RFP 2027-001 Turnkey Surveillance System.pdf

RFP # 2027-001

REQUEST FOR PROPOSALS

Region Ten Community Services Board: Turnkey Surveillance System

Issue Date: July 2nd, 2026

Purchasing Agency: Region Ten Community Services Board

110 Avon Street, Charlottesville, Virginia 22902

Contract Specialist: Davon Chambers davon.chambers@regionten.org

(434) 220-7640

Initial Contract Term: September 30, 2026 through the period established in the resulting contract.

Deliver proposals to Region Ten Community Services Board’s (Region Ten CSB) Procurement

Department, 110 Avon Street, Charlottesville, Virginia 22902. All inquiries should be directed to the

Contract Specialist. The offeror is responsible for ensuring that its offer is received as specified by the date and time listed herein. If an addendum is issued to this RFP, it is the responsibility of the offeror to provide acknowledgement of that addendum as part of the proposal submission.

In compliance with this request for proposal and to all the conditions imposed therein, the undersigned firm hereby agrees to furnish all goods and services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation.

Further, the undersigned firm hereby warrants and certifies that –

(1) All information provided below and, in any schedule, attached hereto is true, accurate and complete;

(2) The individual signing on Offeror’s behalf is authorized to bind the Offeror in any and all contractual matters relating to this Request for Proposals;

(3) The Offeror, the individual signing on behalf of the Offeror, or any officer of the firm does not have any business or personal relationships with any other persons, including Region Ten employees, officers or executives; or companies that are in conflict with the Commonwealth of Virginia’s

Conflict of Interest Act or of any Region Ten terms and conditions;

(4) The Offeror has not employed or retained any firm or person other than a bona fide employee working solely for the firm to solicit or secure this contract and has not paid or agreed to pay any firm or person other than a bona fide employee working solely for the firm any fee, commission, percentage, brokerage fee, gifts or other consideration contingent upon or resulting from the award or making of this contract. For breach or violation of this warranty, Region Ten shall have the right to annul or void any resulting contract without liability or, in its sole discretion, to deduct from the mailto:michelle.whatley@regionten.org contract price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee.

If the Offeror knowingly makes a material misrepresentation in submitting information to the Authority, such misrepresentation will be sufficient grounds for rescinding an award to the Offeror.

OFFEROR INFORMATION:

Sign in ink and type or print requested information.

(Official Signature in Ink) Print Name

Title Date

Name of Firm (Offeror) Federal Identification Number

Offeror Business Address

Print Telephone Number eVA Vendor ID

Email Address

If applicable:

Virginia Contractor License and Classification: _________________________________________

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a Offeror or Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

Table of Contents

1.0 PURPOSE

2.0 SCOPE OF SERVICES

3.0 BACKGROUND

4.0 REPORTING AND DELIVERY REQUIREMENTS

5.0 QUALIFICATIONS OF THE PROVIDER

6.0 PREPARATION AND SUBMISSION OF PROPOSALS

7.0 EVALUATION, SELECTION AND AWARD PROCESS

8.0 GENERAL TERMS AND CONDITIONS

9.0 SPECIAL TERMS AND CONDITIONS

10.0 ATTACHMENTS

1.0 PURPOSE

The Region Ten Community Services Board is seeking proposals from qualified vendors to design, furnish, and install a comprehensive public safety surveillance system across all Board-owned facilities. These facilities include a multi-building campus on Old Lynchburg Road in

Charlottesville, Virginia (comprising three buildings), two additional primary buildings, four remote clinics, three day-program sites, one assisted living facility, two residential treatment centers, and seven residential homes.

2.0 SCOPE OF WORK

The Region Ten Community Services Board is seeking proposals from qualified vendors to furnish and install a comprehensive public safety surveillance system across all Board facilities.

The system must include all necessary hardware and software to enable secure remote monitoring via the Internet. Connection to the Internet and power will be provided by the Board via Meraki or Ubiquity POE switches. Vendors should not include switches in the proposal.

Proposals must include separate bids for each facility and a summary page of the total project.

Video storage will be maintained on the camera and in the cloud. No NVR/DVR equipment will be maintained on premise.

Preferred systems will integrate with the Board’s Microsoft 365 user credentials and support multifactor authentication. User access should be restricted to assigned cameras only, with controls to limit who can export footage. The system must also provide alerts for camera obstructions, disconnections, or system failures. The vendor shall assess existing camera infrastructure and may be required to replace, integrate, or supplement existing systems based on site conditions and final approval by Region Ten CSB.

