844185calibArl.pdf

SPN No. 1502

ARLINGTON COUNTY, VIRGINIA

OFFICE OF THE PURCHASING AGENT

2100 CLARENDON BOULEVARD, SUITE 500

ARLINGTON, VA 22201

(703) 228-3410

SMALL PURCHASE NEGOTIATION (SPN) NO. 1502

ELECTRONIC BIDS WILL BE RECEIVED BY ARLINGTON COUNTY VIA PRISM+ UNTIL 4 P.M. ON THE 30

DAY OF SEPTEMBER 2026 FOR: THE PURCHASE OF ANNUAL FLOW METER CALIBRATION,

INSTALLATION, REPAIR AND REPLACEMENT

NO RESPONSES WILL BE ACCEPTED AFTER THE BID DUE DATE AND TIME.

VENDORS ARE REQUIRED TO REGISTER IN PRISM+, ARLINGTON COUNTY’S ePROCUREMENT SYSTEM, AS FOLLOWS:

NEW VENDORS ARE REQUIRED TO COMPLETE A NEW REGISTRATION. SELECTING THE PRODUCTS

AND SERVICES IS AN IMPORTANT PART OF NEW SUPPLIER REGISTRATION.

EXISTING VENDORS ARE REQUIRED TO LOG INTO THEIR ENABLED ACCOUNT HERE AND UPDATE

PRODUCT AND SERVICE OFFERINGS.

THOUGH REGISTRATION IS NOT REQUIRED TO VIEW COMPETITIVE NEGOTIATIONS IN PRISM+,

REGISTRATION IS REQUIRED TO SUBMIT A RESPONSE, ASK A QUESTION RELATED TO THE COMPETITIVE

BID, OR RECEIVE NOTIFICATIONS OF FUTURE CONTRACTING OPPORTUNITIES FROM ARLINGTON

COUNTY.

Arlington County reserves the right to reject any, and all bids, cancel this solicitation and waive any informalities or irregularities as defined in the Arlington County Purchasing Resolution.

NOTICE: ANY BIDDER ORGANIZED AS A STOCK OR NONSTOCK CORPORATION, LIMITED LIABILITY COMPANY, BUSINESS TRUST OR LIMITED PARTNERSHIP OR REGISTERED AS A LIMITED LIABILITY

PARTNERSHIP MUST BE AUTHORIZED TO TRANSACT BUSINESS IN THE COMMONWEALTH OF

VIRGINIA BEFORE CONTRACT AWARD (REFER TO THE “AUTHORITY TO TRANSACT BUSINESS” SECTION

IN THE SOLICITATION FOR FURTHER INFORMATION).

Arlington County, Virginia Water Pollution Control Plant

Alin Brasov abrasov@arlingtonva.us

TABLE OF CONTENTS

I. INFORMATION FOR BIDDERS

II. SCOPE OF WORK

III. ATTACHMENTS AND FORMS

ATTACHMENT A - BID FORM

ATTACHMENT B - INSURANCE REQUIREMENTS

I.INFORMATION FOR BIDDERS

1. QUESTIONS AND ADDENDA

BIDDERS MUST BE REGISTERED IN PRISM+ TO SUBMIT A QUESTION FOR THIS SMALL PURCHASE

NEGOTIATION.

THE MESSAGE button in PRISM+ is NOT the area in which you upload a response to a County Small Purchase Negotiation. Any responses uploaded to MESSAGES will not be considered or evaluated.

Please review Attachment B Supplier Response Guide for instructions on submitting a response to a solicitation.

All questions or clarifications relating to this solicitation must be submitted online using the Messages button in the upper right menu bar of PRISM+. Prior to the award resulting from this solicitation, Bidders are prohibited from contacting any County staff other than the County representative listed on page one.

QUESTIONS REGARDING THIS SOLICITATION MUST BE SUBMITTED BY SEPTEMBER 21st. 2026 AT 5:00 P.M. EASTERN TIME TO BE CONSIDERED. ALL QUESTIONS RECEIVED BY THE QUESTION DEADLINE WILL

BE RESPONDED TO WITHIN PRISM+ AND POSTED FOR ALL BIDDERS.

Any revisions to this solicitation will be by formal addendum only. Bidders are cautioned not to rely on any written, electronic, or oral representations made by any County representative or other person, including the County’s technical contact, that appear to change any portion of the solicitation, unless the change is ratified by an electronic updated version to this solicitation issued issuing County representative.

