RFP Networking and Security Camera.pdf

REQUEST FOR PROPOSALS

County of Warren, Virginia Finance & Purchasing Department

Title: Technical Services for IT Networking and Infrastructure Issue Date: February 21st, 2024 Issuing Agency: County of Warren, Virginia

220 N. Commerce Avenue, Suite 700 Department of Finance & Purchasing Front Royal, VA 22630

Interested firms are asked to submit one (1) original and five (5) copies of sealed proposals to Issuing Agency OR through the eVA portal. Proposals will be received until no later than 2:00 P.M., EDT, March 13th, 2024. Any proposal received after the specified date and time will not be considered and will be returned unopened. No responsibility will be attached to any County personnel for the premature opening of a proposal not properly addressed and identified on the outside of a sealed envelope.

Direct All Inquiries for Information in Writing: Kimberly Henry, khenry@warrencountyva.gov no later than 5 days prior to proposal due date. No questions will be answered by phone.

This procurement is governed by the Virginia Public Procurement Act (VPPA) and all terms and conditions are made a part of this solicitations and resulting public contract.

This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment.

I. PURPOSE AND GENERAL INFORMATION:

The purpose of Request for Proposals is to solicit sealed proposals from qualified sources for the procurement of goods and services through the competitive negotiation process to meet the County’s need for technical services for IT networking and infrastructure on an as-needed basis through the issuance of task orders.

Location Where Work Will Be Performed: Warren County Virginia.

Term of Contract: This Contract shall be in effect beginning with the date of the final signature on the contract and continuing (if not otherwise terminated pursuant to the terms of this agreement) through twelve (12) months in the first term and twelve (12) months in subsequent terms, with the option of four (4) one-year renewals on the anniversary date, if agreed to by both parties, for a maximum total contract period of five

(5) years, in accordance with the enclosed statement of needs and terms and conditions.

II. STATEMENT OF NEED:

The majority of work performed under this contract will include designing, providing, installing, repair, replacement, maintenance, modifying, testing, and terminating Data, Voice, AV and Coax cabling in and to County facilities which include offices, commercial and light industrial spaces. Additional work performed under this contract will include but not limited to:

• Rebuild existing computer rooms and telephone closets

• Install multiple levels (basic, mid, expert) CCTV security cameras, and related systems

• Assist the IT staff as required in planning and budgeting

• Install of wireless network systems

• Install and maintaining AV systems

• Assist the IT staff as required in move/add/change MAC activity

1. The selected contractor is required to have established processes, procedures, staff resources and relevant tools in place for the installation of Inter and Intra - building cabling.

2. Contractor shall be an Ortronics Certified Installer and submit a letter of good standing or proof of certification from Ortronics with proposal submission. No equivalents are accepted.

3. Contractor shall be located or have a regional office within a 25-mile radius of Front Royal, VA therefore allowing rapid response time in providing emergency repair services. No Travel hours or costs will be accepted on this contract.

4. Contractor shall be responsible for determining cabling distances.

5. Contractor shall supply all test equipment and resources required in order to provide all requisite acceptance testing results.

6. Contractor shall remove all debris and rubbish from the site that is a direct result of performing any system installation or modification. Vendor will leave the workspace clean at the end of each day and all associated materials removed.

7. Contractor shall be responsible for removing and laying aside ceiling tiles during the installation, depending upon the scope of work. When work is completed or at the end of each day, the tiles must be placed back in the ceiling.

8. Contractor shall take adequate measures to maintain protection of all county facilities. Any damage to any part of the facility by the contractor or his designee shall be repaired or replaced at the Contractor’s expense and to the complete satisfaction of the County.

9. Contractor shall adhere to all sign-in and sign-out procedures at all County locations.

10. Contractor shall be responsible for compliance with all Local, State and Federal codes, the NEC and with procedures in accordance with the most recent edition of following publications and standards:

• BICSI – Telecommunications Distribution Methods Manual

• BICSI – Cabling Installation Manual

• BICSI – LAN Design Manual

• ANSI/EIA/TIA 568 Commercial Building Telecommunications Cabling Standard

• ANSI/EIA/TIA 569 Commercial Building Standard for Commercial Telecommunications Pathways and

Spaces

• ANSI/EIA/TIA 606 Administration Standard for Commercial Telecommunications Infrastructures

• ANSI/EIA/TIA 607 Ground and bonding

• National Electric Code (NEC)

• Institute of Electrical and Electronic Engineers (IEEE)

• American National Standards Institute (ANSI)

• Building Officials & Code Administrators International (BOCA)

11. Contractor personnel must have a minimum, a level 2 Criminal Justice Information Security awareness certification at time of proposal submittal.

