Bid Notice-Bridge Repair Services.pdf

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 8, 2026

NOTICE TO BIDDERS

On behalf of the Tulsa County Engineering Department, we are requesting bids for the following:

Bridge Repair Services

SEALED BIDS, submitted on forms prepared by the Tulsa County Procurement Department on behalf of the Tulsa County Engineering Department 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 the 10th day of July 2026. Bids received after 4:00 PM CST on July 10, 2026, will be rejected. Vendors delivering bids in person must wait until a County Clerk’s Office Employee receives and time stamps their bid submission before leaving. All bids timely received will be publicly opened and vendor names will be read aloud on Monday, 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.

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

Vendors shall refer to the included Solicitation Checklist for a list of documents which must be included in their bid submission. Ensure all blank fields on all forms are completed and that all documents are signed and notarized as required.

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 regarding 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 22, 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

INVITATION TO BID

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)

Bridge Repair Services

June 8, 2026

June 22, 2026 04:00 pm

July 10, 2026 04:00 pm

July 13, 2026 09:30 am

Diana Castro, Buyer

DCastro@tulsacounty.org

918.596.5026

Diana Castro Digitally signed by Diana Castro Date: 2026.06.05 10:10:09 -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.

This checklist document with signature below.

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)

Solicitation Notice with Bidder Information section completed

Construction - Bid Affidavits (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.

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.

W-9 Form

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

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.

Bid Form (see Submission Format Requirements below)

Proof of Insurance (in amounts as required in conditions and specifications) as well as an electronic copy of the completed Bid Form (in XLS format).

In accordance with 61 O.S. § 108 and § 115, a sworn statement shall accompany any competitive bid submitted for a public construction contract.

STATE OF )

) ss

COUNTY OF )

NON-COLLUSION STATEMENT

A. For the purposes of a competitive bid for a public construction contract, the undersigned, being first du ly sworn, certifies that

1. I am the duly authorized agent of the bidder submitting the competitive bid which is attached to this statement, for the purpose of certifying the facts pertaining to t he existence of collusion among bidders and between bidders and county officials or employees, as well as facts pertaining to the givi ng or offering of things of value to government personnel in retu rn for specia l consideration in the letting of any contract pursuant to the b id to which this statement is attached;

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

3. Neither the bi dder 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 county 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 county official concerning exchange of money or other thing of value for special consideration in the letting of a contract.

B. I certify, if awarded the contract, whether competitively bid or not, n either the contract or 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 the County of Tulsa any money or other thing of valu e, either directly or indirectly, in proc uring the c ontract to which this statement is attached.

BUSINESS RELATIONSHIPS STATEMENT

A. I further certify that the nature of any partnership, joint venture or other business relationships presently in effect or which existed within one (1) year prior to the date of this statement with the Architect, Engineer, or other party of the project is:

(If none, so state; use additional sheet if necessary.)

B. That any such business relationship presently in effect or which existed within one (1) year prior to the date of this statement between any officer or director of the bidding company and any officer or director of the architectural or engineering firm or other party to the project is:

(If none, so state; use additional sheet if necessary.)

C. And that the names of all persons having any such business relationships and the positions they hold with their r espective companies or firms are:

(If none of the business relationships herein above mentioned exist, then a statement to that effect. Use additional sheet if necessary.)

If awarded a contract, the bidder affirms that the work will be carried out in conformance with the contract requirements and that all invoices submitted for payment will reflect a true and accurate accounting of the work completed.

(Bidder Signature) Subscribed and sworn to before me this day of ,20

(Bidder Printed Name) (Signature of notarial officer)

My Commission Expires:

(Bidder Printed Title) (Seal) My Commission #:

DCAM/CAP - FORM A100A (02/2015) BID AFFIDAVITS PAGE 1 OF 1

Tulsa County Procurement Construction - Bid Affidavits

Solicitation / Project Name:

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)

Bridge Repair Services

Oklahoma

Tulsa

The Contractor (and any Sub-Contractors) shall carry and keep in force during this Contract, policies of insurance in minimum amounts as set forth below, or as required by the laws of the State of Oklahoma:

Tulsa County Procurement Roadway Construction under $5 million - Minimum Insurance Requirements

IMPORTANT:

General Liability Insurance providing for a combined amount of not less than for all damages arising out of bodily injury, death, and property damage for each occurrence with an aggregate limit of , and an excess umbrella liability coverage of ;

Workers Compensation Insurance and Employee Liability Insurance as required by Workers

Compensation laws of the State of Oklahoma;

Comprehensive Automobile Insurance;

Errors and Omission Coverage (only applicable to Architect or Engineering Services); and

Builders Risk Insurance in an amount dependent on the value of the building and amount of modification required (only applicable to bids for modifications to an existing building).

