RFP 25-073 Sheriff_s Office Scheduling Software.pdf

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Request for Proposal 25-073 Sheriff’s Office Scheduling Software

The County of Ottawa, on behalf of the Ottawa County Sheriff’s Office, is requesting proposals from experienced and qualified vendors for a scheduling software solution for shift management and staff scheduling.

By responding to this RFP, the Proposer agrees to perform in accordance with the terms and conditions set forth herein.

RFP Issue Date: Tuesday, September 16, 2025

Questions Deadline: Tuesday, September 23, 2025

Addendum Issuance: Tuesday, September 30, 2025

RFP Deadline: By 2:00 PM (ET) Tuesday, October 7, 2025

Evaluation Timeline (Estimated): October 8th to October 17th, 2025

Placeholder for Interviews: Morning of October 14, 2025

Intent to Award (Estimated): Approx. October 17, 2025

Contract Start (Estimated): TBD

RFP Administrator: Janice McLaren, Procurement Specialist, purchasing.rfp@miottawa.org

All requests for additional information or questions should be directed to the RFP Administrator.

mailto:purchasing.rfp@miottawa.org

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Table of Contents

Request for Proposal 25-073

Section 1: Information Summary

Section 2: Background Information

Section 3: Scope of Work

Unit A. Software Solution

Unit B. Project Implementation

Unit C. Customer Support and Training

Unit D. Vendor Qualifications and Mandatory Requirements

Unit E Pricing and Invoicing

Section 4: Proposal Selection and Award Process

Section 5: Contract Terms, Period, Procedures and Use

Section 6: RFP Terms and Conditions

Section 7: General Terms and Conditions

Appendices:

Appendix A : Contract Sample

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Section 1: Information Summary

General Information:

The County of Ottawa distributes solicitation documents through the MITN Purchasing Group, at http://www.bidnetdirect.com/mitn and the Ottawa County Purchasing page at http://www.miottawa.org/Departments/FiscalServices/bids.htm.

Copies of proposal documents obtained from any other sources are not considered official copies, and may result in failure to receive addenda, corrections or other revisions that may be issued.

For purposes of this RFP, the term “Contractor,” “Vendor,” “Proposer,” “Respondent,” or “Bidder” are considered to have the same meaning, all referring to the person or company responding to this RFP. Additionally, the terms “County,” “Client,” or “Owner” refers to the County of Ottawa.

Proposal Submission:

Proposals must be received by 2:00 PM (ET) on Tuesday, October 7, 2025.

Proposals received after this time will not be considered. Proposals may be withdrawn at any time prior to the scheduled proposal deadline. Proposals must be firm and may not be withdrawn for a minimum period of 90 calendar days after the RFP Deadline. Proposals should be concise and complete, covering all items identified, emphasizing an understanding of the project and the resources to perform the intended work. Proposals will be reviewed to determine if submission requirements are met. Proposals that do not comply with submittal instructions established in this document and/or that do not include the required information may be rejected as non-responsive. Vendor assumes responsibility for meeting the submission requirements and addressing all necessary technical and operational issues to meet the project objectives.

All proposals must include completed, signed copies of all required attachments.

Vendor assumes all risks associated with electronic submission (including possible technical issues). Attachments must be filled out in full and signed by an authorized Company representative.

Submission of Information that Bidder Believes is Confidential and/or Proprietary:

As a public body, Ottawa County is subject to and must comply with Michigan’s Freedom of Information Act (FOIA), MCL 15.231, et. seq. Ottawa County encourages all bidders to refrain from submitting information that it considers to be confidential and/or proprietary in response to an RFP. However, if the bidder believes that submission of the aforementioned type of information is essential to the bidding process, then the bidder must transmit such information separately from the primary http://www.bidnetdirect.com/mitn http://www.miottawa.org/Departments/FiscalServices/bids.htm

RFP 25-073 4 | P a g e bid submittal and clearly label such information as “CONFIDENTIAL AND/OR PROPRIETARY” in red at the top of each page. The bidder assumes responsibility for ensuring that all information labelled “CONFIDENTIAL AND/OR PROPRIETARY” is exempt from disclosure pursuant to FOIA.

