request for proposal rfp...spotsylvania county public schools page 3 of 23 rfp 02172017-1100 1.0...

Spotsylvania County Public Schools of 23 RFP 02172017-1100

REQUEST FOR PROPOSAL ISSUE DATE: December 13, 2017 RFP # 01262018-1100

TITLE: Security Camera System

Sealed Proposals will be received until January 26, 2018, at 11:00 AM for furnishing the products and/or

services described herein. Facsimile and/or emailed proposals will not be accepted.

All inquiries for information regarding Proposal Submission requirements or Procurement Procedures should be directed to the Purchasing Agent. SBCS shall not be responsible for verbal clarification of information provided by parties other than staff of the Purchasing Department.

Phil Trayer, Director of Finance Phone: (540) 834-2500 ext. 1212 Fax: (540) 834-2559 E-Mail: [email protected]

SEALED PROPOSALS SHALL BE CLEARLY MARKED WITH RFP # 01262018-1100 AND DELIVERED

TO:

Spotsylvania County Schools

8020 River Stone Dr.

Fredericksburg, VA 22407

ATTN: Purchasing-Proposal Receipt

The School Board of the County of Spotsylvania does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against any Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by law relating to discrimination in employment.

In compliance with this Request for Proposal and all the conditions imposed herein, including the General Terms and Conditions, the undersigned offers and agrees to furnish the products and/or services in accordance with the signed Proposal or as mutually agreed upon by subsequent negotiation.

Name and Address of Firm:

Date:

By:

Signature In Ink

Print/Type

Telephone: Fax:

E-mail Address

FIN/SSN:


TABLE OF CONTENTS

PURPOSE ...................................................................................................................................................................... Page 3 BACKGROUND INFORMATION .................................................................................................................................. Page 3 PRE-PROPOSAL CONFERENCE/SITE VISITS .......................................................................................................... Page 3 PERIOD OF PERFORMANCE/DELIVERABLES .......................................................................................................... Page 3 SCOPE OF SERVICES ................................................................................................................................................. Page 3 PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS .......................................................................... Page 7 TIME FRAME/SCHEDULE OF EVENTS ..................................................................................................................... Page 10 EVALUATION AND AWARD CRITERIA ..................................................................................................................... Page 10 SPECIAL TERMS AND CONDITIONS ........................................................................................................................ Page 11 VENDOR INFORMATION FORM ................................................................................................................................ Page 12 CERTIFICATE OF COMPLIANCE FORM ................................................................................................................... Page 13 GENERAL TERMS AND CONDITIONS ...................................................................................................................... Page 14 ATTACHMENT A – COST PROPOSAL ..................................................................................................................... Page 22


1.0 PURPOSE: The purpose and intent of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract through competitive negotiation, for the acquisition, installation and support of security camera surveillance systems for the School Board of the County of Spotsylvania (hereinafter referred to as SBCS. SBCS is looking for turn-key refresh of its integrated surveillance system that is instrumental in promoting and maintaining school safety. Related services to include consultation, installation, maintenance, training, and support in accordance with the Scope of Services and Terms and Conditions identified herein. It is the SBCS’ intent to purchase new and /or replace existing equipment at approximately thirty six (36) school sites.

2.0 COMPETITION INTENDED: It is SBCS’ intent that this Request for Proposal (RFP) permit competition. It shall be the Offeror's responsibility to advise the Purchasing Agent, in writing, if any language, requirement, scope of work, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be received by the Purchasing Agent by January 16, 2017 @ 12:00 PM.

3.0 BACKGROUND: SBCS is centrally located between Richmond and Washington D.C. There are currently 17 elementary schools, 7 middle schools, 5 high schools, Career and Technical Center, John J. Wright Educational and Cultural Center, Gateway Academy and Courthouse Academy serving a student population of approximately 24,000 students.

4.0 PRE-PROPOSAL CONFERENCE/SITE VISITS: A mandatory, pre-proposal & site walk through conference will be held on December 22, 2017, beginning at 10:00 a.m. at the Spotsylvania County Schools Administrative Services Building, 8020 River Stone Drive, Fredericksburg, VA 22407. Vendors are required to attend. Plan accordingly, no one will be admitted after 10:05 AM.

5.0 PERIOD OF PERFORMANCE/DELIVERABLES:

The period of this contract shall be from March 1, 2018 through March 1, 2019. SBCS reserves the right to renew any resulting contract annually for four (4) additional 12-month periods upon mutual agreement between SBCS and the vendor. Reasonable and applicable price increases may be negotiated between SBCS and the Contractor at the time of contract renewal. All work must be substantially completed at Spotsylvania High School by March 1, 2019. Offerors submitting proposals for less than the contract period specified, or other than a firm fixed price for the contract period, will not be accepted.

.

6.0 SCOPE OF SERVICES: The following is the minimum scope of work to be performed under any resulting contract(s).

6.1 Network Video Recorder: 6.1.1 Server (s) to access live and recorded video shall be provided. 6.1.2 Ability to store video at maximum resolutions at one (1) Frame per second when there is no

moment and twelve (12) frames per second when movement is detected. Higher frame rates may be required for certain camera applications.

6.1.3 Video should be stored in compressed H.264 format

6.1.4 The system shall be able to retain thirty (30) days of recorded video for each camera.

6.1.5 The system shall have a single login and use the existing SBCS Active Directory

implementation for account management and allow administrators to designate permissions

to cameras and sites individually.

6.1.6 Accessible remotely via Chrome browser and use industry standard HTML5

6.1.7 Customizable Multi view for both live and recorded cameras

6.1.8 Map view where the overhead view of the site (i.e. google map) of the school/site is

displayed and the location and direction of each camera is shown, with the ability to drill


down into interior cameras. When camera is selected a live view of the camera is

displayed.

6.1.9 Map view where an interior floor plan of the school/site is displayed and the location and

direction of each camera is shown.

6.1.10 Ability to search recorded video for movement by camera

6.1.11 Ability to seek through video at 1x to 20X speed and also select start and stop points by time.

6.1.12 Ability to download user selected time frame of video per camera in mp4 format.

6.1.13 Special emphasis on demonstrated ease of use.

6.1.14 SBCS standardized on HP Proliant rack mount servers with Raid 1 for OS, and RAID 5 for

Data. Dual Power Supplies and iLO advanced. I.e. DL380 G10

6.1.15 Servers shall have the capability to add storage and capacity beyond the initial installation for

the addition of five (5) cameras per site.

6.1.16 Servers should be sized to allow for a positive user experience by 5 concurrent users while

still recording.

6.1.17 Smart phone and/or tablet app a plus

6.2 Cameras

SBCS is replacing approximately seven hundred (700) cameras with three types of cameras (recognition, categorization & general detection) all of which will need to meet the following requirements:

6.2.1 Power over Ethernet via the 802.af standard and connect to the existing SBCS network switches.

6.2.2 Cameras shall be housed in fixed enclosures that may be secured against vandalism without limiting camera movement features.

6.2.3 Outdoor cameras will be in weather resistant enclosures designed for such purpose.

6.2.4 Motion detection to allow recording of more detail (higher frame rate) when motion is detected. 6.2.5 Minimum of 2 Megapixel of resolution (1920X1080) and a 90 degree of horizontal field

of view. 6.2.6 Capable of recording images with light levels as low as 1 Lux. 6.2.7 Average Mean Time Before Failure of no less than 61320 Hours (7 Years) while

recording 24/7. 6.2.8 Tamper alarm options to alert SBSC when a camera is being damaged.

Recognition Cameras

60 Pixels-per-foot (ppf). 32 feet width of view at 16 feet

This type of camera allows for facial recognition of a subject, in order to positively identify a

person within the distance of the camera.

Typical use entrance camera

Categorization Cameras

40 (ppf), 48 feet width of view at 24 feet

This type of camera allows for identification of a human being, as well as enough detail to

identify clothing and body language and record license plate detail.