12. Under no circumstances shall any cabling be secured to or interfere with the proper operation of the building sprinkler system.

13. Telecommunication racks must be secured to a permanent wall or floor at all times.

14. Cabling must be labeled at both ends according to EIA/TIA labeling specifications. The IT staff will assign the numbering sequence.

15. Service loops shall be provided as follows:

• Station cabling:

o Station cabling at workstation location shall be long enough to reach any part of the room or 10’ whichever is greater o Station cabling at the equipment location shall be at least 10’

• Fiber cabling:

o Each end of the fiber cable shall have at least 50’ o OSP runs shall have at least 50’ slack for every 1000’.

o OSP runs shall have at least 50’ slack on both sides of a splice point.

16. All cabling must maintain the following clearances from EMI sources:

• Power Cable 6”

• Fluorescent Lighting 12”

• Electrical Transformer 36”

17. Contractor shall comply with all TIA/EIA Telecommunications Wiring Standards and all codes required by the NEC electrical Code.

18. All copper cabling will be terminated using the 568B Standard unless otherwise directed by the IT manager.

19. Cables installed for network purposes will be terminated onto Category 6 patch panels in the respective

MDF/IDF closet end and Category 6 data jacks at the station end unless otherwise directed by the IT manager.

20. Testing Procedures for Copper Cable shall be as follows:

• Each installed cable will have a wire map test for continuity, opens, shorts, polarity and reversals on all pairs and/or conductors performed.

• Each installed cable will be tested for installed length using a TDR-type device. Cables will be tested from patch panel to patch panel, block to block, patch panel to data jack or as appropriate.

• Each installed cable will be performance verified by providing results for the following test, indicating the worst-case result, the frequency at which it occurs, the limit at that point and the margin:

o Pair-to-pair near end crosstalk (NEXT) o Power Sum near end Crosstalk (PSNEXT) o Equal level far end crosstalk (ELFEXT) o Power Sum Equal Level Far End Crosstalk (PSELFEXT) o Attenuation to Crosstalk Ratio (SCR) o Power Sum Attenuation to Crosstalk Ratio (PSACR) o Return Loss (RL)

• All test results will be printed directly from the test unit or software in conjunction with test unit. No handwritten test results will be accepted.

21. Contractor shall be required to provide, install, repair, replace, modify and/or terminate fiber optic cable and related components:

22. All fiber optic bend radii must comply with manufacturers specifications.

23. All fiber optic patch panels will be installed according to the manufacturers specifications.

24. Testing Procedures for Fiber Optic Cable shall be as follows:

• Each installed fiber optic strand will be tested for end-to-end attenuation with an optical Power Meter and light source. For OSP cabling the Cable length and attenuation will be tested and reported using an

Optical Time Domain Reflectometer (OTDR).

• Vendor will test all backbone multimode fiber at 1300nm and single mode fiber at 1310nm according to the EIA/TIA Telecommunications Wiring Standard ANSI/TIA EIA-568.B.1.

• All test results will be printed directly from the test unit or software in conjunction with test unit. No handwritten test results will be accepted.

25. A documentation package shall be submitted to the county in electronic format (a paper copy may be submitted in addition to the electronic copy) and it will include:

• Manufacturer specifications sheets with part numbers for each component installed in the system will be required if not on the approved materials list.

• Pass/Fail summary report with cable lengths documented and detailed reports for each cable tested.

• Cable route drawing identifying copper and fiber optic. Each cable type must be clearly identifiable.

• All drawing shall be corrected to show any changes or deviations from the original design

• The documentation package must be submitted, received and accepted before final sign-off of the project and final payment is made.

• Final “as-built” drawing shall be delivered within 30 days of acceptance.

26. The county will inspect completed work within two business days of notification of completion.

27. The County reserves the right to conduct a random re-test of up to 5% of cable plant to confirm results.

28. Acceptance shall be subject to completion of all work, successful post-installation testing yielding 100% pass rating and receipt of all deliverables.

29. Any corrections and/or modifications resulting from unsatisfactory inspection will be completed within two business days.

30. The Contractor shall meet and coordinate with the County IT department prior to starting any work, and weekly during the installation process. Weekly meetings shall include a site inspection to ensure compliance with this Scope of work.

31. Prior to submitting a proposal, the Contractor is required to carefully consider the amount and character of the work to be done, as well as the difficulties involved in its proper execution. Contractor should include in their proposal all costs deemed necessary to cover all contingencies essential to successfully installing the specified system. Any cost not specifically itemized in the proposal shall not be incurred unless specifically agreed upon, in writing. No claims for compensation will be considered or allowed for extra work resulting from ignorance of any existing conditions on the part of the Contractor.

