24062 Enviromental Health and Safety, Compliance & Work Place Training Services (Final).pdf

Stafford County Procurement 1300 Courthouse Road P.O. Box 339 Stafford, Virginia 22555-0339

Request for Proposal (RFP)

RFP NUMBER 24062

TITLE ENVIROMENTAL HEALTH AND SAFETY, COMPLIANCE &

WORK PLACE TRAINING SERVICES

ISSUE DATE DECEMBER 14, 2023

PROCUREMENT

CONTACT:

CINDY JOY

EMAIL ADDRESS PROCUREMENT@STAFFORDCOUNTYVA.GOV

PHONE 540-658-8611

SOLICITATION

DUE DATE

Sealed Proposals Will Be Received Until January 25, 2024 @ 11:00 A.M., (Eastern Standard Time (EST), For Providing Environmental Health and Safety, Compliance & Work Place Training Services, As Described Herein. No late proposals will be accepted.

SERVICE(S)

LOCATION

Stafford County, Virginia

CONTRACT

TERM

Upon full execution through twelve (12) months. Contract may be renewed for four (4) successive one-year periods.

PROPOSAL

SUBMISSION

Electronic Submission. Proposals are to be submitted electronically, in the file format requested, via Electronic Virginia (eVA) website www.eVA.Virginia.gov. There is a 60MB size limit for each file. If you need assistance, please refer to the eVA site in advance of the submission deadline: https://eva.virginia.gov/get-help-customer-care-forms.html and/or call eVA Customer Care 1-866-289-7367.

INQUIRIES All inquiries for information should be directed to the Procurement contact above. All questions regarding the RFP must be received in writing on or before January 18, 2024 no later than 11:00 A.M. Emails are to be sent to procurement@staffordcountyva.gov. The subject line must include RFP 24062 and title or your question(s) may not be received and answered in a timely manner.

TERMS &

CONDITIONS

This solicitation is subject to the provisions of the Stafford County Request for Proposals (RFP) and any attachments, exhibits, revisions or amendments thereto, which are hereby incorporated into this RFP in their entirety. If not attached, a copy of these terms and conditions is available for review at the Procurement Office. Special Terms and Conditions and Specifications attached shall also be part of your proposal. The RFP Package is available at no charge on the Commonwealth of Virginia’s electronic procurement system, eVA. www.eva.virginia.gov. Please be observant of all RFP instructions and specifications.

By executing this RFP cover sheet, offeror acknowledges that they have read this RFP, understand it, and agree to be bound by its terms and conditions.

The undersigned offeror hereby offers and agrees to furnish all goods and services required by this RFP and certifies that all information it has provided in response to this RFP is true, correct, and complete.

OFFEROR INFORMATION

Name of firm: ___________________________________________________________________________ Date: ________________________

Address of firm: _________________________________________________________________________ ZIP: _________________________

By (signature): _________________________________________________________________________________________________________

Name (print): _______________________________________________ Title (print): ______________________________________________

Phone: ______________________________ Fax: _____________________________ Email address: ______________________________

In accordance with Virginia Code § 2.2-4343.1, as amended, Stafford County does not discriminate against faith-based organizations. The County does not discriminate against an offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law.

file://srvcoat01.stafford/CountyAttorney/JGE/Procurement/RFP-%20Health%20Insurance/www.eVA.Virginia.gov https://eva.virginia.gov/get-help-customer-care-forms.html mailto:procurement@staffordcountyva.gov

Table of Contents

1. PURPOSE

2. SCOPE OF SERVICES\MINIMUM QUALIFICATIONS

3. OFFEROR’S INSTRUCTIONS

4. BASIS FOR AWARD

5. GENERAL CONDITIONS

NOTE TO PROSPECTIVE OFFERORS:

• By submitting a proposal, the offeror:

o Agrees to abide by all conditions of this Request for Proposal (RFP) and certifies that the offeror is authorized to sign this proposal;

o Certifies that the accompanying proposal is not the result of, or affected by, any unlawful act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud punishable under Virginia Code § 18.2-498.1, et seq. Furthermore, the offeror understands that fraud and unlawful collusion are crimes under the Virginia Governmental Frauds Act, the Virginia Government Bid Rigging Act, the Virginia Antitrust Act, and Federal Law, and can result in fines, prison sentences, and civil damage awards; and o Certifies that the accompanying proposal is in compliance with applicable provisions of the State and Local Government Conflict of Interests Act (Virginia Code § 2.2-3100, et seq.). Specifically, without limitation, no County employee or a member of the employee’s immediate family shall have a proscribed personal interest in a contract; and that the accompanying proposal is in accordance with applicable provisions of the Virginia Public Procurement Act, Art. 6 Ethics in Public Contracting (Virginia Code § 2.2-4367, et seq.), and any other applicable law as set forth therein.