Typical use bus loop, student drop-off and interior common area camera

General Detection Cameras

20 (ppf) 96 feet width of view at 48 feet

This camera will identify if someone has moved through the area with enough detail to follow

them and identify clothing a basic identifying details.

Typical use parking lot


6.3 Camera Cabling

6.3.1 Cabling - include the necessary Plenum Category 6 yellow in color. Specified cabling to

connect the IP cameras back to the appropriate MDF or IDF closet, not to exceed

industry standard length. The IP cameras will be integrated into the existing network. All

cameras need to be positioned with owner during installation for proper coverage areas.

If additional cameras are needed to provide adequate coverage as described in the

RFP they will be added at cost. Deviation from plenum Category 6 cable, without prior

written consent from the Director of Technology of the District, will result in all cable

being removed and replaced at NO expense to the District.

6.3.2 Warranty - Include 3-year parts/labor warranty or better on cameras and 20-25 years

parts/labor warranty on the cabling inclusive of the manufacturer warranty once cable

tests are submitted. Also provide as an alternate, the extension to a 5 year warranty, if

available, for the cameras. Warranty period shall commence, per site, from the date

the equipment is operational and accepted by SBCS.

6.3.3 Network Switches - All network switches shall be provided by SBCS.

6.3.4 Cabling – All cameras shall be POE 802.af standard and shall be wired to the most

convenient MDF or IDF.

6.3.5 Installation - Cables shall not be tie wrapped or routed along electrical or gas conduit.

Horizontal cable run in hallways above a suspended ceiling shall be in J hooks or cable

tray. Once in work areas it may be secured to the wall directly above the suspended

ceiling or to the concrete ceiling structure every three feet by cable hangers. Cable ties

must be trimmed off cleanly at a locking hole. Cables shall be secured at every corner.

Cables shall be run in a uniform fashion and shall not be woven among other utilities.

Existing cable pathways shall be utilized or created with the consultation of the District

Director of Instructional Technology or assigns.

6.3.6 Terminations – Cables Field terminations shall be enclosed in a AMP NetConnect

Surface Mount Box with a Red AMP NetConnect Cat 6 Jack, and the MDF & IDF jacks

shall be AMP NetConnect Cat 6 Patch panel BLACK) Patch Panels are required and all

cameras run to each IDF/MDF shall have their own patch panel. No Crimp on ends will

be allowed.

6.3.7 Service Loops – Service loops of fifty four (54) inches shall be placed above each

ceiling at the field cable location and a minimum of six (6) feet or more at each MDF or

IDF. Existing service loop pathways shall be followed. Any cable without the above

specified service loop will be required to be replaced and installed correctly. Deviation

from this will result is the cable being removed and replaced.

6.3.8 ANSI/EIA/TIA - All internal building network infrastructures shall adhere to ANSI/EIA/TIA

568B (Commercial Building Telecommunications Cabling Standards), ANSI/EIA/TIA

569 (Commercial Building Standard for Telecommunications Pathways and Spaces),

and National Electric Code standards.

6.3.9 Penetrations - Penetrations through floor and fire-rated walls shall utilize intermediate

metallic conduit (IMC) or galvanized rigid conduit (GRC) sleeves and shall be fire-

stopped after installation and testing, utilizing a fire stopping assembly approved for that

application. Existing penetration used shall be resealed after installation.

6.3.10 Outlet Labeling - Label each outlet with permanent self-adhesive label with minimum

3/16 in. high characters. Labeling shall also conform with the District labeling schema.

6.3.11 Cable Labeling - Labeling shall also conform with the District labeling schema. Label

each cable with permanent self-adhesive label with minimum 1/8 in. high characters in

the following locations. Use labels on face of data patch panels. Provide facility

assignment records in a protective cover at each telecommunications closet location


that is specific to the facilities terminated therein. The labeling for data drops should

include the IDF letter, then the patch panel number and the two or three digit number of

the port on the patch panel

6.3.12 Testing - Testing shall conform to TIA/EIA TSB-67 Transmission Performance

Specifications for Field.

6.3.13 Testing Failures - Test each pair and shield of each cable for opens, shorts, grounds,

and pair reversal to ensure they meet TIA/EIA TSB-67 and ANSI/TIA/EIA- 568-A-1

requirements. Correct grounded and reversed pairs. Examine open and shorted pairs to

determine if problem is caused by improper termination. If termination is proper, remove

and replace the entire cable

6.3.14 Camera Labeling - All interior cameras shall be affixed with the corresponding

manufacturer identification sticker and a permanent self-adhesive label with minimum

3/4 in. high characters conforming to the district labeling schema. Please verify labels

and locations on camera housing with the Director of Instructional Technology or

assigns.

Example: Interior camera 1 label: 01-A107

(01 = Camera)

(A = Closet, 107 = Patch Panel number)

6.4 Training Provide 6 formal sessions of end user training on how to use the system. Provide 1 in depth technical session on how to service and maintain the system in Instructional Technology engineering staff.

6.5 Deliverables Quote a typical: 17 Elementary Schools = 14 Cameras Each (average)

Recognition = 4

Categorization = 8

General Detection = 2

7 Middle Schools = 29 Cameras Each (average)

Recognition = 3

Categorization = 24


5 High Schools = 43 Cameras Each (average)

Recognition = 4

Categorization = 36


7 Other Sites; # Cameras and individual requirements vary. And quote each type of camera installed including an allowance for the server capacity needed. Recognition Camera Categorization Camera (exterior) Categorization Camera (interior)

General Detection Camera

PTZ Exterior


6.6 Working Hours – All work must be performed as to not interfere with the instructional day. Working

hours will be weekdays (Monday-Friday) between 4PM and 6AM and weekends (Saturday and Sunday).

6.7 Period of Performance – It is the intent of SBCS that the surveillance systems be successfully installed in all SBCS facilities and operational no later than March 1, 2019.

6.8 Offerors must respond to items 6.8.1 through 6.8.3 below. Offeror shall detail their plan of

action for items 6.8.1 through 6.8.3. Responses must be provided, and identified, below

each section, in the same numerical order as listed below.

6.8.1 The successful Contractor shall be a factory authorized supplier and service provider

regularly engaged in the sale and installation of all the components offered in order to guarantee system integrity and compatibility. The Contractor must be able to provide full on-site warranty service capabilities for the system unit and all third party components.

6.8.2 Warranty repairs must commence within eight (8) business hours after notification of a problem. Repairs must be completed within twenty-four (24) business hours after the notification of the problem. State your plan for providing warranty service for SBCS.

6.8.3 The Contractor shall provide SBCS with the name of a single project manager who will

oversee the implementation process. The project manager shall physically meet with the Director of School Safety and/or his representative(s) on request. The project manager must also be available to meet, if need be, during the term of this contract. State if you will be able to fulfill this requirement and list the project manager’s name.

6.9 REFERENCES: Each Offeror must provide a minimum of five (5) references. References must be of projects of similar size and scope of this RFP for whom the Offeror has provided these services/products. One (1) of the five (5) references must be for whom the Offeror has provided these services/products within the last three (3) years. SBCS cannot List organizations and their addresses. Include the date(s) when services/products were provided, the business name, address, and name and telephone number of the key contact person. SBCS shall have the option of checking discovered references in addition to references provided by the Offeror. SBCS must be able to contact references without notification to the Offeror.

7.0 PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

7.1 General Requirements

7.1.1 Proposals shall be signed by a representative of the Offeror authorized to bind the firm into a contract. All information requested must be submitted. Failure to submit all information requested may result in the purchasing vendor requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Offerors may be given an opportunity to correct a deficiency in their proposals, within an appropriate period of time, as determined by the purchasing office. Offerors who fail to submit required documentation or meet mandatory requirements, in such time for evaluation purposes may be eliminated from further consideration.