The Bidder acknowledges and agrees that information it considers to be confidential and/or proprietary may be subject to disclosure under FOIA or some other legal basis, and, by submitting a proposal in response to this RFP, voluntarily releases and waives any and all claims against Ottawa County arising out of the release of the aforementioned type of information. Bidder also acknowledges and agrees that Ottawa County cannot guarantee the confidentiality of all information and/or documents submitted in response to this RFP. Bidder further acknowledges and agrees that any information and/or documents incorporated as an exhibit and/or reference into an executed contract will be considered a public document, regardless of any “CONFIDENTIAL AND/OR PROPRIETARY” labelling.

Use of Hyperlinks:

Ottawa County strongly encourages against the use of hyperlinks in vendor proposals, as linked content may become inaccessible over time. Proposals that rely on hyperlinks to provide required documents or essential information (e.g., pricing, references, etc.) risk disqualification. If a hyperlink becomes non-functional, the County is under no obligation to seek clarification or request an alternative submission. To ensure comprehensive evaluation, vendors should include all necessary information directly within the proposal.

Proposal:

A bidder’s proposal must contain complete copies of each of the following required attachments, with signatures where required:

• ATTACHMENT A – COVER SHEET FOR PROPOSAL

• ATTACHMENT B – VENDOR REFERENCES

• ATTACHMENT C – PROPOSAL RESPONSE

Proposals will be accepted by e-mail submission only, as follows:

Respondents will submit an electronic proposal (preferably single-file PDF format) by e-mail to: purchasing.rfp@miottawa.org with subject line of: “RFP 25-073 Sheriff’s Office Scheduling Software.” The County can receive email attachments up to 25 megabytes. Proposal documents larger than 20 megabytes should be sent in multiple emails with subject line of: “RFP 25-073 – 1 of 2”, etcetera. It will be the Proposers’ responsibility to ensure that their proposal have been appropriately delivered and received.

mailto:purchasing.rfp@miottawa.org

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Incorporation into a Standard County Contract:

The terms and conditions outlined and/or referenced in this Request for Proposal will be incorporated into the final contract; a sample version of Ottawa County’s standard contract can be found in Appendix A. The final contract may include terms and conditions in addition to those found in this Request for Proposal. Unless expressly authorized by the County's Purchasing Division, no additional documents, agreements, and/or forms of any kind will become a part of the RFP or final contract.

Modification:

Prior to the date and time set forth as the Proposal Receipt Deadline, proposals may be modified or withdrawn by the Proposer’s authorized representative. After the submission deadline, responses may not be modified or withdrawn without written consent of the County.

Pre-Proposal Conference:

No pre-proposal conference scheduled

Questions:

Vendors may submit questions and requests for clarification relating to this RFP to the RFP Administrator by the stated deadline. Responses to all questions and inquiries received by the County will be issued in the form of an Addendum and posted on the MITN and the County’s website, as needed. Only answers to questions submitted prior to the submission deadline and released in the form of an Addendum will be considered official and final. Any remarks or explanations made by phone, email, or in-person will be considered draft and will be non-binding.

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Section 2: Background Information

County Information:

Beautiful Ottawa County is located in the southwestern section of Michigan’s Lower Peninsula. Its western boundary is formed by Lake Michigan, and its eastern boundary is approximately 30 miles inland. The County landmass consists of a total area of 565 square miles with over 300 miles of water frontage. The County is composed of 6 cities, 17 townships, and 1 village.

The current County’s legislative body is an eleven-member Board of Commissioners which is elected from single-member districts, determined by population, on a partisan basis for two-year terms. The Board of Commissioners provides oversight, establishes policy, and builds the strategic plan for County operations.

Ottawa County has been named the fastest growing population in the state. Between 2010 and 2020 there was a 12.3% increase in population. The estimated population in the County in 2023 was 303,372. This significant population growth is expected to continue in the years ahead.

Current Environment / Project Information:

The current process requires the use of three to four different databases, resulting in inefficiency and increased administrative burden. The selected solution must consolidate scheduling functions into a single, integrated platform.

