Bid Notice-Autonomous Floor Cleaning Robots.pdf

REQUEST FOR PROPOSAL

Autonomous Floor Cleaning Robots

Procurement Department A Department of the Tulsa County Budget Board

218 W. 6th Street, Ste. 760 Tulsa, Oklahoma 74119

Phone: 918-596-5022 | Fax: 918-596-4647

Matney M. Ellis Procurement Director

June 08, 2026

NOTICE TO BIDDERS

On behalf of the Tulsa County Sheriff's Office, we are requesting proposals for the following:

Autonomous Floor Cleaning Robots

SEALED PROPOSALS, submitted on forms prepared by the Tulsa County Procurement Department and on behalf of the Tulsa County Sheriff's Office will be received by the County Clerk in Suite 710, Tulsa County Headquarters, 218 W. 6th Street, Tulsa, Oklahoma 74119, until 4:00 PM CST on July 10, 2026.

Proposals received after 4:00 PM CST on July 10, 2026 will be rejected. Vendors delivering proposals in person must wait until a County Clerk’s Office Employee receives and time stamps their submission before leaving. All proposals timely received will be publicly opened and vendor names will be read aloud on July 13, 2026, in Room 132 of the Tulsa County Headquarters, 218 W. 6th Street, Tulsa, Oklahoma 74119, starting at 9:30 AM CST, during the regularly scheduled meeting of the Board of County Commissioners.

Proposal pricing will not be read aloud in this meeting but will be made public via a tabulation published on the Tulsa County Vendor Portal.

All bid submissions must include the following documents (signed with original signatures and notarized as required):

• Bidder Information Form

• Bid Form

• Bid Affidavits

• IRS Form W-9

• Solicitation Checklist

Submission shall include one original hardcopy and one electronic (PDF) copy. Ensure all blank fields on all forms are completed and that all documents are signed and notarized as required. Refer to the Solicitation Checklist for more information.

Bid documents may be downloaded from the Tulsa County Vendor Portal (www.tulsacounty.org/bid) after free registration. Documents may also be obtained in person from the Tulsa County Procurement Department.

All questions and substitution requests for this bid must be directed via email to the Tulsa County Procurement Department at bidquestions@tulsacounty.org no later than 4:00 PM CST June 23, 2026.

Please be sure to include the solicitation name in the subject line or email body.

Copies of all questions and responses will be posted on the Tulsa County Vendor Portal via a formal addendum after approval by the Tulsa County Board of County Commissioners.

The Tulsa County Board of County Commissioners reserves the right to reject any and all bids and to waive informalities or minor irregularities in any bid. All bids will receive consideration without regard to race, color, religion, sex, age, national origin or handicap status.

Sincerely, Matney M. Ellis Tulsa County Procurement Director

Tulsa County Procurement Solicitation Notice

RETURN SEALED BIDS TO:

Office of the County Clerk Tulsa County Headquarters 218 W. 6th Street, Ste. 710 Tulsa, Oklahoma 74119

(Note: See Section B.3. of the General Terms & Conditions for Bid Submission procedures. Bidders delivering bids in person must wait until a County Clerk employee receives and time stamps the bid before leaving. Sealed bids will be opened at the Tulsa County Board of County Commissioners meeting, held in Room 132 of the Tulsa County Headquarters at the date and time shown to the left.)

Bid Advertised:

Bid Responses Due:

Solicitation Type:

ITB

RFP

* All times shown in CST

Email:

Procurement Officer / Agent:

Ship To / Place of Performance:

Email:

Phone:

Department / Project Contact:

Phone:

Important Dates / Times*:

Bid Responses Opened:

Tulsa County Contact Information:

Bidder Information:

Company Name: Address:

Contact Name(s):

Phone Number(s):

Email Address(es):

(if applicable)

Remit-to Address:

Additional Info:

(if different from above)

(This section to be completed by bidder)

Important:Review Solicitation Checklist to ensure all required documents are included with your submission.

Solicitation / Project Name:

Questions Due: (if applicable)

Autonomous Floor Cleaning Robots

June 8, 2026

June 23, 2026 04:00 pm

July 10, 2026 04:00 pm

July 13, 2026 09:30 am

Questions submitted by the above deadline will be answered in a formal addendum tentatively June 29, 2026 and posted to the vendor portal.

David L. Moss 300 N. Denver Ave.

Tulsa, OK 74103

Matney Ellis, Procurement Director

Matney.Ellis@tulsacounty.org

918.596.5022

Diana Castro Digitally signed by Diana Castro Date: 2026.06.05 10:24:09 -05'00'

NOTE: The below list serves to provide a checklist of the standard documents required to be completed and returned with all bids. It is the bidder's responsibility to review the solicitation specifications for any additional requested and/or required documents.

Tulsa County Procurement Solicitation Checklist

IMPORTANT: Bid / Proposal submissions which do not include the above required documentation may be rejected. Please checkmark the above to ensure that the requested documentation is included with your bid / proposal submission.

