hours. Normal business hours are Monday – Friday 7:00 a.m. – 4:30 p.m. After hours are Monday – Friday 4:31 p.m. – 6:59 a.m., or weekends & holidays. Contractors’ bids should reflect both as indicated on the Bid Table.

The Contractor shall coordinate with the County’s Project Manager to start work or their intention to do so.

Once work on this project commences, the Contractor shall, on a weekday basis, to continuously pursue completion of the work. The Contractor shall not suspend work for any reason other than conditions beyond their direct control.

Onsite work shall be performed in a manner that will permit the existing facility to operate continuously.

Contractors shall take all necessary measures as directed by the County to ensure construction does not interfere, delay, or restrict the operations of the building.

Contractor shall not isolate or restrict access to any portion of the site by his operations without permission of the County. The County understands this project will require inmate movements and will do so as quickly as possible to allow the contractor to continually work.

XXV. WARRANTY

All labor, parts, materials, and supplies used in the performance of this contract must be new and unused and, at a minimum, include a one (1) year warranty or the manufacturer’s standard warranty on items and/or parts purchased for use under this Contract whichever is greater.

WARRANTY WILL NOT COMMENCE UNTIL AFTER PRODUCT AND INSTALLATION SERVICES HAVE

BEEN INSPECTED AND ACCEPTED BY WALWORTH COUNTY.

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

XXVI. PRICING

Prices are firm. The contract will be awarded based on the total of the Base Bid. The cost per square foot alternates will be utilized to leverage additional work into the project, provided that the total budget of $325,000 is not exceeded.

The square footage provided in the Bid Table has been calculated using general room dimensions. These estimates do not account for deductions from light fixtures, hatches, or other ceiling penetrations. All contractors are responsible for field verifying actual quantities and existing conditions during the pre-bid walkthrough or prior to purchasing materials. The square footage provided is for informational purposes only.

The County will accept open, partial boxes of materials to be provided as attic stock. However, the County will not be financially responsible for over-purchases of materials that exceed the verified quantities required for the awarded scope of work.

No additional costs will be permitted unless a condition is discovered during the project that could not have been reasonably known or anticipated during the bid preparation process.

Price shall include delivery F.O.B. destination with freight and insurance. The County will reject shipments sent C.O.D. or freight collect.

The County will provide suitable onsite (outside) accommodation for the disposal of the tiles being removed.

The Contractor is solely responsible for transporting all disposal materials to the designated accommodations.

Pricing for services is to include all supervision as needed, all parts, equipment and materials, start-up fees, cleaning, labor, travel, mileage, and any other expenses needed to complete the services required.

XXVII. EQUITABLE ADJUSTMENT:

The County may, in its sole discretion, make an equitable adjustment in the Contract terms and conditions and/or pricing. If pricing or availability of supply is affected by extreme or unforeseen volatility in the marketplace that satisfy all the following criteria:

1. The volatility is due to causes wholly beyond the contractor’s control;

2. The volatility affects the marketplace or industry, not just the contractor’s source of supply;

3. The effect on pricing or availability of supply is substantial; and

4. The volatility so affects the contractor that continued performance of the Contract would result in substantial loss.

Any adjustment would require the contractor to provide irrefutable evidence along with any request for adjustments to contract terms and/or pricing. The County may elect to provide a one-time increase, an increase for a predetermined period or an increase for the remainder of the contract. In the event of any market decreases the contractor shall in good faith provide the County with reduced pricing.

The County reserves the right to request an equitable adjustment to decrease pricing in the event of a decrease in market pricing.

XXVIII. INVOICING

Contractors shall provide itemized invoices showing at a minimum the item description, quantity, item cost, and total cost. Contractors shall provide itemized invoices showing date of service, the serviced areas, and detail of service performed. Contractors shall provide itemized invoices for each service performed showing the amount of labor hours worked, the hourly rate and the total cost for labor. All goods/parts/materials must be itemized on the invoice along with their associated cost and the discount applied.

Original Invoice must be addressed to Walworth County Finance Department-Accounts Payable Division at 100 W. Walworth Street, P.O. Box 1001, Elkhorn, WI 53121, or apsupport@co.walworth.wi.us. Contractor is responsible for the completion of all recordkeeping and reporting requirements as appropriate for all items prior to payment.

XXIX. PAYMENT

Walworth County’s preference is to pay with a Visa credit card (P-Card). Bidder should indicate in Bid whether P-card will be accepted for payment. County will not use a P-Card for processing payments if Contractor charges credit card processing fees or sets minimum transaction limits. Payment will be made within forty-five

(45) calendar days after acceptance of goods/services and receipt of a properly documented invoice.

XXX. REJECTION

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

XXXI. DEFICIENCIES

In the event that the County determines that there are deficiencies in the materials provided by the vendor under the contract, the County shall notify the vendor in writing as to the precise nature of any such deficiencies. Within ten (10) working days of receipt of such notice, vendor shall take responsible steps to correct any deficiencies.

XXXII. ACCEPTANCE

Acceptance is defined as the County’s approval after its authorized agent has confirmed that the deliverables meet the specified requirements. Acceptance will be determined within five (5) business days after completion of installation.

XXXIII. CONFLICT OF INTEREST

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

XXXIV. “PIGGYBACK” CLAUSE

Common purchasing practices in government include cooperative or "piggyback" purchasing among various units of government or municipalities. This contract will be extended, with the authorization of the Contractor, to other units of government or municipalities at the same prices and/or discounts and terms and conditions. If another unit of government or municipality decides to use this contract, the Contractor must deal directly with the respective unit of government or municipality concerning the placement of orders, issuance of the purchase orders, contractual disputes, invoicing, and payment. Walworth County acts only as the "Contracting Agency" for those public agencies.

XXXV. WORK/SITE RULES

This project will be in both the Sheriff’s Office and an active Jail. Employees will need to be escorted at all times. While tool inventory sheets will not be required, 100% cleanup of work areas will be required daily (or when work area is unattended). Inmate movement may be required for this project, and all work will need to be scheduled with Project Manager, prior to kick off.

No weapons or drugs will be allowed on the premises. Industry standard tools needed for this project are not considered weapons.

Material and tool storage within the building will be provided to contractor.

Contractor shall comply with the County’s work/site rules. Contractor shall comply and accept exclusive responsibility for each individual employee while on County property.

XXXVI. BACKGROUND CHECKS

All Contractors employees seeking access to Walworth County Sheriff’s Office must pass a background check performed by the Walworth County Sheriff’s Office. Costs for this background check shall be borne by the County. Contractor shall provide a photocopy of each employee’s driver’s license (or other acceptable identification) and complete the County’s Background check form at least 10 business days prior to commencement of work.

XXXVII. COMPLIANCE WITH LAWS

Contractor is responsible to comply with all statutory rules and regulations. All applicable federal, state and local laws, rules and regulations governing this type of service will apply and will be deemed incorporated into the contract. These requirements shall be done at Contractor’s expense.

XXXVIII. INSURANCE REQUIREMENTS

Contractor shall furnish County with Certificate of Insurance indicating proof of the following insurance from companies licensed in the State of Wisconsin:

A. Workers Compensation and Employers' Liability - The Contractor shall procure and maintain during the life of this contract Workers’…