Solicitation- CW26064 Online Surplus Auction Services.pdf

OKLAHOMA COUNTY

ON BEHALF OF OKLAHOMA COUNTY

CW26064 ONLINE SURPLUS AUCTION SERVICES

SOLICITATION TYPE

(RFP) Request for Proposal

Solicitation Issue Date: October 10, 2025

Questions Due Date & Time: October 20, 2025, by 12:00PM CST

Bid Due Date & Time: November 3rd, 2025, by 8:30 AM CST

Contract Period: December 1,2025-November 30, 2026

***Bids are due November 3rd, 2025 by 8:30 AM. Bids will be opened at the next regularly Board of County Commissioners Meeting.***

Return Marked SEALED BID To:

Oklahoma County Purchasing Office

Attn: SEALED BID – CW26064 Online Surplus Auction Services

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: Lauren Adkison

Phone Number: 405.713.1485

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

OKLAHOMA COUNTY

NON-COLLUSION AFFIDAVIT FORM

REQUIRED FOR COMPETITIVE BID

Date: October 10, 2025

Bid/RFQ #: CW26064

Description: Online Surplus Auction 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 10, 2025

Bid/RFQ #: CW26064

Description: Online Surplus Auction 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 items 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 items 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 bidder 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 bidders 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 items 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.

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.

Oklahoma County Purchasing Office

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

Bid #________________________ Bid Due Date______Time_______

2. Where to Submit. Bids are to be mailed or submitted to the Oklahoma County Purchasing 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 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 REGULATIONS

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.

SECTION 3 SOLICITATION SPECIFICATION

CW26064

ONLINE SURPLUS AUCTION SERVICES

INTENT:

Oklahoma County Board of County Commissioners is seeking proposals from qualified vendors to provide On- Line Surplus Auction Services for Oklahoma County in accordance with the enclosed specifications.

It is the intent of this Request for Proposal (RFP) to obtain the services of a qualified firm to provide a comprehensive web-based online auction service for the purpose of selling surplus property for Oklahoma County.

The successful vendor for the auction will work directly with the requesting department to coordinate items to be sold on-line, payment and pickup of assets purchased.

All payments for items will be sent directly by the successful bidder to Oklahoma County for processing with a detailed report.

CONTRACT PERIOD:

December 1, 2025 through November 30, 2026

SCOPE OF SERVICE:

The successful vendor shall provide all labor, materials and supervision necessary to provide a program for online surplus auctions. Proposal should include the following:

Listed below are the general evaluation criteria:

A. Ability to dispose of surplus property to include but is not limited to:

• Office equipment, office furniture, office supplies, etc.

• Cars, trucks, heavy equipment and other vehicles

• Computers, monitors and printers

• Maintenance equipment and supplies

• Vehicle parts

• Miscellaneous specialized and unique items

• Law Enforcement surplus items

B. Ability to provide the technical components of the program including but not limited to:

• Hardware and software

• Technical support and installation

• Training in the use of the proposed system

• Troubleshooting and maintenance

• Customer Support

• Billing and Financial reporting

C. Bidders should show their ability to provide a turn-key solution that includes but is not limited to the ability to incorporate digital photography into the advertisements for individual items on its website and to guide prospective bidders through the entire survey, bidding, award of bid, payment, delivery and general information requirements of prospective bidders as well as a customer service function for the benefits of bidders.

D. Security means in place to eliminate bidder manipulation

E. Marketing Services

F. Reporting Options

G. Customer Service and support to Oklahoma County and prospective bidders

H. Minimum Bid Amounts

I. Listing Fee

J. Level of County assistance required by vendor

K. Bidders should provide a list of the number of other agencies, preferably governmental, which the bidder has currently and previously done business.

PROPOSAL RESPONSE:

Vendors shall submit a written proposal that present the vendors qualification and understanding of the work to be performed. Vendors are asked to be specific in presenting their qualifications. Your proposal should provide all the information considered pertinent to your qualifications.

All bidders are to present a list of three references with their bid proposal(s).

Requirements in this document are generalized and do not represent a comprehensive list. Proposers are encouraged to provide creative solutions and identify additional functionality and capabilities to assist the County in accomplishing its objectives.

PRICING:

Vendors are to propose, price per auction (listing fee), standard commission fee, any other fees that may be charged to the County, and advertising costs to generate interest.

