CW26090 - Window Treatment and Services Solicitation PUBLISH.pdf

OKLAHOMA COUNTY

CW26090

Window Treatment Services SOLICITATION TYPE (ITB) Invitation To Bid

Solicitation Issue Date: October 3, 2025 Questions Due Date & Time: October 10, 2025 at 12:00 PM

Response Due Date & Time: October 28, 2025 at 12:00 PM

***Bids are due October 28, 2025 at 12:00 PM. Bids will be opened at the next regularly Board of County Commissioners Meeting.***

Return SEALED BID To:

Oklahoma County Purchasing Office Attn: SEALED BID – CW26090 320 Robert S. Kerr, Suite 203

Oklahoma City, OK 73102 Bidder’s FEI/SSN:

Company:

Address:

Contact name:

Phone Number: Fax No.

Email Address:

SHIP TO ADDRESS/PLACE OF PERFORMANCE:

County Wide

Contact Information

Purchasing Agent: Long Tran Phone Number: 405-713-1489

E-mail: purchasing@oklahomacounty.org mailto:purchasing@oklahomacounty.org

NON COLLUSION AFFIDAVIT FORM

REQUIRED FOR COMPETITIVE BID

Date: October 3, 2025 Bid/RFQ #: CW26090 Description: Window Treatment Services

I, the undersigned of lawful age, being first duly sworn on oath say that he (she) is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a party to any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding; or with any County Official or employee as to quantity, quality or price in the prospective contract or any other terms of said prospective contract; or 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.

No person, firm or corporation who is convicted of or pleads guilty to a felony involving fraud, bribery, and corruption or sales to the State or to any of its political subdivisions may make sale of real or personal property to Oklahoma County.

Affiant further states that full payment shall be made of all indebtedness incurred by such contractor or his subcontractor who performs work in performance of any contract using labor, and or materials or repairs to and parts for equipment used and consumed in performance of a contract with Oklahoma County. False execution of this affidavit shall constitute perjury and is punishable as provided by law.

Company Name:

Bidder’s Name and Title (Type or Print):

Bidder’s Signature: Date:

NOTARY PUBLIC (or CLERK or JUDGE)

Subscribed and sworn before me this day of , 20 My Commission Expires My Commission No. is

Based on S.A.&I. Form 1-0425 (2000)

Based on S.A&I. Form 1-4001 (2005) Revised form for Oklahoma County approved by S.A&I. August 19, 2002

AFFIDAVIT FOR CONTRACTS AND PAYMENTS

STATE OF OKLAHOMA )

) SS

COUNTY OF OKLAHOMA )

The Undersigned (Architect, Contractor, Supplier or Engineer), of lawful age, being first duly sworn, on oath states that this contract is true and correct, and that the Affiant is the (title) for (name of contractor), and that the affiant is authorized by the Contractor to sign this Affidavit and thereby bind both the Affiant and the Contractor.

Affiant further states that the (work, services or materials) will be (completed or supplied) in accordance with the plans, specifications, orders or requests furnished the Affiant. Affiant further states that (s)he has made no payment directly or indirectly to any elected official, officer or employee of the State of Oklahoma, any county or local subdivision of the state, of money or any other thing of value to obtain or procure the contract or purchase order.

That the Affiant understands and agrees that the Affiant, by signing this Affidavit under oath, hereby represents and warrants that the Contractor is in compliance with Resolution No. 279-99 adopted by the Board of County Commissioners of Oklahoma County [(the “Board”)] on 10-4-99, which provides that no officer or employee of Oklahoma County, whether hired, elected or appointed, shall be interested, directly or indirectly, in any contract for services, work materials, supplies or equipment, or the profits thereof, or in any purchase made for or sales made by, to or with Oklahoma County, AND ALL SUCH CONTRACTS IN VIOLATION OF SUCH RESOLUTION SHALL BE ABSOLUTELY VOID; provided, however, the following shall not be in violation of such resolution: (a) contracts entered into by the Board with publicly held corporations; or (b) contracts entered into by the Board that arise from settlements or arrangements of claims or lawsuits brought by or against Oklahoma County that are being prosecuted or defended by the office of the District Attorney; (c) the depositing of funds or contracts for the depositing of funds in a bank or other depository; or (d) contracts entered into by the Board with an individual or organization that is the only reasonably available source for the work, services, or materials sought by the Board.