Janice McLaren No additional information provided by Sheriff’s Office - this section updated

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Section 3: Scope of Work

The County of Ottawa, on behalf of the Ottawa County Sheriff’s Office, is requesting proposals from experienced and qualified vendors to provide an out-of-box (non-customized) scheduling software solution for shift management and staff scheduling.

This means that the software includes the function requirement and specified features and functionality by default and does not require customization. The selected solution must consolidate scheduling functions into a single, integrated platform. The annual budgeted amount for this project is between $10,000 and $20,000 per year. It is a preference that Vendors be based, and resources located in the USA, however, this is not a requirement for submission of a proposal in response to this RFP.

Only one (1) vendor will be awarded a contract as a result of this RFP.

An overview of the required project deliverables is as shown below, see sections for detailed information and requirements.

Project Deliverables: (To be provided by vendor)

1. Software Solution o A scheduling solution capable of meeting the requirements outlined in this Scope of Work.

2. Implementation Services o Installation, configuration, and integration of the solution with existing systems.

o Migration of relevant scheduling data from current databases.

3. Training and Support o Comprehensive training for administrative staff, supervisors, and deputies.

o Training materials for future reference.

o Ongoing technical support for the life of the contract

4. Maintenance / Upgrades o Ongoing technical support for the life of the contract.

o Regular system updates, patches, and upgrades as applicable.

Unit A. Software Solution

The proposed solution, at a minimum, meets the following requirements:

1. Integration:

a. Provide bidirectional data exchange and synchronization with TimeClocks

Plus (a cloud-based time and attendance solution) to ensure accurate transfer of scheduling and timekeeping records.

b. Integration may be achieved through secure APIs, file-based transfers, or equivalent methods. RSS capable.

Kristi Hanson Do we want to mention our budget? I'm don't think it is necessary.

Janice McLaren I learned from the RFP for chatbot that it is a good idea to mention a budget - we received 54 proposals ranging from $6,000 to a million dollars. Our budget was $20,000 and so it would have been a benefit for vendors to know this information.

Kristi Hanson I don't know that we care if the vendor is USA based...

Janice McLaren This is a question that is often asked and so wanted to answer it ahead of time. I agree, there is a preference, but it is not a requirement.

Daniel Broten (a cloud-based Time and Attendance solution)

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c. Support real-time updates to Microsoft Outlook calendars for deputies and supervisors.

d. Notifications: Integration with Microsoft Teams with email and SMS confirmations and reminders.

2. Scheduling Capabilities:

a. Support for multiple schedule types (12-hour, 10-hour, 8-hour, or other variations).

b. Ability with software tools to track, manage and administer:

i. Callouts

ii. Shift Trades

iii. shift bids and vacation bids

iv. Tracking ability of the following accruals: Vacation, Floating

Holiday, sick, and Comp time

v. Optional: Preferred Feature: Supervisor to have ability to schedule selected staff for time out of office as a group. (i.e. – not to have to enter each persons time out individually if a group is attending the same event.

3. System Capacity and Access:

a. Capacity to support at least 300 users, with preferred scalability up to

350 users.

b. To be mobile friendly (responsive design or dedicated app) to support functionality / access for deputies and supervisors, enabling schedule review, requests, and notifications.

c. Provide single sign-on (SSO) authentication for secure, simplified access.

Should integrate with Active Directory, Azure AD or other authentication providers.

d. Role-based permissions and secure access control to protect sensitive scheduling information. Permissions should be separated for administrators, supervisors, staff, or others.

e. Provide audit trail of actions taken by users.

4. Reporting and Accountability

a. Provide robust reporting tools with accessible, configurable reports including utilization rates.

b. Customizable dashboards for different user roles

c. Include a comprehensive audit trail to track changes, approvals, and scheduling activity.

d. Customizable account coding for certain hours worked to align with agency-specific payroll and reporting requirements.

e. Define in response, export capabilities (CSV, Excel, PDF).

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5. Compliance and Security

a. Use of industry standards for system security features, including authentication, encryption, and access controls.

b. Support comprehensive audit logging and compliance with applicable regulations.

c. Encryption for date at rest and in transit

d. Ensure data security in line with industry best practices for law enforcement and government agencies) CJIS, HIPAA, or other applicable regulations).

e. Optional: Public portal for external users and a secure internal portal for staff. If portal is part of software solution, additional information may be necessary to address any security concerns.

f. Provide information on schedule for regular backups and disaster recovery plan.

