eVA Version - RFP 2024-0001 Network Cabling, Access Point, Switching, Access Control, Security and IP Cameras.pdf

REQUEST FOR PROPOSAL

Isle of Wight County Schools

Office of Purchasing 820 West Main Street Smithfield, VA 23430

757-357-0824

Attention of Offeror is invited to the Code of Virginia, Virginia Public Procurement Act, Sections 2.2-4367 thru 2.2-4377 (conflict of interest)

THE SCHOOL BOARD OF ISLE OF WIGHT COUNTY DOES NOT DISCRIMINATE

AGAINST FAITH BASED ORGANIZATIONS

ISSUE DATE: 11-29-2023

RFP ITEM NO: 2024-0001

CLOSING DATE: 01-12-2024

CLOSING TIME: 2:00 PM EST

PROCUREMENT OFFICER: Dr Christopher Coleman

DESCRIPTION OF REQUEST FOR PROPOSAL

THIS DOCUMENT CONSTITUTES A REQUEST FOR SEALED PROPOSALS (RFP) FROM

QUALIFIED INDIVIDUALS AND OR ORGANIZATIONS TO PROVIDE INTERNAL CONNECTIONS

AND TECHNICAL SUPPORT AND BASIC MAINTENANCE SERVICES FOR THE ISLE OF WIGHT

COUNTY SCHOOL SYSTEM.

THE FOLLOWING SECTION MUST BE EXECUTED AND SIGNED BY AN AUTHORIZED

REPRESENTATIVE OF YOUR COMPANY.

Company Name: Federal I. D. #:

Address: Phone Number:

Fax Number:

Person Quoting: Date:

(Printed or typed) Signature: Email:

TYPE OF OWNERSHIP

If Offeror is a Minority Business, please indicate the type of classification below – Check all that apply Yes No Yes No

African American Owned Female Owned American Indian Owned Faith Based Organization Aleutian Owned Hispanic American Owned Asian American Owned Small Business Eskimo Owned Other

ANTI-COLLUSION/NONDISCRIMINATION/DRUG-FREE WORKPLACE REQUIREMENTS

ANTI-COLLUSION CLAUSE:

IN THE PREPARATION AND SUBMISSION OF THIS PROPOSAL, SAID OFFEROR DID NOT EITHER DIRECTLY OR INDIRECTLY ENTER INTO ANY COMBINATION OR ARRANGEMENT WITH ANY PERSON, FIRM OR CORPORATION, OR ENTER INTO ANY AGREEMENT, PARTICIPATE IN ANY COLLUSION, OR OTHERWISE TAKE ANY ACTION IN VIOLATION OF THE SHERMAN ACT (15 U.S.C. SECTION 1), SECTIONS 59.1-9.1 THROUGH 59.1-9.17 OR SECTIONS 59.1-68.6 THROUGH

59.1-68.8 OF THE CODE OF VIRGINIA.

THE UNDERSIGNED OFFEROR HEREBY CERTIFIES THAT THIS AGREEMENT, OR ANY CLAIMS RESULTING THEREFROM, IS NOT THE RESULT OF, OR AFFECTED BY, ANY ACT OF COLLUSION WITH, OR ANY ACT OF, ANOTHER PERSON OR PERSONS, FIRM OR CORPORATION ENGAGED IN THE SAME LINE OF BUSINESS OR COMMERCE; AND, THAT NO PERSON ACTING FOR, OR EMPLOYED BY, IWCS HAS AN INTEREST IN, OR IS CONCERNED WITH, THIS PROPOSAL; AND, THAT NO PERSON OR PERSONS, FIRM OR CORPORATION OTHER THAN THE UNDERSIGNED, HAVE, OR ARE, INTERESTED IN THIS

PROPOSAL.

DRUG-FREE WORKPLACE:

DURING THE PERFORMANCE OF THIS CONTRACT, THE SUCCESSFUL OFFEROR AGREES TO (I) PROVIDE A DRUG-FREE WORKPLACE FOR THE SUCCESSFUL OFFEROR'S EMPLOYEES; (II) POST IN CONSPICUOUS PLACES, AVAILABLE TO EMPLOYEES AND APPLICANTS FOR EMPLOYMENT, A STATEMENT NOTIFYING EMPLOYEES THAT THE UNLAWFUL MANUFACTURE, SALE, DISTRIBUTION, DISPENSATION, POSSESSION, OR USE OF A CONTROLLED SUBSTANCE OR MARIJUANA IS PROHIBITED IN THE SUCCESSFUL OFFEROR'S WORKPLACE AND SPECIFYING THE ACTIONS THAT WILL BE TAKEN AGAINST EMPLOYEES FOR VIOLATIONS OF SUCH PROHIBITION; (III) STATE IN ALL SOLICITATIONS OR ADVERTISEMENTS FOR EMPLOYEES PLACED BY OR ON BEHALF OF THE SUCCESSFUL OFFEROR THAT THE SUCCESSFUL OFFEROR MAINTAINS A DRUG-FREE WORKPLACE; AND (IV) INCLUDE THE PROVISIONS OF THE FOREGOING CLAUSES IN EVERY SUBCONTRACT OR PURCHASE ORDER OF OVER $10,000, SO THAT THE PROVISIONS

WILL BE BINDING UPON EACH SUSUCCESSFUL OFFEROR OR VENDOR.

FOR THE PURPOSE OF THIS SECTION, "DRUG-FREE WORKPLACE" MEANS A SITE FOR THE PERFORMANCE OR WORK DONE IN CONNECTION WITH A SPECIFIC CONTRACT AWARDED TO A SUCCESSFUL OFFEROR IN ACCORDANCE WITH FEDERAL LAW, THE EMPLOYEES OF WHOM ARE PROHIBITED FROM ENGAGING IN THE UNLAWFUL MANUFACTURE, SALE, DISTRIBUTION, DISPENSATION, POSSESSION OR USE OF ANY CONTROLLED SUBSTANCE OR MARIJUANA DURING

THE PERFORMANCE OF THE CONTRACT.