32. Contractor, at all times during performance and until work is completed and accepted, shall have on the premises a competent supervisor, satisfactory to the county and with authority to act for the Contractor regarding work schedules and any changes to the scope of work.

33. Contractor must be skilled and proficient in both inside cable plant (copper and fiber) installation, as well as outside cable plant (copper and fiber) installation, termination, splicing, and testing.

34. The Contractor shall furnish all necessary parts and labor, supervision, and tools necessary for the build-out of a TCC Telecom Room (TR). This will include, but is not limited to, racks (wall mount and /or floor mount), cabinets, TGB’s, patch panels, wire management, and plywood for designated walls, etc.

35. Contractor shall also be capable of splicing/fusion-splicing and repairing county owned exchange cable and fiber optic cable when damage is visible, or location is known. In the event the damage location is unknown, the Contractor shall have means by which to locate, isolate, and correct/repair the fault.

36. The Contractor shall ensure that all cables are installed using conduit, cable tray, or "J" hooks. Where cables are not installed in conduit or cable tray, the cable shall not be pulled or installed directly across suspended ceiling tiles or fluorescent lights without proper suspension and consideration of possible electrical interference. If "J" hooks are used, avoid placing any pressure or creating stress points on the cable.

Maximum spacing between "J" hooks shall not exceed five feet. Contractor is responsible for any damages they may cause.

37. Traditional nylon synch style Tie Wraps shall not be used to bundle cables. Only Velcro Tie Wraps are acceptable to bundle cables.

38. The Contractor shall ensure that fire-safe methods are in place when any cable is installed in any and all county owned, leased, occupied or managed buildings. If such methods are in place and need repair (e.g.

opening between floors, ceiling tiles missing, etc.), Contractor shall make all necessary repairs to ensure maximum fire-safe potential.

39. The Contractor shall be notified by the county IT Department when routine work is required to be performed.

The Contractor shall be required to visit the worksite within three (3) business days and carefully examine the site to acquire a full understanding of the nature and scope of the project to be accomplished. The Contractor shall furnish an estimate of the costs to complete the project, including the labor to be billed at the contracted hourly rates and the total material cost, and the target date for completion.

40. The County reserves the right to make or obtain other repair/install cost estimates prior to authorizing the awarded Contractor to proceed. If the cost estimate is considered not to be reasonable, the county reserves the right to obtain the repairs from another source. The County further reserves the right to have county Facilities

Management staff to make necessary repairs if deemed appropriate and acceptable.

41. Normal working hours for the county are from 8:00 a.m. to 5:00 p.m. Monday through Friday, except observed holidays. Work performed during these hours shall not create an excessive noise level to cause disturbance/distraction to employees and or visitors conducting business or otherwise and minimum interference.

42. The county’s capital construction projects may require that the selected Contractor work a flexible schedule which may be defined by the General Contractor of that capital construction project. This may include, but not be limited to, a flexible 8 hour day or a flexible 40 hour week.

43. The Contractor shall be onsite within 2 hours from the initial request for service to respond to an emergency repair requestor service. A repair shall be deemed an emergency if normal network and/or telephony capability is down. This could include, but is not limited to, fiber being cut, Cat5E or Cat6 cable being cut, a catastrophic lightning strike involving wiring, etc.

44. Emergency repairs authorized by the county which occur after normal hours of operation may be accomplished at the overtime rate.

45. Hours for work performed under this contract shall be paid only for productive time on the job site. Time spent for transportation of workers, material acquisition, handling and delivery of Contractor owned or rental equipment, and breaks for lunch or other time the employees are away from the job site is not chargeable.

46. All parts furnished under this contract shall be new and genuine manufacturer's recommended or authorized replacement parts.

47. The Contractor assumes full responsibility for all supplies, materials, and equipment required by him for the work he contracts to do until the same has been tested, certified, and accepted by the county. Therefore, the

Contractor should insure such property against loss or damage while stored at the worksite if he desires to secure protection against loss.

48. The Contractor shall be responsible for ensuring all materials used in conjunction with this contract comply with all applicable laws, ordinances, rules, regulations and codes, and are compatible with preexisting materials and equipment of the building involved.

49. The Contractor shall guarantee all parts and workmanship for a period of one (1) year or the manufacturer's warranty period, whichever is longer. Any repeated calls for repairs for the same reason or problem within this period shall be made at no cost to the county.

50. All wiring, jacks, pathways, and patch panels will be labeled using TIA/EIA-606 Standards for

Telecommunications Infrastructure of Commercial Buildings

51. As-built drawings, both in Visio (.vsd) and .pdf shall be furnished by the Contractor with submission of the invoice within 30 days of job completion. This will be required for each job, unless agreed upon in writing by the Contract Administrator before beginning installation. Payments will be withheld pending receipt of as-built drawings.