6. Technical Specifications

a. Platform: Cloud based (SaaS)

b. Database: SQL Server or other preferred database system

c. Performance: Real-time updates.

Unit B. Project Implementation

The County will have a project team that will be responsible for the project implementation and its success. As part of a submitted proposal, vendors shall provide information on the responsibilities of the County project team, including any specific IT requirements (i.e. software installation, system configuration, integration, testing, and others) necessary for successful implementation. The implementation plan shall include project phases, milestones and a conceptual timeline.

Unit C. Customer Support and Training

As part of a proposal response, provide details about your company’s customer support and service, technical support and training programs provided both during and after the implementation process. If not provided as part of the project information, proposal response to include information on training services, including a training plan. If needed, Vendors may provide customer support and service, technical support and training programs remotely. Additional details (i.e. availability, escalation, and service level agreements to be part of a proposal response.

Daniel Broten That is not an IT issue. That is user preference. It would come with security concerns that would need to be addressed.

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Unit D. Vendor Qualifications and Mandatory Requirements

Each vendor must provide brief descriptions of providing a scheduling software solution for shift management and staff scheduling at similar organizations within the last five years. It is desired that vendors have experience in government work, preferably with counties of a similar size that provide similar services. The information provided will be used to determine vendors qualifications for this project.

It is required that each vendor provides at least three customer project references (past, present, similar environment and similar products), including customer name and contact information.

It is a preference that Vendors be based, and resources located in the USA.

Unit E Pricing and Invoicing

As part of the proposal, the proposed amount should comprehensively account for all costs and fees necessary to complete services as described in the scope of work and should ensure that all costs and fees for all related services and any customer service, support and training with materials are described concisely (payment schedule, milestone pricing). As it is the intention of Ottawa County to enter a multi-year (5-year) contract, any proposed contract amount shall offer a price for the first or initial year and then subsequent years. If Vendors are proposing a subscription-based solution, note that subscription fees will not be paid until the software is fully implemented.

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Section 4: Proposal Selection and Award Process

An Evaluation Committee(s) will be established by the County to review the proposals and to make recommendation for contract award(s).

A Proposer may not contact any member of the Evaluation Committee except at the RFP Administrator’s direction. Purchasing will notify vendors of relevant steps and status throughout the evaluation process.

Proposals will be evaluated based on the following criteria

• Completeness of Proposal:

All required documents and information, complete and provided (5 points)

• Vendor Qualifications to Provide System and Services:

Company years in business/length of existence, Qualifications, Proficiency and Experience (10 points)

• Past Involvement with Similar Projects:

Company References, Comparable project engagements (10 points)

• Solution Proposed and Functional Requirements:

Response provided to all features noted (20 points)

• Implementation Plan, Customer Support and Training:

Clear and detailed implementation plan that includes responsibilities, milestones, requirements etc., Information provided on customer support and training (25 points)

• Pricing / Proposal:

All information provided as required (25 points)

• Vendor Relationship with the County or Transition Plan (5 points)

As part of the proposal evaluation process, the finalist vendor(s) may be invited to attend an in-person or virtual interview (see RFP Timeline). The County reserves the right to interview any number of qualifying vendor(s) as part of the evaluation and selection process. The County reserves the right to award a contract without an interview, as determined in the best interest of the County.

The County of Ottawa reserves the right to select and subsequently recommend for award the proposal that best meets its required needs, quality levels, and budget constraints. The highest graded and/or lowest priced response does not guarantee recommendation for contract award.

The Respondent to whom the award is made will be notified at the earliest possible date.

Tentative acceptance of the proposal, intent to recommend award of a contract and actual award of the contract will be provided to the representative(s) designated in the proposal response.

Kristi Hanson @Janice McLaren Do we have to do a points system or can we just choose who we like the best based on Proposal? Or can we add points for already doing business with us?

Kristi Hanson Also, not sure what the section is highlighted for?