• Please note the meaning of the following terms as used in this RFP:

The term “offeror” as referenced in this solicitation refers to the individual or firm preparing and submitting a proposal in response to this Request for Proposals. The term “Vendor,” “Contractor,” or “contractor” refers to an individual or firm that has entered into an agreement to provide goods or services to Stafford County, Virginia, its officers, employees and agents (the “County”). In addition, it also refers to a firm who, when awarded the contract, will be responsible for the good and services required, as a result of this solicitation.

RFP #24062 Page 3 of 15

1. PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified offerors to provide a training in-person and virtually to meet environmental health and safety, compliance and work place training along with technical training within the water and wastewater industry for the Stafford County Department of Utilities (“Department”). The County intends for this RFP to result in a single contract with a qualified vendor (Contractor) to provide Training Services in accordance with the terms, conditions, and specifications of this RFP and resulting contract, if awarded

2. PRE-PROPOSAL CONFERENCE: A NON-mandatory pre-proposal conference will be held on January 11, 2024 at 1:00p.m. via a WebEx Conference. Attendees requiring special services are asked to provide their requirements to the Stafford County Procurement Office at (540) 658-8610 or email procurement@staffordcountyva.gov . Please allow two (2) working days in advance of the event to make the necessary arrangements.

Join link:

https://scva-gov.webex.com/scva-gov/j.php?MTID=ma766685e2b6fd8f722d7b68718019e59

Join by phone +1-415-655-0001 US Toll

3. SCOPE OF SERVICES\MINIMUM QUALIFICATIONS

3.1. Background:

The Stafford County Department of Utilities (Department), under the direction of the Stafford County Board of Supervisors, has provided public water and sewer services to many Stafford County residents for four decades. During that time, the service area population and demand for services have more than quadrupled and continue to grow. The public utility customer base is currently increasing at an annual rate of 5%. The Utility provides services to over 25,000 residential customers and more than 700 non-residential customers. It operates as an enterprise fund that is separate from the County’s General Fund and is funded solely by the revenues received from its customers.

The Department is responsible for maintaining and operating the water distribution and wastewater collection systems within the County limits. The Department operates two (2) water plants, two (2) wastewater plants, over ninety (90) wastewater pump stations, sixteen (16) water booster stations, twelve (12) water tanks, 717 miles of water distribution lines and 546 miles of sanitary sewer collection mains.

Maintenance and customer service of this infrastructure is critical to the mission of the Department. In order to provide twenty-four (24) hour, seven (7) days a week, three hundred sixty-five (365) days a year operation, customer service is essential for notifications of maintenance activities. The Department’s staff handle normal operational, working-hour service inquiries, from 8:00 AM to 4:30 PM, Monday through Friday, with the exception of County holidays.

3.2. Environmental Health and Safety Training Program

The Department works under various Federal, State, and local laws and regulations mandating or recommending for specific personnel to be adequately trained in various areas. Instructional services are being sought with providers to train employees on a needed basis; based on their position, level of exposure to environmental concerns, and work environment. The need for an online virtual and hands mailto:procurement@staffordcountyva.gov https://scva-gov.webex.com/scva-gov/j.php?MTID=ma766685e2b6fd8f722d7b68718019e59

RFP #24062 Page 4 of 15 on training (on-site or off-site) is needed to meet certain aspects of the regulations, statues, laws, rules and regulations or guidelines. The requirements for the training professional to be licensed and/or certified to provide specific training, if applicable.

3.3. Health and Safety Training Programs to be Offered

The listed trainings below shall be the minimum program offerings offered by the selected Vendor.

Classes may need to be broken into general awareness, work and supervisor training based on the regulations from the governing agency. Knowledge presented in each subject area, shall be presented by a trainer (in-person or virtual) that has the credentials and experience in working with Public Works / Utilities staff.

Competencies may be consolidated as needed and/or where the Vendor has shown synergy (cooperative interaction where different participants contribute to common goals) between multiple programs. The consolidated programs will be considered to meet the requirements, when the entire required program material is presented to the student (47 items):

A. OSHA 10 (for Construction and General Industry) B. OSHA 30 (for Construction and General Industry) C. FEMA ICS Emergency Management D. Confined Space E. Electrical Safety (for electrical and non-electrical workers) F. Excavations & Trenches G. Lock-Out / Tag Out H. Materials Handling I. Forklift J. Crane Rigging & Inspection K. Defensive Driving L. Commercial Driver’s License (CDL) approved in Virginia (classroom portion) M. Water & Boat Safety N. Pressure Vessels O. Fire Extinguisher Training P. Walking-Working Surface Safety Q. Severe Weather Safety R. Heat / Cold Safety S. Fall Protection T. Machine Guarding U. Power & Hand Tool Safety V. Hot Work (Welding, Cutting, Brazing) Safety W. Wildlife Hazards X. Waterborne Pathogens Y. Infectious Disease Z. Hazard Communication AA. Asbestos BB. Mercury CC. Silica Training DD. Hydrogen Sulfide EE. Ammonia FF. Lead Safety GG. Pesticides HH. Respiratory Protection II. Hearing Conservation JJ. Eye & Face Protection