7.1.2 This Request for Proposal creates no obligation on the part of SBCS to award a contract or to compensate vendors for proposal preparation expenses. SBCS will not be responsible for any costs incurred by any vendor in preparing and submitting a proposal. SBCS reserves the


right to accept or reject any and all proposals, in whole or in part, received as a result of this RFP, to waive minor informalities, or to negotiate with all responsible vendors in any manner necessary to serve the best interests of SBCS. However, SBCS has the right to accept the best proposal as submitted, without negotiation, and may do so; therefore, vendors should not rely on having a chance to negotiate and adjust their proposals.

7.1.3 Proposals shall be prepared simply and economically, providing a straightforward, concise description of the Offeror’s capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content.

7.1.4 Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume.

7.1.5 All submissions are final and may not be withdrawn after the proposal submission deadline set forth in this solicitation.

7.1.6 Trade secrets or proprietary information submitted for a procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protection of Code of Virginia, § 2.2-4342F, in writing, prior to or upon submission of the data or other materials, and must identify the data or other materials to be protected and state the reasons why protection is necessary. However, the classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or as a trade secret is not acceptable. If, after being given reasonable time, the offeror refuses to withdraw an entire classification designation, the proposal will be rejected.

7.1.7 In order to be considered for selection, Offerors must submit a complete response to the RFP, to include one (1) original signed hardcopy and six (6) electronic media versions (DVD, CD, Flash Drive) of each proposal must be submitted to SBCS. If your proposal includes proprietary information and you are invoking protection from disclosure under § 2.2-4342F of the Code of Virginia, you must submit one (1) electronic media version redacted copy of the proposal clearly marked with the words “REDACTED COPY” on the cover. No other distribution of the proposals shall be made by the offeror. If no redacted copy is included with an offeror’s proposal, it will be determined that the submission holds no proprietary information and is open public disclosure in its entirety.

7.2 Oral Presentation/Product Demonstration: Offerors who submit a proposal in response to this RFP and are ranked among one of the top finalists, may be required to give an oral presentation of their proposal and product demonstration to SBCS. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is only a fact finding and explanation session. The Purchasing Agent or an SBCS representative will schedule the time and location of these presentations. Each Offeror shall be prepared to elaborate on their proposal or demonstrate their product/system for a select group of SBCS staff. Oral presentations/product demonstrations are an option of SBCS and may or may not be conducted.

7.3 Submittal Requirements:

SBCS will not accept unsealed, facsimile and/or emailed proposals.

7.3.1 The return of the Request for Proposal cover sheet signed and filled out as required.

7.3.2 All addenda acknowledgements, if any, signed and filled out as required. Any addenda to this solicitation can be easily accessed on the Purchasing Department website – http://www.spotsylvania.k12.va.us/Page/601

Offerors are responsible for checking the website frequently. Failure to acknowledge all addenda may result in the rejection of your submission. SBCS shall not be responsible for verbal clarification or information provided by parties other than staff of the Purchasing Department.

http://www.spotsylvania.k12.va.us/Page/601


7.3.3 Offeror shall provide a brief company description and history. At a minimum, the following information shall be provided:

7.3.3.1 a) Name. The name under which the Offeror is licensed to do business.

7.3.3.2 b) Address. The address of the Offeror’s headquarters office.

7.3.3.3 c) Local Address. The address of the Offeror’s local office responsible for the proposed work, if different from the headquarters office.

7.3.3.4 d) Local Officers. Names, titles, and telephone numbers of local officers or representatives of the Offeror.

7.3.3.5 e) Years of Experience. The number of years the Offeror has actively participated in work similar to that described in this RFP.

7.3.3.6 f) Warranties. Description of warranties available from or through the Offeror, including manufacturer’s warranties on components.

7.3.3.7 g) Current Contract Obligations. Existing Vendor contractual commitments of similar scope and priority, and their estimated impact on the Offeror’s ability to service this contract, if awarded.

7.3.4 Offeror’s complete Technical Proposal

7.3.5 Complete Cost Summary – Attachment A

7.3.6 Additional Data

This section should include any additional information the offeror believes to be

essential to a thorough evaluation of its proposal. List all attached reports, financial

documents, etc., and sequentially number all pages of the proposal and attachments.

7.3.7 References

Each Offeror must provide a minimum of five (5) references. References must be of projects of similar size and scope of this RFP for whom the Offeror has provided these services/products. One (1) of the five (5) references must be for whom the Offeror has provided these services/products within the last three (3) years. SBCS cannot List organizations and their addresses. Include the date(s) when services/products were provided, the business name, address, and name and telephone number of the key contact person. SBCS shall have the option of checking discovered references in addition to references provided by the Offeror. SBCS must be able to contact references without notification to the Offeror.

7.3.8 Executive Summary

Offeror shall describe in non-technical terms their approach to implementing the

requested service, identifying any unique or distinctive services to which the Offeror

wishes the evaluation committee to give particular attention.

7.3.9 Vendor Information Form - Section

7.3.10 Certificate of Compliance Form – Section

7.4 Technical Proposal Requirements: Proposals should be as thorough and detailed as possible so that SBCS may properly evaluate the Offeror’s capabilities to provide the required services/products. Proposals shall be submitted on 8-1/2” x 11” paper, and prepared simply and concisely. Elaborate artwork, expensive paper, bindings, visual, and other presentation aids are not required. Each Offeror’s

proposal shall be organized in the sequence indicated below:


7.4.1 Tab A- Experience/Qualifications/Ability to Perform: The Offeror shall indicate the expertise and experience of the firm relative to the Scope of Work and specific requirements contained in this RFP. Responses must include the names, addresses, and phone numbers of contact persons, size and scope (magnitude and complexity) of service/product provided, date of award and period of performance. The Offeror shall provide pertinent financial data which demonstrates the Offeror’s corporate capability to successfully perform (e.g., annual financial reports and statements, Dun and Bradstreet and/or other credit bureau ratings.)

7.4.2 Tab B- Proposed Approach/Methodology/Services: Offeror shall respond to the Scope of Work (Section 6). The Offeror shall provide a written narrative describing the firm’s ability to meet the minimum requirements set forth herein. Sufficient detail shall be provided to demonstrate the Offeror’s understanding, ability and/or willingness to satisfy all specified requirements. At the minimum, the Offeror shall address the following: responsiveness of the proposed system to SBCS’s needs and requirements; hardware requirements for proposed system; Offeror support of the system following Installation; service and maintenance factors; training services and proposed plans for cooperation with SBCS in ensuring a successful EMRS system.

7.4.3 Tab C- Proposed Costs: The Offeror shall submit an itemized list of all proposed costs for the products, and services being offered. Offeror must utilize Attachment A – Cost Proposal when submitting their proposal.

8.0 TIME FRAME/SCHEDULE OF EVENTS

Solicitation Issue Date: December 13, 2017

Mandatory Pre-Proposal: December 22, 2017

Questions Due: January 9, 2018 – 12:00 PM

Proposals Due: January 26, 2018 – 11:00 AM

Optional Interviews: Week of February 13, 2018

Negotiations: Week of February 21, 2018

Anticipated Contract Award: March 2018

9.0 EVALUATION AND AWARD CRITERIA:

9.1 Evaluation Criteria: Proposals will be evaluated by a SBCS committee using the following criteria as related to the Scope of Work:

Evaluation Criteria Assigned Weight

1. Response to Scope of Services 25 pts

2. Cost Proposal (Attachment A) 35 pts

3. User Technical Support 20 pts

4. Warranty/Maintenance 10 pts

5. Experience / Reference Requirements (Section 6.9) 10 pts

The Offerors who appear most capable of providing a product/service that can best satisfy SBCS’s needs, based on the scoring rubric described above, will be selected as finalists for further evaluation.


There is no specified number of finalists that may be selected. Upon the completion of oral presentations (oral presentations are an option of SBCS) and negotiations by selected finalists, the evaluation committee will score proposals on the criteria a second time to determine the Offeror whose proposal best meets the needs outlined by SBCS.