52. All products shall be installed in compliance with manufacturer’s specifications and proper installation practices.

53. The installation shall be made to look like it was part of original construction whenever possible. Cables shall be concealed in wall cavity conduits. Selected Contractor shall use existing conduits when possible, even if existing abandoned cables must be removed in order to free conduit space.

54. When existing conduits are not available and fishing the wall cavity is not feasible because of mortar filled blocks, etc. surface mounted raceways (SMRs) may be used. SMRs shall be Ortronics, colored to match existing paint scheme, normally fog white molded plastic. The Ortronics raceway has been adopted as a standard by the county to ensure the interchangeability of parts. Installation shall be in a neat, efficient manner, minimizing the visibility of the SMR. Installation of vertical SMR risers shall be done in room corners or return walls to make the installation as inconspicuous as possible.

55. Installation height shall be as specified by the IT Manager. If receptacle is not being used, the selected

Contractor shall install blank cover plates on all receptacles.

56. The selected Contractor shall ensure that entering the plenum area with raceway, all penetrations shall be neat and properly trimmed with end caps.

57. The selected Contractor shall install cable in plenum ceilings and shall be plenum rated.

58. The selected Contractor shall remove all abandoned cable for which no immediate use is planned, after confirming status with the IT Manager.

59. When wall penetrations are required, penetrations shall be sleeved through the wall with EMT or rigid conduit and sleeves sealed with mortar or other acceptable firestop material. In instances where the sleeve is tight, it may be bushed. All penetrations, including walls not fire-rated, shall be performed in this fashion.

Firestopping materials shall be Unique Firestop products and the contractor shall be certified to install these products. A substitute of equivalent may be proposed to the county.

60. Personnel performing installations shall be responsible for ensuring that no asbestos containing materials are disturbed as a result of the work. If a question arises concerning the composition of material to be disturbed, contact IT Manager to determine whether the material contains asbestos.

61. Proper adherence to fire codes is mandatory. The selected Contractor should ensure that all installers are advised of proper installation practices for fire code compliance. Any work that is not in compliance will not be billable and must be corrected immediately.

62. Contractor shall have the qualifications, capability and capacity in all respects to fully satisfy all of the contractual requirements and have at least five (5) years of experience providing similar services stated within this solicitation. Contractor’s work force shall be competent, well trained and experienced staff that exhibits professionalism and service excellence.

63. Contractor shall obtain, possess, maintain, and comply with all applicable local, state, federal, EPA, OSHA, health and safety requirements such as: licenses, permits, codes, laws, regulations, standards, and specifications for providing cabling services associated with the requirements as identified within this solicitation.

64. The Contractor shall be responsible for verifying any obstacles that may need to be avoided in the process of digging or installing cable related items. The Contractor shall contact appropriate utility locating and marking services when necessary.

65. The Contractor shall perform all work at a time of day, and in a manner that allows for minimal disturbance to residences, vehicular traffic, and county operations.

66. No horizontal cabling shall exceed a maximum wiring run distance 90 meters (approximately 295 feet)from any equipment room to any workstation

67. Racks shall include necessary vertical and horizontal wire management. Horizontal Management shall be below, above and between each patch panel and switch.

68. CATV drops must meet current provider specifications. CCTV cable shall be RG-6, plenum rated where necessary. CCTV cable shall terminate with Standard “F” style connectors. Modular Jacks for CCTV or

CATV shall match the faceplate color.

69. Only fusion splices are permitted in an approved splice enclosure.

70. Inner duct shall be used to protect Optical Fiber runs where conduit is not available.

71. All inner duct placed inside buildings shall be plenum rated where applicable.

72. OSP fiber and conduit shall be direct buried to a minimum depth of 36”.

73. Locator wire or tape shall be placed with all buried fiber. The Contractor shall splice wire through at all locations.

74. All exterior junction boxes shall be weather tight. Junction boxes on any buildings or structures shall be weather sealed between the junction box and the building/structure.

75. The Contractor shall place markers, “BURIED FIBER OPTIC CABLE “, with contact information, at direction changes and as specified by Code.

76. No conduit runs shall have bends that exceed 180 degrees between pull points.

77. The Contractor shall provide temporary approved covers for any trenches, as required by law, and place barricades necessary to protect all persons having access to the construction sites.

78. The Contractor shall provide all conduits required. All conduits used shall meet County codes and standards.

Conduit shall be installed with a nylon pull string.

79. The method of installing conduits shall be bored under all driveways, sidewalks, streets, or other traffic ways.

Two-inch seamless GSP conduit shall be used under all major intersections.

