5-2026015 Fire Ext Hose Terms and Conditions.pdf

Waukesha County Bid #2026015 April 20, 2026

WAUKESHA COUNTY GENERAL TERMS AND CONDITIONS

FOR TESTING & INSPECTION OF FIRE EXTINGUISHERS &

FIRE HOSES AND TRAINING OF FIRE EXTINGUISHER USE

GENERAL: It is the intent of this specification to describe the minimum requirements for Testing and Inspection services for Fire Extinguishers and Fire Hoses, including replacements when needed, for all Waukesha County buildings as identified in Exhibit A – Location Listing, and training of fire extinguisher use as needed. All items, details of construction, services or features not specifically mentioned which are regularly furnished in order to provide the services described herein shall be furnished at the bid price and shall conform in strength, quality, and workmanship to that usually provided by the practice indicated in the Invitation to Bid.

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

REQUEST FOR CLARIFICATION OR CHANGE: Bidders are reminded to carefully examine the bid and specifications upon receipt. Bidders should make a request for interpretation or correction of any ambiguity, inconsistency, or error.

Additionally, if in your opinion, any of the terms and conditions of this bid or specification causes your firm to be noncompliant with the specifications and prevent you from bidding, consideration will be given to a bidder's request for change.

Any requests for changes, clarifications, etc., MUST be submitted in writing to the Waukesha County Purchasing Division, to the attention of the Buyer whose name appears on the Pricing Document, at least five working days prior to the bid opening. Requests received after that time will not be considered.

Any changes made as a result of a written request will be issued via a bid amendment to all prospective bidders and, if necessary, an extension will be made to the bid opening date. Amendments will be posted to the Waukesha County Bonfire website (https://waukeshacounty.bonfirehub.com/). Bidders are responsible for checking this website for any future amendments, etc., prior to the opening date. If an amendment is issued, it must be acknowledged on the signature page by placing the amendment number(s) in the box located above the signature area. Bidders who do not acknowledge the amendments may have their bids rejected.

Bidders are cautioned not to change any of the terms or conditions in the bid and/or any of the specification requirements without the written approval of the Purchasing Division. Any unauthorized changes will constitute a counteroffer and will subject the bid to rejection.

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

April 23, 2026

BID RESPONSE: Your bid response must be submitted electronically using Waukesha County’s Bonfire website and following the directions contained therein. Submissions by other methods will not be accepted. Browser cookies must be enabled. Respondents should contact Bonfire at Support@GoBonfire.com for technical questions related to submissions or visit Bonfire’s help forum at https://bonfirehub.zendesk.com/hc. Vendors will have the ability to modify their submissions up to the Submission Deadline in Bonfire. Submission materials should be prepared in the file formats listed under Requested Information for this opportunity in the Bonfire Portal. The maximum upload file size is 1,000 MB. Documents should not be embedded within uploaded files, as the embedded files will not be accessible or evaluated. Supported browsers include Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox (JavaScript must be enabled).

Fax or email responses are not considered electronic responses and will not be accepted.

AWARD AUTHORITY: The Waukesha County Purchasing Division will be the sole judge of the quality and suitability of the equipment, materials and/or services offered in its determination of the successful bidder. Award will be made by group to the lowest responsible, responsive bidder who complies with the specifications and can meet the delivery requirements, or in aggregate, whichever is most favorable to Waukesha County. You do not need to bid on all groups to be eligible for award, however, all items within each group must be quoted to be eligible for award on that group.

Group 1 – Annual Maintenance, Testing, Inspection, Certification of Fire Extinguishers and Hoses.

Vendors are also required to quote hourly rates for services outside of scope.

Group 2 – Replacement of Extinguishers and Hoses. Cost evaluation for replacement extinguishers and equipment will be based on a pre-determined formula.

Group 3 – Hands-on Fire Extinguisher Training.

Note: Award will NOT be made to firms that check “Does Not Comply” for any of the requirements. Please see the “Request for Change” paragraph above if you are unable to comply with the specifications.

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

STATE SALES TAX/FEDERAL EXCISE TAX: Bids should not include Federal Excise and Wisconsin State Taxes, as the County is exempt from payment of such taxes. Wis. Stat. § 77.54(9a).

BID 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

AUTHORIZED DISTRIBUTOR: Vendor must be an authorized distributor/reseller for replacement fire extinguishers and fire hoses. Evidence must be submitted upon request.

https://bonfirehub.zendesk.com/hc

April 23, 2026

PRICING: This contract will be for a one-year period commencing approximately 7/1/26 thru 6/30/27.

This contract may be extended by mutual consent for four (4) additional one-year periods. Firm fixed pricing must be provided for the first one-year period in the areas provided on the pricing document.