EMPLOYMENT DISCRIMINATION BY THE SUCESSFUL OFFEROR SHALL BE PROHIBITED:

1. DURING THE PERFORMANCE OF THIS CONTRACT, THE SUCCESSFUL OFFEROR AGREES AS FOLLOWS:

a THE OFFEROR, SHALL NOT DISCRIMINATE AGAINST ANY EMPLOYEE OR APPLICANT FOR EMPLOYMENT BECAUSE OF RACE, RELIGION, COLOR, SEX, NATIONAL ORIGIN, AGE, DISABILITY, OR ANY OTHER BASIS PROHIBITED BY STATE LAW RELATING TO DISCRIMINATION IN EMPLOYMENT, EXCEPT WHERE THERE IS A BONA FIDE OCCUPATIONAL QUALIFICATION REASONABLY NECESSARY TO THE NORMAL OPERATION OF THE SUCCESSFUL OFFEROR. THE SUCCESSFUL OFFEROR AGREES TO POST IN CONSPICUOUS PLACES, AVAILABLE TO EMPLOYEES AND APPLICANTS FOR EMPLOYMENT, NOTICES SETTING FORTH THE PROVISIONS OF THIS NONDISCRIMINATION CLAUSE.

b. THE SUCCESSFUL OFFEROR, IN ALL SOLICITATIONS OR ADVERTISEMENTS FOR EMPLOYEES PLACED BY OR ON BEHALF OF THE SUCCESSFUL OFFEROR, SHALL STATE THAT SUCH SUCCESSFUL OFFEROR IS AN EQUAL OPPORTUNITY

EMPLOYER.

c. NOTICES, ADVERTISEMENTS, AND SOLICITATIONS PLACED IN ACCORDANCE WITH FEDERAL LAW, RULE OR REGULATION SHALL BE DEEMED SUFFICIENT FOR THE PURPOSE OF MEETING THE REQUIREMENTS OF THIS SECTION.

2. THE SUCCESSFUL OFFEROR WILL INCLUDE THE PROVISIONS OF THE FOREGOING PARAGRAPHS A, B, AND C IN EVERY SUBCONTRACT OR PURCHASE ORDER OF OVER $10,000, SO THAT THE PROVISIONS WILL BE BINDING UPON

EACH SUBCONTRACTOR OR VENDOR.

Name and Address of OFFEROR:

Printed Name:___________________________Title:____________________________

Signature: ______________________________________________________________ Phone Number:__________________________ Fax Number:_____________________ Email Address:__________________________________________________________

FEDERAL TAX ID/SOCIAL SECURITY NUMBER___________________________

Table of Contents

1. PURPOSE 5

2. BACKGROUND 5

3. STATEMENT OF NEEDS 5

OTHER REQUIREMENTS 6

4. DEFINITIONS AND EXAMPLES OF EQUIPMENT 7

4.1 ISSUING OFFICE 8

4.2 CONTRACT PERIOD 9

4.3 CONTRACT ADMINISTRATOR 9

4.4 PRE-PROPOSAL CONFERENCE 9

4.5 QUESTIONS 9

4.6 SITE VISITS 10

4.7 PRICE ESCALATION FOR RENEWABLE TERMS 10

4.8 COST OF RESPONDING 10

4.9 COOPERATIVE AGREEMENT 10

4.10 PROPOSAL CHANGES OR MODIFICATIONS 10

4.11 CLOSING DATE 11

4.12 OFFEROR OF RECORD 11

4.13 TAXPAYER ID NUMBER AND CERTIFICATION – W9 FORM 11

4.14 CONTRACTOR/EMPLOYEE BACKGROUND CERTIFICATION 11

4.15 VIRGINIA STATE CORPORATION COMMISSION REGISTRATION 11

4.16 IDEMNIFICATION 11

4.17 SUBMITTAL OF PROPOSAL 12

4.18 EVALUATION 12

4.19 PREPARATION GUIDELINES 13

4.20 ALTERNATES / EXCEPTIONS 14

4.21 EMPLOYMENT OF UNAUTHORIZED ALIENS 14

4.22 AWARD 14

4.23 PROTEST OF AWARD OR DECISION TO AWARD 14

5. GENERAL TERMS AND CONDITIONS 15

5.1 ANTI-COLLUSION CLAUSE/SUSPENSION AND DEBARMENT 15

5.2 PROPOSAL BINDING FOR ONE HUNDRED AND TWENTY DAYS 15

5.3 PROPRIETARY INFORMATION / DISCLOSURE 15

5.4 EXAMINATION 16

5.5 CONDITIONS OF WORK 16

5.6 PRESENTATION / DEMONSTRATION 16

5.7 ANTI-TRUST 16

5.8 DISPOSITION OF PROPOSALS 16

5.9 CONTRACT 16

5.10 NOTICES 17

5.11 NON-PERFORMANCE 17

5.12 CANCELLATION AND TERMINATION 18

5.13 APPLICABLE LAW/VENUE 18

5.14 COMPLIANCE WITH ALL LAWS 18

5.15 SEVERABILITY 18

5.16 NON-APPROPRIATION OF FUNDS 19

5.17 TAX EXEMPT STATUS 19

5.18 NOTICE OF AWARD 19

5.19 INSURANCE 19

5.20 USE OF SUBCONTRACTORS 20

CONTRACTOR BACKGROUND CERTIFICATION FORM 21

TAXPAYER ID NUMBER AND CERTIFICATION – W9 FORM 22

APPENDIX A - SCHOOL LOCATIONS 27

APPENDIX B - EXAMPLE PROJECT ERROR! BOOKMARK NOT DEFINED.