Business name of Contractor, Architect, Supplier or Engineer

By

Printed Name of Affiant:

Individually and on behalf of the Contractor

NOTARY PUBLIC (or CLERK or JUDGE)

Subscribed and sworn before me this day of , 20 My Commission Expires My Commission No. is

Note: 62 OKL.ST.ANN. §§ 310.9 (B), authorizes counties executing more than one contract, exceeding $25,000.00 during the fiscal year, with an Architect, Contractor, Engineer or Supplier of Construction Materials to accept one affidavit applying to all work, services, or materials completed or supplied under the terms of awarded contracts, or which are needed on a continual basis; such affidavit to be in lieu of all individual affidavits for each invoice submitted in relation to such contract.

OKLAHOMA COUNTY PURCHASING

CONFLICT OF INTEREST FORM

Date: October 3, 2025

Bid/RFP #: CW26090 Description: Window Treatment 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 Oklahoma County which is in any way involved in this solicitation. Should any employee, officer, or agent of Oklahoma County in which I or my immediate family have a financial interest, receive quotes or proposals, I will reveal immediately such interest to the Director of Purchasing. 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.

Date: Signature

Name and Title:

SECTION 1 GENERAL PROVISIONS

1. Explanation to Bidders.

Bidders who need clarification shall contact the Purchasing Agent shown on the ITB/RFP. Oral explanations or instructions given before award of a bid will not be binding. Any information given a bidder concerning a solicitation will be provided promptly to all other bidders as an amendment, if that information is necessary in submitting bids or if the lack of it would preclude other bidders.

2. Type of Solicitation.

This is a firm fixed price for the services specified.

3. Preparation of Bids.

a. Bidders are expected to examine the solicitation, statement of work, instructions, and all amendments. Failure to do so will be at the bidder’s risk.

b. 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.

c. Bid price shall be entered on the form provided or a copy thereof.

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

e. Recipients of this solicitation not responding with a bid shall return only the front sheet annotated with “no bid”, their company name and address.

4. Changes.

No alteration in any of the terms, conditions, price, quality, scope, or specification of this solicitation will be effective without written consent of the Purchasing Agent or appropriate Purchasing Officer.

5. Amendments to Invitation to Bid.

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

b. Bidders shall acknowledge receipt of any amendment to this solicitation by signing and returning the amendment form. County Purchasing Department must receive the acknowledgement by the opening time and date specified for receipt of bids.

6. Rejection.

All services acquired herein are subject to approval by the County. Any rejection of services and remedy thereof, resulting because of nonconformity to the terms and specifications of this solicitation, will be at the Vendor’s risk and expense.

7. Oral Agreements.

No oral statement of any person shall modify or otherwise affect the terms, conditions, or specifications stated in the solicitation. All modifications to the solicitation must be made in writing by the County Purchasing Department.

8. Bid Compliance.

The County reserves the right to reject any bid that does not comply with the requirements and specifications of the solicitation. 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.

9. Evaluation and Award.

The County shall evaluate bids in response to this solicitation and will award to the lowest responsible bidder.

a. The County shall evaluate bids in response to this solicitation and shall award to the responsible firm whose proposal is most advantageous to the program, with price and other factors considered; and

b. Evaluation criteria may include, but is not limited to the operational cost to the County, quality and/or technical competency, delivery and/or implementation schedule, maximum facilitation, data exchange and/or integration, 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.

c. The County must award only to responsible contractors possessing the ability to perform successfully under the terms and conditions of a proposed procurement. Consideration will be given to such matters as contractor integrity, compliance with public policy, record of past performance, and financial and technical resources.

d. This solicitation will not and does not include any state or local geographic preference for local contractors

e. 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.

f. The County reserves the right to accept by item/category, group of items/categories, or by the total bid.

g. The County may make multiple awards for the same or similar services to two or more sources under this solicitation.

10. Notice of Award.

A notice of award letter signed by the Oklahoma County Commissioners will be furnished to each successful bidder. The award notice is ONLY a notice to the successful bidder(s). No work must be performed without a purchase order being issued by Oklahoma County.

11. Invoicing Instructions.

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

b. The vendor shall be paid upon submission and approval of proper invoices at the prices stipulated within the awarded bid. Invoices shall contain the purchase order number.

Failure to follow these instructions may result in delay of processing invoices for payment.

c. Oklahoma County payment terms are Net 30 days from receipt of invoice, after services are rendered.

12. Identification.

All invoices, instruction manuals, and other written documents in relation to this solicitation shall contain the applicable purchase order number.

13. State and Federal Taxes.

Purchases made by the County are exempt from State Sales Taxes (68 Okla. Stat. 71&23532) and from Federal Excise Taxes (Chapter #32 of the Internal Revenue Code). These taxes should not be included in price quotation. Exemption certificates will be furnished upon request.