Pricing shall include all travel (trip charges are not allowed), labor, parts, materials, etc. and expenses necessary to provide the requested services. All pricing information within a group must be complete to be eligible for award by noting the cost or if a no charge item, note “$0.00”. DO NOT LEAVE SPACING BLANK. If you are not bidding on a group – Indicate “No Bid”. If there are any products included in the bid that are no longer available, you should contact the buyer no later than 5 days prior to the bid opening.

Pricing for fire extinguishers and hoses should be all-inclusive. Specifically, pricing should include all parts, materials labor, etc. as follows:

FIRE EXTINGUISHERS: Pricing to include annual maintenance, recharging, necessary parts and hydrostatic testing if/when required. Repair/replacement kits, parts, etc. are to be included in the annual maintenance cost; however, replacement extinguishers should not.

FIRE HOSES: Pricing to include annual maintenance, re-rack and hydrostatic testing if/when required. Repair/replacement kits, parts, etc. should be included in the annual maintenance cost;

however, replacement hoses should not.

Holidays are listed in Exhibit B– 2026 Holiday Schedule for applicable Holiday Hourly Rates for services not otherwise listed.

Materials Cost: A maximum of a 5% mark-up over vendor cost will be allowed for any material used in the performance of the contract. The percentage of mark-up quoted will be firm for the life of the contract, including subsequent extensions that are mutually agreed upon.

Price increases/decreases for each one-year extension, if taken, may be allowed based on the criteria noted below. Request for price increases must be submitted 90 days prior to the end of the applicable one-year period and will be based on the 12-month percent change from the most recent data available.

Testing and Inspection Services (Applies to services only; see below for replacement equipment): Price increases/decreases will be allowed in accordance with Employment Cost Index (NAICS), Private Industry, Wages and Salaries, Not Seasonally Adjusted, 12-month percent change for the Midwest Census Region (Series ID CIU2020000000000A) or 5%, whichever is lower.

Fire Suppression Replacement Equipment: Price increases/decreases will be allowed in accordance with the Producer Price Index, Commodities, Chemicals and Allied products, Phosphates, Not Seasonally Adjusted, 12-month percent change (Series ID WPU065202) or 10%, whichever is lower.

Hourly Rates for Labor: Labor costs must be firm for the first one-year period. Thereafter, pricing may increase in accordance with the Employment Cost Index (NAICS), Private Industry, Wages and Salaries, Not Seasonally Adjusted, 12- month percent change for the Midwest Census Region (Series ID CIU2020000000000A), or 5%, whichever is lower.

Training Services: Price increases/decreases will be allowed in accordance with Employment Cost Index (NAICS), Private Industry, Wages and Salaries, Not Seasonally Adjusted, 12-month percent change for the Midwest Census Region (Series ID CIU2020000000000A) or 5%, whichever is lower.

FIRE EXTINGUISHER INVENTORY & MAINTENANCE RECORD SHEET: Included with this bid package is the “Fire Extinguisher Inventory & Maintenance Record Sheet” from our existing contract, April 23, 2026

Reference Exhibit C, which includes an inventory by building along with the last testing / inspection date.

Any reports not included are not readily available and as such will be provided to the successful vendor.

Quantities: Quantities listed on the Fire Extinguisher Inventory & Maintenance Record Sheet and on the Pricing Document are current estimates for bidding purposes only. There are no guarantees as to the actual amount of equipment to be serviced.

INVOICES:

Invoices are to be sent separately to the addresses that will be noted on the Purchase Orders issued (Reference Exhibit A – Location Listing, which identifies the breakdown of how purchase orders will be issued). All locations noted within those purchase orders may be consolidated into one invoice, however, each building and service must be delineated as a separate line item. Invoices must be received no later than 45 days after completion of services or it will be considered a no charge service.

PAYMENT: 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.

If you are unable to accept credit card, payment will be made within thirty (30) days after acceptance of goods/services and receipt of a properly documented invoice. Note: Invoice must be sent to the location specified on the purchase order to avoid delays in payment. Vendors who wish to quote a discount for early payment against a purchase order may do so (reference the payment terms of the Pricing Document). For example: 1%/10 days. Discounts will be taken into consideration when evaluating costs.

NON-ASSIGNMENT: The Contractor may not assign this contract without the written consent of Waukesha County Purchasing Division.

INSURANCE REQUIREMENTS: 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 commence of any onsite activity, the 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:

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

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

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

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

April 23, 2026

Limits of liability not less than: $1,000,000 General aggregate; $1,000,000 Products/Completed operations aggregate; $1,000,000 Personal Injury; $1,000,000 Each Occurrence. Waukesha County, its boards, commissions, agencies, officers, employees and representatives shall be named as additional insured and so stated on the Certificate of Insurance.

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

END OF DOCUMENT

Insurance Requirements: 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...