Law Enforcement Vehicle Miscellaneous Equipment Supplies-Final.docx

Request for Bid

For: Walworth County Sheriff’s Office

To ensure notification of any bid opportunities, vendor must be registered on Demandstar by Onvia at: www.demandstar.com . To REGISTER, at NO CHARGE go to www.onvia.com/WAPP .

Please note that all Notifications, Releases and Amendments associated with this solicitation will be posted on Demandstar.

To ensure notification of future bid opportunities with Walworth County, vendors must be registered.

BUYER: Nick Cramer

PHONE: 262 741 7265

FAX: 262 741 3195

EMAIL: ncramer@co.walworth.wi.us

TABLE OF CONTENTS

1. INVITATION

Walworth County is accepting sealed bids for Law Enforcement Vehicle Miscellaneous Equipment and Supplies for the Walworth County Sheriff’s Office. Bids will be received until 1:00 p.m., on March 6, 2018 by Walworth County Purchasing, Department of Public Works, W4097 County Road NN, Elkhorn, WI 53121. Shortly after 1:00 p.m., all bids received will be opened and recorded in the Department of Public Works Conference Room.

2. DEFINITIONS

3. POSTING OF SOLICITATIONS

All Walworth County solicitations are posted on Demandstar by Onvia at: www.demandstar.com .

Bid documents and specifications may be obtained from Demandstar by Onvia at: www.demandstar.com.

Vendors may register with Demandstar, at no charge, through the Wisconsin Association of Public Purchasers (WAPP) of which Walworth County is a participating member, at: http://www.onvia.com/WAPP

NOTE: Walworth County will make no attempt to contact vendors with updated information. It is the responsibility of each vendor to periodically check the website for any and all notifications, releases and amendments associated with this solicitation.

4. EXAMINATION OF BID DOCUMENTS

The bidder is required to carefully examine the bid specifications, as herein contained and known as the bid documents for the item(s) to be purchased. It will be assumed that the bidder has investigated and is satisfied as to the requirements of the bid documents. It is mutually agreed that the submission of a bid shall be considered as conclusive evidence that the bidder has made such examination and is satisfied as to all the conditions and contingencies.

All labor, equipment, parts, items, details of services or features not specifically mentioned which are regularly furnished in order to complete this type of purchase / work will be furnished at bid pricing and shall conform in quality, workmanship and service to that usually provided by the practice as specified in this Request for Bids.

5. INQUIRIES/SINGLE POINT OF CONTACT

Any questions, requests for changes, clarifications, etc., concerning the solicitation are to be submitted in writing to, Nick Cramer, CPPB, Purchasing Manager Walworth Co. Dept. of Public Works Purchasing Division W4097 County Road NN Elkhorn, WI 53121

Communications related to this solicitation will be received between 7:00am and 3:30pm, Monday through Friday with the exception of legal holidays.

Questions must be received no later than 3:30 p.m., CDT, February 19, 2018

No information provided verbally, or by parties other than the Buyer, will be considered binding.

Contact with any other party or attempts by Vendors to contact any other party may result in the rejection of their bid.

6. VENDOR REQUESTS FOR EXCEPTIONS/CHANGES TO BID

It is the responsibility of all vendors to carefully examine the RFB in its entirety. Vendors should make a request for interpretation or correction of any ambiguity, inconsistency or error.

Unless the vendor clearly indicates in their response that the product offered is an “equal” product, it will be implied that the vendor will provide the brand, name, manufacturer, stock number or product specified.

If any of the terms and conditions of this RFB or specification are not in full accord and changes, alterations, additions or deductions are necessary, or any exceptions to be taken in regard to size of equipment, layout, etc. causes your firm to be noncompliant with the specifications and prevent you from submitting a bid, consideration will be given to a vendor’s request for change.

Any requests for changes, clarifications, etc., must be submitted in writing to the Walworth County Purchasing Division, to the attention of the buyer whose name appears on page one of this RFB, at least five (5) working days prior to the bid opening. Requests received after that time will not be considered.

Any changes made as a result of a written request will be issued via an amendment and, will be posted to www.demandstar.com. Vendors are responsible for checking this website for any future amendments, etc., prior to the opening date. If an amendment is issued, it must be acknowledged on the Vendor’s Certificate of Compliance (Exhibit C). Vendor’s who do not acknowledge the amendments may have their bids rejected.