Solicitation Notice with Bidder Information section completed

Affidavit for Filing with Competitive Bid (original, signed and notarized)

W-9 Form

Include all documentation, certifications, or other special submittals required by the conditions and specifications.

This checklist document with signature below.

Bidders located outside the State of Oklahoma and/or County of Tulsa should change the State and County at the top of the form to the State and County where the bidder is located.

Submission shall include one (1) printed copy of requested documents with original signatures and shall be clearly marked "original". If additional hard copies are required, requirements will be stated in the space provided below:

Please sign and return this document, acknowledging receipt of this information:

(Supplier Authorized Representative Signature)

(Printed Name)

(Company Name)

(Date)

Document Requirements:

Submission Format Requirements:

Submission shall include one (1) electronic copy on a USB drive or CD.

Electronic copy shall include an electronic/scanned copy of your complete submission (in PDF format)

Conflict of Interest Affidavit (original, signed and notarized) Bidders located outside the State of Oklahoma and/or County of Tulsa should change the State and County at the top of the form to the State and County where the bidder is located.

Acknowledgment of Addenda or Amendments to Solicitation - Include signed Solicitation Addendum with bid/proposal submission for any and all issued addenda to acknowledge receipt of such.

N/A - Bid Form is not applicable to this solicitation

N/A - Insurance is not required for this solicitation

Affidavit for Filing with Competitive Bid

NOTE: This certification shall be included with any competitive bid and/or contract to Tulsa County for goods or services.

SECTION I [74 O.S. § 85.22]:

A. For purposes of competitive bid,

1. I am the duly authorized agent of the above named bidder submitting the competitive bid herewith, for the purpose of certifying the facts pertaining to the existence of collusion among bidders and between bidders and political subdivision officials or employees, as well as facts pertaining to the giving or offering of things of value to government personnel in return for special consideration in the letting of any contract pursuant to said bid;

2. I am fully aware of the facts and circumstances surrounding the making of the bid to which this statement is attached and have been personally and directly involved in the proceedings leading to the submission of such bid;

and

3. Neither the bidder nor anyone subject to the bidder's direction or control has been a party:

a. to any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding,

b. to any collusion with any political subdivision official or employee as to quantity, quality or price in the prospective contract, or as to any other terms of such prospective contract, nor

c. in any discussions between bidders and any political subdivision official concerning exchange of money or other thing of value for special consideration in the letting of a contract, nor

d. to any collusion with any state agency or political subdivision official or employee as to create a sole-source acquisition in contradiction to Section 85.45j.1. of this title.

B. I certify, if awarded the contract, whether competitively bid or not, neither the contractor nor anyone subject to the contractor’s direction or control has paid, given or donated or agreed to pay, give or donate to any officer or employee of Tulsa County any money or other thing of value, either directly or indirectly, in procuring this contract herein.

SECTION II [74 O.S. § 85.42]:

For the purpose of a contract for services, the supplier also certifies that no person who has been involved in any manner in the development of this contract while employed by Tulsa County shall be employed by the supplier to fulfill any of the services provided for under said contract.

The undersigned, duly authorized agent for the above named supplier, by signing below acknowledges this certification statement is executed for the purposes of the competitive bid attached herewith and contract, if awarded to said supplier.

Solicitation / Project Name:

Bidder's Legal Business Name:

(Supplier Authorized Signature)

(Printed Name)

(Phone Number)

(Email Address)

Subscribed and sworn to before me this day of ,20

(Signature of notarial officer)

My Commission Expires:

My Commission #:

(SEAL)

STATE OF

COUNTY OF

ss

Autonomous Floor Cleaning Robots

Oklahoma

Tulsa

Conflict of Interest Affidavit

NOTE: This certification shall be included with any competitive bid and/or contract to Tulsa County for goods or services.

I certify that neither I, nor my immediate family, to the best of my knowledge, possesses any financial interest whatsoever with any employee, officer, or agent of Tulsa County which is in any way involved in this solicitation. Should any employee, officer, or agent of Tulsa County in which I or my immediate family have a financial interest, receive quotes or proposals, I will reveal immediately such interest to the Tulsa County Procurement Director. Further, I acknowledge my obligation to disclose in like manner any friendships; family or social relationships; past, present, or planned employment relationships, or any other type of relationship, such as housing or transportation arrangements, which might be perceived as compromising the independent judgment in connection with this solicitation.

The undersigned, duly authorized agent for the above-named supplier, by signing below acknowledges this certification statement is executed for the purposes of the competitive bid attached herewith and contract, if awarded to said supplier.