We can absolutely add a points for vendor relationship. And, the highlighted section would tie into the vendors response to our functional requirements - highlight to make sure the correlation in our scope ties into what we are asking for in a vendors response. Hoping someone can double check my work.

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Section 5: Contract Terms, Period, Procedures and Use

The County of Ottawa’s intent is to award a contract that will cover an initial period of three (3) years with an option for two (2) two -year renewals, if in the best interest of both parties.

This contract will not be enforced until both parties have agreed and signed as accepted.

Generally, the Vendor will be expected to sign the contract before the County. The Vendor must execute and fulfill the terms in the said Contract.

The proposal, or any part thereof, submitted by the awarded vendor may be attached to and become part of the contract. Proposal pricing reflects a commitment to the terms indicated. As part of the contract negotiation process, the County reserves the right to delete or modify any task from the scope of services. The County further reserves the right to modify the scope of services during the course of the contract’s execution. Any changes in pricing or payment terms proposed by the Vendor resulting from the requested changes to the scope of services are subject to acceptance by the County.

In the event that a successful contract cannot be executed with the vendor first awarded, the County reserves the right to proceed with contract negotiations with the other responsive, qualified vendors.

Contractors are not to start work until receipt of an Ottawa County Purchase Order, authorizing work to begin. The County’s obligation will commence only following the parties’ execution of the Contract and the County Board of Commissioners’ approval.

Upon written notice to the Contractor, the County may set a different starting date for the Contract. The County will not be responsible for any work done or expense incurred by the Contractor or any subcontractor, even if such work was done or such expense was incurred in good faith, if it occurs prior to the Contract start date set by the County.

This contract is for use only by the County, including departments, agencies, or courts of the County of Ottawa.

Kristi Hanson I'm not sure what the team thinks about signing an agreement for 5 years. I will defer to the team on this.

No response from team provided, updated to three years

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Section 6: RFP Terms and Conditions

By submitting a response, vendors confirm that they have read and will comply with the solicitation and all specified RFP terms and conditions listed below.

Cancellation of RFP:

The County may, at its discretion and if in the best interest of the County, cancel any proposal or request for proposal or other solicitation in whole or in part. The RFP Administrator will notify vendors of any cancellation.

Confidentiality:

All responses in entirety, produced by the Proposer, that are submitted to the County will become property of the County and may be considered public information under applicable law. Michigan FOIA requires the disclosure, upon request, of all public records; therefore, confidentiality of information submitted in response to this RFP is not assured. For further information concerning confidential and/or proprietary information, please see Section 1.

Incurred Expenses:

The County will not be responsible for any costs or expenses incurred by the proposers in preparing and submitting a proposal or costs associated with meetings and evaluations of proposals prior to the execution of a contract. This includes any legal fees for work performed or representation by the proposer’s legal counsel during any and all phases of the RFP process, any appeal or administrative review process, and prior to County Board approval of a contract.

Independent Contractor:

The awarded vendor will perform all work and services described herein as an independent contractor and not as an officer, agent, servant, or employee of Ottawa County. The vendor will have exclusive control of and the exclusive right to control the details of the services and work performed hereunder and all persons performing the same and will be solely responsible for the acts and omissions of its officers, agents, employees, contractors, and subcontractors, if any. No person performing any of the work or services described hereunder will be considered an officer, agent, servant, or employee of the County nor will any such person be entitled to any benefits available or granted to employees of the County.

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Laws:

This RFP and subsequent contract will be governed by and construed in accordance with the laws of the State of Michigan, and any service or product herein will so comply. All persons providing goods and/or services to Ottawa County will comply with all applicable local, State and Federal laws, rules and regulations specifically including, but not limited to, State of Michigan Executive Orders.

Ownership of Data:

The vendor agrees that all information and/or documents provided by the County, any and all documents, reports, notes, other data, and/or any other materials prepared, collected, created, and/or used by the vendor, its assigned employees, and/or subcontractors, in the performance of services pursuant to any contract resulting from this RFP or all mutually agreed upon modifications to the contract, shall be and will remain the property of the County, whether delivered to the County or not. Unless otherwise provided herein, all aforementioned data will be delivered to the County or its designee upon completion of any work performed or at such other times as the County or its designee may request. Moreover, the vendor agrees to keep all of the aforementioned data for a period of at least 3 years after the completion of the project set forth in any contract resulting from this RFP and all mutually agreed upon modifications to the project.