ONLINE SURPLUS AUCTION SERVICES

QUOTATION FORM

ONLINE AUCTION SURPLUS SERVICES

CW26064

CONTRACT PERIOD: 12/01/2025 - 11/30/2026

Bid Opening , 2025 at 9:00AM (BOCC Meeting)

1. Ability to dispose of surplus property.

2. Ability to provide technical components.

3. Ability to provide turn-key solution.

4. Security in place to eliminate bidder manipulation.

5. Marketing Services.

6. Reporting Options.

7. Customer Service and Support for County and prospective bidders.

8. Minimum Bid Amount.

9. Listing Fee

10. Commission Fee

11. Additional Fees (Not Listed in bid)

12. Level of County assistance required by vendor:

VENDOR EXCEPTIONS:

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 October 20, 2025 by 12:00 P.M. Central Daylight Time on via fax or email. Send questions to:

Oklahoma County Central Purchasing

Attention: Lauren Adkison

Fax Number: 405.713.1485

Email: purchasing@oklahomacounty.org

NO BID RESPONSE

Oklahoma County is interested in the reason(s) why prospective Bidders fail to submit bids. If you are NOT submitting a bid in this proposal, please indicate the reason(s) by checking off one or more of the items listed below and return this form to us via email or postal mail.

1. ______ Unable to bid at this time but would like to receive future bid solicitations.

2. ______ Items or material not ____ manufactured, ____ distributed, ____ stocked, ____ furnished.

3. ______ Materials/items or service we have to offer do not fully meet all requirements specified.

4. ______ Multiplicity of delivery points.

5. ______ Delivery quantities are too large/small.

6. _______ We cannot meet the time of delivery of materials, items, or service required.

7. _______ Insufficient time allowed for preparation and submission of bid.

8. _______ Other - ___________________________________________________________

Company Name: ______________________________________________________________ Authorized Signature: ______________________________________________________________ Printed Name/Title: ______________________________________________________________ Date: __________________________________________________________________________

U.S. person

Form

(Rev. October 2018) Department of the Treasury Internal Revenue Service

Request for Taxpayer Identification Number and Certification

Go to www.irs.gov/FormW9 for instructions and the latest information.

Give Form to the requester. Do not send to the IRS.

1 Name (as shown on your income tax return). Name is required on this line; do not leave this line blank.

2 Business name/disregarded entity name, if different from above

3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the following seven boxes.

4 Exemptions (codes apply only to certain entities, not individuals; see instructions on page 3):

Individual/sole proprietor or single-member LLC

C Corporation S Corporation Partnership Trust/estate

Exempt payee code (if any)

Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership)

Note: Check the appropriate box in the line above for the tax classification of the single-member owner. Do not check LLC if the LLC is classified as a single-member LLC that is disregarded from the owner unless the owner of the LLC is another LLC that is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single-member LLC that is disregarded from the owner should check the appropriate box for the tax classification of its owner.

Other (see instructions)

Exemption from FATCA reporting code (if any)

(Applies to accounts maintained outside the U.S.)

5 Address (number, street, and apt. or suite no.) See instructions. Requester’s name and address (optional)

6 City, state, and ZIP code

7 List account number(s) here (optional)

Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN).

However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other – – entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later. or

Note: If the account is in more than one name, see the instructions for line 1. Also see What Name and Number To Give the Requester for guidelines on whose number to enter.

Part II Certification Under penalties of perjury, I certify that:

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and

2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and

3. I am a U.S. citizen or other U.S. person (defined below); and

4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later.

General Instructions Section references are to the Internal Revenue Code unless otherwise noted.

Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.irs.gov/FormW9.

Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) which may be your social security number (SSN), individual taxpayer identification number (ITIN), adoption taxpayer identification number (ATIN), or employer identification number (EIN), to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of information returns include, but are not limited to, the following.

• Form 1099-INT (interest earned or paid)

• Form 1099-DIV (dividends, including those from stocks or mutual funds)

• Form 1099-MISC (various types of income, prizes, awards, or gross proceeds)

• Form 1099-B (stock or mutual fund sales and certain other transactions by brokers)

• Form 1099-S (proceeds from real estate transactions)

• Form 1099-K (merchant card and third party network transactions)

• Form 1098 (home mortgage interest), 1098-E (student loan interest), 1098-T (tuition)

• Form 1099-C (canceled debt)

• Form 1099-A (acquisition or abandonment of secured property)

Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN.

If you do not return Form W-9 to the requester with a TIN, you might be subject to backup withholding. See What is backup withholding, later.

Employer identification number

P ri n t o r ty p e

S e e S p e c if ic

I n s tr u c ti o n s o n p a g e

W-9