If the County issues an addendum or change after a Bidder submits a bid, the Bidder must acknowledge the addendum or change in PRISM+ and resubmit the bid. The Bidder must take these steps after each addendum or change issued during the course of the open solicitation. If the Bidder does not take these steps, the Bidder’s original Bid response will not be available to the County to review or consider. The County is not responsible for missed PRISM+ acknowledgments or the Bidder’s failure to acknowledge the addendum or change. It is the sole responsibility of the Supplier to resubmit their bid if the County has made a change.

2. INTEREST IN MORE THAN ONE BID AND COLLUSION

Reasonable grounds for believing that a Bidder is interested in more than one bid for a solicitation, including both as a Bidder and as a subcontractor for another Bidder, or that collusion exists between two or more Bidders, will result in rejection of all affected bids. However, an individual or entity acting only as a subcontractor may be included as a subcontractor on two or more different Bidders’ bids. Bidders rejected for this reason will also be rejected if they respond to a re-solicitation for the same work.

3. TRADE SECRETS OR PROPRIETARY INFORMATION

Trade secrets or proprietary information that a Bidder submits in connection with a procurement transaction may be exempted from public disclosure under the Virginia Freedom of Information Act (“VFOIA”). However, the Bidder must invoke VFOIA protection clearly and in writing with its response to this solicitation. The written request must be included with the Bidder’s original bid and must include at least the following: (1) the data or other materials sought to be protected and (2) specific reasons why the Bidder considers the material confidential or proprietary. It is the Bidder’s sole responsibility to defend such exemptions if challenged in a court of competent jurisdiction.

4. DEBARMENT STATUS

The Bidder must indicate on the Bid Form whether it or any of its principals is currently debarred, enjoined, or suspended from submitting bids to the County or to any other state or political subdivision and whether the Bidder is an agent of any person or entity that is currently debarred, enjoined or suspended from submitting bids to the County or to any other state or political subdivision. An affirmative response may be considered grounds for rejection of the bid.

5. AUTHORITY TO TRANSACT BUSINESS

Any Bidder organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership must be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia, or as otherwise required by law. The proper and full legal name of the entity and the identification number issued to the Bidder by the Virginia State Corporation Commission must be included on the Bid Form. Any Bidder that is not required to be authorized to transact business in the Commonwealth must include in its bid a statement describing why the Bidder is not required to be so authorized. The County may require a Bidder to provide documentation that 1) clearly identifies the complete name and legal form of the entity and 2) establishes that the entity is authorized by the State Corporation Commission to transact business in the Commonwealth of Virginia. Failure of a Bidder to provide such documentation will be a ground for rejection of the bid or cancellation of any award. For further information refer to the Commonwealth of Virginia State Corporation Commission website at: www.scc.virginia.gov.

The County reserves the right to waive this requirement at any time, for any reason.

6. ARLINGTON COUNTY BUSINESS LICENSES

The successful Bidder must comply with the provisions of Chapter 11 (“Licenses”) of the Arlington County Code, if applicable. For information on the provisions of that Chapter and its applicability to this solicitation, contact the Arlington County Business License Division, Office of the Commissioner of the Revenue, at 2100 Clarendon Blvd., Suite 200, Arlington, Virginia, 22201, tel. (703) 228-3060, or e-mail business@arlingtonva.us.

7. BID FORM SUBMISSION

The submitted Bid Form must be fully executed. A bid may be rejected if the Bid Form is not signed in the designated space by a person authorized to legally bind the Bidder.

The Bidder’s name on the electronic bid submittal must be the same as the Contractor/Vendor name on the uploaded W9 Form and the supplier registration in PRISM+ to be considered a valid response.

ONLY ELECTRONIC SUBMISSIONS ARE ALLOWED. NO BID SUBMITTED OTHER THAN AN ELECTRONIC

UPLOAD TO PRISM+ WILL BE ACCEPTED.

The bid must be submitted no later than the date and time specified in this solicitation. The PRISM+ system will not accept bids after the close date and time. Timely submission is the sole responsibility of the Bidder.

Arlington County is not responsible for late submissions, missed Addendums/changes, or questions not submitted before the date and time to submit.