Due to frequent program changes, flexibility in camera placement is required, and ongoing support may be needed for relocation or installation of additional cameras.

Core System Requirements

1. Video storage is maintained in the cloud for at least 30 days at a minimum of one frame per second at a 1080p resolution. Local storage is maintained on the camera for seven days preferably at a 4K resolution. An option is available to export footage to a local storage medium to support extended investigations.

2. User authentication is restricted to approved individuals. If possible, user credentials are integrated with Microsoft 365 and enforced through multifactor authentication (MFA).

3. User access is granular, limiting each user’s visibility to only their assigned cameras, and enabling administrative control over who can export video footage.

4. The system supports real-time alerts for camera malfunctions, including obstruction, disconnection, or network failure.

5. Given the dynamic nature of program needs, camera placements are flexible, with the capacity to relocate or add additional units as required.

6. The vendor may be asked to provide ongoing support for system modifications or expansions.

Technical Proposal Requirements

Vendors must address the following in their proposal submission:

1. Hardware and Software Specifications

Provide a detailed list of all hardware and software components required for system implementation, including cameras, supporting equipment and any proprietary software.

2. System Design Documentation

Submit a detailed system layout for each facility, including floor plans or building diagrams showing proposed camera placement, coverage areas, and equipment locations.

3. Security Goals & Risk Mitigation

Explain how the proposed system will enhance safety and address known or potential security threats at each site.

4. Customization & Administrative Control

Describe the system’s customization capabilities, including the ease of establishing and modifying security privileges and permissions by agency administrators.

5. Data Management

Outline the system’s video storage architecture, including how data is retained, accessed, and exported. Clarify the options for archiving or backing up footage.

6. System Integrity & Tamper Prevention

Detail any built-in tamper resistance features, system integrity monitoring, and automated alerts that notify administrators of issues or interference.

This scope is intended to ensure a robust and scalable surveillance system capable of addressing the Board’s present and future security needs. Proposals will be evaluated on technical merit, cost effectiveness, user access control, and overall system flexibility.

The awarding agency reserves the right to selectively implement proposed camera placements at its sole discretion. While vendors may propose a comprehensive camera layout (e.g., fifteen cameras at a given site), the agency may choose to proceed with only a portion of those recommendations (e.g., five cameras) based on operational priorities, budgetary considerations, or security assessments. Furthermore, implementation may be staggered over time, with certain locations or camera angles prioritized over others. Vendors should ensure that their proposals allow for phased deployment and modular implementation without penalty or restructuring fees.

Implementation Deliverables

The successful Offeror shall provide the following deliverables as part of the project implementation:

1. Project Kickoff Meeting and Implementation Schedule.

2. Detailed site-specific camera layouts and coverage plans for each approved location.

3. Equipment inventory identifying all cameras, mounting hardware, licenses, and associated components.

4. Installation and configuration of all approved equipment.

5. System configuration documentation, including user administration settings and access permissions.

6. As-built drawings reflecting final camera locations and coverage areas.

7. Network and connectivity documentation identifying IP addresses, device names, and communication requirements.

8. Training for designated Region Ten CSB administrators on system operation, user management, video retrieval, and export procedures.

9. Administrative user guide and end-user reference materials.

10. Warranty documentation for all hardware, software, and installation services.

11. Acceptance testing and commissioning report demonstrating system functionality, recording capability, alerting functionality, and remote access operation.

12. Final project closeout package containing all documentation, licenses, warranties, passwords transferred through an approved process, and support contact information.

13. Minimum one-year post-installation technical support and warranty services, including response times for critical system outages.

3.0 BACKGROUND

Region Ten Community Services Board is one of 40 governmental entities established to assure the provision of community based Behavioral Health and Developmental Services throughout the state of Virginia. We serve the counties of Albemarle, Fluvanna, Greene, Louisa, Nelson and the City of

Charlottesville.

Region Ten CSB also serves as the Fiscal Agent for and houses Region One’s Regional Office.

