INVITATION TO BID

Tulsa County Courthouse Emergency

Alert System

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 Facilities & Fleet Operations, we are requesting bids for the following:

Tulsa County Courthouse Emergency Alert System

SEALED BIDS, submitted on forms prepared by the Tulsa County Procurement Department and Lilly Architects on behalf of Tulsa County Facilities & Fleet Operations 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 17, 2026. Bids received after 4:00 PM CST on July 17, 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 July 20, 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.

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

• Bidder Information Form

• Construction – Bid Form

• Construction – Bid Affidavits

• Bid Security (Required if total bid is over $50,000. See additional information below.)

• IRS Form W-9

• Construction – 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.

Bids over $50,000.00 shall be accompanied by a certified check, cashier’s check or bid bond approved by the County in an amount of not less than five percent (5%) of the amount of the bid as a guarantee that, if awarded the contract, the bidder will enter into a contract with the Board of County Commissioners of Tulsa County for the execution of the above-state work, and in the event of failure to do so, there shall be paid to the County the sum of five percent (5%) of said bid as liquidated damages. The bid bond must have duly executed Power of Attorney attached to show the individual signing the bond has been granted the authority by the Surety.

A MANDATORY pre-bid conference will be held at 2:00 PM CST on June 30, 2026 of the Tulsa County Headquarters located at 218 W. 6th Street, RM 131, Tulsa, OK 74119. Bids will not be accepted from vendors not attending this mandatory conference. A tour of the project site will be given immediately following the mandatory conference.

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 July 2, 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 Construction - 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:

Pre-bid Conference:

**Pre-bid Conference:

This bid/proposal

Location:

(if applicable)

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)

Questions Due:

(This section to be completed by bidder)

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

(if applicable**)

Bid Documents:

Full Conditions & Specifications are included in this Solicitation Notice? yes no (see detail below)

Bid documents may be obtained / reviewed at the following:

(if applicable)

Solicitation / Project Name:

✔ Tulsa County Courthouse Emergency Alert System

June 8, 2026

June 30, 2026 02:00 pm

July 2, 2026 04:00 pm

July 17, 2026 04:00 pm

July 20, 2026 09:30 am

Questions submitted by the deadline above will be answered in a formal addendum, tentatively scheduled for July 13, 2026, and posted to the Vendor Portal. Those questions received prior to the Pre-Bid Conference may also be discussed during the meeting.

Tulsa County Courthouse 500 S. Denver Tulsa, OK 74103 has a mandatory pre-bid conference.

Tulsa County Headquarters 218 W. 6th Street, RM 131 Tulsa, OK 74119

Complete bid specifications and bid form shall be downloaded from the Tulsa County Vendor Portal:

www.tulsacounty.org/bid

Lisa Moore, Assistant Procurement Director

Lisa.Moore@tulsacounty.org 918.596.5023

Lisa L. Moore Digitally signed by Lisa L. Moore Date: 2026.06.03 15:19:33 -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.

(Supplier Authorized Signature)

(Printed Name)

(Company)

(Date)

Tulsa County Procurement Construction - Solicitation Checklist

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.

IMPORTANT:

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

Fill in all blanks on the bids forms, including acknowledgment of addenda, base or total bid price, all alternates or unit prices. Use words and numbers where required. Double-check all bid prices to ensure price listed is correct.

Construction - Bid Form

Solicitation Notice with Bidder Information section completed

W-9 Form

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

Include one (1) original hardcopy and one (1) electronic (PDF) copy on USB or CD

This checklist document with signature below

Attach proper bid security as required in specifications (Required if bid is more than $50,000). Bid Bonds must contain original signatures and have a "Power of Attorney" attached. Copies of Bid Bonds are not acceptable.

Checks must be either a certified or a cashier's check.

Conflict of Interest Affidavit (original, signed and notarized)

Bid Security

Construction - Bid Affidavits (original, signed and notarized) If any of the questions on the affidavit do not apply to you, you must enter "NONE" in the space provided. Out of state bidders should change State of Oklahoma at the top of the form to indicate where the bidder is located.

Out of state bidders should change State of Oklahoma at the top of the form to indicate where the bidder is located.

1. The undersigned, being familiar with the local conditions affecting the cost and performance of the work, and with the Contract Documents, including the Solicitation for Bids Notice, General Conditions, Special Conditions for Construction Contracts, Specifications, Plans and Addendum Number(s) (listed below) on file in the office of Tulsa County Procurement Department, Tulsa County Headquarters, 218 West 6th Street, Ste. 760, Tulsa, Oklahoma 74119, and in accordance with the p rovisions thereof, hereby proposes to furnish all labor, materials and equipment necessary for the following, in accordance with the plans and specifications for the following project for the sums listed.

4. We propose to complete this work within from the date of receipt of the Notice to Proceed/Work Order.

5. If the Contractor fails to meet Substantial Completion within the time specified in the contract, the Contractor shall pay liquidated damages to Tulsa County in the amount of $ for each calendar day of delay beginning on the 30th day after the Substantial Completion date established by contract documents until the project is approved as substantially completed.