Bids and all documents uploaded/submitted to Arlington County by a Bidder become the property of the County upon receipt.

The County may reject any bid that modifies or supplements the solicitation requirements; however, Arlington County reserves the right to decide, in its sole discretion, whether to reject such a bid as nonresponsive.

8. BIDDER CERTIFICATION

Submission of a signed Bid Form is certification by the respective bidder that it is registered with the Virginia State Corporation Commission (SCC), if applicable, it is the legal entity authorized to enter into an agreement with the County, and that it will accept any award made to it as a result of the submission.

Entry of a Bidder’s SCC number may be required at Vendor Registration.

9. ERRORS IN EXTENSION

Where the unit price and the extension price are at variance, the unit price will prevail.

10. EXCEPTIONS AND NONCONFORMING TERMS AND CONDITIONS

If a bid contains exceptions to the solicitation or alternate terms and conditions that do not conform to the terms and conditions in this solicitation, the bid will be subject to rejection for nonresponsiveness.

The County reserves the right to permit a Bidder to withdraw such exceptions or nonconforming terms and conditions from its bid prior to the County’s determination of nonresponsiveness.

11. DISCOUNTS

Discounts for the County’s on-time payment of invoices are allowed, but the County will not consider the discount when evaluating bid prices or awarding the contract.

Discounts contingent on payment of invoices by Arlington County within a stipulated period of time will be accepted as a component of a bid but will not be considered by Arlington County when evaluating bid prices or when making an award.

12. NEW MATERIAL

Unless otherwise provided for in this solicitation, all goods, materials, supplies, or components offered to the County under this bid solicitation must be new, not used or reconditioned, and are not of such age or so deteriorated as to impair their usefulness or safety and that the goods, materials, supplies, or components offered are current production models of the respective manufacturer. If a bidder believes that furnishing used or reconditioned goods, materials, supplies or components will be in the County's interest, the bidder shall notify the County Purchasing Agent in writing no later than fifteen (15) calendar days prior to the date set for opening of bids. The notice shall include the reasons for the request and any benefits which may accrue to the County if the Purchasing Agent authorizes the bidding of used or reconditioned goods, materials, supplies or components.

13. PURCHASE OF THE UNITED STATES OR COMMONWEALTH FLAG FOR PUBLIC USE

Whenever a purchase of a flag of the United States or a flag of the Commonwealth is made for public use, the Bidder shall ensure such flag shall be made in the United States from articles, materials, or supplies that are grown, produced, and manufactured in the United States, if available.

14. BIDDERS’ RESPONSIBILITY TO INVESTIGATE

Before submitting a bid, each Bidder must make all investigations necessary to ascertain all conditions and requirements affecting the full performance of the contract and to verify any representations made by the County upon which the Bidder will rely. No pleas of ignorance of such conditions and requirements will relieve the successful Bidder from its obligation to comply in every detail with all provisions and requirements of the contract or will be accepted as a basis for any claim for any monetary consideration on the part of the successful Bidder.

15. BIDDER’S RESPONSIBILITY FOR ERRORS OR OMISSIONS IN DOCUMENTS

Each Bidder is responsible for having determined the accuracy and/or completeness of the solicitation documents, including electronic documents, upon which it relied in making its bid, and has an affirmative obligation to notify the Arlington County Purchasing Agent immediately upon discovery of an apparent or suspected inaccuracy or error in the solicitation documents.

16. QUALIFICATION OF BIDDERS

The Purchasing Agent may require a Bidder to demonstrate that it has the necessary facilities, ability and financial resources to furnish the materials or goods specified herein. A Bidder may also be required to provide past history and references.

17. BID WITHDRAWAL PRIOR TO BID OPENING

The Bidder may withdraw a bid from PRISM+ before the opening date and time. It is the sole responsibility of the Bidder to remove and/or resubmit a bid before the bid deadline.

18. WITHDRAWAL OF BID FROM CONSIDERATION AFTER BID OPENING

After the opening of a bid, a bidder may withdraw its bid from consideration if the price of the bid is substantially lower than other bids due solely to a mistake therein, provided the bid is submitted in good faith, the mistake is a clerical mistake as opposed to a judgment mistake, and is actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of the bid, which unintentional error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the bid sought to be withdrawn. No partial withdrawals of bids will be permitted after the time and date set for the bid opening. The bidder must give an electronic written notice to the Arlington County Purchasing Agent of a claim of right to withdraw a bid and provide all work papers, documents and other materials used in the preparation of the bid sought to be withdrawn, within two (2) business days after the date of bid opening. A bid may also be withdrawn if the County fails to award or issue a notice of intent to award the bid within ninety (90) days after the date fixed for opening bids.