1.

2.

3.

4.

5.

The Contractor shall furnish Certificates of Insurance which shall provide that said insurance will not be cancelled by the Insurer without Insurer providing thirty (30) days written notice to the Board of County Commissioners of Tulsa County;

The Contractor shall name the Board of County Commissioners of Tulsa County, Oklahoma as an additional name insured;

The Insurance specified shall be acquired from an Insurance Company properly licensed by the State of Oklahoma to provide such coverage in the State of Oklahoma.

$1,000,000

$2,000,000

$4,000,000

Conditions

Intent

The purpose of this bid is to secure a contract for Bridge Repair Services with five (5) treatment options as described herein, for various Tulsa County bridges and road class structures as needed and as prescribed by the Tulsa County Engineer during the contract period. The contract period shall begin upon bid award and extend for one year, with optional renewals for additional one (1) year periods upon mutual agreement between parties.

Purchases made pursuant to this bid are at the discretion of Tulsa County.

Schedule of Events

Advertisement of Solicitation June 8, 2026

Deadline for Questions1 June 22, 2026

4:00 PM CST

Issue Final Addendum June 29, 2026

Sealed Bids Due July 10, 2026

4:00 PM CST

Opening of Sealed Bids in the regularly scheduled Board of County Commission Meeting2

July 13, 2026

9:30 AM CST

1. Questions and Substitution Requests will not be accepted after the deadline shown above. Copies of all questions and responses will be issued in the form of a formal addendum tentatively on Monday, June 29, 2026. All communication shall be directed via email to the Tulsa County Procurement Department at bidquestions@tulsacounty.org.

2. Only Vendor Names are read aloud in this meeting. Bid Tabulation will be posted to Tulsa County Vendor Portal (www.tulsacounty.org/bid) once all bids are reviewed for validity.

Bid Form

The Bid Form will be on a separate Excel spreadsheet on the Tulsa County Vendor Portal (www.tulsacounty.org/bid) under the “Full Bid Attachments”. Please download the form to fill out the pricing.

Submit the completed form in your sealed bid in both hard copy and electronic form (including the EXCEL (XLS) file and a PDF file on a USB drive). See Solicitation Checklist for more information. In the event of a discrepancy between the printed and electronic copy, the printed copy will prevail. Note that fees not disclosed on the Bid Form or with the submitted, sealed bid will not be accepted.

The Bid Form will consist of 5 Bridge Repair Treatment options:

1 Pile Encasement

2 Riprap Placement

3 Apron Toe Protection Wall

4 Reinforced Concrete Pipe Replacement

5 Plastic Pipe Replacement

For each of the 5 Bridge Repair Treatment Options, Bidder shall submit unit price in the requested unit of measure.

Unit of measure will vary by Bridge Repair Treatment, but in all cases shall include all costs (labor, materials, equipment, etc.) associated with the particular Bridge Repair Treatment, as described in the Specifications. Bidder will also provide Mobilization costs for each of the treatments listed. In the case of a bridge repair requiring more than one of the treatments, only the largest mobilization cost of a single treatment will be applied to this project.

If Bidder does not provide or does not wish to bid on a particular Bridge Repair Treatment, they may leave that option’s unit price blank or enter “No Bid” next to that option.

General Information

General Scope: The Bidder shall furnish all labor, equipment, material, supplies, environmental protection, raised markers, signage, traffic control, sweeping, and other incidentals necessary to provide Bridge Repair Treatments for various Tulsa County Bridges and road class structures.

Specifications: Unless specifically modified herein, all materials, equipment, and constructions methods will follow the Oklahoma Department of Transportation (ODOT) 2019 Standard Specifications for Highway Construction (Specifications) as modified by the Construction Methods listed herein. The relevant specifications may include, but are not limited to, Sections 202, 509, 511, 601, 613, 619, 701, 703.06, 703.08, 708.03, 713.01, 713.02, 723.01, 726.01, 726.02, PCES-5-1-R-34.