Proposal Acceptance, Rejection, and Withdrawal:

The County also reserves the right to accept or reject any and all proposals submitted if in the best interest of the County.

The County reserves the right to negotiate with the Proposer(s) for any service/product set forth within the scope of the RFP, as well as any additional service/product that the Proposer(s) provides, and the County determines it may wish to contract for. The County further reserves the right to award the contract to more than one Contractor, if in the best interest of the County to provide adequate delivery, services, and/or product availability. The County may request and require clarification at any time during the procurement process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of a proposal and/or to determine a proposer’s compliance with the requirements of the solicitation.

The County reserves the right to waive minor irregularities in proposals. Minor irregularities are defined as those that have no adverse effect on the outcome of the selection process by giving a Vendor an advantage or benefit not afforded to other Vendors. The County may waive any requirements that are not material.

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The County reserves the right to reject any or all proposals, or any part thereof; and to waive any minor defects in the proposals if this is to the advantage of the County.

The County’s waiver of a minor defect will in no way modify the RFP document or excuse the vendor from full compliance with its specifications if the vendor is awarded the contract. The County reserves the right to allow separate contracts on any aspect of the work set forth in the RFP.

After the proposal deadline, proposals may not be withdrawn without the written consent of the County after submission deadline. Proposals must be firm and may not be withdrawn for a minimum period of 90 calendar days after the RFP deadline.

Any fees proposed are considered firm and cannot be altered.

Retained Rights:

The County reserves the right to use ideas presented in reply to this process notwithstanding selection and rejection of proposals and/or bids. The County reserves the right to make changes to cancel and/or withdraw this request at any time.

Subcontracts:

The awarded vendor agrees that it will not assign or subcontract any rights or obligations under a contract that results from this RFP process without the County’s prior written approval.

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Section 7: General Terms and Conditions

By submitting a response, the Vendors confirm that they have read and will comply with all the general terms and conditions listed below, as well as all other terms and conditions set forth in this Request for Proposal.

Conflict of Interest:

Contractor agrees that he/she/it: (1) has no interest (including financial benefit, commission, finder’s fee, or any other remuneration) and shall not acquire any interest, either direct or indirect, that would conflict in any manner or degree with the performance of the Contractor’s services, or (2) benefit from an award resulting in a “Conflict of Interest,” including holding or retaining membership or employment on a board, elected office, department, division or bureau, or committee sanctioned by and/or governed by the County.

Gifts/Gratuities:

Elected Officials, Department Heads, and/or County Employees will not be offered or entitled to earn or receive personal gifts, gratuities, credits or other benefits of economic value by reason of their official business.

Advertisement:

Proposer shall not advertise, issue a press release or otherwise publish information concerning this RFP or contract without prior written consent of the County.

Debarment and Suspension:

Contractor certifies to the best of his/her/its knowledge and belief, that neither it nor any of its principals, owners, officers, shareholders, key employees, directors and member partners: (1) are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; (2) have, within a three-year period preceding this proposal, been convicted of 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) transaction or contract under a public transaction; (3) are presently indicted for or otherwise criminally charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated above; and, (4) have, within a three-year period preceding this proposal, had one or more public transactions (Federal, State or local) terminated for cause or default.

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Breach:

If Vendor breaches the resulting contract, after the designated Cure Period, if any, the County may do one or more of the following: (A) Exercise any remedy provided by law and/or equity and/or by the applicable contract; (B) Terminate the resulting contract and any related contracts or portions thereof; (C) Impose liquidated and other damages; or (D) Suspend vendor from receiving future solicitations.