ISLE OF WIGHT COUNTY SCHOOLS

Request for Proposal #2024-0001

1. PURPOSE

The School Board of Isle of Wight County, A Body Corporate, also known as Isle of Wight County Schools (hereinafter referred to as IWCS) requests proposals from prospective Offerors (hereinafter referred to as Offeror, Successful Offeror, or Contractor) to provide Internal Connections and Technical Support and Basic Maintenance for the schools in Isle of Wight County. This shall include, but is not limited to; those listed in the Statement of Needs and timely reporting of information as requested by IWCS.

IWCS welcomes proposals from any qualified Offeror. Offerors responding to this request may choose to submit proposals for any or all of the listed components. It is imperative that Offerors are responsible, regularly and practically engaged in providing the services requested in this RFP, and possess ample resources for carrying out this work.

2. BACKGROUND

The Isle of Wight County Schools includes five (5) elementary; two (2) middle schools and two (2) high schools and three (3) alternate locations. Isle of Wight County Schools is a rural and growing suburban residential school district, serving a very diverse population of approximately 5,500 students.

This Request for Proposal (RFP) is part of our ongoing effort to establish contracts with vendors for future work, even though there is no immediate project tying to this RFP. We are seeking your best value solutions to our requirements. To be eligible for consideration, sealed proposals must be presented in accordance with the instructions of this solicitation and within the timeframe specified. The selected Offeror will be responsible for meeting all specifications and guidelines outlined herein. IWCS, at its sole discretion, determines the criteria and process for evaluating and awarding proposals. No damages shall be recoverable by any challenger resulting from determinations or decisions by the School Board.

3. STATEMENT OF NEEDS

Isle of Wight County School District is soliciting a Request for Proposal for 1) Network and Data Center hardware, managed services and professional services; 2) Structured Cabling services; 3) network switching hardware and associated accessories; 4) wireless access point switching hardware; 5) IP Camera hardware and associated accessories that operate fully with existing management software; 6) Security systems hardware and services that operate fully with existing management software [e.g. motion sensors, glass break sensors, DMP (or equivalent) alarm panels and associated monitoring services]; 7) Access Control System hardware and Services that operate fully with existing management software. In addition, installation, configuration, and testing will commence with projects and repair services as the needs arise. This RFP and the winning bidder(s) response shall become an integral part of the resultant contract. The submission must include service to all locations as indicated in Appendix A.

The proposal shall include initial installation (non-recurring charges) and monthly recurring charges, if any, that shall be priced separately for each service location.

Any questions related to the technical aspects of this document should be directed to Eric Cooprider or at ecooprider@iwcs.k12.va.us

We need your proposals to be thorough and include all costs such as installation, any additional fees, and taxes that apply to Isle of Wight County Schools. This way, we can accurately calculate the total expense of your proposal.

For services, your proposal should break down costs based on different types of tasks or hours worked (for instance, programming a network switch at $225 per hour, installation of structured cabling at $85 per hour, etc…). We've provided examples of different types of tasks in the proposal to help you understand.

When it comes to equipment costs, we'd like you to compare them to the manufacturer's suggested retail price.

For example, if you're offering a Camera model A, it should be sold at a minimum of X% below what the manufacturer recommends.

OTHER REQUIREMENTS

● Upon request of the services of the accepted contractor, the vendor must quote a turn-key solution that will be installed, tested, fully operational, and accepted by Isle of Wight County Schools within ninety (90) days after issue of purchase order unless noted during original purchase order.

● In case of service interruption, the vendor must include in their quoted service price, a four-hour “back in service” response time, from the time of notification by an authorized Isle of Wight County Schools representative during regular business hours.

● Isle of Wight County School District reserves the right to award to multiple vendors, selecting portions of the vendors’ submissions best suitable for District’s needs, or not award at all.

● Isle of Wight County School District, at its sole discretion, for any reason or no reason, also retains the right to cancel this RFP at any time if no suitable vendor responds or no satisfactory solution is offered by a vendor responding to this RFP.

• Vendors must include a copy of their contract with their proposal.

• Vendor proposal must be an authorized dealer for all proposed items to allow for best pricing options and repair services options.

• Vendor must be within 100 miles of Isle of Wight County School Board offices for repair services responses.

● Isle of Wight County School District will select the most cost effective, most qualified, and most responsive and responsible bidders when making the award. The evaluation of each proposal will have the heaviest weight assigned to price (40%), (complete installation costs, all other one-time costs, and monthly recurring costs for a period of the contract duration). Evaluation will also be based on prior experience of Isle of Wight County Schools with the respondent and quality of work (30%). Work performed for other comparable clients (15%) as well as technical capability of respondent to provide the solution proposed (15%)

4. Definitions and examples of equipment Offerors should include, if responding to the sections listed, equipment equal to or equivalent to the models listed below for direct comparison between vendors

• Switching: A network switch is networking hardware that connects devices on a computer network by using packet switching to receive and forward data to the destination device. Enterprise class Edge and Core network switching device options must be included in the submission.

• Wireless Access Points: A network device that allows Wi-Fi devices to connect to a wired network.

Enterprise class Internal and External device options as well as required management must be included in the submission.