9.2 Award of Contract: Selection shall be made of the two or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors identified above. Negotiations shall be conducted with the Offeror(s) selected. Costs shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror selected, SBCS shall select the Offeror which in its opinion, has made the best proposal and provides the best value, and shall award the contract to the Offeror. SBCS may cancel the RFP, reject proposals or any portion thereof at any time prior to an award, and is not required to furnish a statement of the reason why a particular proposal was not deemed to be the most advantageous. (Section 2.2-4359D, Code of Virginia) Should SBCS 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. Any resulting contract awarded to an Offeror shall incorporate by reference all the requirements, terms and conditions of this solicitation, including the General Terms and Conditions set forth at Section 13.0, and the Offeror’s proposal as negotiated. SBCS will not sign any Offeror contract.

9.3 SBCS shall not be responsible for any expense incurred y the Offeror in preparing and submitting a proposal, or expenses incurred related to subsequent inquiries or interviews for evaluation or contract negotiations. All proposals submitted shall become the property of SBCS and will be available for public inspection, with exception of materials marked proprietary, upon execution of a contract with the successful Offeror. All submissions are final and may not be withdrawn after the proposal submission deadline set forth in this solicitation.

10.0 SPECIAL TERMS AND CONDITION:

10.1 Site Inspection – Signing of the contract for this project shall assure that the Contractor has examined the sites for work and has satisfied himself as to existing and probable conditions under which he will be obligated to perform the work. Therefore, no extra charges will be allowed for failure of the Contractor to have examined the work sites.

10.2 WARRANTY AGAINST SHUTDOWN DEVICES – The Contractor warrants that the equipment and software provided under the contract shall not contain any lock, counter, CPU reference, virus, worm, or other device capable of halting operations or erasing or altering data or programs. Contractor further warrants that neither it, nor its agents, employees, or subcontractors shall insert any shutdown device following delivery of the equipment or software.

10.3 LIMITATION OF USE – SBCS’ right to use computer software developed entirely at private expense may be limited by the Contractor as stipulated in this contract. Notwithstanding any provision to the contrary however, SBCS shall have at a minimum: unlimited use of the software on the equipment for which it is purchased; use of the software on a secondary system for back up purposes should the primary system become unavailable, malfunction, or is otherwise rendered inoperable; use of the software at another SBCS site should the system be entirely transferred to that location; the right to make a backup copy for safekeeping, the right to modify or combine the software with other programs or materials at SBCS’s risk; and the right to reproduce any and all documentation provided such reproduction is for the use of SBCS. These rights are perpetual and irrevocable; in the event of any actual or alleged breach by SBCS, the Contractor’s sole remedy shall be to pursue a monetary claim in accordance with Chapter 2.2-4363 of the Code of Virginia.


11.0 VENDOR INFORMATION FORM Ordering Information: Please specify the correct legal business name, contact person, address, phone and fax number that should be used for all purchase order submittals by SBCS.

Legal Business Name: Address:

City, State, Zip:

Contact:

Phone: Fax: E-mail:

Tax ID# / FIN:

Remittance Information: (Provide only if different from ordering address) Please specify the correct legal business name, address, phone and fax numbers that should be used as the remittance address by SBCS.

Legal Business Name:

Address:

City, State, Zip: Phone: Fax: E-mail:

If Remittance Information is left blank, remittance will be sent to the Ordering Address indicated above.

Identification Number _____________________________ (assigned by the Virginia State Corporation Commission for any Offeror meeting the following requirement.)

Section 2.2-4311.2, Code of Virginia Any Offeror that is organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 or as otherwise required by law. The Offeror is to include with its proposal either the identification number issued to it by the State Corporation Commission or a statement describing why the Offeror is not required to be so authorized.

How did you hear about this Request for Proposal?

Spotsylvania County Schools Purchasing Website Email Notification from Spotsylvania County Schools eVA Construction Journal Reed Construction Data Newspaper _________________________________ Other ______________________________________

Statement:


12.0 SCHOOL BOARD OF THE COUNTY OF SPOTSYLVANIA

CERTIFICATE OF COMPLIANCE INVOLVING CRIMES AGAINST CHILDREN

Contractor acknowledges that the implementation of this contract requires Contractor and Contractor’s employees to have direct contact with Spotsylvania County Schools’ students. Therefore, Contractor hereby certifies that neither Contractor nor, to the best of Contractor’s knowledge, its employees who will have such contact, have been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child. For the purposes of this certification, "direct contact with students" means being in the presence of students on school property during regular school hours or during school sponsored activities. Contractor understands that, pursuant to Code of Virginia §22.1-296.1(C), making a materially false statement in this Certification is a Class 1 misdemeanor and, upon conviction, the fact of such conviction shall be grounds for the revocation of the contract to provide such services and, when relevant, the revocation of any license required to provide such services. Spotsylvania County Public Schools shall not be liable for materially false statements regarding the certifications required under this Contract.

We agree that we will not hire any person whose background check reveals that they have been convicted of a felony, a class 1 misdemeanor, a crime of moral turpitude (lying, cheating or stealing), or any offense involving the sexual molestation, physical or sexual abuse or rape of a child. We also agree that, after specific inquiry of any potential employee, we will not hire any person for this contract who has been the subject of a founded case of child abuse and neglect.

Company Name Print Name Title Signature Date


13.0 GENERAL TERMS AND CONDITIONS: (Revised 12/19/13)

These General Terms and Conditions shall apply to all purchases and be a part of every contract awarded by SBCS unless otherwise specified in writing. Bidders/Offerors, or their authorized representatives, are expected to inform themselves fully as to the conditions, requirements and specifications before submitting bids/proposals. Failure to do so will be at the Bidder’s/Offerors own risk and except as provided by law, relief cannot be secured on the plea of error.

These General Terms are subject to all Federal, State, and local laws, policies, regulations and rules. Bids/Proposals issued by SBCS will bind Bidders/Offerors to applicable conditions and requirements herein set forth unless otherwise specified in the solicitation.

1 SCHOOL DIVISION LEGAL STATUS: The school board is a corporate body whose official title is “The School Board of the County of Spotsylvania” herein referred to as SBCS.

2 ANTI-DISCRIMINATION: By submitting their bid/proposal, the Bidder/Offeror certifies to SBCS that he/she will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable, the Virginians with Disabilities Act, the Americans with Disabilities Act and Section 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient’s religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by SBCS (Code of Virginia, Section 2.2-4343.1E.).

In every contract over $10,000, the provisions in 2.1. - 2.4 below apply:

During the performance of this contract, the Contractor agrees as follows:

2.1 The Contractor will 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 law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

2.2 The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, will state that such Contractor is an equal opportunity employer.

2.3 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;

2.4 The Contractor will include the provisions of 2.2 above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

3 ANTITRUST: By entering into a contract, the Contractor conveys, sells, assigns, and transfers to SBCS all rights, title and interest in and to all causes of the action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by SBCS under said contract.

4 APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, including, but not limited to, the Code of Virginia, Virginia Public Procurement Act (VPPA), 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, and be legally authorized to do business in the Commonwealth of Virginia.

5 ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the Contractor in whole or in part without the written consent of SBCS and other participating jurisdictions.

6 AUTHORITY: The Superintendent, or his designee, has the responsibility and authority for issuance of Invitations to Bid, Requests for Proposals, negotiations, placing and modifying invitations, requests, purchase orders and awards issued by and for SBCS. In the discharge of these responsibilities, the Superintendent may be assisted by delegating to the Purchasing Agent or other staff member(s). No other School Board officer or employee is authorized to enter into purchase negotiations, change orders, contracts, or in any way obligate the School Board for any indebtedness. Any purchase order or contract made which is contrary to these provisions and authorities shall be of no effect and void, and the School Board shall not be bound thereby.

7 AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that SBCS shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this contract.