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KK. Substance Abuse & Addiction LL. Substance Abuse Reasonable Suspicion MM. Mental Health First Aid NN. Workplace Violence / Active Shooter / De-escalation OO. Ergonomic Hazards PP. First Aide / CPR / AED QQ. Construction Safety RR. Confined Space Entry SS. Spill Prevention and Response TT. Mold Awareness UU. Virginia Work Zone (Basic, Intermediate and Advanced)

3.4. Technical Training / Professional Development Program

The Department has a number of different water-related trades from professional to trade workers to keep the utility operating. Keeping up with technical training from changing regulations and guidelines to learning new skills to stay current in the changing landscape of service providers, is essential to having a strong workforce. Technical training would be as-needed as needed basis to provide new skills, refresh skills as needed and to understand the latest trends in the water industry.

The Vendor may team with other parties (ie. AWWA, and WEF) to have this incorporated into their system. This may be through pre-negotiated rates and agreements or other training portals. All training from subcontractors shall be through the selected portal of the awarded Vendor.

3.5. Technical Training / Professional Development Program to be Offered:

The Department is interested in other trainings to be offered for technical, workforce developmental and professional training. Courses offered should be portable and transferable when possible for other organizations. The types of additional trainings sought are listed below:

A. Leadership Classes for Supervisors to Executives B. Public Communication with Elected Officials C. USGBC LEED Certifications D. Sustainability E. Electrical & Instrumentation F. Water and Wastewater Operating Training Courses (Virginia – ABC Certification) G. Math Courses H. Hydraulics for Closed and Open systems I. NASSCO Certification for PACP, MACP, LACP, USOPP and ITCP J. AMPP (Association for Materials Protection and Performance) for coatings and K. cathodic protection L. Standards and Specifications, Practices as described by ASTM (American Society for

Testing and Materials), AWWA (American Water Works), NRWA (National Rural Water Association) and WEF (Water Environmental Federation)

M. Heavy equipment classroom training N. Pump and Motor (including gear box) repair, replacement, and maintenance O. Welding P. Compliance Q. Other trade skills or professional skills not specifically listed

3.6. Online Platform Training Requirements:

A. Vendor shall supply a cloud-based online training platform. Each employee shall have their own secure user account, progress dashboard and be able to see the classes and courses that

RFP #24062 Page 6 of 15 they have been assigned. The program shall also allow employees to sign up for additional training classes based on interests after approval from their Manager.

B. Due to the nature of the job functions, extra time should be interjected to the course work prior to time out of the program. This extra time is needed to accomplish daily regulatory tasks that are required.

C. A certificate and/or other recognition shall be provided to the employee, recognizing they have completed the course. The certificate shall be able to be downloaded, saved and printed (electronically or on paper).

D. Each Manager shall be able to have access to their own training platform but be able to see their team’s learning, progression and digital certificates. Managers shall be able to have functionality to add/subtract employees, assign training, provide reminders within the portal.

E. Each Manager shall be able to upload previously obtained and other outside training certificates from other sources to keep as part of the employee's records. Ensuring a complete record set of training for an individual is needed, along with removing the need for duplication of training.

F. The Vendor shall offer a platform to track employees' progress individually and by groups through a dashboard interface. The platform shall allow Managers to track the progress of an employee and provide guidance as needed to ensure the employee(s) are obtaining the certifications/training as they have been assigned.

G. The online platform should be able to monitor the amount of time that each employee has spent with the system, broken down to daily minutes. A reporting feature should be within the platform to allow the Manager to monitor the length of time for the course.

H. The online portal shall be able to send calendar invites for online courses that are done in person to an employee for a reminder.

I. The online portal shall be compatible with all mobile devices, so employees can learn wherever they are.

J. The online portal shall have the option to communicate with different languages (primary English and Spanish) for staff to learn and work with.

K. The online portal shall be kept up to date with videos, animation, etc., to present the current data knowledge.

L. The online training shall have testing or assessment mechanisms in place to gauge the user’s knowledge of the content as they move along through each course.

M. The online platform should be able to accept and transmit data through an API (Automatic Protocol Interface) to a CMMS (Computer Based Management System) (yet to be named – currently under development) and Cornerstone OnDemand Platform.

N. It is preferred if the Vendor can integrate in some way their online platform can offer at no charge an open API for the integration into Cornerstone OnDemand and/or other Stafford County programs at no additional charge to the County. The integration shall be limited to the assignment of courses by Managers for employees and tracking of completed courses for the employees and managers of completed course work. The integration may be limited to links to the Vendors site to a full-on integration of software. The Contractor shall be provided additional bonding and security protocol requests if integration occurs.

O. A 24-7 help hotline shall be available to all staff to assist in matters with the platform from user/password issues to program issues/certificate information.

P. A Manager’s quick help guide shall be available to assist in the location of documentation and user information. The program shall also be able to allow the Manager to reset user passwords and/or make a request for completion within 1 hour of the following hours (6 am to 9 pm, EST).