Solicitation / Project Name:

Bidder's Legal Business Name:

STATE OF

COUNTY OF

ss

(Supplier Authorized Signature)

(Printed Name)

(Title)

Subscribed and sworn to before me this day of ,20

(Signature of notarial officer)

My Commission Expires:

My Commission #:

(SEAL)

Autonomous Floor Cleaning Robots

Oklahoma

Tulsa

General Terms and Conditions

Tulsa County Procurement – General Terms & Conditions Page 1 of 8

A. GENERAL PROVISIONS

A.1. Definitions

As used herein, the following terms shall have the following meaning unless the context clearly indicates otherwise:

A.1.1. “Acquisition” means items, products, materials, supplies, services, and equipment Tulsa County acquired by purchase, lease purchase, lease with option to purchase, or rental;

A.1.2. “Addendum” means a written restatement of or modification to a Contract document executed by the

Supplier and the County;

A.1.3. “Bid” means an offer in the form of a bid, proposal, or quote a bidder submits in response to a solicitation;

A.1.4. “Bidder” means an individual or business entity that submits a bid in response to a solicitation;

A.1.5. “Board” means the Board of County Commissioners of Tulsa County;

A.1.6. “County” means the Tulsa County, Oklahoma;

A.1.7. “Solicitation” means a request or invitation by the Procurement Agent/Officer for a supplier to submit a priced offer to sell acquisitions to the County. A solicitation may be an invitation to bid, request for proposal, or a request for quotation;

A.1.8. “Supplier” or “Vendor” means an individual or business entity that sells or desires to sell acquisitions to the County.

A.2. Clarification of Solicitation A.2.1. Clarification pertaining to the contents of this solicitation shall be directed in writing to the Procurement

Agent/Officer and by the Question due date on the Solicitation Notice.

A.2.2. Any information given a bidder concerning a solicitation will be provided promptly to all other bidders as an addendum, if that information is necessary in submitting bids or if the lack of it would preclude other bidders.

A.2.3. No oral statement of any person shall modify or otherwise affect the terms, conditions, or specifications stated in the solicitation or the resultant contract. All modifications to the contract must be made in writing by the Procurement Agent/Officer.

A.2.4. If a bidder fails to notify the County of an error, ambiguity, conflict, discrepancy, omission or other error in the solicitation, known to the bidder, or that reasonably should have been known by the bidder, the bidder shall submit a bid at its own risk; and if awarded the contract, the bidder shall not be entitled to additional compensation, relief, or time, by reason of the error or its later correction. If a bidder takes exception to any requirement or specification contained in the solicitation, these exceptions must be clearly and prominently stated in their response.

A.2.5. Bidders who believe proposal requirements or specifications are unnecessarily restrictive or limit competition may submit a written request for administrative review to the Procurement Agent/Officer listed on the solicitation. This request must be made prior to the closing date of the solicitation.

A.3. Type of Contract A.3.1. This is a firm fixed price contract for the supplies/services specified.

A.4. Tax Exemption A.4.1. Purchases by the County are exempt from State sales tax [68 O.S. § 1356] and Federal Excise Taxes [26

U.S. Code § 4221]. These taxes should not be included in price quotations. Exemption certificates will be furnished upon request.

A.5. Delivery, Inspection, and Acceptance A.5.1. Unless otherwise specified in the solicitation or awarding documents, all deliveries are to be shipped pre-paid, F.O.B. Destination. The supplier(s) awarded the Contract shall prepay all packaging, handling, shipping, and delivery charges and firm prices quoted in the bid shall include all such charges.

A.5.2. All products and/or services to be delivered pursuant to the Contract shall be subject to final inspection and acceptance by the Receiving Officer at the destination. “Destination” shall mean delivered to the receiving dock or other point specified in the purchase order. The County assumes no responsibility for goods until accepted at the receiving point in good condition. Title and risk of loss or damage to all items shall be the

Tulsa County Procurement – General Terms & Conditions Page 2 of 8 responsibility of the contract supplier until accepted by the receiving agency. The supplier(s) awarded the Contract shall be responsible for filing, processing and collecting any and all damage claims.

A.5.3. Any goods not in complete conformance with the contract specifications, defective in material or workmanship, or found to contain latent defects, may be rejected. Such goods are to be removed and replaced by and at the cost of the vendor promptly after notification. The costs of inspection and risk of loss shall be borne by the vendor.

A.5.4. Supplier(s) awarded the Contract shall be required to deliver products and services as bid on or before the required date. Time is of the essence and the order is subject to termination for failure to deliver as specified and/or appropriate damages. Deviations, substitutions, or changes in products and services shall not be made unless expressly authorized in writing by the Procurement Agent/Officer.

A.5.5. Payment by the County for goods received shall not constitute acceptance if subsequent events reveal latent defects or a failure to meet contract specifications. Payment for a partial delivery shall not be deemed acceptance of undelivered goods.

A.6. Legal Contract A.6.1. Submitted bids are rendered as a legal offer and any bid, when accepted by the procuring agency, shall constitute a contract.

A.6.2. The Contract resulting from this solicitation may consist of the following documents, in the following order of precedence:

A.6.2.1. Any Addendum to the Contract;

A.6.2.2. Purchase order, as amended by Change Order (if applicable);

A.6.2.3. Solicitation as amended (if applicable); and A.6.2.4. Successful bid (including required certifications), to the extent the bid does not conflict with the requirements of the solicitation or applicable law.

A.6.3. Any contract(s) awarded pursuant to the solicitation shall be legibly written or typed.