Region One is comprised of nine Community Services Boards (CSB) including: Alleghany Highlands

CSB, Harrisonburg-Rockingham CSB, Horizon Behavioral Health, Northwestern CSB, Rappahannock Area CSB, Rappahannock-Rapidan CSB, Region Ten CSB, Rockbridge CSB and

Valley CSB. Region One, is comprised of these nine Community Service Boards designated by

Virginia’s Department of Behavioral Health and Developmental Services and includes the following localities: Alleghany, Bath, City of Covington, Town of Clifton, Iron Gate, Bedford, Campbell, Appomattox, Amherst, Rockingham, Shenandoah, Page, Warren, Frederick, Clark, Stafford, Spotsylvania, King George, Caroline, Rockbridge, City of Lexington, City of Buena Vista, Culpeper, Rappahannock, City of Fredericksburg, Fauquier, Orange, Madison, Greene, Louisa, Fluvanna, Albemarle, City of Charlottesville, Nelson, Augusta, City of Waynesboro, and City of Staunton.

4.0 REPORTING AND DELIVERY REQUIREMENTS

4.1 All information requested should be submitted. Failure to submit all information requested may result in the Region Ten CSB requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the Region Ten CSB.

4.2 Proposals should be organized in the order in which the requirements are presented in the RFP.

All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph as it appears in the RFP. The proposal should contain a table of contents, which cross-references the RFP requirements. 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. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

4.3 Paper copies are not required unless specifically requested by Region Ten CSB at a later date.

Oral proposals, proposals received by telephone, fax, or telegraph shall be rejected.

4.4 Offerors may submit any questions or requests for additional information regarding the project in written format to Davon Chambers, at davon.chambers@regionten.org. A formal clarification will be sent out in writing as soon as available to all known potential offerors.

4.5 The offeror must submit a proposal, which demonstrates and provides evidence that the offeror has the capabilities, professional expertise, and experience to provide the necessary services as described in the RFP. The offeror shall ensure that all information required herein is submitted with the proposal. All information provided should be verifiable by documentation requested by mailto:davon.chambers@regionten.org

Region Ten CSB. Failure to provide all information, inaccuracy or misstatement may be sufficient cause for rejection of the proposal or rescission of an award.

4.6 Proposed Schedule:

Activity Target Completion Date

RFP Release July 2nd, 2026

Site Visits Completed July 13-17, 2026

Questions Due July 24, 2026

Responses/Addendum Issued July 31, 2026

Proposals Due August 21, 2026

Evaluation Committee Review August 24 – September 4, 2026

Interviews (if needed) September 9 – 11, 2026

Notice of Intent to Award September 16, 2026

Contract Award September 23,2026

Contract Executed September 30, 2026

5 QUALIFICATIONS OF THE PROVIDER

5.1 Region Ten CSB may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the work. Region Ten CSB reserves the right to inspect the facilities of the offeror at any time during the contract period. The offeror shall furnish all such information and data for this purpose as may be requested. Region Ten CSB further reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Offeror fails to satisfy the Region Ten that such

Offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated.

5.2 Applicant should describe organizational and/or professional qualifications, affirming that they meet the minimum qualifications:

• Surveillance system design experience

• Access control integration experience

• Cloud video management experience

• Public sector implementation experience

• Virginia low-voltage licensing requirements

• Experience supporting behavioral healthcare environments

5.3 Additional Requirements:

All team members should be noted in the submission; names and history of all core consultants that will work on the project will be determined prior to submission and their work history shared in submission.

6 PREPARATION AND SUBMISSION OF PROPOSALS

6.1 General Instructions

A. The Offeror shall submit a proposal that demonstrates its qualifications, technical expertise, experience, and ability to provide the services described in this Request for

Proposals (RFP). The proposal shall address all requirements contained herein and provide sufficient detail to allow Region Ten Community Services Board (Region Ten

CSB) to evaluate the Offeror's capabilities.

B. Proposals must be received by 3:00 PM Eastern Time on August 21, 2026. Late proposals will not be accepted.

C. Offerors may submit one (1) proposal using any one of the following submission methods:

Electronic Submission through eVA

• Submit through the Commonwealth of Virginia's eVA procurement portal in accordance with the instructions provided in this solicitation. https://eva.virginia.gov, Email Submission

• Submit a complete proposal in PDF format to davon.chambers@regionten.org.

• The subject line shall read:

RFP #2027-001 – Turnkey Surveillance System

• Offerors are encouraged to request confirmation of receipt. Region Ten CSB is not responsible for transmission failures, file corruption, or technical issues that prevent timely receipt.