RFP #24062 Page 7 of 15

3.7. In-Person Platform Training Requirements

A. The Vendor shall be able to hold classes past normal business operating hours of 6:00 am –

6:00 pm. As staff works shift work, additional classes date and times will be required to assist in staff training. Classes shall have ample time for completion with time limits being reasonable to accommodate other mandatory work that has to be completed. Classes shall be repetitive enough in nature, usually taking three (3) to four (4) weeks to encompass all staff for attendance.

B. The Utilities Department has onsite available for on-site training at the following locations:

1. Aquia Wastewater Treatment Plant 76 Coal Landing Rd, Stafford, VA 22555

2. Field, Facilities & 3R 73, 76 & 79 Coal Landing Rd, Stafford, VA 22555

3. Hospital Water Tank

295 Old Potomac Church Rd, Stafford, VA 2554

4. Lake Mooney Water Treatment Plant 500 Greenbank Rd, Fredericksburg, VA 22406

5. Little Falls Wastewater Treatment Plant

952 Kings Hwy, Fredericksburg, VA 22405

6. Smith Lake Water Treatment Facility 360 Doc Stone Rd, Stafford, VA 22556

7. Stafford County Administration Building

1300 Courthouse Rd, Stafford, VA 22554

8. Stafford County Capital Construction Division 2128 Richmond Highway, Stafford, VA 22554

9. Stafford County Public Safety Center

1225 Courthouse Rd, Stafford, VA 22554

10. Stafford County Public Schools Community Center 29 Stafford Ave, Stafford, VA 22554

11. Stafford County Rowser Complex

1739 Richmond Highway, Stafford, VA 25554

12. Stafford County Utilities Department Administration 71 Coal Landing Road, Stafford, VA 22555

C. In-person training may be postponed, delayed and or canceled due to low attendance, unexpected emergencies or weather events. The Vendor shall provide guidance on how they would handle these situations and the notification period required by the Department.

D. The in-person class shall be taught by an individual who currently holds the certification, specialty, license or other training that makes them a specialist in their field.

RFP #24062 Page 8 of 15

E. The class should include instructional and hands-on training to ensure concepts and material are grasped. Class sizes of 3 to 30 individuals at a time, depending on schedule, individuals of the course's curriculum. The Vendor will work with the Department to determine the best class size and dates/times that work with schedules.

F. The Vendor shall have a sign-in sheet of the individuals for the training, that will then will be provided to the Department within 72 hours of the completion of the training. If more than 30% of the class participants are a no show, then the Vendor shall immediately contact the Department to determine the status of the individuals whom are supposed to be in the training class.

G. The Vendor shall provide all necessary instructional material and testing supplies to the class for participants.

H. The Vendor may utilize prescreened subcontractors for the on-site in-person training to supplement the virtual option. The Vendor assigned with the Contract will ultimately be responsible for the performance of any subcontractors.

I. Digital certificates of course completion along with the sign-in sheets shall be provided within five (5) business days to the Department.

3.7.10 The Vendor shall upload documentation into an online portal of the completed certificate for using an API to a CMMS (Computer Based Management System) (yet to be named – currently under development) and Cornerstone OnDemand Platform.

3.8. Employee Database and Retention of Records

A. The Contractor acknowledges that staff will be constantly changing. There is a need to add or remove employees regularly. Department Managers will need fluid access to the program to make changes.

B. The Contractor shall retain records on their system for no less than a period of 7 years from the date of contract expiration or termination. Documentation for the retention period may be a data file provided to the Department, in a format approved by the Department, for record keeping.

C. Records of employees that are not currently employed with the Department must still be maintain.

D. The Department will notify the Vendor of any changes in employee status within 10 business days of the addition/reduction of employees. The Vendor shall inform the Department of any changes to the prices as a result of the number of employees.

3.9. Schedule of Values

The Department currently has approximately 190 employees that will need various training. There are approximately 110 Trade Employees, and the remaining staff is professional. Within the professional staff, 50 Manager positions will need further access as previously described. Staffing for the Department will change based on the utilities need, and the Vendor’s offering shall change in time to support the Department. Upon agreement of a contract, a staff breakdown will be provided for the initial setup of the program.

Regularly, each Manager will need to modify their training requirements, with the addition/subtraction of employees and promotions. Record retention will be required for the duration of the contract for all employees. If an employee leaves and/or the contract is no longer in effect, the Vendor shall have records available for a period of up to 5 years in accordance with the Code of Virginia.

In the training costs provided, the Vendor shall incorporate all of their costs (including administration, subcontractor, travel, training materials, program costs, 24-7 support, etc.) into the proposal. Travel

RFP #24062 Page 9 of 15 costs shall be in accordance with the federal General Services Administration (GSA) per diem rates applicable to Stafford County. No separate fee structure for ancillary work shall be accepted.