14. Brand Name or Equivalent 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. Brands of equal quality, performance, and use shall be considered, provided vendor specifies the brand and model and submits descriptive literature when available. Any bid containing a brand, which is not of equal quality, performance, or use specified shall be represented as an alternate and not as an equal.

15. FOB Destination and Shipping Instructions.

Unless otherwise specified, all goods are to be shipped pre-paid, F.O.B. Destination. F.O.B. 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 responsibility of the awarded supplier until accepted by the ordering agency. The successful supplier shall be responsible for filing, processing and collecting all damage claims.

16. Delivery.

For any exception to the delivery date as specified on this order, vendor shall give prior notification and obtain written approval thereto from the Purchasing Agent or appropriate buyer with respect to delivery under this award. Time is of the essence and the order is subject to termination for failure to deliver as specified and/or appropriate damages.

17. Prompt Payment Discounts.

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

18. Warranty.

a. The successful bidder agrees that the supplies or services furnished under this award shall be covered by the most favorable commercial warranties the Supplier 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 Oklahoma County by any other term of this bid.

b. 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.

19. Usage Reports: Awarded vendors must submit quarterly usage reports. Reports shall provide the total dollar amounts sold to all Oklahoma County departments. Reports shall be submitted quarterly regardless of quantity. Usage reports shall be delivered to Oklahoma County Purchasing Department, 320 Robert S.

Kerr, Suite 117, Oklahoma City, OK 73102, within 30 calendar days upon completion of performance quarter period cited below. Quarterly reporting periods shall be as follows:

January 1 through March 31 April 1 through June 30

July 1 through September 30 October 1 through December 31

Failure to provide usage reports may result in cancellation or suspension of award.

***Usage reports apply only to county-wide solicitations.

20. No Conflicts Provision: The Contractor, by signing this bid/proposal, hereby represents and warrants that the Contractor is in compliance with Resolution No. 279-99 adopted by the Board of County Commissioners of Oklahoma County (the "Board") on October 4, 1999, which provides that no officer or employee of Oklahoma County, whether hired, elected or appointed, shall be interested, directly or indirectly, in any contract for services, work, materials, supplies or equipment, or the profits thereof, or in any purchase made for or sales made by, to or with Oklahoma County, AND ALL SUCH CONTRACTS IN VIOLATION OF SUCH RESOLUTION SHALL BE ABSOLUTELY VOID; provided, however, the following shall not be in violation of such Resolution:

a. contracts entered into by the Board with publicly held corporations; or

b. contracts entered into by the Board that arise from settlements or arrangements of claims or lawsuits brought by or against Oklahoma County that are being prosecuted or defended by the office of the District Attorney;

c. the depositing of funds or contracts for the depositing of funds in a bank or other depository; or

d. contracts entered into by the Board with an individual or organization that is the only reasonably available source for the work, services, or materials sought by the Board.

SECTION 2 PURCHASING AND BID REGULATIONS

1. Vendors wishing to do business with the County should be included on the “Bidder List” maintained by the

Purchasing Department. All vendors are eligible for consideration.

2. Vendors wishing to be added to Oklahoma County’s “Bidder List” can subscribe via e-mail at purchasing@oklahomacounty.org.

3. Removal from “Bidder List”

a. Removal or Suspension.

The Purchasing Agent may remove any vendor on the “Bidders List” for such period of time as is deemed necessary by the Purchasing Agent.

b. Cause for Removal or Suspension.

The following shall be deemed sufficient grounds for removal, suspension, or cancellation of award.

1. Three (3) consecutive failures to respond to the Notice to Bid.

2. Failure to post satisfactory performance bond when required.

3. Consistent failure to conform to bid award specifications.

4. Failure to make timely delivery.

5. Failure to keep bid firm for the time specified on the Notice to Bid.

6. Collusion with others to restrain competitive bidding.

7. Bankruptcy or other evidence of insolvency of the bidder.

8. Giving false or misleading information to register or to submit a bid.

9. Any violation of these rules and regulations or other evidence indicating the vendor is no longer qualified to do business with the County.

mailto:purchasing@oklahoma

4. Notice of removal or suspension may be appealed in writing within ten (10) working days after notice of removal or suspension.

2.1 BID REGULATIONS

1. Bid Form Requirements

a. Submitted bids shall be in strict conformity with the instructions to bidders and shall be submitted on the approved form. All bids, quotations, and proposals shall be typewritten or written in ink.