A.7. Contract Modification

A.7.1. The Contract is issued under the authority of the Tulsa County Board of County Commissioners who signs the Contract. The Contract may be modified only through a written Addendum, signed by the Tulsa County Board of County Commissioners and the supplier.

A.7.2. Any change to the Contract, including but not limited to the addition of work or materials, the revision of payment terms, or the substitution of work or materials, directed by a person who is not specifically authorized by the procuring agency in writing or made unilaterally by the supplier, is a breach of the Contract. Unless otherwise specified by applicable law or rules, such changes, including unauthorized written Addendums, shall be void and without effect, and the supplier shall not be entitles to claim under this Contract based on those changes. No oral statement of any person shall modify or otherwise affect the terms, conditions, or specifications stated in the resultant Contract.

A.8. Third Party Beneficiaries, Assignment, and Sub-contracting A.8.1. This solicitation and subsequent contract gives no rights or benefits to anyone other than the County and the awarded Vendor, and all duties and responsibilities undertaken pursuant to this agreement will be for the sole benefit of the County and Vendor. The Vendor reserves the right, with written consent of the County, to augment its staff with sub-contractors as it deems appropriate due to project logistics, schedules, or market conditions. If the Vendor exercises this right, the Vendor will maintain the agreed-upon billing rates for services identified in the contract, regardless of whether the services are provided by in-house employees, contract employees, or independent Sub-contractors.

A.9. Warranty A.9.1. Unless otherwise stated with the solicitation, all goods, materials, or equipment offered are to be new and of current design.

A.9.2. The successful bidder agrees that the supplies or services furnished under this contract shall be covered by the most favorable commercial warranties the Contractor gives to any customer for such supplies or services; and rights and remedies provided herein are in addition to and do not limit any rights afforded to Tulsa County by any other term of this contract.

A.9.3. Vendor warrants that articles supplied under this order conform to specifications herein and are fit for the purpose for which such goods are ordinarily employed except that if a particular purpose is stated, the material must then be fit for that particular purpose.

Tulsa County Procurement – General Terms & Conditions Page 3 of 8

A.10. Brand Name or Equivalent A.10.1. When a brand is named in the solicitation it shall be construed solely for the purpose of indicating the standards of quality, performance, or use desired, unless the term “Brand Name Only” is used in conjunction with the line item(s) in which case only that brand name will be accepted. Brands of equal quality, performance, and use shall be considered, however bidder shall indicate on the bid form the manufacturer’s name and part number as well as any applicable sketches, descriptive literature, and/or complete specifications with their bid. The bidder shall also explain in detail the reason(s) why the proposed equivalent will meet the specifications and not be considered an exception thereto. Bids that do not comply with these requirements are subject to rejection.

A.10.2. Any bid containing a brand, which is not of equal quality, performance, or use specified must be represented as an alternate and not as an equal, and failure to do so shall be sufficient reason to reject the bid.

A.10.3. The final decision on equivalency shall be at the sole discretion of Tulsa County.

A.11. Pricing A.11.1. Bids shall remain firm for a minimum of forty-five (45) days from the solicitation closing date.

A.11.2. Prices per unit should be clearly shown and extended where applicable. Bidders guarantee unit prices to be correct. In the event of a discrepancy between the unit price and extended price, the unit price shall prevail.

A.12. Insurance A.12.1. The successful supplier(s) awarded the Contract shall obtain and retain insurance, including workers' compensation, automobile insurance, medical malpractice, and general liability, as applicable, or as required by State or Federal law, prior to commencement of any work in connection with the Contract.

Certificate of Insurance shall be included with the sealed bid as required in the Solicitation Checklist. The supplier awarded the Contract shall timely renew the policies to be carried pursuant to this section throughout the term of the Contract and shall provide the procuring agency with evidence of such insurance and renewals.

A.13. Choice of Law A.13.1. Any claims, disputes, or litigation relating to this solicitation, or the execution, interpretation, performance, or enforcement of the Contract shall be governed by the laws of the State of Oklahoma.

A.14. Choice of Venue A.14.1. Venue for any action, claim, dispute or litigation relating in any way to the Contract shall be in Tulsa

County, Oklahoma.

A.15. Employment Relationship A.15.1. The Contract does not create an employment relationship. Individuals performing services required by this Contract are not employees of Tulsa County or the procuring agency. The supplier's employees shall not be considered employees of Tulsa County nor of the procuring agency for any purpose, and accordingly shall not be eligible for rights or benefits accruing to county employees.

A.16. Compliance with the Oklahoma Taxpayer and Citizen Protection Act of 2007 A.16.1. By submitting a bid for services, the bidder certifies that they, and any proposed subcontractors, are in compliance with 25 O.S. § 1313 and participate in the Status Verification System. The Status Verification System is defined in 25 O.S. § 1312 and includes but is not limited to the free Employment Verification Program (E-Verify) through the Department of Homeland Security and available at www.dhs.gov/E-Verify.

A.17. Compliance with Applicable Laws A.17.1. The products and services supplied under the Contract shall comply with all applicable Federal, State, and local laws, and the supplier shall maintain all applicable licenses and permit requirements.