4. OFFEROR’S INSTRUCTIONS

4a. SUBMISSION AND RECEIPT OF PROPOSALS. Unless otherwise specified in the solicitation, all proposals must include the cover sheet which has been signed by the individual authorized to bind the offeror.

Proposals will not be accepted via fax or email.

A. Electronic Submission. Proposals are to be submitted electronically, in the file format requested, via Electronic Virginia (eVA) website www.eVA.Virginia.gov. If an Offeror invokes any proprietary and\or confidential information in accordance with paragraph 5c., Proprietary Information, a redacted version of the Offeror’s proposal shall be uploaded and identified as “Redacted” and include a completed Attachment D, along with the Offeror’s full proposal response. There is a 60MB size limit for each file. If you need assistance, please refer to the eVA site in advance of the submission deadline: https://eva.virginia.gov/get-help-customer-care-forms.html and/or call eVA Customer Care 1-866-289-7367.

B. Proposal Package. Each offeror responding to this RFP must supply all the documentation required in the RFP. Failure to provide documentation with the Offeror’s response to the RFP may result in the disqualification of the Offeror’s proposal.

C. Accommodation. If you are an individual with a disability and require a reasonable accommodation, please notify the Procurement Office at (540) 658-5313, three working days prior to need.

4b. OFFEROR QUALIFICATIONS. Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. Any requirements listed herein are intended to describe qualifications, certifications and/or experience considered to be vital and should be used as guidelines for proposal submission. Firms or individuals not meeting specific requirements listed herein are encouraged to list and/or demonstrate alternate qualifications, certifications and/or experience for consideration.

4c. PROPOSAL FORMAT. In order to facilitate the analysis of responses to this RFP, offerors should prepare the proposal in accordance with the instructions outlined in this subsection and should structure the proposal so that it contains individual tabs/sections detailing proposed services.

A. Proposal Format. The Offeror must submit their proposal package in the following format: The proposal shall be separated into the following sections:

1. Required RFP Documents.

a. Introduction letter;

b. Signed RFP cover sheet;

c. Completed Attachment A-Virginia State Corporation Commission (SCC) Registration Information form;

d. Completed Attachment B- References;

e. Completed Attachment C- Small and Minority Business Enterprises form;

f. Completed Attachment D- Trade Secret and Proprietary Information Form;

g. Attachment E - (Sample of Contract for Services)

h. Signed addenda acknowledgement, if applicable.

The County may issue an addendum to modify or add to the terms of the RFP, or to change the time or date for submission. Any such addendum will be issued by the County and available on the County’s Procurement page at https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agency name=Stafford%20County Each Offeror is responsible to verify for itself if any addendum has been issued prior to submission of its proposal; the County is not responsible to notify Offerors of the issuance of file://srvcoat01.stafford/CountyAttorney/JGE/Procurement/RFP-%20Health%20Insurance/www.eVA.Virginia.gov https://eva.virginia.gov/get-help-customer-care-forms.html https://eva.virginia.gov/get-help-customer-care-forms.html https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=Stafford%20County https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp?status=Open&agencyname=Stafford%20County

RFP #24062 Page 10 of 15 an addendum. The requirements or clarifications contained in any addenda issued must be included in the proposals received.

Note: Attachment E-Sample Contract for Services does not need to be returned with proposal responses.

B. Offeror’s responses should be prepared as simply as possible with straightforward, concise descriptions of their capabilities to satisfy the requirements of this RFP. Expensive bindings, color displays, promotional materials, demo CDs, etc., are not needed. Emphasis should be concentrated on accuracy, completeness, and clarity of content. All information should be presented in a non-technical format to ensure understanding. All responses should be tailored specifically for the County.

C. The County encourages proposals that provide innovative alternatives to addressing the County’s existing needs as described in the solicitation. Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material.

D. The County is under no obligation to consider or negotiate information or documentation that is submitted not in compliance with the requirements herein or that is submitted by an offeror after the deadline for submission of the proposal identified on the RFP, the County may, in its sole discretion, consider and/or negotiate such submissions.

4d. PROPOSAL PERIOD. Proposals will remain valid for a period of one-hundred and twenty (120) calendar days after the date specified for receipt of proposals.

5. BASIS FOR AWARD

5a. COMPETITIVE NEGOTIATION. This RFP is being utilized for competitive negotiation. Under the competitive negotiation process, a contract may be awarded to the responsible offeror whose proposal is determined to be the most advantageous to the County, taking into consideration price and the evaluation factors set forth in the RFP. The County reserves the right to make multiple awards as a result of this solicitation.

5b. SELECTION COMMITTEE. A Selection Evaluation Committee (“Committee”) has been established to review and evaluate all proposals submitted in response to this RFP. The Committee shall conduct a preliminary evaluation of all proposals on the basis of the information provided with the proposal, and the evaluation criteria listed below. Based upon this review, the cost proposals of the highest rated offeror(s) will then be reviewed.