8 BID/PROPOSAL ACCEPTANCE PERIOD: Unless otherwise specified, all formal bids/proposals submitted shall be valid for a minimum period of one hundred twenty (120) calendar days following the date established for acceptance. At the end of the one hundred twenty (120) calendar days the bid/proposal may be withdrawn at the written request of the Bidder/Offeror. If the bid/proposal is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

9 BID/PROPOSAL SOLICITATION RESULTS: Bid/proposal results are posted on the Purchasing Department website or available upon request.

10 CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:

The parties may agree to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.


SBCS may order changes within the general scope of the contract at any time by written notice to the Contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The Contractor shall comply with the notice upon receipt. The Contractor shall be compensated for any additional costs incurred as the result of such order and shall give SBCS a credit for any savings. Said compensation shall be determined by one of the following methods:

By mutual agreement between the parties in writing; or

By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the Contractor accounts for the number of units of work performed, subject to SBCS’ right to audit the Contractor’s records and/or determine the correct number of units independently; or

By ordering the Contractor to proceed with the work and keeping a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The Contractor shall present SBCS with all vouchers and records of expenses incurred and savings realized. SBCS shall have the right to audit the records of the Contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the Purchasing Department within thirty (30) days from the date of receipt of the written order from SBCS to proceed. If the parties fail to agree on an amount of adjustment, the questions of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for relieving disputes provided by the Disputes Clause of this contract. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the Contractor from promptly complying with the changes ordered, in writing, by SBCS or with the performance of the contract generally.

No modification for a fixed price contract may be increased by more than 25% or $50,000, whichever is greater, without the advanced written approval of the School Board, as applicable.

11 CLARIFICATION OF TERMS: If any prospective Bidder/Offeror has questions about the specifications or other solicitation documents, the prospective Bidder /Offeror shall contact the Purchasing Official whose name appears on the face of the solicitation no later than the date/time stated in the in solicitation for the receipt of questions. Any revisions to the solicitation will be made only by a written addendum issued by the Purchasing Official.

12 CONDITION OF ITEMS: All items shall be new, and in first class condition, including containers suitable for shipment and storage, unless otherwise indicated herein. Verbal agreements to the contrary will not be recognized.

13 CONDITIONAL BIDS: Conditional bids are subject to rejection in whole or in part unless the solicitation specifically permits conditional bids.

14 CONTRACT AWARD: The award(s) made in response to an IFB will be made to the lowest responsive and responsible Bidder(s) for each item, or group of related items indicated in the Pricing Schedule. The award(s) made in response to an RFP will be made to the highest qualified Offeror whose proposal is determined, in writing, to be the most advantageous to SBCS taking into consideration the evaluation factors set forth in the RFP. Delivery time lines shall be a factor in making an award. SBCS reserves the right to make a separate award for each item, a group of items or all items, and to make awards either in whole or in part, whichever is deemed by SBCS to be in its best interest. SBCS reserves the right to reject any or all bids/proposals, in whole or in part, to waive any informality and to delete items prior to making the award(s), whenever it is deemed in the sole opinion of SBCS to be in its best interest. SBCS reserves the right to make the sole determination of whether the model and/or options offered meet the minimum specifications and is acceptable in accordance with the specifications attached. SBCS’s decision shall be final.

15 CONFLICT OF INTEREST: The Bidder/Offeror certifies by signing the bid/proposal submitted in response to this solicitation that no conflict of interest exists between the Bidder/Offeror and SBCS that interferes with fair competition and no conflict exists between the Bidder/Offeror and any other person or organization that constitutes a conflict of interest with respect to the contract and SBCS.

16 CONTRACT DOCUMENTS: The Contract entered into by the parties shall consist of this Invitation For Bid/Request for Proposal, the signed bid/proposal submitted by the Contractor, the Notice of Award or Purchase Order/Contract, the General and Special Terms and Conditions, the listed Specifications and drawings, if any, including all modifications thereof, all of which shall be referred to collectively as the Contract Documents.

17 CONTRACTUAL DISPUTES: Contractual claims, whether for money or other relief, shall be submitted in writing no later than sixty (60) days after final payment. However, written notice of the Contractor's intention to file such a claim shall have been given at the time of the occurrence or beginning of the work upon which the claim is based. Nothing herein shall preclude a contract from requiring submission of an invoice for final payment within a certain time after completion and acceptance of the work or acceptance of the goods. Pendency of claims shall not delay payment of amounts agreed due in the final payment.

A claim to SBCS must be initiated by the filing of a Notice of Claim to the attention of the Purchasing Department within the time limits prescribed. It is not sufficient that Notices of Claim be postmarked within the time limits. The Notice must actually be delivered within the time limits. The party noticing the claim assumes whatever risks are inherent in the selected method of delivery.

The Notice must be in writing and state:

That a claim is being filed;

The decision related to which the claim is being made;

The contract number and other identification of the contract;

The basis for the claim; and

The relief sought.


SBCS shall render a decision in writing within sixty (60) days. A Contractor may not invoke administrative procedures, or institute legal action prior to receipt of the SBCS decision on the claim, unless SBCS fails to render such decision within the specified time.

The decision of SBCS shall be final and conclusive unless the Contractor appeals within six (6) months of the date of the final decision on the claim by SBCS by invoking administrative procedures meeting the standards of VPPA §2.2-4365, or in the alternative by instituting legal action as provided in VPPA §2.2-4364.

18 DEBARMENT STATUS: By submitting their bid/proposal, the Bidder/Offeror certifies that he/she is not currently debarred by the Commonwealth of Virginia or SBCS from submitting bids/proposals on contracts for the type of goods and/or services covered by this solicitation, nor is the Bidder/Offeror an agent of any person or entity that is currently so debarred.

19 DEFINITIONS:

INFORMALITY: A minor defect or variation of a bid or proposal from the exact requirements of the Invitation to Bid or the Request for Proposal, which does not affect the price, quality, quantity or delivery schedule for the goods, services or construction being procured

PROFESSIONAL SERVICES: Work performed by an independent contractor within the scope of the practice of accounting, actuarial services, architecture, land surveying, landscape architecture, law, dentistry, medicine, optometry, pharmacy, professional engineering or any other profession which the Virginia General Assembly has so classified.

PUBLIC BODY: Any legislative, executive or judicial body, agency, office, department, authority, post, commission, committee, institution, board or political subdivision created by law to exercise some sovereign power or to perform some governmental duty and empowered by law.

RESPONSIBLE BIDDER/OFFEROR: A person who has the capability, in all respects, to perform fully the contract requirements and moral business integrity and reliability which will assure good faith performance, and who has been pre-qualified, if required.

RESPONSIVE BIDDER: means a person who has submitted a bid that conforms in all material respects to the Invitation to Bid.

20 DRUG-FREE WORKPLACE: By submitting their bid/proposal, the Bidder /Offeror shall in accordance with Section 2.2-4312. of the VPPA agree to maintain a drug-free workplace.

In every contract over $10,000 provisions 20.1 – 20.4 below shall apply. During the performance of this contract, the Contractor agrees to:

20.1 Provide a drug-free workplace for the Contractor’s employees.

20.2 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 Contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition.

20.3 State in all solicitations or advertisements for employees placed by or on behalf of the Contractor that the Contractor maintains a drug-free workplace.

20.4 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 in accordance with the VPPA, 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.

21 ERRORS IN BIDS/PROPOSALS: When an error is made in extending total prices, the unit bid/proposed price will govern. Erasures in bids/proposals must be initialed by the Bidder/Offeror. Carelessness in quoting prices, or in preparation of bids/proposals will not relieve the Bidder/Offeror. Bidders/Offerors are cautioned to recheck their bids/proposals for possible errors. Errors discovered after public opening cannot be corrected and the Bidder/Offeror will be required to perform if his/her bid/proposal is accepted.