Tulsa County Procurement – General Terms & Conditions Page 4 of 8

A.18. Certification Regarding Debarment, Suspension, and Other Responsibility Matters

By submitting a response to this solicitation:

A.18.1. The prospective primary participant and any subcontractor certifies to the best of their knowledge and belief, that they and their principals or participants:

A.18.1.1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal, State or local department or agency;

A.18.1.2. Have not within a three-year period preceding this proposal been convicted of or pled guilty or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) contract; or for violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

A.18.1.3. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph A.18.1.2. of this certification; and

A.18.1.4. Have not within a three-year period preceding this application/proposal had one or more public (Federal, State, or local) contracts terminated for cause or default.

A.18.2. Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to its solicitation response.

A.19. Audit and Records Clause A.19.1. As used in this clause, “records" includes books, documents, accounting procedures and practices, and other data, regardless of type and regardless of whether such items are in written form, in the form of computer data, or in any other form. In accepting any Contract with the County, the successful bidder(s) agree any pertinent State or Federal agency will have the right to examine and audit all records relevant to execution and performance of the resultant Contract.

A.19.2. The successful supplier(s) awarded the Contract(s) is required to retain records relative to the Contract for the duration of the Contract and for a period of seven (7) years following completion and/or termination of the Contract. If an audit, litigation, or other action involving such records is started before the end of the seven (7) year period, the records are required to be maintained for two (2) years from the date that all issues arising out of the action are resolved, or until the end of the seven (7) year retention period, whichever is later.

A.20. Conflict of Interest A.20.1. It is the policy of the Tulsa County Procurement Department that an elected official, employee or related agency may not have a direct or indirect interest, including financial or other interests, or engage in a business transaction or professional activity, or incur any obligation of any nature that is in substantial conflict with the proper discharges of the elected official or employee’s duties in the public interest.

A.20.2. The elected official or employee is required to disclose if any potential conflict of interest is known by the official or employee at any time during the procurement process, from the initial request for bids for the purchase of goods or services from a private vendor until the completed final delivery of the goods or services or term of a contract with a private vendor.

A.20.3. A financial interest that is prohibited by this section does not include a retirement plan, a blind trust, insurance coverage, or an ownership interest of less than one percent in a corporation.

B. BIDDING PROCESS

B.1. Vendor List

B.1.1. Vendors wishing to do business with the County shall register on Tulsa County’s Vendor Portal (link provided in B.1.1.1.). All vendors are eligible for consideration and registration is free.

B.1.1.1. www.tulsacounty.org/bid B.1.1.2. Instructions for registration, logging in, and viewing bids can be found at the link provided in B.1.1.1.

by clicking the “Vendor Portal Instructions” button.

B.1.2. Removal from Tulsa County’s “Vendor List”

B.1.2.1. The Procurement Agent may remove or suspend a vendor for such period of time as is deemed necessary by the Procurement Agent. The following shall be deemed sufficient grounds for removal, suspension or cancellation of a contract:

B.1.2.1a Three (3) consecutive failures to respond to the Notice to Bid, Tulsa County Procurement – General Terms & Conditions Page 5 of 8

B.1.2.1b Failure to post satisfactory performance bond when required, B.1.2.1c Consistent failure to conform to contract specifications, B.1.2.1d Failure to make timely delivery, B.1.2.1e Failure to keep bid firm for the term specified, B.1.2.1f Collusion with others to restrain competitive bidding, B.1.2.1g Bankruptcy or other evidence of insolvency of the bidder, B.1.2.1h Giving false or misleading information to register for or submit a bid, or B.1.2.1i Any violation of these rules and regulations or other evidence indicating the vendor is no longer qualified to do business with the County.

B.2. Solicitations without Response B.2.1. In the event that no bids are received and a new solicitation is not issued, the County Procurement Agent shall determine if potential vendors are willing to commit to a firm price for a reduced period of time, and if so, follows the bid procedure. If vendors are not willing to commit to a firm price for a reduced period, the Procurement Agent may solicit telephone quotes from three (3) or more vendors selected at random and select the lowest and best price.

B.3. Bid Submissions B.3.1. Submitted bids shall be in strict conformity with the requirements detailed in the solicitation and any other forms required by the solicitation.

B.3.2. Bids shall be submitted to Tulsa County in a single envelope, package, or container and shall be sealed, unless otherwise detailed in the solicitation. The name and address of the bidder shall be in the upper left corner of the single envelope, package, or container. Solicitation name and response due date and time must appear on the face of the single envelope, package, or container (see illustration below).

B.3.3. Bids are to be mailed or submitted to the Office of the County Clerk, Tulsa County Headquarters, 218 W.

6th Street, Ste. 710, Tulsa, Oklahoma 74119 between the hours of 8:00am and 5:00pm CST Monday through Friday, excluding County observed holidays.

B.3.3.1. If you are overnighting your bid, we do not recommend overnighting past Wednesday in order to assure receipt of your bid by the 4:00pm Friday deadline. Overnighting on Thursday for a Friday afternoon delivery often results in a late bid which will not be accepted.