19. METHOD OF AWARD

The County will award the contract to the lowest responsive and responsible Bidder determined by the amount per unit of measure on the bid form. The County anticipates entering into a contract for a maximum of 5 years with the successful Bidder as follows:

One (1) initial twelve-month term from the date of award of the Small Purchase Negotiation and receipt of and approved Purchase Order (PO) (“Initial Contract Term”)

Upon satisfactory performance by the Contractor, the County may, through issuance of a PO, authorize continuation of the Agreement under the same contract prices for not more than four

(4) additional 12-month periods, and

The total of the contractual terms shall not exceed $200,000.

20. INFORMALITIES

The County reserves the right to waive minor defects or variations from the exact requirements of the solicitation that do not affect the price, quality, quantity, or delivery schedule. If insufficient information is submitted for Arlington County to properly evaluate a quote or a Bidder the County may request such additional information after quote opening, provided that the information requested does not change the price, quality, quantity, or delivery schedule for the goods being procured.

21. INSURANCE REQUIREMENTS

Each bidder must be able to demonstrate proof of the specific coverage requirements and limits applicable to this solicitation. If the bidder is not able to do so, it may propose alternate insurance coverage for consideration by the County. Written requests for consideration of alternate coverage must be received by the County during the question and answer period of the SPN to allow consideration and the posting of an addendum. If the County permits alternate coverage, an addendum to the Insurance Checklist will be issued prior to the time and date set for receipt of bids.

22. NOTICE OF DECISION TO AWARD

When the County has made a decision to award, the County will post an Award Notice to the Arlington County’s Purchasing Division’s website.

23. EXPENSES INCURRED IN PREPARING BID

The Bidder is responsible for all expenses related to its bid.

24. ELECTRONIC SIGNATURE

If awarded, the Bidder may be required to accept an agreement and sign electronically through the County's e-signature solution, DocuSign.

II.SCOPE OF WORK

1. OVERVIEW

Provide all labor, materials, tools, and supervision necessary to calibrate, install, troubleshoot, repair, or replace flow meters throughout the wastewater treatment facility. This comprehensive service ensures accurate measurement, reliable operation, and the timely replacement of aging or non-functional metering infrastructure. NIGP 93691, 93817, 89044

2. SERVICES

a. Calibration

i. Perform annual on-site calibration of flow meters (including but not limited to influent, Potomac Interceptor, Four Mile Run, pump flows, and gravity flows).

ii. Conduct loop testing to ensure signal integrity.

iii. Provide detailed calibration reports and certificates for compliance.

b. Installation & Replacement

i. Remove and dispose of existing, obsolete, or failed flow meters as required.

ii. Install new or replacement flow meters (e.g., electromagnetic, ultrasonic, open channel, Doppler).

iii. Install all associated components, including sensors, transmitters, and cabling.

iv. Integrate units with existing control systems and verify signal accuracy.

v. Perform full startup, commissioning, and validation of newly replaced equipment.

c. Repair & Troubleshooting

i. Diagnose inaccurate readings, signal loss, and mechanical equipment failures.

ii. Clean fouled sensors and remove debris buildup to restore functionality.

iii. Repair or replace defective components such as probes, transmitters, and wiring.

iv. Recalibrate and verify proper operation following any repair or part replacement.

3. DELIVERABLES

a. Comprehensive calibration and service reports.

i. Calibration Service reports must include:

1. Recommended repairs that may be needed

2. Repairs performed (if applicable)

3. Calibration sheet

b. Documentation of all repairs and specific parts replaced. This documentation must be submitted with all applicable invoices

c. Operational verification results and commissioning data for new installations.

d. Prioritized recommendations for ongoing maintenance or future equipment replacement.