Equal Employment and Opportunity:

Every contract or purchase order issued by the County shall adhere to all applicable federal, state, and local laws, ordinances, rules, and regulations prohibiting discrimination, and all other federal, state and local fair employment practices and equal opportunity laws and covenants, including, but not limited to, the following:

a) The Elliott-Larson Civil Rights Act, 1976 PA 453, as amended.

b) The Persons with Disabilities Civil Rights Act, 1976 PA 220, as amended.

c) The Americans with Disabilities Act of 1990, 42 USCA Section 12101 et seq., as amended, and the regulation promulgated thereunder.

d) Section 504 of the Rehabilitation Act of 1973, P.L. 93-112, 87 Stat. 355, 29 USCA Section 794, and regulations promulgated thereunder.

e) The Age Discrimination in Employment Act of 1967, 29 USCA Section 621, et.

seq., as amended, and regulations promulgated thereunder.

Force Majeure:

Both parties to the contract resulting from the RFP process will not be held responsible for delay or default caused by fire, flood, civil disobedience, court order, labor dispute, acts of God and/or was which is beyond that party’s reasonable control. If either party is unable wholly or in part to carry out its obligations under any resulting contract, then such party will give notice and full particulars of Force Majeure in writing to the other party within a reasonable time after occurrence of the event. Such non-performance will not constitute grounds for breach.

Indemnification:

Contractor agrees to indemnify, defend, and hold harmless the County and its officials, officers, employees, volunteers, and agents from and against any and all liability, claims, judgments, losses, damages, payments, costs and expenses, including attorney’s fees, arising out of or in any way related to Contractor’s performance of services under this Contract, including, but not limited to, any and

RFP 25-073 18 | P a g e all liability resulting from or arising out of intentional, reckless, or negligent acts or omissions of the Contractor, its employees, agents or subcontractors.

Insurance:

Contractor agrees to provide proof of the following insurance coverages, where applicable: Workers’ Compensation; Employers’ Liability; Commercial General Liability; Umbrella/Excess Liability; Automobile; Professional Liability; and Privacy and Security Liability (Cyber Security). Coverage limits are to be statutory and, if no statute applies, are to be at least $1,000,000 per occurrence or claim and $2,000,000 aggregate except Umbrella/Excess Liability coverage limits shall be at least $5,000,000 for each occurrence or accident, products-completed operations aggregate, and general aggregate. The Contractor further agrees to comply with all other requirements for insurance set forth in the applicable contract and/or any of its exhibits, references, etc., including, but not limited to, adding the County of Ottawa as an Additional Insured on Commercial General Liability, Umbrella/Excess Liability, and Privacy and Security Liability (Cyber Security) insurance, on a primary and non-contributory basis.

Michigan Economic Sanctions Act, 2012 (“Iran-Linked Business”):

Contractor certifies, under civil penalty for false certification, that it is fully eligible to do so under law and that it is not an “Iran-Linked Business,” as defined in the Michigan Economic Sanctions Act, 2012 P.A. 517, MCL 129.311, et. seq.

Material Safety Data Sheets:

All County purchases require a Material Safety Data Sheet (MSDS) where applicable in compliance with MIOSHA “Right to Know” Law. Vendor will forward all relevant Material Safety Data Sheets to the designated County Representative upon request.

Payment Terms:

Payment terms will be Net 30 unless otherwise mutually agreed upon in writing by all parties.

Right to Audit:

The Vendor will maintain such financial records and other records as may be prescribed by Ottawa County or by applicable federal and state laws, rules, and regulations. The Vendor will retain these records for a minimum period of three years after final payment, or until they are audited by the County of Ottawa, whichever event occurs first. These records will be made available during the term of the contract and the subsequent three-year period for examination, transcription, and audit by Ottawa County, its designees or other authorized bodies.

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Safety:

The Contractor shall at all times observe and comply with all federal, state, local and County facility laws, ordinances, rules, and regulations that may in any manner affect the safety and the conduct of the work. The Contractor shall indemnify and hold the County harmless against any claim or liability arising from the violation of any such provisions.

Tax Exempt Entity:

The County is exempt from Federal Excise and State Sales Tax. Do not include such taxes in the proposal. The County will furnish the successful proposer with tax exemption certificate when requested.

Warranty:

Vendor warrants that the goods and/or services supplied will be good workmanship and material, free from defects, and if the intended use thereof is known to the seller, that they are suitable for the intended use. Awarded vendor will transfer all applicable manufacturer warranties to the County and agrees to coordinate all claims on the County’s behalf.