80. The Contractor shall assist the County in securing all work permits prior to the Contractor’s initiation of the job.

81. Contractors shall have a firm understanding of the County’s IT operations as well as their Voice and Data

Networks.

82. The Contractor shall hold a Class A Contractor License with the Virginia DPOR for the

Electronic/Communications Services (ESC).

83. The Contractor shall hold a Department of Criminal Justice license for an Electronic Security Business.

84. The Contractor shall provide user-education services immediately following the implementation of a new system, i.e. VoIP telephones, CCTV camera continuing monitoring.

85. The Contractor shall provide technical support and train IT Staff immediately following the implementation of a new system.

III. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:

In order to be considered for selection, Offeror must submit a complete response to this RFP. One (1) original and five (5) copies of each proposal must be submitted. No other distribution of the proposal shall be made by the Offeror.

A. Proposal Preparation

1. Proposal signed by an authorized representative of the Offeror.

2. All information requested is submitted.

3. Information not submitted may result in:

a. Prompt submission of missing information

b. Lower evaluation of the proposal

c. Rejection of the proposal

4. Completeness and clarity of content.

5. Organized in the order in which the requirements are presented in the RFP.

6. All pages numbered.

7. Paragraphs should be referenced to paragraph number and sub letter in RFP.

8. Table of Contents which cross-references the RFP requirements.

9. Response to “must” and “shall” items.

10. Nonrelated requirements, “Required Signature Pages” placed at the end.

11. Each copy of the proposal including attachments should be bound in a single volume with no loose or unbound material.

12. If proprietary information is included, a written notice must specifically identify the page number and data or materials to be protected and state the reason why protection is necessary. The specific proprietary information must be identified by a distinct method. The classification of an entire proposal document, line-item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal.

13. Outermost envelope shall be marked, “RFP NETWORKING SERVICES”.

B. Specific Proposal Preparation Instructions

1. COVER LETTER & SIGNED ADDENDA: Include a cover letter to introduce the Offeror’s company, including a brief history; and include addendum acknowledgements, if any, signed and filled out as required.

2. PROPOSAL SIGNATURE SHEET (Attachment A);

3. WRITTEN NARRATIVE STATEMENT: The Offeror should include a detailed description of how they will provide each of the services listed in the Statement of Needs.

4. QUALIFICATIONS: Provide a description of the Offeror’s experience, background and qualifications, including the experience, background and qualifications of the staff members who will serve as the point of contact and emergency or after-hours point of contact.

5. PRICING: Provide a non-binding proposed price for each of the services provided to meet the County’s Statement of Needs. Include costs for labor with other direct and indirect costs to Warren County.

IV. EVALUATION FACTORS & SELECTION PROCESS

Proposals that pass the preliminary screening will be evaluated and scored on the basis of the following factors, numerical value, and weight:

NUMERICAL

VALUE

(1=least, 10= most)

SCORE WEIGHT WEIGHTED

EVALUATION

FIRM’S EXPERIENCE IN SIMILAR

TYPES OF SERVICES

1-10

PERSONNEL’S EXPERIENCE IN

SIMILAR TYPE OF SERVICES

COST PROPOSAL

ORGANIZATIONAL CAPACITY

METHODOLOGY

TOTAL:

SELECTION PROCEDURES

Warren County shall engage in individual discussions with one or more Offerors deemed fully qualified and responsible, and suitable on the basis of initial responses, with emphasis on professional competence, to provide the required services. Such Offerors shall be encouraged to elaborate on their qualifications and to answer questions during a presentation lasting approximately one hour.

Following these discussions, on the basis of the Evaluation Factors listed in this request and all information developed in the selection process to this point, Warren County shall rank those Offerors whose professional qualifications are deemed most meritorious. Negotiations shall then be conducted, beginning with the Offeror ranked first. If a contract satisfactory and advantageous to the County can be negotiated at a price considered fair and reasonable, the award shall be made to that Offeror. If not, negotiations with the Offeror ranked first shall be formally terminated and negotiations shall commence with the Offeror ranked second, and so on until a contract can be negotiated at a fair and reasonable price. Should Warren County determine in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Offeror.

V. GENERAL TERMS AND CONDITIONS

PROCUREMENT REQUIREMENTS AND MANDATORY CONTRACT TERMS

I. REQUIREMENTS APPLICABLE TO ALL PROCUREMENTS

MANDATORY USE OF COUNTY FORMS AND TERMS: Failure to utilize the official County forms provided for responding to a procurement solicitation shall be cause for rejecting the submission. Modifications of or additions to any portion of the County’s forms or the terms of the solicitation may also be cause for rejecting the submission. The County reserves the right to decide on a case-by-case basis, in its sole discretion, whether to reject such a submission as nonresponsive.