Hand Delivery or Mail

Deliver proposals in a sealed package clearly labeled:

RFP #2027-001 – Turnkey Surveillance System

Attn: Davon Chambers

Region Ten Community Services Board

500 Old Lynchburg Road

Charlottesville, VA 22903

It is the Offeror's sole responsibility to ensure that its proposal is received by the deadline regardless of the submission method selected.

D. Oral, telephone, fax, or other unofficial proposal submissions will not be accepted.

• Proposals may be submitted using any one (1) of the following methods: eVA portal, email, or hand delivery, as described in Section 6.1.

6.2 Proposal Preparation

A. Proposals shall be signed by an individual authorized to legally bind the Offeror.

B. Proposals should be prepared in a clear, concise, and organized manner while providing sufficient detail to demonstrate the Offeror's ability to satisfy the requirements of this solicitation.

https://eva.virginia.gov/

C. Offerors should organize their proposals in the same order as the requirements contained within this RFP. Each section should clearly identify the corresponding RFP section being addressed. A table of contents is recommended.

D. The proposal shall include, at a minimum:

• Executive Summary

• Company Qualifications and Experience

• Technical Approach and Proposed Solution

• Project Implementation Plan and Schedule

• Equipment and Software Specifications

• Staffing and Key Personnel

• Customer References

• Support and Warranty Information

• Pricing Proposal

• Required Attachments and Certifications

E. Region Ten CSB reserves the right to request clarification or additional information during the evaluation process. Requests for clarification shall not be construed as an opportunity to materially modify the proposal.

6.3 Questions and Request for Clarification

All questions regarding this solicitation shall be submitted in writing to:

Davon Chambers

Region Ten Community Services Board

Email: davon.chambers@regionten.org

Questions must be received no later than the date identified in the Procurement Schedule.

Responses that materially affect the solicitation will be issued by written addendum and distributed to all known prospective Offerors. Verbal responses shall not be considered binding.

6.4 Proposal Content

Offerors shall provide sufficient information to demonstrate their qualifications and ability to successfully perform the work described in this solicitation. At a minimum, proposals shall include:

• Executive Summary.

• Company profile and organizational qualifications.

• Relevant project experience, including at least three comparable references.

• Qualifications of key personnel assigned to the project.

• Detailed technical solution addressing all requirements contained in the Scope of

Work.

• Proposed implementation schedule and project management approach.

• Ongoing maintenance, warranty, and technical support services.

• Complete pricing by facility, including a total project summary.

• Completed Vendor Data Sheet.

• Completed Virginia State Corporation Commission Registration Form.

• Any additional information the Offeror believes demonstrates its ability to provide best value to Region Ten CSB.

7 EVALUATION, SELECTION AND AWARD PROCESS

7.1 Offerors are to make written proposals that present the Offeror's qualifications and understanding of the work to be performed. Offerors should address each evaluation criteria and to be specific in presenting its qualifications. Proposals should be as thorough and detailed as possible so that Region Ten may properly evaluate Offeror’s capabilities to provide the required services.

7.2 As soon as practical following the closing time, Region Ten will open and list the proposals for the record. This is not a public opening.

7.3 During the evaluation phase, proposals are reviewed by the Evaluation Committee to ascertain which proposals address all the requirements of the RFP, and to conduct an analysis to document the adequacy of the proposals. Proposals deemed technically non-responsive or not as responsive as other proposals may be eliminated at this point. The Evaluation Committee may conduct interviews or site visits with selected Offerors to clarify specific matters presented in the proposals. The Evaluation Committee will use information gained during these discussions, and information presented in the proposal, to rank Offerors in accordance with criteria stated in the RFP.

7.4 The Evaluation Committee will use the following evaluation criteria and weighing factors in selecting the firm(s) for negotiation and recommendation for award of the contract:

Criteria Point Weight

1. Quality of Offer

Responsiveness to RFP

Meeting the requirements as outlined

20 points

2. Technical Solution & System Functionality

30 points

3. Implementation Plan & Support 30 points

4. Cost and Pricing

Competitiveness and transparency of pricing, including billing practices and cost-effectiveness.

20 points

AVAILABLE POINTS 100pts

7.5 For goods, non-professional services and insurance: Selection will be made of the Offerors deemed fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the RFP, including costs. Negotiations will then be conducted with each of the Offerors so selected. Price will be considered, but may not be the sole or primary determining factor. After negotiations have been conducted with each Offeror so selected, Region Ten will select the Offeror which, in its opinion, has made the best proposal and provides the best value, and will award the contract to that Offeror. Should Region Ten 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.