Insurance Requirements: Awarded Contractor (and any sub-contractors) shall carry and keep in force during this Contract, policies of insurance in minimum amounts as set forth in the Minimum Insurance Requirements document in the Bid Packet.

Project Site: Project site(s) will be provided by Tulsa County on an “as needed” basis throughout the contract period. For each project site, a location map will be provided to the awarded vendor and/or a field meeting will be scheduled to provide appropriate, project-specific information.

Method of Measurement & Payment: For each of the Bridge Repair Treatments, payment shall be full compensation for all materials, equipment, labor, and ancillary items required for the given Bridge Repair Treatment. See Unit Prices section for more information.

Unit Prices: The Unit Prices quoted in the bid shall be held for the duration of the contract. The Contractor shall furnish, and Unit Prices shall include, all labor, equipment, material, supplies, environmental protection, signage, traffic control, haul-off of excavated material, haul-off of any debris or drift that would be required to be removed in order to perform work, sweeping/cleaning, and other incidentals necessary for the requested Bridge Repair Treatment. Any fees not disclosed on the Bid Form will not be accepted or paid.

Procedure for Requesting Contracted Services: Purchase orders will be issued by Tulsa County and services will be performed on roads within Tulsa County on an as-needed and as-requested basis during the contract period.

When Tulsa County determines the need for services, the awarded contractor will be notified of that need.

Contractors will coordinate with the Tulsa County Engineer, or other designee, to review the project and determine the scope and extent of the work. Contractor will then prepare an estimate for the project utilizing the Unit Prices in this bid. Contractors will also provide proposed schedule.

Taxes: Purchases made by the County are exempt from state sales tax and federal excise taxes. These taxes should not be included in the bid pricing. Exemption certificate will be furnished upon request.

Ancillary Work

The Contractor will be responsible for the following services, and the costs will be included in the Unit Prices submitted:

One-Call Notification: Contractor must adhere to the Oklahoma Underground Facilities Damage Prevention Act by notifying the Oklahoma One-Call System. Any utility identified that may interfere with the work scope at the site shall be identified to Tulsa County Engineering for review. Work scopes may be terminated if the utility cannot be moved within a week of identification.

Site Preparation: The Contractor will be responsible for removal of any debris or drift present that will impede their work. Debris and drift will be removed from the site and become the property of the contractor. Contractor is also responsible for gaining access to the parts of the site required for the work scope. Coordination with Tulsa County Engineering may be required to obtain temporary work easements from landowners adjacent to the site.

Contractor shall not pursue these agreements without consulting with Tulsa County Engineering.

Traffic Control: Unless approved on an exception basis by the Tulsa County Engineer, Contractor shall always maintain one (1) lane of traffic during the project, with reasonable access granted to driveways. In the event that all lanes are required to be closed, the contractor is responsible for providing a detour giving clear direction to the traveling public. A traffic control plan approved by Tulsa County Engineer (or designee) will be required before any work commences and will adhere to current Manual on Uniform Traffic Control Devices (MUTCD) standards.

The cost of signage, markers and traffic control necessary to complete this project shall be included in the Unit Prices on the Bid Form.

Miscellaneous Work:

Pavement Sawing and Removals, as needed

Trucking and/or Delivery to Project Location

Temporary tape shall be used to delineate driving lanes and pavement edges.

Damage Repair: Contractor will be responsible for any damage to existing public or private property and will pay to repair said damage back to its pre-existing condition.

Post Project Cleanup: The Contractor will perform a final work site cleanup to remove any remaining material and debris.

Questions

Request for Clarifications regarding this solicitation must be submitted via email no later than 4:00 PM CST on June 22, 2026, to:

Tulsa County Procurement Department bidquestions@tulsacounty.org

Copies of all questions and responses will be posted on the Tulsa County Vendor Portal (www.tulsacounty.org/bid) in the form of a formal addendum.