Any corrections to this instrument shall be initialed in ink.

b. This form 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.

c. Bids and any bid amendments thereto shall be submitted in a single envelope, package, or container and shall be sealed. The name and address of the bidder shall be inserted in the upper left corner of the single envelope, package, or container. BID NUMBER AND BID OPENING DATE MUST

APPEAR ON THE FACE OF THE SINGLE ENVELOPE, PACKAGE, OR CONTAINER AND MUST BE

IDENTIFIED AS “SEALED BID”.

2. Bid Contents

a. Entire Agreement. The General Terms & Conditions of this solicitation, together with the specifications and any other documents made a part of the bid package, shall constitute the entire agreement between the parties.

b. Amendments. An amendment will be issued for any changes or waivers of specifications, terms, or conditions of a bid. This amendment must be issued by the County Purchasing Department.

c. Offer Firm for Thirty Days. Bid prices will be firm until approved by the Board of County Commissioners or for thirty (30) calendar days from the bid opening date.

d. Unit and Total Prices. Prices per unit should be clearly shown and extended. Bidder guarantees the unit price to be correct.

e. Alternate Bids. An alternate bid may be considered when accompanied by complete specifications and pertinent information.

f. Non-Acceptance of Split Award - “All or None Bid”. The Board reserves the right to make an award to items or groups of items listed on a bid. If the vendor wishes to bid All or None this must be stated on the bid.

3. Bid Security. When the bidder makes a deposit, it is a guarantee that, should they be the successful bidder, they will perform in accordance with the terms and conditions specified.

a. This security may be in the form of a certified check or cashier’s check, a bid bond or performance bond.

b. Bid security may be required for out-of-state bidders, service contract bidders and other special circumstances as needed by the County.

c. When bids requiring security are opened, a record will be kept by the County. All bidders will receive their deposit back after compliance by the successful bidder.

2.2 SUBMISSION REGULATIONS

1. Sealed Envelope. Bids must be submitted in a single envelope, package, or container and shall be sealed.

The name and address of the bidder shall be inserted in the upper left corner of the single envelope, package, or container. BID NUMBER AND BID OPENING DATE MUST APPEAR ON THE FACE OF THE SINGLE ENVELOPE, PACKAGE, OR CONTAINER AND MUST BE IDENTIFIED AS “SEALED BID”. See illustration.

2. Where to Submit. Bids are to be mailed or submitted to the Oklahoma County Clerk’s Office, ATTN:

SEALED BID, 320 Robert S. Kerr, Suite 203, Oklahoma City, OK 73102 between the hours of 8:00 AM and 5:00 PM (Central Local Time) Monday through Friday excluding County observed holidays.

3. Change or Withdrawal of Bid. A bid may not be changed or withdrawn after is has been received unless changes are to be made by submission of a substitute bid or a letter may be submitted to the Purchasing Agent withdrawing a bid before the bid due date which will be returned to the vendor.

4. Late Bids. By definition, local time is the time clock located in the Oklahoma County Clerk’s Department and is synchronized with the County’s computer system. The time/date clock in the Oklahoma County Clerk’s Department shall be the official time of receipt. Bids received after the due date & time listed on the solicitation will be rejected. Late bids shall not be accepted. Late bids will be returned to the vendor unopened.

5. Rejected Bids. 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.

2.3 TERMINATION REGULATIONS

Subject to the provisions below, the award derived from this Invitation to Bid or Request For Proposal may be terminated by either party upon thirty (30) days advance written notice to the other party; but if any work or service hereunder is in progress, but not completed as of the date of termination, then this award may be extended upon written approval of the County until said work or services are completed and accepted.

1. Termination of Convenience

This award shall be considered to be in force until the expiration date or until 30 days after notice has been given by either party of its desire to terminate.

2. Termination for Default Termination by the County for cause, default, or negligence on the part of the Bidder shall be excluded from the foregoing provision; termination costs, if any, shall not apply. The thirty (30) days advance notice

Oklahoma County Purchasing’s Office

Attn: SEALED BID 320 Robert S. Kerr, Suite 203 Oklahoma City, OK 73102

Bid #________________________ Bid Due Date______ Time_______ requirement is waived in the event of Termination for Cause.

3. Termination Due to Unavailability of Funds in Succeeding Fiscal Years When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal year, the award shall be cancelled and the County will not be obligated to pay the Contractor for any amount past the date of notification of termination. The County shall have sole discretion to cancel said award based on non-appropriation of funds for whatever reason.