7.6 The contract awarded will incorporate by reference all requirements, terms and conditions of the solicitation (RFP), all negotiated requirements and the Offeror’s proposals as negotiated.

8 GENERAL TERMS AND CONDITIONS

8.1 Purchasing Regulations: This solicitation is subject to the provisions of the purchasing regulations of the Region Ten Community Services Board and any revisions thereto, which are hereby incorporated into this contract in their entirety. A copy of these regulations is available for review at the purchasing office.

8.2 Mandatory Use of CSB Form and Terms and Conditions: Failure to submit a proposal on the official form provided for that purpose shall be a cause for rejection of the proposal. Return of the complete document is required. Modification of or additions to any portion of the solicitation may be cause for rejection of the proposal; however, the Community Services

Board reserves the right to decide, on a case by case basis, in its sole discretion, whether or not to reject such a proposal.

8.3 Precedence of Terms: Except for Paragraphs titled Purchasing Regulations, Applicable Laws and Courts, Compliance, Mandatory Use of CSB Form and Terms and Conditions, Precedence of Terms, and Debarment Status herein, which shall apply in all instances, in the event there is a conflict between the General Terms and Conditions and any Special Terms and Conditions used in a particular procurement, the Special Terms and Conditions shall apply.

8.4 Payment Terms and Invoices: Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last.

However, this shall not affect offers of discounts for payment in less than 30 days. Invoices must show the contract or purchase order assigned by the Community Services Board and shall be submitted by the contractor to the attention of the Accounting Office and mailed to

Region Ten CSB, 110 Avon Street, Charlottesville, Virginia 22902.

8.5 Default: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the Commonwealth, after due oral or written notice, may procure them from other sources and hold the contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the

Community Services Board may have.

8.6 Assignment of Contract: A contract shall not be assignable by the contractor in whole or in part without the written consent of the Community Services Board.

8.7 Compliance: By signing this Proposal, the Offeror certifies that it is and will remain in full compliance with:

The Federal Civil Rights Act of 1964, as amended.

The Federal Immigration Reform and Control Act of 1986.

The Virginia Fair Employment Act of 1975, as amended, where applicable.

The Virginia Conflict of Interest Act.

The Virginians With Disabilities Act.

The Americans With Disabilities Act.

Section 11-51 (Employment Discrimination Act) of the Virginia Public Procurement Act.

Section 11.62-11 (Payment to Subcontractor) of the Virginia Public Procurement Act.

Sections 1 1-77 and 1 1-78 (Ethics in Public Contracting) of the Virginia Public

Procurement Act.

The Antitrust laws of the United States and the Commonwealth of Virginia.

8.8 Debarment Status: By submitting their proposal, all Offerors certify that they are not currently debarred from submitting proposals on contracts by any agency of the Commonwealth of

Virginia, nor are they an agent of any person or entity that is currently debarred from submitting proposals on contracts by any agency of the Commonwealth of Virginia.

8.9 Applicable Law and Courts: Any contract resulting from this solicitation shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The contractor shall comply with applicable federal, state and local laws and regulations.

8.10 Qualifications of Offerors: The Community Services Board may make such reasonable investigations, including inspections of the offeror's physical plant, as deemed proper and necessary to determine the ability of the offeror to perform the work and the offeror shall furnish to the Community Services Board with all such information and data for this purpose as may be requested.

8.11 Taxes: Sales to the Community Services Board are normally exempt from State sales tax.

State sales and use tax certificates of exemption, will be issued upon request. Deliveries against this contract shall be free of Federal excise and transportation taxes.

8.12 Delivery Point: Except when otherwise specified herein, all items shall be F.O.B. delivery point.

8.13 Subcontracts: It is the policy of the Community Services Board to contribute to the establishment, preservation, and strengthening of minority businesses, small businesses and women owned businesses and to encourage their participation in CSB procurement activities.

Towards that end, the Community Services Board encourages contractors to provide for the participation of minority businesses, small businesses, and businesses owned by women through partnerships, joint ventures, subcontracts, and other contractual opportunities.

Contractors are strongly encouraged to report the use of such subcontractors to the Purchasing

Agency upon submission of invoices for payment.