4. SAFETY & COMPLIANCE

a. Strictly comply with OSHA requirements

b. Adhere to Lockout/Tagout (LOTO) and Confined Space Entry procedures.

c. Furnish and utilize all required Personal Protective Equipment (PPE)

5. SCHEDULING

The Contractor shall coordinate all on-site work with plant operations to minimize process disruptions. Work shall be performed during normal business hours (6:30am – 2:30pm), unless otherwise approved by the county Project Officer. Upon request the Contractor must provide repair or replacement services.

a. NON-EMERGENCY REPAIR SERVICES

i. Non-emergency work is classified as scheduled services.

ii. For all work classified by the County as non-emergency:

iii. The Contractor shall provide a written estimate of the cost (including all parts and labor) and critical path method schedule complete the repairs.

iv. Payment will not be made for any work that has not been properly authorized through issuance of Notice to Proceed

v. When work is being performed, the contractor shall provide a Timesheet that includes work order number, Ɵme sign in, Ɵme sign out. With signature with PJO or designee.

6. DELIVERY REQUIREMENTS

a. All Deliveries shall be FOB Destination to:

i. Arlington County Water Pollution Control Bureau Warehouse located at 3111 S.

Fern St. Arlington, VA 22202. Hours are 6:30 am to 2:30 pm Monday through Friday. All deliveries shall be scheduled at regular business hours.

ii. The Contractor shall notify the County Project Officer of any delays in shipments in writing within twenty-four (24) hours of notification by the manufacturer of the delay. The Contractor shall clearly state the reason for the delay and propose solutions to mitigate the situation and provide a date by which the ordered item(s) will be received by the County.

b. During emergency circumstances, the Contractor shall comply and charge the county for an expedited or overnight delivery freight cost. Such freight cost shall be indicated on the invoice and shall be accompanied by the packing slip.

7. PACKING SLIPS

a. All County orders shall include a packing slip. The packing slip shall include the following details:

i. County Purchase Order number;

ii. Date ordered and placed by name;

iii. Serial\UPN or catalogue number for each item delivered or picked up;

iv. A description of product(s) shipped, including quantity.

8. RETURNS

a. From time to time the County may desire to return items that were purchased under this

Contract and receive credit. All returns will be returned in good condition, unless defective or used. It is expected that the Contractor will honor these returns and issue a credit memo for the returned item(s). The credit memo for all returned items shall include the following information:

i. Original County Purchase Order number of the returned item;

ii. Date item was returned and returned by name;

iii. Serial\UPN or catalogue number for each item returned;

iv. A description of product(s) returned, including quantity; and 5. The total amount refunded.

9. PRICING REQUIREMENTS

All Quantities listed on Attachment 1 are only a sample of what the county may buy.

a. Section A – Catalog Market Basket Percentage Discount The percentage discount bid must be a single percentage discount applicable to all parts and components. The percentage discount shall remain firm for the duration of the Contract. This section will not be applied toward bid evaluation.

Parts and components are purchased freight on board (F.O.B.) Destination, freight prepaid to the County, located at Arlington County Water Pollution Control Bureau Warehouse located at 3111 S. Fern St. Arlington, VA 22202. Hours are 6:30 am to 2:30 pm Monday through Friday. All deliveries shall be scheduled at regular business hours.

All costs for handling and transportation charges to the designated point of delivery shall be borne by the Contractor. The Contractor shall include shipping and handling charges for the OEM parts and components in their written estimates. Receipt must be provided at time of invoicing.

b. Section B – Service List The Contractor shall provide Service costs for all Item descriptions done within regular working hours. This price shall include but not limited to, labor, travel, per diem, transportation, parking, consumable supplies, etc.

c. Section C – Per Event Charges

i. Mobilization/Demobilization Rates

The Contractor shall provide the flat fee per response (including the first hour of technical support after arrival on site, airfare, car rental and lodging). Note: This will not be considered in the evaluation of bids.

ii. Confined Space Entry The Contractor shall provide the flat fee per response for work that required confined space entry.

d. Section D - Equipment/Parts The Contractor shall provide the current catalog price for the items listed. Upon award the discount % shall be firm throughout the duration of the contract.

10. BID SUBMITTAL REQUIREMENTS

a. Attachment A Bid Form (see below)

b. Attachment 1 – Pricing Schedule. Bidders MUST fill in Attachment 1. No other form or format will be accepted.