7. REFERENCES

Vendor shall complete Exhibit D, References, and include it with their bid that will certify that they are experienced with or meet the requirements of this specification. This will include the names of companies for which similar work was performed along with the name of a person to contact and their phone number.

8. SUBMISSION OF BID

Bids must be submitted using the Bid Forms provided herein. Submit only the required documents. It is not necessary to return the entire bid document with the bid.

Bids must be clearly labeled with vendor name, return address, project number, project title, opening date, and the name of the primary contact for questions/clarifications.

Interested firms shall submit their sealed bids to:

Walworth Co. Dept. of Public Works Purchasing Division W4097 County Road NN Elkhorn, WI 53121

Vendors must submit one (1) original and six (6) copies of their bid enclosed in a sealed envelope, marked with the name and address of the bidder, project title, project number for which the bid is being submitted and opening date. The following documents must be included with your bid:

· W-9 Request Tax Payer ID

· Certificate of Compliance

· References

· Cost Summary

Bids must be dated and time stamped by the Walworth County Purchasing Division on or before the date and time due. Bids submitted or time stamped in another office will be rejected. Actual receipt in the office of the Purchasing Division is mandatory.

Late responses will not be accepted, will be returned unopened, and will not be considered.

Bids may not be transmitted orally, by Email or Fax Machine.

All bids will be opened and recorded in the Walworth County Public Works Conference Room located at W4097 County Road NN, Elkhorn, WI 53121.

All bids shall be valid for a period of ninety (90) days after the scheduled time of closing.

All vendors, by submission of their bid, agree to abide by the rules, regulations, and procedures of Walworth County.

9. WITHDRAWAL OF BID

Bids may be withdrawn only in total and only by a written request to Walworth County Purchasing prior to the time and date scheduled for bid opening.

10. BID ACCEPTANCE / REJECTION

Walworth County reserves the right to accept or reject any or all bids, in whole or in part, received in response to solicitations, to waive or permit cure of minor irregularities, and to request clarification from any or all qualified vendors.

11. METHOD OF AWARD

Award will be made based on a life cycle cost over a three-year period, to the lowest responsible, responsive bidder conforming to specifications, terms, and conditions, or to the most advantageous bid submitted to the County on a quality versus price basis.

It is the County’s intent to purchase enough equipment to equip a minimum of seventeen (17) Law Enforcement Vehicles in 2018. Quantity of parts may vary since some parts may be transferred from vehicles that will be retired.

Among other things, warranty, time of delivery, purpose for which required, competency of bidder, the ability to render satisfactory service and past performance will be considered in determining responsibility.

The vendor with the lowest total cost on each category will receive the award for the purchases of that category.

It is the County’s preference to award items in each category to one vendor, however, the County reserves the right to award by item, manufacturer or in the aggregate. The Walworth County Purchasing Department will be the sole judge of the quality and suitability of the equipment, materials and/or services offered in its determination of the successful bidder.

The contract shall be deemed as having been awarded when formal recommendation of award has been approved by the appropriate County Committee having the authority to make such approval.

12. ADD-ONS

Walworth County reserves the right to add, delete, or acquire additional equipment that the vendor can supply that are similar to, but not specifically called for, in this bid. The County reserves the right to permit the substitution when such products are readily available at a competitive cost and satisfy the department’s performance needs. The procedure for such acquisitions shall be as follows:

Walworth County will send the vendor a letter requesting pricing for the item(s) to be added. The vendor, within three working days, shall respond in writing and include the bid number, contract period and the price for each item requested. Upon receipt and acceptance, Walworth County shall issue a Change Order adding the product(s) to the Purchase Order. Walworth County reserves the right to accept or reject prices and obtain bids on the open market for these add-ons.

13. CONTRACTOR’S RELATIONSHIP TO WALWORTH COUNTY

It is expressly agreed and understood that the Contractor is in all respects an Independent Contractor as to the work, and the Contractor is in no respect an agent, servant, or employee of Walworth County. The contract will specify the work to be done by the Contractor, but the method utilized to accomplish the work shall be the responsibility of the Contractor.

14. VENDOR SUPPLIED DOCUMENTATION / MATERIALS

All vendor-supplied materials, including the bid, become the property of Walworth County. Materials contained in bids are subject to the State of Wisconsin Open Records Law and, after contract award, may be viewed by any member of the public. Walworth County will work with vendors to meet their confidentiality requirements, provided they are within reason. All vendor confidential material must have each page clearly marked as confidential. If you are claiming a statutory exception to the Wisconsin Open Records Law, you must specify which statutory exception provision applies. To review the statutory exceptions, go to http://folio.legis.state.wi.us/cgi-bin/om_isapi.dll?clientID=83141&infobase=stats.nfo&j1=19.36&jump=19.36&softpage=Browse_Frame_Pg.