B.3.3.2. The County assumes no responsibility for delays caused by delivery service. Postmarking by the due date will not substitute for actual receipt.

B.3.4. Bidders delivering bids in person must wait until a County Clerk employee receives and time stamps the bid before leaving.

B.3.5. The bid form and all required forms (as noted in the bid checklist) must be made out in the name of the bidder and must be properly executed by an authorized person, in ink, and notarized with full knowledge and acceptance of all its provisions.

B.3.6. Bidders are expected to examine the solicitation, all accompanying documents, and all amendments.

Failure to do so will be at the bidder’s risk.

B.3.7. Each bidder shall provide the information required by the solicitation. Bids shall be typewritten or written in ink, notarized with original signatures. Penciled bids, faxed or emailed bids will not be accepted. The person signing the bid shall initial erasures or other changes.

B.3.8. Bids prices shall be entered on the form provided or a copy thereof.

B.3.9. If the supplier wishes to bid “all or none” this must clearly be shown on the bid form.

Tulsa County Procurement – General Terms & Conditions Page 6 of 8

B.4. Amendments to Solicitation

B.4.1. No alteration of any of the terms, conditions, delivery price, quality, quantities, or specifications of this solicitation will be effective without written consent of the Procurement Agent/Officer.

B.4.2. If this solicitation is amended, then all terms and conditions which are not modified shall remain unchanged.

B.4.3. If an amendment is issued, the bidder shall acknowledge receipt of any/all amendment(s) to this solicitation by signing and returning the amendment form. Amendment acknowledgement(s) may be submitted with the bid or may be forwarded separately. If forwarded separately, amendment acknowledgement(s) must contain the solicitation name and response due date and time on the front of the envelope (as shown in section B.3.2.). Acknowledgement(s) must be received by the Office of the County Clerk prior to the response due date and time shown on the solicitation. Failure to acknowledge solicitation amendments may be grounds for rejection.

B.5. Bid Change or Withdrawal B.5.1. If the bidder needs to change a bid prior to the solicitation response due date, a new bid shall be submitted to the Office of the County Clerk with the following statement "This bid supersedes the bid previously submitted" in a single envelope, package, or container and shall be sealed, unless otherwise detailed in the solicitation. The name and address of the bidder shall be in the upper left corner of the single envelope, package, or container. Solicitation name and response due date and time must appear on the face of the single envelope, package, or container (see illustration in section B.3.2.).

B.5.2. If the bidder wishes to withdrawal their bid after it has been received, a letter may be submitted to the Procurement Agent/Officer. This letter must be received before the bid due date and time as shown on the solicitation. In the event a bid is withdrawn, it will be returned to the vendor.

B.6. Bid Opening B.6.1. Sealed bids shall be opened at the Tulsa County Board of County Commissioners meeting at the date and time indicated on the solicitation. The meeting is held in the Tulsa County Headquarters at 218 W. 6th Street, Room 132, Tulsa, Oklahoma 74119.

B.7. Open Bid / Open Record B.7.1. All bids / proposals are subject to the Oklahoma Open Records Act [51 O.S. § 24A.1 et seq.] B.7.2. Pursuant to the Oklahoma Public Open Records Act, a public bid opening does not make the bid(s) immediately accessible to the public. The procurement or contracting agency shall keep the bid(s) confidential, and provide prompt and reasonable access to the records only after a contract is awarded or the solicitation is cancelled. This practice protects the integrity of the competitive bid process and prevents excessive disruption to the procurement process. The interest of achieving the best value for Tulsa County outweighs the interest of vendors immediately knowing the contents of competitor’s bids. [51 O.S. § 24A.5(6)]

B.8. Late Bids B.8.1. Late bids shall not be accepted. Bids received by the Office of the County Clerk after the response due date and time shown on the solicitation will be rejected and returned to the vendor unopened. The time/date stamp clock in the Office of the County Clerk shall be the official time of receipt.

B.9. Rejection of Bids B.9.1. Any bid which does not meet the requirements or specifications of the solicitation or is unsuitable for the intended use, or does not comply with these rules and regulations may be rejected. The County Commissioners reserve the right to reject any or all bids when such is deemed in the best interest of the County.

B.9.2. A bid shall be rejected when the bidder imposes terms or conditions that would modify requirements of the solicitation or limit the bidder’s liability to the County.

B.10. Evaluation and Award B.10.1. The County shall evaluate bids in response to this solicitation and will award a contract based on lowest and best criteria in accordance with 19 O.S. § 1505.

B.10.2. Acquisition based on lowest and best criteria which includes but not limited to the operational cost the County, quality and/or technical competency, delivery and/or implementation schedule, maximum facilitation, data exchange and/or integration, warranties, guarantees, return policy, vendor stability, best

Tulsa County Procurement – General Terms & Conditions Page 7 of 8 solution to proposed planning documents and/or strategic program, vendor experience, vendor prior performance, vendor expertise with similar scope, extent and quality of proposed participation and acceptance of all user groups, proven methodology and tools, innovative use of current technologies and quality results by vendor.