5c. CONTACT WITH SELECTION COMMITTEE. No offeror, including any of their representatives, subcontractors, affiliates and interested parties, shall contact any member of the Committee or any person involved in the evaluation of the proposals. Committee members will refer any and all calls related to this procurement to the Procurement Official named on the front of the RFP. Failure to comply with this directive may, at the sole discretion of the County, result in the disqualification of an offeror from the procurement process.

5d. PRESENTATIONS AND NEGOTIATION. Based on the results of the preliminary evaluation, the highest rated offeror(s) may be invited by the Director of Procurement, or designee, to make oral presentations to the Committee. This Committee will then conduct a final evaluation of the proposals.

Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors involved in the RFP, including price if so stated in the RFP. Negotiations shall then be conducted with each of the offerors so selected. After negotiations have been conducted with each offeror so selected, the County shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. Should the County determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The

RFP #24062 Page 11 of 15

Committee will make appropriate recommendations to the Procurement Office, prior to actual award of contract. Contract award is subject to the approval of the Stafford County Board of Supervisors.

5e. PROPOSAL EVALUATION CRITERIA. The following criteria will be utilized in the evaluation of proposal to be considered in the award of this contract. Individual criteria have been assigned a weight to reflect relative importance.

Criteria Weight

1. Ability to deliver services as outlined in the Scope of Services. 20%

2. Demonstrated qualifications and experience of assigned staff. 20%

3. Methodology and approached planned in proving the proposed services for Online / Virtual 15%

4. Methodology and approached planned in proving the proposed services for in-person. 15%

5. Variety of environmental health and professional courses as outlined in the RFP. 20%

5. Fees. 10%

Total 100%

5f. ON-SITE VISITS. The County reserves the right to make on-site visitations to assess the capabilities of individual offerors and to contact references provided with the proposal. The Director of Procurement, or designees, may arrange for discussions with firms submitting proposals, if required, for the purpose of obtaining additional information or clarification.

5g. REVIEW OF PROPOSALS.

A. Offerors are advised that, in the event of receipt of an adequate number of proposals, which, in the opinion of the Director of Procurement, or designee, require no clarifications and/or supplementary information, such proposals may be evaluated without further discussion. Consequently, offerors should provide complete, thorough proposals with the offerors most favorable terms. Should proposals require additional clarification and/or supplementary information, offerors should submit such additional material in a timely manner.

B. The County may cancel this RFP or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous.

6. GENERAL CONDITIONS

6a. INSURANCE REQUIREMENTS. In addition to any other forms of insurance or bonds required in the RFP, the contractor shall provide and maintain the following insurance:

A. Workers’ Compensation and Employer’s Liability: Workers’ Compensation insurance in accordance with statutory requirements, and Employer's Liability insurance in limits of not less than $500,000 (each employee) or a maximum limit of $1,000,000, to protect the contractor from

RFP #24062 Page 12 of 15 any liability or damages for any injuries (including death and disability) to any and all of its employees, including any and all liability or damage which may arise by virtue of any statute or law in force within the Commonwealth of Virginia.

B. Automobile Liability: A minimum of $2,000,000 combined single limit for each occurrence for property damage liability and bodily injury liability including death in Automobile Liability coverage. The policy shall cover all persons involved, at any time, and arising out of the ownership, maintenance, or use of owned, non-owned, borrowed, leased, rented, or hired automobiles. In addition, all mobile equipment used by the contractor in connection with the contracted work, will be insured under a standard Automobile Liability policy. The Garage Keeper’s Liability coverage shall also be maintained where appropriate.

C. Comprehensive General Liability: Comprehensive General Liability insurance at a minimum $1,000,000 per occurrence, written on an occurrence basis, including ongoing and completed operations; contractual liability; and $2,000,000 general aggregate. In addition, Comprehensive General Liability policy shall include a per project aggregate endorsement. Completed project aggregate endorsement shall continue in force for three years following completion of the contract.

D. Contractor providing Information Technology (IT) services shall also provide and maintain the following insurance:

1. Cyber Liability: In additional to Professional Liability, Errors and Omissions insurance coverage listed in subsection (1) immediately above, any contractor providing cloud-based IT services and solutions contracts must also provide coverage for Cyber Liability Coverage to assist in data loss or security breach in the amount of $3,000,000 per occurrence.

E. Additional insurance provisions that apply to all contracts include:

1. Additional Insured: The Stafford County Board of Supervisors, its officers, employees, agents, and volunteers shall be named as Additional Insured on the Automobile and Comprehensive General Liability coverage listed above, and it shall be stated on the insurance certificate that this coverage “is primary and non-contributory to all other coverage the County may possess.”

2. Liability Insurance “Claims Made” basis: If the liability insurance purchased by the contractor has been issued on a “claims made” basis, the contractor must comply with the following additional conditions. The limit of liability and the extensions to be included as described previously in these provisions, remain the same. The contractor must either:

a. Agree to provide certificates of insurance evidencing the above coverage for a period of two years after final payment for the contract. This certificate shall evidence a “retroactive date” no later than the beginning of the contractor’s or sub contractor’s work under the contract, or

b. Purchase the extended reporting period endorsement for the policy or policies in force during the term of the contract and evidence the purchase of this extended reporting period endorsement by means of a certificate of insurance or a copy of the endorsement itself.