8.14 Changes to The Contract: By written notice to the Contractor, the Community Services

Board may from time to time make changes, within the general scope of the contract, in the services provided by the Contractor. The Contractor shall promptly comply with the notice and shall perform services in conformity to the notice. If any such change causes an increase or decrease in the Contractor's cost of performance, an equitable adjustment in the payment rate shall be negotiated and the contract modified accordingly by written supplemental agreement.

8.15 Drug Free Workplace: The unlawful or unauthorized manufacture, distribution, dispensing, or possession of alcohol or other drugs, or the impairment or incapacitation from the use of alcohol or other drugs is. prohibited in the workplace by the contractor or his/her employees utilized to provide services herein. By submitting proposals, offerors certify their compliance and understand that violation of these prohibitions is a breach of contract and can result in default action.

8.16 Audit: The contractor hereby agrees to retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the

Commonwealth of Virginia, whichever is sooner. The Community Services Board, its authorized agents, federal auditors, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

8.17 Availability of Funds: By signing this proposal, the offeror agrees that the Community

Services Board shall be bound only to the extent of the funds available or which may hereafter become available for the purpose of any resultant contract.

8.18 Obligation of Offeror: By submitting a proposal, the Offeror covenants and agrees that he has satisfied himself, from his own investigation of the conditions to be met, that he fully understands his obligation, and that he will not make any claim for, or have right to cancellation or relief from the contract because of any misunderstanding or lack of information.

8.19 Confidentiality: The Contractor assures that information and data obtained as to personal facts and circumstances related to clients will be collected and held confidential, during and following the term of this agreement, and will not be divulged without the individual's and the

Community Services Board's written consent. Any information to be disclosed, except to the

Community Services Board, must be in summary, statistical, or other form which does not identify particular individuals.

8.20 Liquidated Damages: Not applicable

8.21 Clarification of Terms: If any prospective Offeror has questions about the specifications or other solicitation documents, the prospective Offeror should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.

8.22 Additional Information: The Community Service Board reserves the right to ask any offeror to submit information missing from its bid, to clarify its bid, and to submit additional information which the Community Service Board deems desirable

8.23 Testing and Inspection: The Community Service Board reserves the right to conduct any test/inspection it may deem advisable to assure supplies and services conform to the specification.

8.24 Advertising: In the event a contract is awarded for supplies, equipment, or services resulting from this bid, no indication of such sales or services to Region Ten Community

Services Board will be used in product literature or advertising. The Contractor shall not state in any of the advertising or product literature that Region Ten CSB has purchased or used its products or services.

8.25 Cancellation of Contract: The purchasing agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 30 days written notice to the

Contractor. Any contract cancellation notice shall not relieve the Contractor the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation. Contractual disputes will be litigated under the Code of Virginia, 2.2-4363.

8.26 Inspection of Job Site: The Offeror’s signature on this solicitation constitutes that the

Offeror has inspected the job site and is aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by

Region Ten CSB.

8.27 Work Site Damage: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to Region Ten’s satisfaction at the Contractor’s expense.

8.28 Contractor Property Damage: The Contractor will be entirely responsible for any loss or damage to his/her own materials, supplies and equipment, and to the personal property of his/her employees while they are maintained on the work site.

9 SPECIAL TERMS AND CONDITIONS

The following Terms and Conditions are desirable. Offerors may propose alternative language; however, the basic contract form shall be retained. Offerors are requested to limit proposed changes, if any, to those of a substantive nature.

9.1 Insurance: By signing and submitting a proposal under this solicitation, the Offeror certifies that, if awarded the contract, it will have the following insurance coverages at the time the work commences. Additionally, it will maintain these during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

During the period of the Contract, the Commonwealth reserves the right to require the

Contractor to furnish certificates of insurance for the coverages required by the

Commonwealth as indicated.

Coverages Required: Broad Form Comprehensive General Liability - $ 500,000 Combined

Single Limit, with the Commonwealth of Virginia names as additional insured. The coverage shall include:

Premises - Operations; Products/Completed Operations: Contractual;

Independent Contractors; Owners and Contractor's Protective; Personal

Injury (Liable, Slander, Defamation of Character, etc.);

9.2 Proposal Acceptance Period: This proposal shall be binding upon the offeror for 60 calendar days following the proposal opening date. Any proposal on which the offeror shortens the acceptance period may be rejected.