• IP Camera: A type of digital video camera that receives control data and sends image data via IP network

• Structured Cabling:

o MDF – Main Distribution Frame, the primary network closet of the building usually located in a central physical location o IDF – Intermediate Distribution Frame, network sub closets connected to the MDF for shorter network run distance needs.

o Office Data Drop – 1 in wall Cat6a data drop to be run back to MDF/IDF at standard height [apx 16” height]. Labeled on patch panel & client side, testing, reporting, in wall box on client side [if possible, Panduit and surface mounted box acceptable when needed] & any necessary hardware needed for clean installation (blanks, surface cabling covers, plates, etc..)

o Office Phone Data Drop – see above ‘Computer Data Drop’ o Camera Data Drop – 1 above ceiling or wall mounted Cat6a cable terminated to a female keystone jack as necessary to connected an IP Camera. Run back to MDF/IDF, labeled on patch panel & client side, testing, reporting, [Panduit if needed] & any necessary hardware for clean installation (blanks, plates, etc) o Printer Data Drop – see above ‘Computer Data Drop’ o Access Point Data Drop – 1 above ceiling or wall mounted Cat6a cable terminated to a female keystone jack back to MDF/IDF, labeled on patch panel & client side, testing, reporting, [Panduit if needed] & any necessary hardware for clean installation (blanks, plates, etc) o Wall Mounted Phone Data Drop – 1 Dual post Wall Mount phone Data drop, with Dual post wall mount phone cover mounted at apx 48” from floor (or current ADA compliance standard) – data drop should return to MDF/IDF and must be labeled on patch panel & client side, testing, reporting, in wall box if possible – Panduit and surface mounted box if required & any necessary hardware needed for clean installation (blanks, plates, etc) o Fax Line Jumper Data Drop – 1 in wall Cat6 (suitable for use with standard PoTS) data drop to be run back to MDF at standard height [apx 16” height]. Labeled on patch panel & client side, testing, reporting, in wall box on client side [Panduit and surface mounted box acceptable when needed] & any necessary hardware needed for clean installation (blanks, Panduit, plates, etc..)

o Other Data Drop – 1 other data drop with variable specifications as required by the project at hand (e.g. Data for HVAC systems, data for Interactive Whiteboards, etc…)

• Additional structured cabling examples:

o Projector cabling, mounting & screen hanging services – IWCS already owns all necessary hardware except for in wall cabling and surface cabling. Final product should include: mounting of Projector plate, Projector mount, Projector, and external ceiling mounted speaker. Wiring from Projector to ‘Teacher Panel’ which should include HDMI connection. An external speaker is also sometimes used which is a 3.5mm audio cable from projector to external speaker. All cabling should be as clean as possible and include any necessary Panduit and mounting hardware. Screen should be mounted with provided L-Brackets to be approximately 10’ away from projector lens and be leveled to visual accuracy. Electrical power outlets and circuits are outside the scope of this contract.

o Interactive Whiteboard cabling, mounting & hanging – IWCS already owns all necessary hardware except for in wall cabling, surface cabling as required. Final project should include:

mounting of Interactive whiteboard to wall (Elementary schools usually include a Balance box for mount flexibility), wiring from interactive whiteboard to ‘Teacher panel’ including HDMI hookup and USB. Female connection point at Teacher plate for both cables to allow for wired hookup from Teacher plate to interactive whiteboard. Whiteboard should be mounted in center of teaching area at appropriate height from floor, balance box when required properly setup to move board as intended up and down with proper balance box setup. Electrical power outlets and circuits are outside the scope of this contract.

• Access Control systems:

o Electrified Door Hardware – hardware that uses power control the locking or unlocking o Card Reader – electronic technology that can interpret and transfer information stored on a presented credential o HID Sign– signature line multi technology card reader from HID capable of reading 125kHz,

13.56 MHz, and Mobile credentials

o Credentials – 37 bit or higher security level required o Door Controllers as required for successful operation o Wireless locks for use with badge system via Bluetooth communication or better o Enclosure – unit that contains the access control door controller, power supplies, and communications equipment – field devices wire back the enclosure for termination in the door controller o Power Supply – unit that provides power the door controllers and electrified door hardware o Power distribution- a low voltage module designed take a single power source and distribute that power source over multiple fused outputs o Surge protection – device used to protect equipment from high/over current situations o Door Position Switch - A magnetic contact mounted on the controlled door. It is used to detect door held or door forced situations o Request Exit – a device used in conjunction with the access control system to trigger the opening of the door or automate a signal to prevent a door forced open alarm.

o Cable requirements–

§ Access Composite cable is installed from access control enclosure tthe field device – typically encompasses such devices as the card reader, electrified door hardware, request texit, door position switch conductors intone multiconductor cable o Fully wired door definition: A fully wired door will encompass Electrified Door hardware, card reader capable of reading existing credentials listed above, composite cable to enclosure as necessary as well as all necessary power supplies, door position switches, surge protection, power distribution, etc as required to complete a fully wired and secure door

• Security system:

o Intrusion Alarm System - a system of interconnected devices used to monitor, detect, deter and notify unauthorized entry or access to a building or area o Control panel – processing unit receives signal input from field devices and makes decisions based upon logic programming, includes onboard network communication port and analog phone support.

o Keypad – user interface to interact with the control panel, used to arm and disarm the control panel and view system status o Door Contact – device containing a sensor or reed switch and a magnet that is affixed to the door frame and door which changes state with the opening and closing of the door.

o Motion Detector - electronic device that uses a sensor to detect nearby people or objects o Glass Break Detector – devices used to monitor sound frequencies equal to that of breaking glass o Monitoring Station –

§ UL Listed Alarm monitoring station contracted to receive intrusion control panel alarms, and trouble conditions and redistribute the signals to the proper entities for police, fire, ems, response or maintenance related issues for all buildings listed in Appendix A o A working security system will include Control Panels, Keypads at entry points, Contacts, detectors as needed for full coverage, integration as well as monitoring.

4.1 ISSUING OFFICE

Wherever used in this RFP, the Issuing Office shall be: Isle of Wight County Schools

Office of Purchasing Dr Christopher Coleman ccoleman@iwcs.k12.va.us 820 West Main Street Smithfield, VA 23430 Telephone: (757) 357-4514 Fax: (757) 365-0970

All proposals shall be accepted if received and date/time stamped in the Issuing Office no later than the Closing Date and Time shown on the cover page. Proposals received and date/time stamped after the Closing Date and Time will not be accepted and will be returned unopened.