22 ETHICS IN PUBLIC CONTRACTING: By submitting their bid/proposal, Bidders/Offerors certify that their bid/proposal is made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other 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 greater value was exchanged.

23 EXHAUSTION OF ADMINISTRATIVE REMEDIES: No potential Bidder/Offeror or Contractor shall institute any legal action until all administrative remedies available under this solicitation and resulting contract have been exhausted and until all statutory requirements have been met.

24 EXAMINATION OF RECORDS: The Contractor agrees that in any contract resulting from this solicitation, SBCS or any duly authorized representative shall, until the expiration of three (3) years after final contract payment, have access to and the right to examine and copy any directly pertinent books, documents, papers, and records of the Contractor involving transactions related to the contract.

The period of access provided in the paragraph above for records, books, documents, and papers which may be related to any arbitration, litigation, or the settlement of claims arising out of the performance of any resulting contract or any contracts with vendors shall continue until any appeals, arbitration, litigation, or claims shall have been finally disposed of.

25 EXTRA CHARGES NOT ALLOWED: The bid/proposal prices shall be for the complete delivery ready for SBCS use, and shall include all applicable freight charges; extra charges will not be allowed for shipment to multiple locations.


26 FAILURE TO DELIVER: Failure to comply with the terms and conditions of this solicitation or to deliver goods and/or services identified in the solicitation and resulting contract at the firm fixed prices quoted will be considered default of the contract award. Should the contractor fail to deliver an order at the time specified, or within a reasonable period of time thereafter, as determined by the Purchasing Official, or should the contractor fail to make timely replacement of rejected items when so requested, SBCS may purchase items of comparable quality in the open market to replace the rejected or undelivered items. The contractor shall reimburse SBCS for all costs above the contract price when purchases are made in the open market.

27 FOREIGN AND DOMESTIC BUSINESSES: Contractor agrees, by its provision of goods or services to SBCS in accordance with the purchase order/contract, that if it is a corporation, limited liability company, business trust or limited partnership, or registered as a registered limited liability partnership, it is authorized to transact business in the Commonwealth as required by Section 2.2-4311.2 of the Code of Virginia. It further agrees that it shall not allow its existence to lapse or its certificate or authority or registration to transact business in Virginia to be revoked or cancelled during the term of the contract.

28 HOLD HARMLESS: The Contractor in any contract resulting from this IFB/RFP shall pay all royalties and license fees necessary for performance of the contract. The Contractor shall defend all suits or claims for infringement of any patent rights or any other proprietary rights arising from, or related to, performance of the resulting contract and shall hold SBCS harmless from any and all loss, including reasonable attorneys' fees, on account thereof.

29 IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting their bid/proposal, Bidders/Offerors certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the Federal Immigration Reform and Control Act of 1986.

30 INCLEMENT WEATHER: Due to inclement weather conditions, SBCS may elect to close or delay the opening of schools and administration offices. The following is an explanation of the policy:

Code 0

Announcement: "All schools and offices are closed. School employees: Code 0 - no employees report."

All schools are closed.

All school and non-school activities, day and evening, are canceled.

School division office and all support offices are closed.

No employees should report to work.

Code 1

Announcement: "All schools and offices are closed. School employees: Code 1 - essential personnel report to perform emergency services as necessary."



Essential personnel will report at specified times, as safety permits, to perform emergency services as necessary

Code 2

Announcement: "All schools are closed. School employees: Code 2 - twelve month employees report 2-hours late, as safety permits:



12-month employees report 2-hours late, as safety permits.

Essential personnel will report at specified times, as safety permits.

Decision made by 5:30 AM.

In the event of a delayed school opening, all times shall remain as stated in the solicitation.

In the event that Spotsylvania County Public Schools close on a CODE ZERO or CODE ONE, any Optional/Mandatory Pre-bid/proposal Conference and all Bid Openings/Proposal Receipts will be held on the next business day the Spotsylvania County Public Schools experience a normal opening or a delayed opening at the time previously scheduled. No exceptions will be made in this matter.

31 INDEMNIFICATION: The Contractor shall indemnify, save and hold harmless SBCS, its officers, agents, employees, volunteers and participating jurisdictions against and from any and all injuries, death, loss, damage, claims, patent claims, suits, liabilities, judgments, costs of investigation, attorney fees, cost of appeals arising out of any such claims or suits, and other expenses which may otherwise accrue against SBCS in consequence of the granting of a contract or which may or otherwise result in connection with work therefrom, if it shall be determined that the act was caused through negligence, omission or commission of the Contractor, including its agents, subcontractors, employees, and volunteers. The Contractor expressly understands and agrees that any performance bond or insurance shall in no way limit the responsibility to indemnify, keep and save harmless and defend SBCS as herein provided. Furthermore, it is understood and agreed that the Contractor is at all times herein acting as an independent contractor.

32 INSURANCE: By signing and submitting a bid/proposal under this solicitation, the Bidder/Offeror certifies that if awarded the contract, he/she will have Worker’s Compensation insurance in effect. Limits of said insurance shall be established as required by the Worker’s Compensation Act of Virginia. Additionally, he/she will maintain this during the entire term of the contract and certifies that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. During the period of the contract, SBCS reserves the right to require the Contractor to furnish certificates of insurance for the coverage required by SBCS and the Commonwealth.


Employer’s Liability - $100,000.

Commercial General Liability - $1,000,000 per occurrence. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The School Board of the County of Spotsylvania must be named as an additional insured and so endorsed on the policy.

Automobile Liability - $1,000,000 per occurrence.

33 INVOICES: Invoices for goods and/or services ordered, delivered and accepted shall be submitted in duplicate by the Contractor directly to the payment address shown on the purchase

order/contract. All invoices shall reference said purchase order/contract number and shall be in the same legal name of the Contractor as indicated on the Contract.

34 LABELING OF HAZARDOUS SUBSTANCES: If the items or products requested by this solicitation are “Hazardous Substances” as defined by Section 1261 of Title 15 of the United States Code (U.S.C.), then the Bidder/Offeror, by submitting their bid/proposal, certifies and warrants that the items or products to be delivered under this contract shall be properly labeled as required by the foregoing sections and that by delivering the items or products the Bidder/Offeror does not violate any of the prohibitions of Title 15 of the U.S.C. or Section 1263.

35 LATE BIDS/PROPOSALS: To be considered for selection, bids/proposals must be received by the SBCS Administrative Office by the designated date and hour. The official time used in the receipt of

bids/proposals is local prevailing Verizon time. Bids/Proposals received in the SBCS Administrative Office after the date and hour designated are non-responsive, automatically disqualified, and will

not be considered. SBCS is not responsible for delays in the delivery of mail by the U.S. Postal Service, private couriers, or the intra-school mail system or delivery by any other means. It is the sole responsibility of the Bidder/Offeror to ensure that his/her bid/proposal reaches the SBCS Administrative Office by the designated date and hour. Please Note: Fed-Ex and other overnight services do not guarantee A.M. delivery to Spotsylvania County.

36 MANDATORY USE OF SBCS FORM AND TERMS AND CONDITIONS: Failure to submit a bid/proposal on the official SBCS form provided for that purpose may be cause for rejection of the bid/proposal. Unauthorized modification of or additions to the General and/or Special Terms and Conditions of this solicitation may be cause for rejection of the bid/proposal; however, the Purchasing Official reserves the right to decide, on a case by case basis, in his/her sole discretion, whether to reject such a bid/proposal as non-responsive. As a precondition to its acceptance, SBCS may, in its sole discretion, request that the Bidder/Offeror withdraw or modify non-responsive portions of a bid/proposal, which do not affect quality, quantity, price or delivery.

37 MATERIAL SAFETY DATA SHEETS: Material and Safety Data Sheets shall be provided within two (2) business days upon request for each chemical and/or compound offered. Failure on the part of the Contractor to submit such data sheets may be cause for declaring the Contractor in default.