3. Excess or Umbrella Liability Policy: Liability insurance may be arranged by Comprehensive General Liability and Automobile Liability policies for the full limits required, or by a combination of underlying liability policies for lesser limits with the remaining limits provided by an Excess or Umbrella Liability policy.

4. Contractor shall provide shall provide thirty days (30) notice of cancellation of any insurance policy. Each of the policies shall include a waiver of subrogation against Stafford County, its officers, employees, agents and volunteers.

5. The insurance specified herein shall be with an insurance company acceptable to the parties hereto and licensed to do business in the Commonwealth of Virginia. All insurance must be obtained before any work is commenced and kept in effect until its completion. If any of the work is sublet, similar insurance shall be obtained by or on behalf of the subcontractor to cover their operation.

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6. Current insurance certificates documenting compliance with these coverage requirements shall be provided to the Contract Officer prior to the award of the contract.

6b. COOPERATIVE PROCUREMENT. This procurement is being conducted by the County in accordance with the provisions of Virginia Code § 2.2-4304, as amended. If agreed to by the contractor, other public bodies may utilize this contract, except for (1) contracts for architectural and engineering services; or, (2) construction contracts. The contractor shall deal directly with any public body it authorizes to use the contract. The County, its officials and staff are not responsible for placement of orders, invoicing, payments, contractual disputes, or any other transactions between the contractor and any other public bodies, and in no event shall the County, its officials or staff be responsible for any costs, damages or injury resulting to any party from use of a Stafford County contract. The County assumes no responsibility for any notification of the availability of the contract for use by other public bodies, but the Contractor may conduct such notification.

6c. PROPRIETARY INFORMATION. All proceedings, records, contracts and other public records relating to procurement transactions shall be open to the inspection of any citizen, or any interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act, Virginia Code § 2.2-3700 et seq., except as provided below:

A. Cost estimates relating to a proposed procurement transaction prepared by or for a public body shall not be open to public inspection.

B. Any competitive negotiation offeror, upon request, shall be afforded the opportunity to inspect proposal records within a reasonable time after the evaluation and negotiations of proposals are completed but prior to award, except in the event that the public body decides not to accept any of the proposals and to reopen the contract. Otherwise, proposal records shall be open to public inspection only after award of the contract.

C. The County reserves the right to impose restrictions over the inspection of procurement transaction records to ensure the security and integrity of the records.

D. Trade secrets or proprietary information submitted by an offeror in connection with a procurement transaction shall not be subject to the Virginia Freedom of Information Act (§ 2.2- 3700 et seq.) if the offeror has (i) invoked the protections of this section prior to or upon submission of the data or other materials, (ii) identified the data or other materials to be protected, and (iii) stated the reasons why protection is necessary. An offeror shall not designate as trade secrets or proprietary information (a) an entire proposal; (b) any portion of a proposal that does not contain trade secrets or proprietary information; or (c) line item prices or total proposal prices.

6d. INVOICES. Invoices for goods and services ordered and delivered shall be submitted by the contractor to the remittance address shown on the purchase order. All invoices shall show the contract number, description of the goods and services, and contract price as applicable. The County’s obligation to pay amounts due under the contract shall be contingent upon receipt of invoices in sufficient detail to permit identification of the goods and services.

6e. CHANGES.

A. The County may, at any time, by written order, require changes in the services to be performed by the contractor. If such changes cause an increase or decrease in the contractor’s cost of, or time required for, performance of any services under this contract, an equitable adjustment shall be made and the contract shall be modified in writing accordingly. The County Director of Procurement, or designee, must approve all work that is beyond the scope of this RFP.

B. No services for which an additional cost or fee will be charged by the contractor shall be furnished without the prior written authorization of the County Director of Procurement, or designee.

6f. DELAYS AND SUSPENSIONS.

A. The County may direct the contractor, in writing, to suspend, delay, or interrupt all or any part of the work of this contract for the period of time deemed appropriate for the convenience of the County. The County will extend the contractor’s time of completion by a period of time that in the discretion of the County Director of Procurement, or designee, is reasonably suited for

RFP #24062 Page 14 of 15 completion of work. The County may further amend the contract by mutual agreement for any increase in the cost of performance of the contract (excluding profit) resulting solely from the delay or suspension of the contract. No adjustment shall be made under this clause for any delay or interruption resulting from any other cause, including the fault or negligence of the contractor.