The County reserves the right to make determinations of confidentiality. If the County does not agree with the information designated under one of the disclosure exceptions, it may either reject the bid or discuss its interpretation of the allowable exceptions with your firm. If agreement can be reached, the bid will be considered. If not, the County will remove your bid from consideration for award and return it to your firm. In no event will price be deemed confidential.

15. LICENSURE, CERTIFICATION AND OTHER STATUTORY REQUIREMENTS

Contractor is responsible to comply with all statutory rules and regulations. All applicable federal, state and local laws, rules and regulations governing the product and/or service described in the specification will apply and will be deemed incorporated into the agreement. These requirements shall be done at the Contractor’s expense.

16. DISADVANTAGED BUSINESS

Walworth County promotes and encourages participation of small and disadvantaged businesses, women’s business enterprises and minority businesses. Walworth County requires all Contractors and subcontractors to promote the participation from these entities.

17. ALTERNATES

The minimum specifications are intended to define the level of quality and performance of the requested equipment and not to be restrictive. If articles in the bid have been identified by a Brand Name, unless otherwise noted, such description is intended to be descriptive of quality, workmanship, finish, function and approximate characteristics desired and is not intended to be restrictive. Equipment offered shall be of equivalent dimensions, quality and performance. Substitutions may be accepted at the sole discretion of Walworth County.

18. DESCRIPTIVE LITERATURE

Bidder shall attach manufacturer's current literature and specifications covering the latest model of equipment on which he is bidding and which specifically and clearly indicates coverage of all items shown in the bid specifications. If the manufacturer's literature does not clearly reflect these items, the bidder shall attach certification from the manufacturer verifying compliance with the bid specifications. Failure to provide this information may result in bid rejection.

19. LATEST MODEL

Bidder shall bid on the latest model of each type of equipment manufactured by the concern which he represents.

20. UNSUITABLE EQUIPMENT

Bids will not be considered for equipment which has previously failed to perform satisfactorily.

21. INTERCHANGEABILITY

All similar equipment purchased under one contract shall have interchangeable component parts.

22. DEVIATION

The absence of a written list of deviations submitted with the bid shall hold the bidder strictly accountable to the County and to the specifications as written. Any unauthorized deviation from the specifications may be grounds for rejection of the equipment when delivered.

23. NEW EQUIPMENT

Unless otherwise noted, all materials and equipment used in this installation shall be new and unused. Equipment classified as demonstrators, prototype or discontinued, are not acceptable. All equipment shall be the latest model offered and must be tried, proven, and in current use.

24. PATENT INFRINGEMENT

Bidders must warrant that the equipment bid does not constitute an infringement or other violation of any copyright, trade secret, trademark or patent of any third party. Bidder further agrees to indemnify and shall hold harmless the County against all liability to third parties arising from the violation of any third party’s trade secrets, proprietary information, trademark, copyright or patent rights in connection with the sale of the equipment.

25. WARRANTY

All equipment, including the material used therein, shall be guaranteed against design, mechanical, electrical, and workmanship defects. In the event defects become evident within the warranty period, vendor shall furnish replacement parts, materials and procedures, and labor as necessary, which shall be provided at no cost to the County for the duration of the warranty period.

The warranty period shall commence on the date of acceptance of the product, not on the date of equipment delivery or completion of installation.

Acceptance is defined as acceptance by the County after its authorized agent has found the product to be in compliance with the specifications and any requirements set forth in this Request for Bids.

26. FREIGHT INCREASE

If there is a freight increase prior to delivery of the units, the additional increase must be at the dealer's expense.

27. OSHA/ANSI REQUIREMENTS

All commodities and/or service shall satisfactorily comply with applicable OSHA/ANSI regulations in effect at the time commodities are shipped and/or service if performed.

28. TERM / PRICING / DELIVERY

Term The term of the contract will commence on April 1, 2018 and terminate upon delivery and acceptance of the goods.

Pricing Price is to include delivery of all equipment, FOB destination, to the Walworth County Sheriff’s Office, 1770 County Road NN, Elkhorn, WI 53121, between the hours of 8:00 a.m. and 5:00 p.m. Pricing is to include all parts, equipment and materials, delivery, and any other expenses needed to provide the equipment.