11. PRE CONTRACT AWARD SUBMITALS

a. If selected, prior to contract award Bidder must submit a Certificate of Insurance to the Project Officer

12. INVOICING

The accuracy of billing information is a critical factor for County operations. The Contractor must provide to the County accurate billing information. The Contractor agrees that failure to provide to the County the correct billing information will result in payment delay until such information is corrected by the Contractor. The County will not pay any penalty fees for delay of payments due to incorrect billing information on invoices submitted by Contractor to the County. Invoices shall, at a minimum, include the following information:

a) The invoice shall be prepared on standard company letterhead;

b) The Contractor's invoice number

c) County Department Name (ex: Department of Environmental Services, Water Pollution Control

Bureau)

d) Contract Nr.

e) Purchase Order Nr.

f) Order Date (class date if applicable)

g) Name of County Representative who placed the order.

h) Delivery date.

i) Packing slip reference number

j) Item Description. (abbreviated or detailed) corresponding with the Line-Item Description on the

Pricing Sheet

k) Number of Units/Ordered (If applicable to the invoice, number of technicians and of hours)

l) Item must correspond with Catalog discount quoted and offered at contract award.

III.ATTACHMENTS AND FORMS

ATTACHMENT A - BID FORM

ELECTRONIC BIDS WILL BE RECEIVED BY THE COUNTY VIA PRISM+ NOT LATER THAN 4 P.M., September 30 2026

FOR PROVIDING ANNUAL FLOWMETER CALIBRATION, INSTALLATION, REPAIR AND REPLACEMENT PER

THE TERMS, CONDITIONS AND SPECIFICATIONS OF THIS SOLICITATION

THE FULL LEGAL NAME OF THE ENTITY SUBMITTING THIS BID MUST BE WRITTEN IN THE SPACE BELOW.

THIS BID FORM AND ALL OTHER DOCUMENTS THAT REQUIRE A SIGNATURE MUST BE FULLY AND

ACCURATELY COMPLETED AND SIGNED BY A PERSON WHO IS AUTHORIZED TO BIND THE BIDDER, OR

THE BID MAY BE REJECTED.

SUBMITTED BY:

(legal name of entity as listed on W-9)

AUTHORIZED SIGNATURE:

PRINT NAME AND TITLE:

ADDRESS:

CITY/STATE/ZIP:

TELEPHONE NO.: E-MAIL

ADDRESS:

THIS ENTITY IS INCORPORATED

IN:

THIS ENTITY IS A:

(check the applicable option)

CORPORATION LIMITED PARTNERSHIP

GENERAL PARTNERSHIP UNINCORPORATED ASSOCIATION

LIMITED LIABILITY COMPANY SOLE PROPRIETORSHIP

IS BIDDER AUTHORIZED TO TRANSACT BUSINESS IN THE

COMMONWEALTH OF VIRGINIA?

YES NO

IDENTIFICATION NO. ISSUED TO THE ENTITY BY THE

SCC:

Any Bidder exempt from Virginia State Corporation Commission (SCC) authorization requirement must include a statement with its bid explaining why it is not required to be so authorized.

BID FORM, PAGE ___ OF ___

HAS YOUR FIRM OR ANY OF ITS PRINCIPALS BEEN DEBARRED,

ENJOINED, OR SUSPENDED FROM SUBMITTING BIDS TO

ARLINGTON COUNTY, VIRGINIA, OR ANY OTHER STATE OR

POLITICAL SUBDIVISION WITHIN THE PAST THREE YEARS?

YES

NO

BIDDER STATUS: MINORITY OWNED: WOMAN OWNED: NEITHER:

ALL PRICING SHALL BE SUBMITTED ON THE ATTACHMENT 1 EXCEL SPREADSHEET ATTACHED

THE UNDERSIGNED UNDERSTANDS AND ACKNOWLEDGES THE FOLLOWING:

THE OFFICIAL COPY OF THE SOLICITATION DOCUMENTS, WHICH INCLUDES ANY ADDENDA, IS THE

ELECTRONIC COPY THAT IS AVAILABLE VIA PRISM+.

NEW VENDORS ARE REQUIRED TO COMPLETE A NEW REGISTRATION. SELECTING THE PRODUCTS AND

SERVICES IS AN IMPORTANT PART OF NEW SUPPLIER REGISTRATION.

EXISTING VENDORS ARE REQUIRED TO LOG INTO THEIR ENABLED ACCOUNT HERE AND UPDATE THEIR

PRODUCTS AND SERVICES.