B.10.3. The County reserves the right to contact responding vendors as needed to request clarification of their bid submission including but not limited to pricing, unit of measure, and product(s) and solution(s) offered.

B.10.4. The County may (1) reject any or all bids, (2) accept other than the lowest bid, and (3) waive informalities or minor irregularities in bids received.

B.10.5. The County reserves the right to accept by item, group of items or by the total bid.

B.10.6. The County may award multiple contracts for the same or similar supplies to two or more sources under this solicitation.

B.10.7. A notice of award letter will be furnished to each successful bidder and shall result in a binding contract. The award notice is only a notice to the successful bidder(s). The bidder must contact the Department listed for order information. No order may be placed without a purchase order being issued by Tulsa County.

B.11. Termination B.11.1. Subject to the provisions below, the contract award derived from this solicitation may be terminated.

If any work or service hereunder is in progress, but not completed as of the date of termination, then this contract may be extended upon written approval of the County until said work or services are completed and accepted. If the Contract is terminated, the County shall be liable only for the products and/or services delivered and accepted, and for costs and expenses (exclusive of profit) reasonably incurred prior to Notice of Termination.

B.11.2. Termination of Convenience B.11.2.1. The County may terminate the Contract, in whole or in part, for convenience if the Procurement

Agent determines that termination is in the County’s best interest. The Procurement Agent shall terminate the Contract by delivering to the supplier a written Notice of Termination for Convenience, specifying the terms and effective date of termination. The Contract termination date shall be a minimum of thirty (30) days from the date of Notice of Termination for Convenience is issued by the Procurement Agent.

B.11.3. Termination for Cause B.11.3.1. The supplier may terminate the Contract for default or other just cause with a thirty (30) day written request and upon written approval from the County. The County may terminate the Contract for default or any other just cause upon a thirty (30) day written Notice of Termination to the supplier.

B.11.3.2. The County may terminate the Contract immediately, without a thirty (30) day written notice when violations are found to be an impediment to the function of the County and/or detrimental to its cause, when conditions preclude the thirty (30 day notice, or when the Procurement Agent determines that an administrative error occurred prior to Contract performance.

B.11.4. Termination for Non-Appropriation B.11.4.1. When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal year, the Contract shall be canceled, and the County will not be obligated to pay the Contractor for any amount past the date of Notice of Termination. The County shall have sole discretion to cancel said Contract base on non- appropriation of funds for whatever reason.

C. DELIVERY AND INVOICING

C.1. Delivery

C.1.1. All solicitations are subject to the Delivery, Inspection, and Acceptance terms and conditions described in Section A.5.

C.2. Identification C.2.1. All invoices, packing lists, packages, shipping notices, instruction manuals, and other written documents affecting this order shall contain the applicable purchase order number.

C.3. Invoicing Instructions

Tulsa County Procurement – General Terms & Conditions Page 8 of 8

C.3.1. The invoice shall state the name and address of the vendor and must be sufficiently itemized to clearly describe each item purchase, the unit price when applicable, the number or volume of each item purchased, the total price, the total purchase price, purchase order number, and the date of the purchase.

C.3.2. The vendor shall submit proper invoices to the ordering department at the prices stipulated on the bid/contract. Invoices shall contain the purchase order number. Failure to follow these instructions may result in delay of processing invoices for payment.

C.4. Payment Terms and Discounts C.4.1. Tulsa County payment terms are Net 30 days from receipt of invoice.

C.4.2. Discounts for prompt payment will not be considered in the evaluation of bids. However, any discount offered will be annotated on the award and may be taken if payment is made within the discount period.

Form W-9 (Rev. March 2024)

Request for Taxpayer Identification Number and Certification

Department of the Treasury Internal Revenue Service Go to www.irs.gov/FormW9 for instructions and the latest information.

Give form to the requester. Do not send to the IRS.

Before you begin. For guidance related to the purpose of Form W-9, see Purpose of Form, below.

P ri nt o r ty p e.

S ee S p ec if ic

In st ru ct io n s on p ag e 3.

1 Name of entity/individual. An entry is required. (For a sole proprietor or disregarded entity, enter the owner’s name on line 1, and enter the business/disregarded entity’s name on line 2.)

2 Business name/disregarded entity name, if different from above.

3a Check the appropriate box for federal tax classification of the entity/individual whose name is entered on line 1. Check only one of the following seven boxes.

Individual/sole proprietor C corporation S corporation Partnership Trust/estate

LLC. Enter the tax classification (C = C corporation, S = S corporation, P = Partnership) Note: Check the “LLC” box above and, in the entry space, enter the appropriate code (C, S, or P) for the tax classification of the LLC, unless it is a disregarded entity. A disregarded entity should instead check the appropriate box for the tax classification of its owner.