CLARIFICATION OF TERMS: Questions about the specifications or other solicitation documents should be submitted in writing to the County by the deadline specified in the procurement schedule. Any revisions to the solicitation will be made only by written addendum issued by the County.

QUALIFICATIONS: The County may investigate the ability of the bidder/offeror to perform under the contract being procured and may request information and data for this purpose. The County reserves the right to visit physical facilities prior to award to satisfy questions regarding such capabilities. The County further reserves the right to reject any bid or proposal if it concludes that the bidder/offeror is not properly-qualified to carry out the obligations of the contract.

CONTRACTOR LICENSING: Potential contractors are required to comply with all applicable licensing requirements for contractors as set forth in Virginia Code § 54.1-1100, as amended.

STATE CORPORATION COMMISSION (SCC) IDENTIFICATION NUMBER: A bidder/offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid/proposal the identification number issued to it by the State Corporation Commission (SCC). Any bidder/offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid/ proposal a statement describing why the bidder/offeror is not required to be so authorized.

BID BONDS:

1. All bids/proposals for non-transportation-related construction contracts in excess of $500,000 and transportation-related construction projects authorized under Code of Virginia, § 33.2-208, et seq., that are in excess of $350,000 and partially or wholly funded by the Commonwealth of Virginia shall be accompanied by a bid bond from a surety company which is legally authorized to do business in Virginia as a guaranty that if the contract is awarded to such bidder, that bidder will enter into the contract for the work mentioned in the bid. The amount of the bid bond shall not exceed 5% of the amount bid. No forfeiture under a bid bond shall exceed the lesser of the difference between the bid for which the bond was written and the next low bid or the face amount of the bid bond. In lieu of a bid bond, a certified check, cashier’s check, or cash escrow in the face amount requirement for the bond.

2. A bid bond may be required for construction contracts and other contracts which fall outside the scope of this section. Please refer to the County’s procurement solicitation for any additional bonding requirements, which are incorporated herein by reference.

TRANSPORTATION AND PACKAGING: By submitting a bid/proposal, each bidder/offeror certifies and warrants that the price offered for FOB destination includes only the actual freight rate costs at the lowest and best rate and is based upon the actual weight of the goods to be shipped. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping containers shall be legibly marked or labeled on the outside with purchase order number, commodity description, and quantity.

TESTING AND INSPECTION: The County reserves the right to conduct any test or inspection it deems advisable to assure goods and services conform to the specifications.

USE OF BRAND NAMES: Unless otherwise provided in the solicitation, the name of a certain brand, make or manufacturer does not restrict bidders/offerors to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article which the County, in its sole discretion, determines to be the equivalent of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The bidder/offeror is responsible for clearly and specifically identifying the product being offered and providing sufficient descriptive literature, catalog cuts and technical detail to enable the County to determine if the product offered meets the requirements of the solicitation. This is required even if offering the exact brand, make or manufacturer specified. Failure to furnish adequate data for evaluation purposes may result in a finding of nonresponsiveness.

ETHICS IN PUBLIC CONTRACTING: By submitting a bid/proposal, each bidder/offeror certifies that their bid/proposal is made without collusion or fraud and that they have no offered or received kickbacks or inducements from another bidder, offeror, supplier, manufacturer or subcontractor in connection with their bid/proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or great value was exchanged.

NONDISCRIMINATION BY COUNTY: A bidder, offeror, or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in employment.

DEBARMENT STATUS: By submitting a bid or proposal, the bidder or offeror certifies that they are not currently debarred by the Commonwealth of Virginia or the County from participating in this procurement and that they are not an agent of any person or entity that is currently debarred by the Commonwealth of Virginia or the County.

PRICE CURRENCY: All prices shall be stated in US dollars.

INFORMALITIES: The County reserves the right to waive informalities. "Informality" means a minor defect or variation from the exact requirements of an Invitation to Bid or Request for Proposal that does not affect the price, quality, quantity, or delivery schedule for the goods, services, or construction being procured.

CANCELLATION: The County may cancel or reject an Invitation to Bid, Request for Proposal, other solicitation, and any bids and proposals submitted in response thereto.

INSPECTION OF SOLICITATION DOCUMENTS AND JOB SITE: The signature of the bidder/offeror on their bid/proposal certifies that they have inspected all documents associated with this procurement solicitation and the job site and are fully aware of the conditions under which the project or work must be accomplished. The County will not consider any claims arising from the failure to inspect the solicitation documents or job site.

eVA ORDERS AND CONTRACTS: This solicitation may result in one or multiple purchase orders with the applicable eVA transaction fee assessed for each order. Potential contractors desiring to provide goods or services to the County shall participate in the eVA Internet e-procurement solution. If this solicitation is for a term contract, the failure by a potential contractor to provide an electronic catalog (price list) or index page catalog for items being procured may result in rejection of the bid by the County.