REGISTRATION IS REQUIRED TO SUBMIT A RESPONSE, ASK A QUESTION RELATED TO THE

COMPETITIVE SEALED BIDDING, AND RECEIVE NOTIFICATIONS OF FUTURE CONTRACTING

OPPORTUNITIES FROM ARLINGTON COUNTY.

THE MESSAGE BUTTON IN PRISM+ IS NOT THE AREA IN WHICH YOU UPLOAD A RESPONSE TO A

COUNTY SMALL PURCHASE NEGOTIATION. ANY RESPONSES UPLOADED TO MESSAGES WILL NOT BE

CONSIDERED OR EVALUATED.

NO RESPONSES WILL BE ACCEPTED AFTER THE BID DUE DATE AND TIME.

POTENTIAL BIDDERS ARE RESPONSIBLE FOR DETERMINING THE ACCURACY AND COMPLETENESS OF

ALL SOLICITATION DOCUMENTS THEY RECEIVE FROM ANY SOURCE, INCLUDING THE COUNTY.

The undersigned acknowledges receipt of the following Addenda:

ADDENDUM NO. 1 DATE:____________ INITIAL:____________

ADDENDUM NO. 2 DATE:____________ INITIAL:____________

ADDENDUM NO. 3 DATE:____________ INITIAL:____________

TRADE SECRETS OR PROPRIETARY INFORMATION:

Trade secrets or proprietary information submitted by a Bidder in connection with a procurement transaction may be exempted from public disclosure under the Virginia Freedom of Information Act

(“VFOIA”). Pursuant to Section 4-112 of the Arlington County Purchasing Resolution, however, a Bidder seeking to protect submitted data or materials from disclosure must, before or upon submission of the data or materials, invoke VFOIA protection clearly and in writing. The written request must include at least the following: (1) the data or materials sought to be protected and (2) specific reasons why the Bidder considers the material to be confidential or proprietary. Please note that designation of an entire bid, proposal, or prequalification application or of line-item prices or the total proposal amount is prohibited.

It is the Bidder’s sole responsibility to defend such exemptions if challenged in a court of competent jurisdiction.

Please mark one:

No, the bid that I have submitted does not contain any trade secrets and/or proprietary information.

Yes, the bid that I have submitted does contain trade secrets and/or proprietary information.

If Yes, you must clearly identify below the exact data or materials that you seek to have protected and list all applicable page numbers, sections, and paragraphs, of the proposal that contain such data or materials:

State the specific reason(s) why you consider protection to be necessary and why the identified information constitutes a trade secret or is proprietary:

If you fail above to identify the data or materials to be protected or to state the reason(s) why protection is necessary, you will not have invoked the protection of Section 4-111 of the Purchasing Resolution.

Accordingly, upon the award of a contract, the bid will be open for public inspection consistent with applicable law.

BIDDER NAME:

CERTIFICATION OF NON-COLLUSION: The undersigned certifies that this bid is not the result of or affected by (1) any act of collusion with another person engaged in the same line of business or commerce (as defined in Virginia Code §§ 59.1-68.6 et seq.) or (2) any act of fraud punishable under the Virginia Governmental Frauds Act (Virginia Code §§ 18.2-498.1 et seq.).

CONTACT PERSON AND MAILING ADDRESS FOR DELIVERY OF NOTICES

Provide the name and address of the person who is designated to receive notices and other communications regarding this solicitation. Refer to the “Notices” section in the draft Contract Terms and Conditions for information regarding delivery of notices.

NAME: ___________________________________________________________

PRINCIPAL ADDRESS: ___________________________________________________________

(SUPPLIER SITE)

CONTACT PERSON E-MAIL: ________________________________________________________

COMPLETE THE FILLABLE FORM HERE AND RETURN IT WITH YOUR BID SUBMISSION.