Within five working days of receipt, Walworth County shall make an inspection and, if found not to be in accordance with these specifications, the dealer shall, upon notification, pick up and re-deliver the equipment after it conforms to the specification. In no event shall this time frame exceed 15 calendar days from date of notification of non-conformance. Should this time frame exceed the 15 calendar days, the County reserves the right to cancel the purchase order and award to the next lowest complying bidder.

County will reject shipments sent C.O.D. or freight collect.

Exact quantities cannot be determined, however, estimates are listed for bidding purposes only. Quantities listed may be increased or decreased to meet the requirements of the County during the period of this contract. A minimum is not guaranteed.

Payment Walworth County’s preference is to pay for goods and/or services with a P-Card. If you accept payment by p-card, all pricing must be inclusive of any and all fees associated with the acceptance of a P-Card; i.e. no minimums and/or additional fees.

In addition, vendor should note how many days after receipt and acceptance of goods/services or receipt of invoice (whichever is later), payment must be processed to accept the credit card. The County will not process payment until the receipt of goods is confirmed. Walworth County requires a minimum of ten (10) days to process p-card payments.

If you are unable to accept credit card, payment will be made within forty-five (45) days of receipt, providing goods and/or services have been delivered, installed (if required), and accepted as specified.

Vendors who wish to quote a discount for early payment against a purchase order may do so (reference the payment terms of the Pricing Document). For example: 1%/10 days. Discounts will be taken into consideration when evaluating costs.

29. TAXES

Walworth County is a tax-exempt municipality under WI Stats. 77.54(9a)

The State of Wisconsin Department of Revenue has issued tax exempt number CES045129 to Walworth County.

Walworth County’s Federal Tax ID Number 39-6005752.

31. COOPERATIVE USE OF CONTRACT:

Common purchasing practices in government include cooperative or “piggyback” purchasing among various units of government or municipalities. This agreement may be extended for use by other governmental agencies, at the same prices and/or discounts and terms and conditions. Any such usage by other entities must be in accord with the ordinances, charter, rules and regulations of the respective entity and with the approval of the Contractor. Each respective unit of government will place orders, issue purchase orders, dispute contracts, and make payment directly to the Contractor. Walworth County acts only as the “Contracting Agent”.

EXHIBIT A

THIS EXHIBIT DELETED FROM BID DOCUMENT

VENDOR NAME____________________________________________________ RETURN THIS PAGE

EXHIBIT C

VENDOR(s) CERTIFICATE OF COMPLIANCE Walworth County Purchasing Division Request for Bid

GENERAL: This form must be completed in its entirety and submitted with vendor(s) response to acknowledge that vendor(s) meets or exceeds the minimum requirements.

INSURANCE: (Exhibit-A) Exhibit A is intentionally deleted from the bid documents.

TAXPAYER IDENTIFICATION NUMBER: (Exhibit B). W-9 Request for Taxpayer ID Number(s) Complete, sign and return the attached Walworth County Request for Taxpayer Identifications Number (W9) form.

Vendor confirms Exhibit B is complete, signed and included in their bid response ________ (initials)

PRODUCT SPECIFICATIONS COMPLIANCE:

Vendor confirms compliance with the specification of the bid. Complies: ____ Yes ____ No

CERTIFICATE OF COMPLIANCE – (Exhibit C). Complete, sign and return this form, Vendor(s) Certificate of Compliance.

Vendor confirms Exhibit C is complete, signed and included in their bid response ________ (initials)

REFERENCES – (Exhibit D). Vendor shall provide references of recent clients with similar requirements as specified in the bid.

Bidder confirms Exhibit D, References is completed and included in their bid response. _______ (initials)

COST SUMMARY (EXHIBIT E). Vendor shall provide cost as specified in the bid.

Bidder confirms Exhibit E, Cost Summary is completed and included in their bid response. _______ (initials)

RECEIPT OF ADDENDUM: Vendor(s) acknowledges receipt and inclusion of Addendum number ___through____.