B. If the County does not direct the contractor, in writing, to suspend, delay, or interrupt the contract, the contractor must give the County Director of Procurement, or designee, written notice if the County fails to provide data or services that are required for contract completion by the contractor. The County may extend the contractor's time of completion by a period of time that in the discretion of the County Director of Procurement, or designee, is reasonably suited for completion of work. The County may further amend the contract by mutual agreement for any increase in the cost of performance of the contract (excluding profit) resulting solely from the delay or suspension of the contract. No adjustment shall be made under this clause for any delay or interruption resulting from any other cause, including the fault or negligence of the contractor.

C. The contractor shall continue its work on other phases of the project or contract, if in the sole discretion of the County Director of Procurement, or designee, such work is not impacted by the County’s delay, suspension, or interruption. All changes to the work plan or project milestones shall be reflected in writing as a contract amendment.

6g. QUALITY EXPECTATION STATEMENT. The County, through its quality initiative, is a recognized leader in providing quality goods and services at the most effective cost possible. Therefore, the County fully expects, requires, and shall hold the contractor and its agents, employees, representatives, and subcontractors, responsible for, and accountable to, the highest quality standards of professional workmanship, goods and services. In the spirit of the County’s total quality improvement initiative, the contractor shall be expected to perform or provide goods and services with a target of “zero defects – zero rework.”

6b. SMALL, WOMEN-OWNED, AND MINORITY-OWNED BUSINESS USE. The County strongly encourages increasing opportunity for use of small or minority businesses in all aspects of procurement to the maximum extent feasible. Where it is practicable for any portion of the awarded contract to be subcontracted to other suppliers, the contractor is encouraged to offer such subcontracting opportunities to small, women, and minority businesses.

6h. DELIVERY FOB DESTINATION. Any goods provided pursuant to this RFP shall be delivered FOB Destination to the County using department, at the time and place specified in the contract documents.

Unless otherwise specified in the solicitation each case, container, package, etc., delivered under the contract must be plainly marked, stating the contractor's name, purchase order number, and delivery address as indicated in the order. No deliveries will be accepted on Saturdays, Sundays and holidays, unless previous arrangements have been made.

6i. SAFETY.

A. The contractor, its employees and subcontractors shall comply with all current applicable local, state and federal policies, regulations and standards relating to occupational health and safety, including, by way of illustration and not limitation, the standards of the Virginia Occupational Safety and Health (VOSH) Compliance Program administered by the Virginia Department of Labor and Industry (DOLI). The provisions of all rules and regulations governing safety as adopted by the Safety Codes Commission of the Commonwealth of Virginia and issued by DOLI under Title 40.1 of the Code of Virginia shall apply to all work under the contract. The contractor shall provide, or cause to be provided, all technical expertise, qualified personnel, equipment, tools and material to safely accomplish the work specified and performed by the contractor.

B. The contractor shall provide a supervisor at each job site who is competent, qualified, and authorized on the worksite, and who is familiar with policies, regulations and standards applicable to the work being performed. The supervisor shall be capable of identifying existing and predictable hazards in the surroundings or working conditions which are hazardous or dangerous to employees or the public, and shall be capable of ensuring compliance with all applicable safety and health regulations, and shall have the authority and responsibility to take

RFP #24062 Page 15 of 15 prompt corrective measures, which may include removal of the contractor’s employees from the work site.

C. Any activities of the contractor determined to be hazardous by the County, shall be immediately discontinued by the contractor upon receipt of either a written or verbal notice from the County to discontinue such activities.

D. If requested by the County Department Director, the contractor shall provide a written health and safety plan for the project or services prior to proceeding with work.

6j. TAXES. The County is exempt from payment of Federal Excise Tax and State and Local Sales and Use Tax on all tangible personal property purchased or leased by the County for its use or consumption.

Tax exemption certification will be furnished upon request. Contractors are not exempt from paying taxes on these materials and supplies, as they are considered to be a cost of doing business and should be considered in pricing when preparing a proposal.

6k. OFFICIALS NOT TO BENEFIT. Each offeror shall certify, upon signing the proposal, that to the best of their knowledge no County official or employee having official procurement responsibility as provided in Article 6 of the Virginia Public Procurement Act, Virginia Code § 2.2-43-67 et seq., as amended, and the Stafford County Procurement Policy, or member of their immediate family, has received or will receive any financial benefit of more than nominal or minimal value relating to the award of this contract. If such a benefit has been received or will be received, this fact shall be disclosed with the proposal or as soon thereafter as it appears that such a benefit will be received. Failure to disclose the information prescribed above may result in suspension or debarment, or rescission of the contract, or could affect payment pursuant to the terms of the contract.

6l. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH. An offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 of the Code of Virginia shall include in its proposal the identification number issued to it by the State Corporation Commission. Any offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law shall include in its proposal a statement describing why the offeror is not required to be so authorized. Any offeror described herein that fails to provide the required information shall not receive an award unless a waiver of this requirement and the administrative policies and procedures established to implement this paragraph is granted by the County Administrator (https://cisiweb.scc.virginia.gov/z_container.aspx).

6m. W-9 FORM. In the event of a contract award, this information is required in order to issue purchase orders and payments to the offeror.