ATTACHMENT B - INSURANCE REQUIREMENTS

Before beginning work under the Contract or any extension, the Contractor must provide to the County Purchasing Agent a Certificate of Insurance indicating that the Contractor has in force at a minimum the coverage below. The Contractor must maintain this coverage until the completion of the Contract or as otherwise stated in the Contract Documents. All required insurance coverage must be acquired from insurers that are authorized to do business in the Commonwealth of Virginia, with a rating of “A-“ or better and a financial size of “Class VII” or better in the latest edition of the A.M. Best Co. Guides.

a. Workers Compensation - Virginia statutory workers compensation (W/C) coverage, including

Virginia benefits and employer’s liability with limits of $500,000/500,000/500,000. The County will not accept W/C coverage issued by the Injured Worker's Insurance Fund, Towson, MD.

b. Commercial General Liability - $1,000,000 per occurrence, with $2,000,000 annual aggregate covering all premises and operations and including personal injury, completed operations, contractual liability, independent contractors, and products liability. The general aggregate limit must apply to this Contract. Evidence of contractual liability coverage must be typed on the certificate.

c. Business Automobile Liability - $1,000,000 combined single-limit (owned, non-owned and hired).

d. Cyber Risk – cyber risk and/or technology errors and omissions coverage, for the Contractor and its personnel, with a minimum limit of $2,000,000 per occurrence. The policy must cover Arlington County and its Board members, officials, directors, managers, employees, agents and assigns as additional insureds for cyber-related incidents resulting in loss or damage arising out of the Contractor’s equipment, products, services, or software under this Contract. If the policy is written on a claims-made basis: (i) the Contractor must maintain the policy for at least four years after the last date that the Contractor provides equipment, products, services, or software under this Contract or the applicable warranty period, whichever is longer; and (ii) the policy must include a retroactive coverage date before the first date that the Contractor provides any equipment, products, services or software under this Contract.

At a minimum, the insurance must include the following coverages: (a) privacy breach (liability arising from the loss of, unauthorized access to or disclosure of confidential information); (b) network or system breach; (c) denial or loss of service; (d) introduction, implantation or spread of malicious software code, including specifically ransomware coverage; (e) unauthorized access to or use of computer systems with no exclusion or restriction for unencrypted portable devices or media; (f) indirect and consequential damages arising out of a cyber-related event; and (g) first-party losses of the County to cover the costs of forensic and/or technical teams hired to investigate any security incident, attorney’s fees, notifying affected individuals, running a centralized call center, two years of credit monitoring services for impacted individuals, and preparing and filing all required notices with governmental authorities, agencies and interested parties.

e. Additional Insured – The County and its officers, elected and appointed officials, employees and agents must be listed as additional insureds on all policies except workers compensation and automotive and professional liability; and the additional insured endorsement must be typed on the certificate.

f. Cancellation - If there is a material change or reduction in or cancellation of any of the above coverages during the Contract Term, the Contractor must notify the Purchasing Agent immediately and must, with no lapse in coverage, obtain replacement coverage that is consistent with the terms of this Contract. Not having the required insurance throughout the Contract Term is grounds for termination of the Contract.

g. Claims-Made Coverage - Any “claims made” policy must remain in force, or the Contractor must obtain an extended reporting endorsement, until the applicable statute of limitations for any claims has expired.

h. Contract Identification - All insurance certificates must state this Contract's number and title.

The Contractor must disclose to the County the amount of any deductible or self-insurance component of any of the required policies. With the County’s approval, the Contractor may satisfy its obligations under this section by self-insurance for all or any part of the insurance required, provided that the Contractor can demonstrate sufficient financial capacity. In order to do so, the Contractor must provide the County with its most recent actuarial report and a copy of its self-insurance resolution.

The County may request additional information to determine if the Contractor has the financial capacity to meet its obligations under a deductible and may require a lower deductible; that funds equal to the deductible be placed in escrow; a certificate of self-insurance; collateral; or another mechanism to guarantee the amount of the deductible and ensure protection for the County.

The County’s acceptance or approval of any insurance will not relieve the Contractor from any liability or obligation imposed by the Contract Documents.

The Contractor is responsible for the Work and for all materials, tools, equipment, appliances and property used in connection with the Work. The Contractor assumes all risks for direct and indirect damage or injury to the property used or persons employed in connection with the Work and for of all damage or injury to any person or property, wherever located, resulting from any action, omission, commission or operation under the Contract or in connection in any way whatsoever with the Work. The Contractor’s insurance shall be the primary non-contributory insurance for any work performed under this Contract.

The Contractor is as fully responsible to the County for the acts and omissions of its subcontractors and of persons employed by them as it is for acts and omissions of persons whom the Contractor employs directly.