38 METHOD OF PAYMENT: The Contractor shall be paid on the basis of invoices submitted for competed work. Payment will be net forty-five (45) days from receipt, and approval, by an authorized SBCS official, upon satisfactory completion of delivery. Payment shall be made after satisfactory performance of the contract in accordance with all the provisions thereof and upon receipt of a properly completed invoice. SBCS reserves the right to withhold any or all payments or portions thereof for contractor's failure to perform in accordance with the provisions of the contract or any modifications thereto.

39 NEGOTIATION WITH THE LOWEST BIDDER/OFFEROR: Unless all bids are canceled or rejected, SBCS reserves the right granted by Section 2.2-4318 of the Code of Virginia to negotiate with the lowest responsive and responsible Bidder to obtain a contract price within the funds available to SBCS whenever such low bid exceeds SBCS’s available funds. For the purpose of determining when such negotiations may take place, the term “available funds” shall mean those funds which were budgeted by SBCS for this contract prior to the issuance of the written Invitation for Bid. Negotiations with the low bidder may include both modifications of the bid price and the Scope of the Work/Specifications to be performed. SBCS shall initiate such negotiations by written notice to the lowest responsive, responsible Bidder that its bid exceeds the available funds and SBCS wishes to negotiate a lower contract price. The times, places and manner of negotiating shall be agreed to by SBCS and the lowest responsive, responsible Bidder.

40 NO CONTACT POLICY: No Bidder/Offeror shall initiate or otherwise have contact related to the solicitation with any SBCS representative or employee, other than the Purchasing Official, prior to the date/time set for bid/proposal receipt. Any contact initiated by a Bidder/Offeror with any SBCS representative, other than the Purchasing Official, concerning this solicitation is prohibited and may cause the disqualification of the Bidder/Offeror from this procurement process.

41 NONDISCRIMINATION OF CONTRACTORS: Any potential Bidder/Offeror, or Contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age or disability or against faith-based organizations. If the award of this contract is made to a faith-based organization, and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, SBCS shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursement from an alternative provider.

42 OFFICIAL NOT TO BENEFIT:

Each Bidder/Offeror shall certify upon signing a bid/proposal that to the best of his/her knowledge no SBCS official or employee having official responsibility for the procurement transaction or member of his/her immediate family has received or will receive any financial benefit of more than nominal or minimal value relating to the award of this contract. If such a benefit has been received or will be received, this fact shall be disclosed with the bid/proposal or as soon thereafter, as it appears that such a benefit will be received. Failure to disclose the information prescribed above may result in suspension or debarment or recession of the contract made or could affect payment pursuant to the terms of the contract.

Whenever there is reason to believe that benefit of the sort described in the paragraph above has been or will be received in connection with the bid/proposal or contract and that the Contractor has failed to disclose such benefit or has inadequately disclosed it, SBCS, as a prerequisite to payment pursuant to the Contractor, or at any time may require the contractor to furnish, under oath, answers to any interrogatories related to such possible benefit.


In the event the Bidder/Offeror has knowledge of benefits as outlined above, this information should be submitted with the bid/proposal. If the above does not apply at time of award of contract and becomes known after inception of a contract, the Bidder/Offeror shall address the disclosure of such facts to: Purchasing Agent, Spotsylvania County Public Schools, 8020 River Stone Dr., Fredericksburg, VA 22407. The solicitation’s number shall be referenced in the disclosure.

43 OWNERSHIP OF MATERIAL: Ownership of all data, material and documentation originated and prepared by the Bidder/Offeror and successful Contractor for SBCS pursuant to this solicitation and any resulting contract shall belong exclusively to SBCS and be subject to public inspection in accordance with the Virginia Freedom of Information Act.

44 PAYMENT TERMS: Any payment terms requiring payment in less than 45 days will be regarded as requiring payment 45 days after invoice or delivery, whichever occurs last. However, this shall not affect offers of discounts for payment in less than 45 days.

45 PAYMENT TO SUBCONTRACTORS: A contractor awarded a contract under this solicitation is hereby obligated to:

Pay the subcontractor(s) within seven (7) days of the Contractor's receipt of payment from SBCS for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or;

Notify the agency and the subcontractor(s), in writing, of the Contractor's intention to withhold payment and the reason.

The Contractor is obligated to pay the subcontractor(s) interest at the rate of one percent (1%) per month (unless otherwise provided under the terms of the contract) on all amounts owed by the Contractor that remain unpaid seven (7) days following receipt of payment from SBCS except for amounts withheld as stated in the paragraph above. The date of mailing of any payment by U.S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract. A Contractor's obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of SBCS or any participating jurisdiction.

46 PRECEDENCE OF TERMS: All of these General Terms and Conditions shall apply in all instances. In the event there is a conflict between any of the General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

47 PRIME CONTRACTOR RESPONSIBILITIES: The contractor shall be responsible for complete supervision and direction of the work under this contract, and all subcontractors that he/she may utilize, using his/her best skill and attention. Subcontractors who perform work under this contract shall be responsible to the prime Contractor. The Contractor agrees that he/she is as fully responsible for the acts and omissions of his/her subcontractors, and of persons employed by them, as he/she is for the acts and omissions of his/her own employees.

48 PRODUCT SELECTIONS: SBCS has the sole discretion, and reserves the right, to determine and select products which meet specific individual facility color and style requirements.

49 PROTEST OF AWARD OR DECISION TO AWARD: Any Bidder/Offeror may protest the award or decision to award a contract by submitting a protest in writing to the Superintendent no later than ten (10) days after public notice of the award or the announcement of the decision to award, whichever occurs first. The written protest shall include the basis for the protest and the relief sought. The Superintendent shall issue a decision in writing within ten (10) days of the receipt of the protest stating the reasons for the action taken.

If prior to award it is determined that the decision to award is arbitrary or capricious then the sole relief shall be a finding to that effect. The Purchasing Agent shall cancel the proposed award or revise it to comply with the law. If, after an award, it is determined that an award of a contract was arbitrary or capricious, then the sole relief shall be as hereinafter provided. Where the award has been made but performance has not begun, the performance of the contract may be declared void by SBCS. Where the award has been made and performance has begun, the Superintendent may declare the contract void upon a finding that this action is in the best interest of SBCS. Where a contract is declared void, the performing Contractor shall be compensated for the cost of performance at the rate specified in the contract up to the time of such declaration. In no event shall the performing Contractor be entitled to lost profits.

Pending final determination of a protest or appeal, the validity of a contract awarded and accepted in good faith in accordance with this paragraph shall not be affected by the fact that a protest or appeal has been filed.

An award need not be delayed for the period allowed a Bidder//Offeror to protest, but in the event of a timely protest, no further action to award the contract will be taken unless there is a written determination that proceeding without delay is necessary to protect the public interest or unless the offer would expire.

50 QUALIFICATIONS OF BIDDERS/OFFERORS: SBCS may make such reasonable investigations as deemed proper and necessary to determine the ability of the Bidder/Offeror to perform the work and the Bidder/Offeror shall furnish to SBCS all such information and data for this purpose as may be requested. SBCS reserves the right to inspect Bidder/Offerors’ physical facilities prior to award to satisfy questions regarding the Bidder/Offeror’s capabilities. SBCS further reserves the right to reject any bid/proposal if the evidence submitted by, or investigations of, such Bidder/Offeror fails to satisfy SBCS that such Bidder/Offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated herein.

51 QUANTITIES: The quantities specified in the Pricing Schedule, are those intended to be purchased by SBCS. The exact amount ordered will be governed by the actual needs as determined at the time of award. SBCS will only be obligated, under this contract, to the extent of purchase orders issued and products received.

52 RECEIPT OF BIDS/PROPOSALS: It is the responsibility of the Bidder/Offeror to assure that the bid/proposal is delivered to the place designated for receipt of bids/proposals prior to the time set for receipt of bids/proposals. No bid/proposal received after the time designated for receipt of bids/proposals shall be considered. (Also refer to Late Bids\Proposals).