4. Immediate Termination Immediate termination shall be administered when violations are found to be an impediment to the function of the County and detrimental to its cause, or when conditions preclude the 30 day notice.

2.4 PROTEST PROCEDURES

A supplier shall submit written notice to the Purchasing Director of a protest of an award by the County within ten

(10) business days of award. The supplier protest notice shall state all facts and reasons for protest.

REMAINDER OF THIS PAGE LEFT BLANK

SECTION 3 SOLICITATION SPECIFICATIONS

Window Treatment Services

BOARD OF COUNTY COMMISSIONERS

Window Treatment Services

INVITATION TO BID

Window Treatment Services Contract Specifications November 1, 2025, through October 31, 2026

Oklahoma County is soliciting bids on the product and installation of window treatments.

All work shall be performed during regular business hours, unless otherwise specified. Any and all work performed shall not in any way hinder or obstruct normal operations during the business week. Unless otherwise approved.

All work is to be scheduled with the department affected and Facility Maintenance.

Installer will be required to prepare window by removing the existing window treatment.

Installer will be required to dispose of existing window treatment and any other debris in a safe and proper manner.

Installer will fabricate window treatment to size.

Installer will transport window treatment to installation site.

Installer will install window treatment where specified.

Installer will install window treatment in a quality craftsmanship manner.

Installer will provide County, a 1 year warranty on installation, materials and workmanship.

Installer will provide County with proof of Liability and Workman’s Compensation Insurance before any work is begun.

Vendor shall quote on indefinite quantity for installation, repair, replacement, disposal and other tasks in accordance with the particular job, of blinds, roller screen shades or draperies.

Pricing is to be bid PER SQUARE FOOT.

Please include with each bid, a list, in order of priority, areas of concern or risks associated with the acceptable performance of this contract.

Services are to begin on date of award through October 31, 2026.

Installer to provide charge (if any) to move furniture, files, office equipment, supplies, etc., if required to Install window treatment.

Installer may be requested to examine and measure spaces that require window treatment.

Installer (Contractor) must respond with scheduling for assigned projects within 3 business days.

Installer will provide competitive pricing for materials and products outlined in the price sheet.

Installer will provide County, at minimum, the manufacturer’s warranty on materials and supplies.

CW26090 Window Treatment and Services November 1, 2025 - October 31, 2026

ALL OR NONE BID

Window Treatment Labor

Removal Cost:

Wood Blinds Removal (per window)

Roller Screen Shades Removal (per window)

Draperies Removal (per window)

Installation Costs:

Faux Wood Blinds Installation (per window)

Roller Screen Shades Installation (per window)

Custom Draperies Installation (per window)

Installation Trip Charge (Per Job)

Installation Cost

Window Treatment Materials

1. 2” Faux Wood Blinds

Brand:

Price : 0 - 1000 Sq Ft.

1000 - 5000 Sq Ft.

5000 - Above Sq Ft.

2. Roller Screen Shades 1%, 3% and 5% opacity only

Brand:

Price : 0 - 1000 Sq Ft.

3. Custom Draperies sq ft is based on drapery width and length, not the actual window dimensions

Brand:

Price : 0 - 1000 Sq Ft.

Vendor Notes and Exception Please provide any details that would best explain your pricing or exceptions to specifications

VENDOR MUST LIST ANY EXCEPTIONS TO BID SPECIFICATIONS:

It is the County's intent that this Invitation to Bid (ITB)/Request for Proposal (RFP) permit competition.

It shall be the bidder's responsibility to advise the Purchasing Agent in writing if any language, requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this solicitation to a single source. Such notification must be received by the Purchasing Agent not later than fifteen (15) days prior to the date set for bids to close

While Oklahoma County intends to make an award to the lowest and best bidder(s), the various county departments will compare pricing as awarded on this bid to the Oklahoma Statewide contracts. If pricing and availability is determined to be of greater advantage to the department, the county reserves the right to purchase from that statewide vendor under the provisions of Oklahoma Statute Title 19 Section 1501. A. 3.para. l & m. Proper justification will be provided by the end user to the County Purchasing Department before issuance of the purchase order.

*** Questions and Answers: Any questions pertaining to this bid must be submitted no later than 12:00 p.m. Central Daylight Time on October 10, 2025, via email. Send questions to:

Oklahoma County Central Purchasing Attention: Long Tran 320 Robert S Kerr, Suite 203 Oklahoma City, OK 73102 Phone Number: 405-713-1489 Email: purchasing@oklahomacounty.org