A. Time extensions for contract changes will depend upon the extent, if any, by which the changes cause delay in the completion of the various elements of construction. The change order granting the time extension may provide that the contract completion date will be extended only for those specific elements related to the changed work and that the remaining contract completion dates for all other portions of the work will not be altered. The change order also may provide an equitable readjustment of liquidated damages under the new completion schedule.

6. Bidder has received the following Addenda, receipt of which is hereby acknowledged. List Addendum Number(s) received below. Separate multiple addenda with a comma.

7. The awarded Bidder will be responsible to obtain and pay for required Building Permit(s) prior to commencing construction. The cost of the permit(s)

8. Bidder will complete the Work in accordance with the Contract Documents for the following lump sum base bid:

9. If applicable, requested Alternates and/or Unit Prices shall be found on page 3 of this Bid Form.

Tulsa County Procurement Construction - Bid Form

To: Tulsa County Board of County Commissioners

Tulsa County Headquarters From:

CAP FORM A100 (01/2017)

(Firm Name)

(Solicitation / Project Name)

(City, State, Zip)

(Address)

(Phone Number) (EIN/TIN Number)

(Email Address)

(Number of Calendar Days)

(in Dollars) (in Words)

2. In submitting the bid, it is understood that the right is reserved by Tulsa County to reject any and all bids, and it is agreed that this bid may not be withdrawn for a period of forty-five (45) days after the date of bid opening. Work is to start within ten (10) calendar days after receipt of Notice to Proceed/Work Order.

3. If the bid exceeds $50,000, it shall be accompanied by a certified check or cashier’s check made payable to Tulsa County, or a Corporate Surety Bond of a surety company duly authorized to do business in the State of Oklahoma, in the sum of five percent (5%) of the total amount of the bid (unless otherwise specified in the bid documents) which is submitted as bid security, conditioned upon the Bidder’s entering into a contract with Tulsa County in accordance with the terms of the bid. It is agreed that said bid security of the successful bidder will constitute liquidated damages, and not a penalty for the failure of the bidder to enter into a contract in accordance with this bid.

218 West 6th Street

Tulsa, Oklahoma 74119

Tulsa County Courthouse Emergency Alert System

1,000.00 will be reimbursed by Tulsa County and should NOT be included in your base bid.

A. They are an Equal Employment Opportunity Employer and that they do not discriminate in any of their business or employment practices.

B. They, and all subcontractors and suppliers performing works on the Project, will comply with the provisions of the Oklahoma Taxpayer and Citizen Protection Act of 2007 and participate in the Status Verification System. The Status Verification System is defined in Oklahoma Statutes, Title 25 § 1312 and includes but is not limited to the free Employment Verification Program (E-Verify)

C. They will comply with the law relating to public construction in the Oklahoma Statutes (Title 61) and the Oklahoma Administrative Code (Section 580, Chapter 20).

D. They will comply with all State of Oklahoma Governor’s Executive Orders, including those relating to the prohibited use of any and all tobacco product on any and all properties owned, leased or contracted for use by the State of Oklahoma, including but not limited to all buildings, land and vehicles owned, leased or contracted for use by agencies or instrumentalities of the State of Oklahoma

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

(Bidder Printed Name)

(Bidder Printed Title)

,20

(Signature of notarial officer)

My Commission Expires:

(Seal) My Commission #:

9. The Bidder certifies that:

CAP FORM A100 (01/2017) Page 2 of 3

Construction - Bid Form (continued)

CAP FORM A100 (01/2017) Page 3 of 3

Construction - Bid Form (continued)

THIS PAGE INTENTIONALLY LEFT BLANK.

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)

Tulsa County Courthouse Emergency Alert System

Oklahoma

Tulsa

KNOW ALL MEN BY THESE PRESENTS, that we, the undersigned, are hereby held and firmly bound unto The Board of County Commissioners of Tulsa County, Oklahoma, hereinafter called the

Owner, in the sum of for the payment which sum, well and truly to be made, we hereby jointly and severally bind ourselves, our heirs, executors, administrators, successors, and assigns.

The condition of the above obligation is such that whereas the Bidder has submitted to TULSA COUNTY a certain bid which is attached hereto and hereby made a part thereof, to enter into the agreement for the:

The condition of this obligation is such that if TULSA COUNTY shall make any award to the Bidder, according to the terms of the advertised bidding documents of bid made by the Bidder therefore, and the Bidder shall duly make and enter into agreement with TULSA COUNTY in accordance with the terms of said bid and award and shall, in case of failure so to do, pay TULSA COUNTY the damages to which TULSA COUNTY may suffer by reason of such failure not exceeding the penalty of this bond, then this obligation shall be null and void. Otherwise, it shall be and remain in full force and effect.

Signed, sealed and dated this day of , 20 .

Tulsa County Procurement Construction - Bid Bond

(Surety Name)

(City, State, Zip)

(Address)

(Signature of Notarial Officer)

My Commission Expires:

My Commission #:

(SEAL)

(Surety Signature)(Principal Signature) as Principal, and as Surety, (Amount in Words)

(Amount in Dollars)

(Project Name)

(Principal Name)

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 Construction - 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 .

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.

1,000,000.00

2,000,000.00

General Terms and Conditions

Tulsa County Procurement – General Terms & Conditions Page 1 of 12

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 12 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 12

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 12

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 12

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 12

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 12 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…