Proposals received by email, telephone, or facsimile machine will not be accepted.

It is the responsibility of the Offeror to ensure that their proposal is received and time/date stamped in the Issuing Office. Please allow sufficient time for your proposals to be transported.

Please be advised that if sending your proposal at a late date requiring expedited shipping, that both FedEx and UPS will deliver directly to the issuing office. The US Postal Service does not.

NOTICE TO POTENTIAL OFFERORS: Any attempt to contact either end users or anyone on the selection committee whether intentional or unintentional will result in a disqualification of your proposal. All contact regarding this procurement must come through the purchasing office.

4.2 CONTRACT PERIOD

The contract period will be negotiated with the highest-ranking proposal(s) in each category of service and/or hardware. IWCS is prepared to offer a one (1) year contract. IWCS will offer one (1) year renewals annually until notice is given to cancel the contract by either party with a lead time of at least one hundred and twenty (120) days by contractor or thirty (30) days for School Division.

4.3 CONTRACT ADMINISTRATOR

The Contract Administrator for this contract shall be Dr Christopher Coleman, Assistant Superintendent of Operations. Contact can be made with Dr Christopher Coleman at 757-357-4514. After award, a full-time contract administrator will be assigned.

4.4 PRE-PROPOSAL CONFERENCE

Pre-Proposal conference is mandatory for all offerors as the division will provide proprietary information at this conference and answer any questions. Appendix B and C will be provided to attendees once an NDA is signed. The date and location for this Pre-Proposal conference will be 12-11-2023 at 10am on-site at the Isle of Wight County Schools, Central Office, 820 West Main Street, Smithfield VA 23430.

4.5 QUESTIONS

Submit questions about the specifications by e-mail, phone, and fax or in writing to the Issuing Office not less than five (5) working days prior to the closing date of the Request for Proposal. Direct questions are to be handled by the Issuing Office at Telephone (757) 357-4514, or Fax at (757) 365-0970. You may also send an email to the issuing office at ccoleman@iwcs.k12.va.us.

Any questions related to the technical aspects of this document should be directed to Eric Cooprider at ecooprider@iwcs.k12.va.us or (757) 357-0911.

Necessary replies will be issued to all Offerors of record as addenda, which will become part of the contract documents. Oral instructions do not form a part of the proposal documents.

4.6 SITE VISITS

Site visits will not be required for this procurement.

4.7 PRICE ESCALATION FOR RENEWABLE TERMS

If the contract is renewed beyond the initial contract period, the first option year, and each additional option year will be subject to a price increase. This increase will be determined by using the Consumer Price Index -All Urban Consumers (CPI-U from December to December) as reported Annually by the Bureau of Labor Statistics. The current rates will be increased by the same percentage of the CPI-U for the renewal period with the increase not to exceed three percent (3%). This price increase will not be automatic and must be mutually agreed upon.

4.8 COST OF RESPONDING

This solicitation does not commit Isle of Wight County Schools to pay any costs incurred by the Offeror or any party in the preparation and/or submission of proposals or in making necessary studies or designs for the preparation thereof, nor is Isle of Wight County Schools obligated to procure or contract for such services.

4.9 COOPERATIVE AGREEMENT

This solicitation is being conducted on behalf of other public bodies under the provisions of § 2.2-4304 of the Virginia Public Procurement Act, Cooperative Procurement, as stated, “a public body may purchase from another public body's contract even if it did not participate in the request for proposal or invitation to bid, if the Request for Proposal or Invitation to Bid specified that the procurement was being conducted on behalf of other public bodies.”

If authorized by the Offeror (s), the resultant contract(s) may be extended to any jurisdiction within the Commonwealth of Virginia to purchase at contract prices in accordance with contract terms.

Any jurisdiction using such contracts shall place its own orders(s) directly with the Successful Offeror (s). The School Board of Isle of Wight acts only as the Contracting Agent and is not responsible for placement of orders, payment or discrepancies of the participating jurisdiction.

It is the Successful Offeror’s responsibility to notify the jurisdictions of the availability of contract(s).

Bidders desiring to offer to other jurisdictions under this clause shall so indicate in their response.

Any public body may enter into a contract directly with the Successful Offeror or Offerors with all the terms and conditions as set forth in this RFP process including negotiations and Best and Final Offers.

4.10 PROPOSAL CHANGES OR MODIFICATIONS

Changes or modifications to this RFP made prior to the date and time of closing will be addressed by addenda from the Issuing Office. Acknowledge receipt of addenda on the cover page of this RFP.

Oral modifications shall not form a part of the RFP documents. This proposal and any addenda shall be incorporated, by reference, into any resulting contract. Any changes or modifications will be posted on EVA (eva.state.va.us) and it is the responsibility of the Offeror to be aware of any changes.

4.11 CLOSING DATE

At the Closing Date and Time specified on the cover page, the submitted proposals shall be publicly announced. Only the names of the Offerors submitting proposals shall be read aloud. No other information will be provided nor are the proposals open to the public at this time. After an award is made, the proposals will be open to public inspection under the guidelines of the Virginia Public Procurement Act and the Virginia Freedom of Information Act.

4.12 OFFEROR OF RECORD

You can receive a copy of this RFP from EVA (state procurement website) or from the Purchasing Office. Notification of this RFP has been placed in a newspaper of general circulation.

4.13 TAXPAYER ID NUMBER AND CERTIFICATION – W9 FORM

Submit with your Offer the attached REQUEST FOR TAXPAYER ID NUMBER AND CERTIFICATION –

W9 FORM.