Specifications

Option 1 - Pile Encasement

This work consists of preparing and pouring Controlled Low-Strength Material (CLSM) in voids around bridge abutments per the requirements of ODOT 2019 Standard Specifications Section 509, Structural Concrete. It will be necessary to clear debris and place forms in front of the voids in order to contain the concrete material. Exposed steel piles shall be “Brush-Off Blast Cleaned” (SSPC-SP 7). Materials shall be in accordance with ODOT Standard Specification Section 701.19, Controlled Low-Strength Material (CLSM). Pumping of concrete will be required and must follow ODOT 2019 Standard Specifications Section 509. Payment will be in Cubic Yards (CY)

Materials: Specification Controlled Low-Strength Material (CLSM) 701.19

Option 2a & 2b - Riprap Placement

This work consists of placement of 24” thickness Riprap at identified locations. ODOT Pay items (B) TYPE I PLAIN RIPRAP WITH FILTER BLANKET and (E) TYPE III LAID UP PLAIN RIPRAP identified in section 601.06 or ODOT 2019 Standard Specifications will be used for this work. Work shall be done in accordance with ODOT 2019 Standard Specifications Section 601. Payment will be in Tons (Tons).

24” thickness Type I Stone for Riprap 713.01

18” thickness Type III Stone for Riprap 713.01 Filter Blanket Material 713.02

Option 3 - Apron Toe Protection Wall

This work consists of excavating a 4’-0” deep wall at the toe of an existing apron, doweling into the end of the existing apron with epoxy rebar, reinforcing the 4’-0” deep wall and placing concrete for the wall. See sketch below. Excavation shall be performed in accordance with ODOT 2019 Standard Specification Section 202.01(A) Any reinforcement placement in wall shall be performed in accordance with ODOT 2019 Standard Specification Section 511. Epoxy dowel installation, forms and concrete placement shall be performed in accordance with ODOT 2019 Standard Specification Section 509. Payment will be in lineal feet of wall placed (LF).

Reinforcing Steel (Class A) 723.01

Portland Cement Concrete 701 Epoxy Resin (Type H) 701.13

Option 4 - Reinforced Concrete Pipe Replacement

This work consists of cutting existing pavement, excavation and removal of existing concrete pipe(s), installation of a new concrete pipe, installation of pipe end pieces and repair of roadway. Removal of existing pipe shall be performed in accordance with ODOT 2019 Standard Specifications Section 619.04 (B). Installation of new pipe shall be in accordance with ODOT 2019 Standard Specifications Section 613 Installation of Concrete Prefabricated Culvert End Section shall be in accordance to ODOT 2019 Standard Specification Section 613. ODOT 2019 Standard Specifications Section 613.13 Pay item (A) REINFORCED CONCRETE PIPE, ROUND, ELLIPTICAL OR ARCH, shall be used for this work. See sketch below for repair minimum configuration. Patch must be compacted using a 10 ton vibratory roller. Payment for this item will be in linear feet of pipe installed (LF).

Rigid Conduit Material 726.01 Concrete Prefabricated Culvert End Sections PCES-5-1-R-34

Joint Filler 726.01(B) Standard Bedding Materials 703.08 Cover Material For Pipe Underdrains 703.06 Asphalt Patching Material PG 64-22 OK 708.03

Option 5 - Plastic Pipe Replacement

This work consists of cutting existing pavement, excavation and removal of existing concrete pipe(s), installation of a new concrete pipe, installation of pipe end pieces and repair of roadway. Removal of existing pipe shall be performed in accordance with ODOT 2019 Standard Specifications Section 619.04 (B). Installation of new pipe shall be in accordance with ODOT 2019 Standard Specifications Section 613. ODOT 2019 Standard Specifications Section 613.13 Pay item (EE) CORRUGATED POLYPROPYLENE PIPE, shall be used for this work. See sketch below for repair minimum configuration.

Patch must be compacted using a 10 ton vibratory roller. Payment for this item will be in linear feet of pipe installed

(LF).

Polypropylene Conduit Material 726.02 Standard Bedding Materials 703.08 Cover Material For Pipe Underdrains 703.06 Asphalt Patching Material PG 64-22 OK 708.03

General Terms and Conditions

Tulsa County Procurement – General Terms & Conditions Page 1 of 11

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 11 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.

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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.

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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.

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, 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.

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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.

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

Tulsa County Procurement – General Terms & Conditions Page 6 of 11 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 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.

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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…