ANNOUNCEMENT OF AWARD: The County will post notice of the award or announcing the decision to award a contract as a result of this solicitation in eVA (www.eva.virginia.gov).

IDENTIFICATION OF BID/PROPOSAL ENVELOPE: If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid/proposal should be returned in a separate envelope or package, sealed, and identified as follows:

From:

Name of Bidder/Offeror Due Date Time

Street or Box Number IFB No./RFP No.

City, State, Zip Code IFB/RFP Title

Licensed Class A Virginia Contractor No. Specialty

Licensed Class B Virginia Contractor No. Specialty

Licensed Class C Virginia Contractor No. Specialty

Virginia SCC Entity ID:

DSBSD-Certified Micro Business or Small Business No.

Name of Contract/Purchase Officer or Buyer

II. ADDITIONAL PROVISIONS APPLICABLE TO FOR INVITATIONS TO BID

BID ACCEPTANCE PERIOD: Any bid submitted in response to an Invitation to Bid shall be valid for a period of 30 days following the opening of bids. At the end of the 30 day-period, the bid may be withdrawn at the written request of the bidder. Otherwise, the bid remains in effect until an award is made or the solicitation is canceled.

BID EVALUATION AND AWARD PROCEDURE: Net pricing is used to evaluate bids unless provided otherwise in the Invitation to Bid. The contract is typically awarded to the lowest responsive and responsible bidder. The County reserves the right to award multiple contracts in response to an Invitation to Bid.

TIE BIDS: In the case of a tie bid, preference is given to goods, services and construction produced in the County or provided by persons, firms or corporations whose principal place of business is in the County, if such a choice is available. Otherwise, the tie is decided by lot unless the provisions of the Code of Virginia, § 2.2-4324, apply.

NEGOTIATION WITH THE LOWEST BIDDER: When the low bid exceeds budgeted funds, the County may negotiate with the low bidder to attempt to obtain a contract price within the budged funds available. Negotiations may include modification of the bid amount, scope of work, and/or specifications.

III. ADDITIONAL PROVISONS APPLICABLE TO REQUESTS FOR PROPOSALS

PROPOSAL EVALUATION AND AWARD PROCEDURE:

1. For professional services, the County evaluates the proposals based solely on professional competence. Interviews are scheduled with at least the two offerors ranked highest. In these interviews, the parties can discuss professional qualifications, the project under consideration, the project cost, and offerors can be asked to provide a nonbinding estimate of the cost of their services. After the interviews, the County ranks the proposals and enters into contract negotiations with the highest-ranking offeror. If a contract can be negotiated with that offeror at a fair and reasonable price, then the contract is awarded. Otherwise, negotiations are terminated with the first offeror, and the County moves on to the next-ranked offeror until a contract can be awarded.

2. For goods, construction, and nonprofessional services, the County ranks proposals by price and any other specifications set forth in the Request for Proposals. Interviews are conducted with at least the two offerors ranked highest. Binding prices are obtained during the interviews. After the interviews are complete, the contract is awarded to the offeror submitting with the best proposal.

3. If the County determines in writing that one offeror is clearly more qualified than all others, the interviews mentioned above may be dispensed with and the County may commence contract negotiations with the offeror so designated.

IV. MANDATORY CONTRACT TERMS

AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: Contractor shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. The County may void this contract if Contractor fails to remain in compliance with the provisions of this section.

ANTI-DISCRIMINATION: For any contract greater than $10,000, Contractor agrees to the following:

1. Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or 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 Contractor. Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

2. Contractor, in all solicitations or advertisements for employees placed by it or on its behalf, will state that Contractor is an equal opportunity employer.

3. 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.

4. Contractor shall include the provisions of the foregoing paragraphs of this section in every subcontract or purchase order of over $10,000 so that the provisions will be binding upon each subcontractor or vendor.

COMPLIANCE WITH FEDERAL IMMIGRATION REFORM AND CONTROL ACT: Contractor certifies that it does not 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, as amended.

DRUG-FREE WORKPLACE: For any contract greater than $10,000, Contractor agrees, during performance of the contract, to (i) provide a drug-free workplace for Contractor'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 Contractor'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 Contractor that Contractor 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 subcontractor or vendor.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor, 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.

AUTOMATIC RENEWAL: Contracts for services will automatically renew for up to three renewal terms each equal to the initial term specified in the contract for a total contract period equal to four terms. In either party does not wish to renew, written notice of nonrenewal shall be provided at least 120 days in advance of the expiration of the contract term.