4.14 CONTRACTOR/EMPLOYEE BACKGROUND

CERTIFICATION

All Offerors are required to fill out and submit with their offer the attached CONTRACTOR BACKGROUND CERTIFICATION form. Failure to complete and submit this certification accurately may disqualify your offer from consideration for award.

4.15 VIRGINIA STATE CORPORATION COMMISSION

REGISTRATION

The provisions of Virginia Code §2.2-4311.2 are incorporated into this Solicitation and any resulting contract. Offerors who are organized or authorized to transact business in Virginia pursuant to Title

13.1 or Title 50 of the Code of Virginia shall include in their proposal the identification number issued to them by the Virginia State Corporation Commission. If an Offeror is not required to be authorized to transact business in Virginia, then such Offeror shall, instead, include in its proposal a statement why Offeror is not required to be so authorized. The Successful Offeror shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth of Virginia to be revoked or cancelled at any time during the term of this Contract.

The Procuring Party may void the Contract if Contractor fails to remain in compliance with this provision. Submit a copy of your SCC registration with your response.

4.16 IDEMNIFICATION

The Contractor agrees to indemnify, defend and hold harmless the School Board of Isle of Wight County, its members, officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the contractor/any services of any kind or nature furnished by the Contractor, provided that such liability is not attributable to the sole negligence of the using agency or to failure of the using agency to use the materials, goods, or equipment in the manner already and permanently described by the contractor on the materials, goods or equipment delivered.

4.17 SUBMITTAL OF PROPOSAL

Offerors should submit one original and a minimum of three (3) copies of their proposal to the Issuing Office. Offeror should also submit one electronic copy. Electronic copy is to be one file in PDF format.

Submit the electronic copy of the proposal by disk or CD etc. with the response or email to the Issuing Office prior to the closing date.

Proposal shall be placed in a separate envelope or package and identified with the RFP number and the name and address of the Offeror.

Proposals must be submitted on 8 1/2" x 11" white paper and shall include a table of contents properly indicating the section and page number of the information included. Elaborate bindings or other presentation aids are not required and will not enhance the overall evaluation of the proposal.

All responses must include an RFP cover sheet. The cover sheet should include the names, addresses, and telephone numbers for the Offeror, authorized contact persons, authorized signatures (i.e., the owner or other responsible person of the agency), the nearest regional office, and members of the Offerors proposal team. Offerors may recite the contents of the RFP in their proposal. However, in the event there is a discrepancy between the RFP (including subsequent addenda) and the RFP language included in Offerors proposal, the language of the RFP and its addenda shall prevail.

Offeror shall submit the following documents / information:

• Cover page of RFP with an original signature of an agent authorized to bind the company, title and all requested information

• Acknowledgment of any addenda

• Statement setting forth the basis for protection of proprietary information, if any, as detailed in the Disclosure section.

• Proposal as requested

• W-9 Information (form attached)

• Signed and completed anti-discrimination and anti-collusion clauses found on second page • Virginia State Corporation Commission Registration (if required)

• Letter stating that the Offeror has not been suspended or disbarred by the Commonwealth of

Virginia or the United States Government.

Proposals should be prepared simply and economically with emphasis on specific experiences and capability to perform work for similar government entities using a public procurement system.

Information relating closely to those tasks outlined above will be weighed most heavily.

4.18 EVALUATION

Proposals shall be evaluated by the School Board of Isle of Wight County Schools using the following criteria and points allocation

The contract award process is as follows: Selection will be made of one or more Offerors deemed to be fully qualified and best suited for each subsection requested, among those submitting proposals on the basis of the evaluation factors identified above. Negotiations will be conducted with the Offerors so selected. Price will be considered but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, IWCS will select the Offeror which, in its opinion, has made the best proposal, and will award the contract to that Offeror.

IWCS may cancel this Request for Proposals or reject proposals at any time prior to an award.

4.19 PREPARATION GUIDELINES

1. CLARIFICATION OF TERMS If any prospective offeror has questions about the statement of work, specifications or other solicitation documents, the prospective Offeror should contact the Procurement Officer whose name appears on the face of the solicitation no later than five (5) working days before the due date. Requests may be hand delivered, mailed, faxed, or e-mailed.

Any revisions to the solicitation will be made only by addendum issued by the Issuing Officer.

2. Your proposal must be signed, sealed, and received at the Issuing Office, 820 West Main Street, Smithfield, VA 23430 prior to the date and time due. The Offeror’s name, the proposal number, and the opening date and time must be shown clearly on the face of the envelope or package containing your proposal. Proposals offered by telephone, telegraph, e-mail or facsimile will not be accepted. Proposals delivered in person must be given to the Purchasing Department receptionist and the individual delivering the proposal must sign the log to verify delivery of the proposal. All proposals will be publicly opened and identified at the prescribed time and date; however, the proposals may not be read in their entirety nor open to public inspection at the time. After the award is announced, proposals will be open to inspection by offerors in accordance with the Code of Virginia §2.2-4343. After the award is made, proposals will be open to inspection by the public.

Therefore, protection of any trade secrets for specific proprietary information must be requested prior to or upon submission of the data or materials. Offerors must identify the specific information to be protected and state the reasons why protection is necessary. The identification of the entire proposal as proprietary or confidential is not acceptable and may result in the rejection of the proposal.

3. One (1) handwritten signed original and three (3) copies of the proposal shall be submitted to the

School Board of Isle of Wight County Schools. Original proposals signed with facsimile stamps are not acceptable. To ensure legibility, all information submitted, including prices should be typed.