Other (see instructions)

3b If on line 3a you checked “Partnership” or “Trust/estate,” or checked “LLC” and entered “P” as its tax classification, and you are providing this form to a partnership, trust, or estate in which you have an ownership interest, check this box if you have any foreign partners, owners, or beneficiaries. See instructions

4 Exemptions (codes apply only to certain entities, not individuals;

see instructions on page 3):

Exempt payee code (if any)

Exemption from Foreign Account Tax Compliance Act (FATCA) reporting code (if any)

(Applies to accounts maintained outside the United States.)

5 Address (number, street, and apt. or suite no.). See instructions.

6 City, state, and ZIP code

Requester’s name and address (optional)

7 List account number(s) here (optional)

Part I Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later.

Note: If the account is in more than one name, see the instructions for line 1. See also What Name and Number To Give the Requester for guidelines on whose number to enter.

Social security number or Employer identification number

Part II Certification Under penalties of perjury, I certify that:

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and

2. I am not subject to backup withholding because (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue

Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and

3. I am a U.S. citizen or other U.S. person (defined below); and

4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and, generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later.

Sign Here

Signature of U.S. person Date

General Instructions Section references are to the Internal Revenue Code unless otherwise noted.

Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.irs.gov/FormW9.

What’s New Line 3a has been modified to clarify how a disregarded entity completes this line. An LLC that is a disregarded entity should check the appropriate box for the tax classification of its owner. Otherwise, it should check the “LLC” box and enter its appropriate tax classification.

New line 3b has been added to this form. A flow-through entity is required to complete this line to indicate that it has direct or indirect foreign partners, owners, or beneficiaries when it provides the Form W-9 to another flow-through entity in which it has an ownership interest. This change is intended to provide a flow-through entity with information regarding the status of its indirect foreign partners, owners, or beneficiaries, so that it can satisfy any applicable reporting requirements. For example, a partnership that has any indirect foreign partners may be required to complete Schedules K-2 and K-3. See the Partnership Instructions for Schedules K-2 and K-3 (Form 1065).

Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS is giving you this form because they

Cat. No. 10231X Form W-9 (Rev. 3-2024)

Form W-9 (Rev. 3-2024) Page 2 must obtain your correct taxpayer identification number (TIN), which may be your social security number (SSN), individual taxpayer identification number (ITIN), adoption taxpayer identification number (ATIN), or employer identification number (EIN), to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of information returns include, but are not limited to, the following.

• Form 1099-INT (interest earned or paid).

• Form 1099-DIV (dividends, including those from stocks or mutual funds).

• Form 1099-MISC (various types of income, prizes, awards, or gross proceeds).

• Form 1099-NEC (nonemployee compensation).

• Form 1099-B (stock or mutual fund sales and certain other transactions by brokers).

• Form 1099-S (proceeds from real estate transactions).

• Form 1099-K (merchant card and third-party network transactions).

• Form 1098 (home mortgage interest), 1098-E (student loan interest), and 1098-T (tuition).

• Form 1099-C (canceled debt).

• Form 1099-A (acquisition or abandonment of secured property).

Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN.

Caution: If you don’t return Form W-9 to the requester with a TIN, you might be subject to backup withholding. See What is backup withholding, later.

By signing the filled-out form, you:

1. Certify that the TIN you are giving is correct (or you are waiting for a number to be issued);

2. Certify that you are not subject to backup withholding; or

3. Claim exemption from backup withholding if you are a U.S. exempt payee; and

4. Certify to your non-foreign status for purposes of withholding under chapter 3 or 4 of the Code (if applicable); and

5. Certify that FATCA code(s) entered on this form (if any) indicating that you are exempt from the FATCA reporting is correct. See What Is FATCA Reporting, later, for further information.

Note: If you are a U.S. person and a requester gives you a form other than Form W-9 to request your TIN, you must use the requester’s form if it is substantially similar to this Form W-9.

Definition of a U.S. person. For federal tax purposes, you are considered a U.S. person if you are:

• An individual who is a U.S. citizen or U.S. resident alien;

• A partnership, corporation, company, or association created or organized in the United States or under the laws of the United States;

• An estate (other than a foreign estate); or

• A domestic trust (as defined in Regulations section 301.7701-7).

Establishing U.S. status for purposes of chapter 3 and chapter 4 withholding. Payments made to foreign persons, including certain distributions, allocations of income, or transfers of sales proceeds, may be subject to withholding under chapter 3 or chapter 4 of the Code (sections 1441–1474). Under those rules, if a Form W-9 or other certification of non-foreign status has not been received, a withholding agent, transferee, or partnership (payor) generally applies presumption rules that may require the payor to withhold applicable tax from the recipient, owner, transferor, or partner (payee). See Pub. 515, Withholding of Tax on Nonresident Aliens and Foreign Entities.

The following persons must provide Form W-9 to the payor for purposes of establishing its non-foreign status.

• In the case of a disregarded entity with a U.S. owner, the U.S. owner of the disregarded entity and not the disregarded entity.

• In the case of a grantor trust with a U.S. grantor or other U.S. owner, generally, the U.S. grantor or other U.S. owner of the grantor trust and not the grantor trust.

• In the case of a U.S. trust (other than a grantor trust), the U.S. trust and not the beneficiaries of the trust.

See Pub. 515 for…