COOPERATIVE CONTRACTING: This solicitation is being conducted in accordance with the provisions of Virginia Code § 2.2-4304. This clause is intended to allow the successful Contractor to offer the goods and services requested in this solicitation to other public bodies. Offering to sell goods and services to other jurisdictions is voluntary on the Contractor’s part. A public body’s participation in the contract is also voluntary. Failure to offer the terms and conditions of the contract to other jurisdictions neither disqualifies a bidder nor adversely affect the award of the contract. The successful Contractor must deal directly with a participating public body concerning placement of orders, issuance of Purchase Orders, contractual disputes, invoices and payments. In no event shall the County of Warren, its officials or staff be responsible for any costs, damages or injury as a result of any County contract extended to a public body by the successful Contractor. The County of Warren acts only as the “Contracting Agent” for this contract. The County assumes no responsibility for any notification of the availability of the contract for use by other public bodies. Other public bodies desiring to use the contract shall make their own legal determination as to whether the use of the contract is consistent with their laws, regulations, and other policies. Any participating public body has the option of executing a separate contract with the successful Contractor. Contracts entered into with a participating public body may contain general terms and conditions unique to that public body. If, when preparing such a contract, the general terms and conditions of the participating public body are unacceptable to the successful contractor, the Contractor may withdraw its extension of the contract to that participating public body.

PAYMENTS TO CONTRACTOR:

1. The County will issue payment to Contractor after satisfactory performance of the contract, in accordance with all provisions thereof, and upon receipt of a properly completed invoice. The County reserves the right to withhold any and all payments or portions thereof for Contractor’s failure to perform in accordance with the provisions of the contract or any modifications thereto.

2. Contractor must list all goods and services ordered, delivered, and accepted on all invoices. Invoices shall be sent directly to the payment address shown on the purchase order/contract. All invoices shall show the contract number, purchase order number; social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

3. Contractor must select between purchasing card (VISA) or ACH (electronic deposit) as the form of payment by the

County. Acceptance of payment by purchasing card usually requires that Contractor have credit card processing capability. The County encourages Contractor to check with its financial institutions to ascertain precisely what is necessary to comply with the purchasing card requirement. The County will not pay additional fees, convenience fees and/or surcharges in excess of the purchase order or contract amount. The County will make all payments by purchasing card when Contractor has indicated, either directly or indirectly, that credit card is an acceptable method of payment.

4. 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. This shall not affect offers of discounts for payment in less than 30 days.

The date of postmark shall be deemed the date of payment when payment is made by mail.

5. All goods or services provided under this contract or purchase order shall be billed by Contractor at the contract price regardless of which County department is billed.

CONTRACTOR’S PAYMENTS TO SUBCONTRACTORS:

1. Contractor shall take one of the two following actions within seven days after the receipt of amounts paid by the County for work performed by any subcontractor under the contract:

a. Pay the subcontractor for the proportionate share of the total payment received from the County attributable to the work performed by the subcontractor under the contract; or

b. Notify the County and the subcontractor, in writing, of its intention to withhold all or a part of the subcontractor's payment with the reason for nonpayment.

2. Contractor shall pay interest to the subcontractor on all amounts owed that remain unpaid after seven days following its receipt of payment from the County for work performed by the subcontractor under the contract, except for amounts withheld as allowed by Paragraph (1)(b) above. Interest shall accrue at the rate of one percent per month.

3. Contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor.

4. Contractor’s obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section shall not be construed to be an obligation of the County. A contract modification shall not be made for the purpose of providing reimbursement for such interest charge and a cost reimbursement claim shall not include any amount for reimbursement for such interest charge.

5. If this contract is for construction, Contractor shall pay the entire amount of an invoice issued by a subcontractor within 60 days of the receipt following satisfactory completion of the work covered by the invoice even if Contractor has not received payment from the County for that work. Contractor shall not be liable for amounts reducible due to the subcontractor’s noncompliance with the terms of the contract.

However, in the event that Contractor withholds all or a part of the amount invoiced by the subcontractor, Contractor shall notify the subcontractor within 50 days of the receipt of such invoice, in writing, of his intention to withhold all or a part of the subcontractor's payment with the reason for nonpayment, specifically identifying the contractual noncompliance, the dollar amount being withheld, and the lower-tier subcontractor responsible for the contractual noncompliance. Payment by the party contracting with the contractor shall not be a condition precedent to payment to any lower-tier subcontractor, regardless of that contractor's receiving payment for amounts owed to that contractor.

PEFORMANCE AND PAYMENT BOND REQUIREMENTS:

1. For contracts involving nontransportation-related public construction contract exceeding $500,000 to any prime contractor; or transportation-related project…