When practical, each copy of the proposal shall be bound in a single volume. All documentation submitted with the proposal shall be bound in that single volume. Elaborate brochures and other representations beyond that sufficient to present a complete and effective proposal are neither required nor desired. Emphasis should be on completeness and clarity to content. Provide any information thought to be relevant, but not applicable to the enumerated scope of work, as an appendix to the proposal. If the offeror furnishes publications to respond to a requirement, the offeror should include reference to the applicable part of the Request for Proposals (RFP) by section/subsection title, number and page number. Proposals not providing this reference may be considered to have no reference material included in the additional documents.

4. To be complete, your proposal must include all of the following; neatly organized in the order requested so that ISLE OF WIGHT COUNTY SCHOOLS may fairly evaluate your proposal.

a. A copy of the RFP, signed by an agent authorized to bind the offeror to a contract:

b. An introduction (executive summary) summarizing:

1) Experience;

2) Capability and skills;

3) Costs;

4) Alternatives (your suggestions for meeting the needs of Isle of Wight County Schools that may differ from or are in addition to what has been requested);

5) A statement: “why having a long-term contract with your firm is advantageous to the

School Board of the Isle of Wight County Schools”

c. We will evaluate using the following weights:

a. Experience 30%

b. Capability and skills 15%

c. Recommendations 15%

d. Cost plan – 40%

REMINDER: Offerors will be evaluated based on the above areas and should address each of the above areas fully and should not necessarily limit responses only to the points stated.

4.20 ALTERNATES / EXCEPTIONS

The Offeror has the option to propose alternate solutions as it relates to the Statement of Needs.

The Offeror has the option to take exceptions to this RFP. For each exception, specify the RFP page number, section number, and the exception taken.

Alternatives and/or exceptions will be considered during evaluation. If Offeror is selected for further evaluation, alternatives and/or exceptions will be subject to negotiations.

4.21 EMPLOYMENT OF UNAUTHORIZED ALIENS

Contractor agrees that it does not currently, and shall not during the performance of this contract;

knowingly employ an unauthorized alien, as defined in the federal Immigration Reform and Control Act of 1986.

4.22 AWARD

Proposals will be evaluated and an award will be made to the Offeror who best meets the evaluation criteria set forth in the RFP in accordance with the provisions of the IWCS Policies and Regulations and the Code of Virginia, Virginia Public Procurement Act, Sections 2.2-4303 and 2.2-4302.2, Competitive Negotiations. Award of contract shall be at the sole discretion of IWCS. Such award shall be based upon the evaluation of all requested information. IWCS reserves the right to accept or reject any or all proposals in whole or in part and to waive any informality in the process. The contract shall also include the required State Law Addendum, a blank copy of which is included in this RFP for review. Further, IWCS reserve the right to enter into any contract deemed to be in the best interest of IWCS. The IWCS may elect to award a contract to more than one Offeror.

4.23 PROTEST OF AWARD OR DECISION TO AWARD

Any Offeror who desires to protest the award or decision to award a contract shall submit such protest in writing to the Purchasing Office no later than ten days after the announcement of the decision to award (Intent to Award). It is the responsibility of the Offeror submitting the protest to ensure that it is received in the Issuing Office by the close of business (5:00 P.M. EST) on or before the final day of the ten (10) day protest period. Any protest received after that time will be deemed to be late. The written protest shall include the basis for the protest and the relief sought. The Purchasing Office shall issue a decision in writing within ten days stating the reasons for the action taken. This decision shall be final unless the Offeror appeals within ten days by instituting legal action as provided in Section 2.2-4364 of the Code of Virginia.

5. GENERAL TERMS AND CONDITIONS

5.1 ANTI-COLLUSION CLAUSE/SUSPENSION AND DEBARMENT

During the preparation and submission of this proposal, the Offeror agrees as follows:

Offeror did not either directly or indirectly enter into any combination or arrangement with any person, firm or corporation, or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free competitive bidding in violation of the SHERMAN ACT (15 U.S.C. Section 1), Sections 59.1-9.1 through 59.1-9.17 or section 59.1-68.6 through 59.1-68.8 of the Code of Virginia.

Offeror hereby certifies that this agreement, or any claims resulting there from, is not the result of, or affected by, any act of collusion with, or any act of, another person or persons, firm or corporation engaged in the same line of business or commerce; and, that no person acting for, or employed by, IWCS has an interest in, or is concerned with, this proposal, and, that no person or persons, firm or corporation other than the Offeror, have, or are, interested in this proposal.

By submitting their proposals, Offerors certify that they are not currently suspended or debarred by the Commonwealth of Virginia from submitting bids or proposals on contracts for the type of goods and/or service covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred. Should this status change, Offerors are to self-report any such activity to the Purchasing Office within ten (10) business days.

NOTICE TO POTENTIAL OFFERORS: Any attempt to contact either end users or anyone on the selection committee whether intentional or unintentional will result in a disqualification of your proposal. All contact regarding this procurement must come through the purchasing office.

5.2 PROPOSAL BINDING FOR ONE HUNDRED AND TWENTY

DAYS

Offeror agrees that this proposal shall be good and may not be withdrawn for a period of one hundred and twenty (120) calendar days after the scheduled closing time for the RFP.

5.3 PROPRIETARY INFORMATION / DISCLOSURE

Offerors are advised that the Code of Virginia, Virginia Public Procurement Act, Section 2.2-4342 shall govern public inspection of all records submitted by the Offeror. IWCS reserves the right to submit to the School Board Attorney for concurrence of the Offeror’s claim that it is in fact proprietary. Trade secrets or proprietary information submitted by an Offeror in connection with this RFP is not subject to public disclosure under the Virginia Freedom of Information Act. However, Offeror must invoke the protection of this section prior to or upon submission of the data or other materials. Offeror must provide a statement that identifies the data or other materials to be protected and states the reasons why protection is necessary. Furthermore, Offeror shall submit trade secrets or proprietary information under separate cover in a sealed envelope clearly marked PROPRIETARY.

Information submitted which does not meet the above requirements will be considered public information.