9.3 Method of Payment: Payment shall be made upon 30 days of receipt of accurate and complete invoice; all invoices must display the project number and contract number assigned to the resulting contract.

9.4 Period of the Contract and Renewals: The initial contract term will be September 30, 2026 -until time period agreed upon in contract and may be renewed by the Purchasing Agency under the terms and conditions of the original contract except as stated below. Written notice of such renewal shall be given approximately 30-90 days prior to the expiration date of each contract period.

Renewal fees, rates, budgets and reimbursables shall be negotiated at the time of renewal.

Increases in fees and rates, if determined to be necessary or advisable in the sole determination of the purchasing agency, shall be negotiated, but shall in no case exceed the percentage increase/decrease of the "U. S. City Average" category of the Consumer Price

Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

10 ATTACHMENTS

• Vendor Data Sheet

• Virginia State Corporation Commission (SCC) Form

• Appendix A: Locations and Floorplans

END OF SOLICITATION

Template

ATTACHMENT A

Return this attachment as part of your proposal response.

VENDOR DATA SHEET

Primary Contact:

Name: ______________________________________ Phone: __________________________

Email Address: ________________________________________________________________________

Years in Business: Indicate the length of time the firm has been in business providing this type of good or service:

_____________ Years ________________ Months

FIN or FEI Number: _________________________ (If Company, Corporation or Partnership)

Social Security Number: _________________________ (If Individual)

Indicate below a listing of at least three (3) current or recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods or services. Include the length of service and the name, address, and telephone number of the point of contact:

A. Company: ____________________________________ Contact: ___________________________

Phone: _______________________________________ Fax: ______________________________

Project: ___________________________________________________________________________

Dates of Service: ________________________________ Value: ____________________________

B. Company: ____________________________________ Contact_____________________________

Phone: _______________________________________ Fax: _______________________________

C. Company: ____________________________________ Contact: ___________________________

Phone: _______________________________________ Fax: ______________________________

I certify the accuracy of this information:

Signature: ______________________ Title: ______________________ Date: ___________________

ATTACHMENT B

Return this attachment as part of your proposal response.

Virginia State Corporation Commission (“SCC”) Registration Information:

The undersigned Offeror:

_____ is a corporation or other business entity with the following SCC identification number: ___________________

-or-

_____ is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust

_____ is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the offeror in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from Offeror’s out-of-state location)

_____ is an out-of-state business entity that is including with this proposal an opinion of legal counsel which accurately and completely discloses the undersigned Offeror’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in titles

13.1 or 50 of the Code of Virginia.

_____ check here if you have not completed any of the foregoing options, but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for proposals.*

Signature: _____________________________________ __________________ (Date)

Name: ________________________________________ _______________________________

(print) Title

Name of firm:_______________________________________________________________________

* Region Ten reserves the right to determine in its sole discretion whether to allow such a waiver

APPENDIX A

Category Detail Name City Zip Existing Cameras

Commercial Office/ Meeting Avon Charlottesville 22902 0

Commercial Office/ Meeting 500 OLR Charlottesville 22903 8

Commercial Office/ Treatment 502 OLR Charlottesville 22903 8

Commercial

Office/ Treatment/ Meeting 504 OLR Charlottesville 22903 8

Commercial Office/ Clinic Peterson Charlottesville 22903 8

Commercial ALF Town Creek Lovingston 22949 10

Commercial Clinic Fluvanna Palmyra 22963 0

Commercial Clinic Greene Standardsville 22973 0

Commercial Clinic Louisa Louisa 23093 0

Commercial Clinic Nelson Lovingston 22949 0

Commercial Day Prgm Blue Ridge Center Charlottesville 22902 0

Commercial Day Prgm Horizon House Lovingston 22949 0

Commercial Day Prgm Meadowcreek Charlottesville 22901 0

Commercial Treatment Mohr Center Charlottesville 22902 3

Commercial Treatment Womens Center Charlottesville 22903 0

Residential Residence Barbour Charlottesville 22903 2

Residential Residence Carlton Charlottesville 22902 2

Residential Residence Cedar Hill Charlottesville 22901 3

Residential Residence Fontaine Charlottesville 22903 2

Residential Residence Henry Charlottesville 22903 2

Residential Residence Nunley Charlottesville 22903 1

Residential Residence Stagecoach Charlottesville 22902 2