FORM OF PAYMENT: Would company accept a Purchasing Card as a form of payment, without any minimums and/or additional fee(s)? ____ Yes ____ No

If yes, how many days after receipt of invoice (or acceptance of goods, whichever is later) payment must be processed to accept the credit card. Note: Minimum of 10 days is required. _____ Days

PIGGYBACKING: My Company agrees to furnish the item(s)/service(s) proposed in this bid to other units of government at the same terms and conditions. ____ Yes ____ No

DEBARRED CONTRACTORS: Acknowledgement that the vendor(s) is not on the State of Wisconsin Department of Workforce Development list of debarred contractors with the effective dates during this project: ________ (initials)

I hereby certify that all statements herein are made on behalf of:

Name of Company:

Contact Name:

Address:

Phone Number:

Email:

Signature:

Date:

Vendor Contact Person for:

Order Placement:

Name: Phone:

E-Mail: Fax:

Address:

City: State: Zip:

Contract Issues:

Name: Phone:

E-Mail: Fax:

Address:

City: State: Zip:

Payment

Name: Phone:

E-Mail: Fax:

Address:

City: State: Zip:

EXHIBIT D

References Provide references for similar contracts you have, preferably one who is a public sector client, which demonstrates your firm’s relevant experience. Include name, address and phone number of a person who can be contacted regarding the project.

Reference 1:

Name of Company or Vendor(s): _________________________________

Address: ___________________________________________________

City, State, Zip: ______________________________________________

Contact Name: ___________________ E-mail Address______________

Phone Number: _______________ Fax Number: ___________________

Commodity(ies) sold ________________Year of Service ___________

Reference 2:

Address: ___________________________________________________

City, State, Zip: ______________________________________________

Contact Name: ___________________ E-mail Address______________

Phone Number: _______________ Fax Number: ___________________

Commodity(ies) sold ________________ Year of Service ___________

Reference 3:

Address: ___________________________________________________

City, State, Zip: ______________________________________________

Contact Name: ___________________ E-mail Address______________

Phone Number: _______________ Fax Number: ___________________

Commodity(ies) sold ________________ Year of Service ___________

VENDOR NAME______________________________________ RETURN THIS PAGE

EXHIBIT E

COST SUMMARY

It is the County's intent to purchase enough equipment to equip a minimum of seventeen (17) Law Enforcement Vehicles in 2018. List your cost per item at the quantities shown.

Category A – Traffic Equipment

PN: 21005782

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

· 8 – 1 watt puck lights

· 8 – cone adapters

· 8 – weighted bases

· 8 – carrying bags

PN: B8-FP-R

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

PN: 9340

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

Category A – Traffic Equipment

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

PN: 22-000680T

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

PN: 32955

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

PN: 533

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

Category B – Water Rescue

PN: IC9002 02/62533353831

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

PN: 1702 Black, Medium Size w/Rip Stop

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

PN: S222

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

PN: BRP075

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

Category B – Water Rescue

PN: RPG

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

PN: OP12A56L

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

Category C – Tactical

PN: Black Promask 40, Filter PN: HEP100-052683 and Cap

PN: 1-045135

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

PN: 1520

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

Category C – Tactical

PN: COND-MA51.K

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

Category D – Evidence Collection

PN: ICD-UX560

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

PN: L340

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

PN: FST s/case

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

Category D – Evidence Collection

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

Category E – Law Enforcement

PN: GG189

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

PN: 100

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

PN: 1900

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

Category F – Body Armor

PN: PRT-TPH-MX

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

PN: PRT-PLT-3P.SC

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

PN: PRT-PLT.3P.1150

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

PN: PRT-IDS3Y.K

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

Category F – Body Armor

PN: PRT-IDS4y.k

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

Bag PN: NG-8894-3

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

Category G – General

PN: 1400 (Yellow w/foam insert)

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

PN: 1200 (Black w/foam insert)

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

Category H – Firearms

PN: MPI-571.K

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

PN: GL-M17CLIP.17

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

Category I – Flashlights

PN: 7060 LED

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order

Category J – Medical Supplies

Tactical Medical Solutions Tactical Medical Response Kit w/Carrier Pack:

· PN: BRP-BO-Black, Soft Tourniquet

· PN: SOFTT-W, Pressure Bandage

· PN: OAL-4, Chest Seal PN: HALO-VENT, Decompression Needle

· PN: TPAK, 28” French Nasal Tube

· PN: NPA w/tube, Large Gloves

· PN: GLV 1 PR Black, 2” Medical Tape

· PN: TAPE-2, Casualty Card

· PN: CCT-Card, Trauma Shear

· PN: TS7, Curity 5”x9” or 8”x10” ADB Dressing,

· Black Stethoscope

· Hemostatic Gauze #CELOX-R

Make/Model Number

Warranty

Enter number of days for delivery after receipt of order image2.emf image1.png