Proprietary information submitted by the Offeror will be maintained as confidential pursuant to Virginia Code 2.2-4342 to the extent allowable by law. The School Board will not release such information unless required to do so pursuant to the law or a court order. The School Board will inform the Offeror of any request for such proprietary information and whether the School Board determines that the information should be released in accordance with the law or a court order. The School Board will allow the Offeror a reasonable amount of time to challenge the release of such information.

A statement by the Offeror that the entire proposal is proprietary and/or a statement that Offerors pricing/costs are to be protected is unacceptable. Offeror will be requested to remove any such statement(s) in order to be eligible for further evaluation and award.

References may be made within the body of the proposal to proprietary information; however all information contained within the body of the proposal, not under separate cover and labeled proprietary, shall be Public Information in accordance with state statutes.

5.4 EXAMINATION

Offeror shall carefully examine the contents of this RFP and any subsequent addenda. Failure to do so shall not relieve the Successful Offeror of its obligation to note any exceptions (see Exceptions/Alternatives section) and to fulfill the requirements of any resulting contract.

5.5 CONDITIONS OF WORK

Offerors shall inform themselves fully of the conditions relating to services required herein. Failure to do so will not relieve the Successful Offeror of the obligation to furnish all services necessary to carry out the provisions of any resulting contract.

5.6 PRESENTATION / DEMONSTRATION

If in the opinion of IWCS, Offerors’ presentations or demonstrations of their proposal and capabilities are warranted, IWCS will notify the appropriate Offeror(s). Such presentation or demonstration shall be at the Central Office site, shall be at a date and time mutually agreed to between the IWCS and Offeror(s), and shall be at the Offerors’ expense.

5.7 ANTI-TRUST

Any perceived incidence of price fixing or anti-trust violation shall be reported to the State Attorney General for possible enforcement of the anti-trust laws.

5.8 DISPOSITION OF PROPOSALS

All materials submitted in response to this RFP would become the property of IWCS. One (1) copy of each proposal will be retained for official files and will become a public record after award of the contract and will be open to public inspection subject to the Disclosure section of this RFP.

5.9 CONTRACT

It is expected that the Offeror who is selected by IWCS be ready to enter into contract negotiation upon award. It is also understood that no such agreement is valid until School Board of Isle of Wight County approves it.

It is also to be understood that the Isle of Wight County School Board may, at its discretion, not award a contract as a result of this solicitation.

It is also to be understood that the Isle of Wight County School Board may, at its discretion, make significant changes to this solicitation based on new information.

It is also to be understood that the Isle of Wight County School Board may, at its discretion, make recommendations to the selected firm regarding changes in proposed staffing, benefits, pay, and any other areas of a proposal. These recommendations will be negotiated by the Superintendent, or an approved designee(s).

Any and all legal action necessary to enforce the award or resulting contract will be held in Isle of Wight County, Virginia and the contractual obligations will be interpreted according to the laws of Virginia.

5.10 NOTICES

All notices, requests, demands, and elections under this contract, other than routine operational communications, shall be in writing and shall be deemed to have been duly given on the date when hand-delivered, or on the date of the confirmed facsimile transmission, or on the date received when delivered by courier that has a reliable system for tracking delivery, or six (6) IWCS business days after the date of mailing when mailed by United States mail, registered or certified mail, return receipt requested, postage prepaid. All notices shall be addressed to the following individuals:

To IWCS: IWCS Contract Administrator as designated in this RFP.

To Successful Offeror: Successful Offeror’s Contract Administrator as defined in Successful Offeror’s Proposal.

Either party may from time to time change the individual(s) to receive notices and/or its address for notification purposes by giving the other party written notice as provided above.

5.11 NON-PERFORMANCE

1. Delivery Delays: IWCS reserves the right to procure goods and/or services to be provided under this contract from other sources in the event Successful Offeror fails to deliver such goods and/or service deliverables in accordance with delivery dates and time frames set forth in the resulting.

2. Unacceptable Deliveries (Rejections): Upon notification by IWCS that goods and/or service deliverables provided by the Successful Offeror under the resulting contract are damaged and/or not of the quality specified by IWCS, such goods and/or service deliverables will be rejected. Successful Offeror shall replace such rejected goods and/or service deliverables immediately or within a reasonable time as determined by IWCS.

3. Successful Offeror shall remove all rejected materials, equipment or supplies from the premises of IWCS within ten (10) days of notification. Rejected goods and/or service deliverables not removed from IWCS’ premises within ten (10) days will be regarded as abandoned, shall become the property of IWCS, and IWCS shall have the right to dispose of such items.

4. IWCS reserves the right to authorize immediate purchase from other sources against rejections.

5. Liability: Successful Offeror shall be liable to IWCS for all costs incurred by IWCS as a result of Successful Offeror's failure to perform in accordance with the resulting contract. Successful Offeror's liability shall include, but not be limited to:

a. Damages and other delay costs, to include costs to procure goods/services from alternate suppliers.

b. Increased costs of performance, such as extended overhead and increased performance costs resulting from performance delays caused by Successful Offeror and/or rejections of Successful Offeror’s goods and/or service deliverables.

c. Warranty and rework costs, liability to third party, excess costs, attorney’s fees and related costs incurred by IWCS due to non-responsive performance of Successful Offeror.

5.12 CANCELLATION AND TERMINATION

Either party may cancel or terminate the resulting contract in part or whole, without penalty, upon delivery of written notice, to the other party at least sixty (60) days prior to such proposed cancellation date. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

Upon termination of the resulting contract by either party, payment shall be made for any portion of the work completed up to the date of termination. Should the Contractor terminate this agreement, written notice must be delivered to the Owner at least sixty (60) days prior to such proposed cancellation date.

Should the Owner abandon the services to be…