53 RECEIPT OF GOODS: Bidders/Offerors shall be aware that the materials being contracted for shall be delivered FOB Destination, and the sole property of the Contractor prior to acceptance by SBCS.


The Contractor shall be responsible for all materials or supplies covered by the contract until they are delivered at the designated point. The Contractor shall bear all risk on rejected materials/supplies after the notice of rejection is issued. Rejected materials/supplies must be removed by, and at the expense of, the contractor within 14 calendar days after the notice of rejection has been issued.

Replacement materials or components that have been rejected by SBCS, in accordance with the terms of the contract, shall be replaced by the Contractor at no cost to SBCS.

54 SAFETY: All contractors and subcontractors performing services for SBCS shall comply with all Occupational Safety and Health Administration (OSHA), and State Occupational Health Standards and any other applicable rules and regulations. Also, all contractors and subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this contract.

55 SMALL, WOMAN, MINORITY, AND SERVICE DISABLED VETERAN-OWNED BUSINESS ENTERPRISES:

SBCS promotes fair and equal opportunity to all vendors interested in participating in the procurement process. It is the policy of SBCS to undertake every effort to increase opportunity for utilization of small, woman, minority and service disabled veteran-owned businesses in all aspects of procurement to the maximum extent feasible. In connection with the performance of this contract, the Contractor agrees to use their best effort to carry out this policy and ensure that small, woman, minority and service disabled veteran-owned businesses shall have the maximum practicable opportunity to compete for subcontract work under this contract consistent with the efficient performance of this contract.

Contractors may rely on written representation by subcontractors regarding their status as small, woman, minority and/or service disabled veteran-owned business enterprises in lieu of an independent investigation.

56 SUBCONTRACTORS: No portion of the work shall be subcontracted without prior written consent of the Purchasing Agent. In the event that the Contractor desires to subcontract some part of the work specified herein, the Contractor shall furnish the Purchasing Agent the names, qualifications and experience of their proposed subcontractors. The Contractor shall, however, remain fully liable and responsible for the work to be done by his/her subcontractor(s) and shall assure compliance with all requirements of the contract.

57 TAX EXEMPTION: SBCS, as a public body politic and corporate of the Commonwealth of Virginia, is exempt from any Federal excise tax and Virginia sales and use tax. SBCS’ employer identification number is 54-6001624.

58 TESTING AND INSPECTION: SBCS reserves the right to conduct any test or inspection it may deem advisable to ensure products/services conform to the specification.

59 TERMINATION: Subject to the provisions below, the contract may be terminated by SBCS upon thirty (30) days advance written notice to the other party. 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

Termination for Convenience: In the event that the contract is terminated upon request and for the convenience of SBCS, without the required thirty (30) days advance notice, then SBCS shall be responsible for payment of services up to the termination date.

Termination for Cause: Termination by SBCS for cause, default or negligence on the part of the Contractor shall be excluded from the foregoing provision; termination costs, if any shall not apply. SBCS may hold the Contractor responsible for any resulting additional purchase and administrative costs. The thirty (30) days advance notice requirement is waived in the event of Termination for Cause.

Termination Due to Unavailability of Funds: When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal year, the contract shall be canceled.

60 USE OF BRAND NAMES: Unless otherwise provided in this 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 SBCS in its sole discretion determines to be the equal of that specified, considering quality, workmanship, economy of operation, color and suitability for the purpose intended, shall be accepted. The Bidder/Offeror is responsible to clearly and specifically indicate the product being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable SBCS to determine if the product offered meets the requirements of the solicitation.

ONLY THE INFORMATION FURNISHED WITH THE BID/PROPOSAL WILL BE CONSIDERED IN THE EVALUATION. FAILURE TO FURNISH ADEQUATE DATA FOR EVALUATION PURPOSES

MAY RESULT IN DECLARING A BID/PROPOSAL NON-RESPONSIVE. Unless the Bidder/Offeror clearly indicates in his/her bid/proposal that the product offered is an "equal" product, such

bid/proposal will be considered to offer the brand name product referenced in the solicitation.

SBCS reserves the right to determine the suitability of substituted items for those specified and to accept or reject in whole or in part any and all bids/proposals received.

61 USE OF CONTRACT BY OTHER POLITICAL ENTITIES: Bidders/Offerors are advised that all resultant contracts will be extended with the authorization of the Bidder/Offeror to the Metropolitan Washington Council of Governments jurisdictions, and all other jurisdictions and Political Subdivisions of the Commonwealth of Virginia to permit their ordering of supplies and/or services at the prices and terms of the resulting contract. If any other jurisdiction decides to use the final contract, the Contractor must deal directly with that jurisdiction or political subdivision concerning the placement of orders, issuance of the purchase order, contractual disputes, invoicing and payment. SBCS acts only as the “Contracting Agent” for these jurisdictions and political subdivisions. Failure to extend a contract to any jurisdictions will have no effect on the consideration of your bid/proposal.

62 VIRGINIA FREEDOM OF INFORMATION ACT: Except as provided herein, all proceedings, records, contracts and other public records relating to procurement transactions shall be open to the inspection of any citizen, or any interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act.


a. Bid/Proposal records shall be made available, upon request, within a reasonable amount of time after receipt but prior to award only for those Bidders/Offerors who submitted a Bid/Proposal in response to this solicitation.

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

c. In the event that SBCS decides not to accept any of the bids/proposals and to re-solicit, the procurement file will be closed and not open to public inspection. Any inspection of procurement transaction records under this section shall be subject to reasonable restrictions to ensure the security and integrity of the records.

d. Trade secrets or proprietary information submitted by any Bidder/Offeror or Contractor in connection with a procurement transaction shall not be subject to public disclosure under the Virginia

Freedom of Information Act, however, the Bidder/Offeror or Contractor must invoke the protection of this section in writing prior to or upon submission of the data or other materials,

and must identify the data or other materials to be protected, and state the reasons why protection is necessary.

63 WARRANTY: The Contractor agrees that the equipment and services furnished under any award resulting from this solicitation shall be covered by the most favorable commercial warranties the Contractor gives any customer for such equipment and that the rights and remedies provided therein are in addition to and do not limit those available to SBCS by any other clause of this solicitation. Should any defect be noted by SBCS, the Purchasing Official will notify the Contractor of such defect or nonconformance. Notification will state either (1) that the Contractor shall replace or correct, or (2) SBCS does not require replacement or correction, but an equitable adjustment to the contract price will be negotiated. If the Contractor is required to correct or replace, it shall be at no cost to SBCS and shall be subject to all provisions of this clause to the same extent as materials initially delivered. If the Contractor fails or refuses to replace or correct the deficiency, the office issuing the purchase order may have the materials corrected or replaced with similar items and charge the Contractor the cost occasioned thereby or obtain an equitable adjustment in the contract price.


RFP 01262018-1100

ATTACHMENT A

CAMERA PROPOSAL PRICING

INSTALLED

Please Provide Individual Installation Pricing

Price

Quantity Extension

Quote a typical:

(17) Elementary Schools = 14 Cameras Each (average)

The Following Cameras will be found in a typical Elementary School

Recognition = 4

Each X 4

Categorization = 8

Each X 8


Each X 2

Cost of Typical Elementary School

$ -

(7) Middle Schools = 29 Cameras Each (average)

The Following Cameras will be found in a typical Middle School

Recognition = 3

Each X 3

Categorization = 24

Each X 24


Each X 2

Cost of Typical Middle School

$ -

(5) High Schools = 43 Cameras Each (average)

The Following Cameras will be found in a typical High School

Recognition = 4

Each X 4

Categorization = 36

Each X 36


Each X 3

Cost of Typical High School

$

7 Other Sites; # Cameras and individual requirements vary.


And quote each type of camera installed including an allowance for the server capacity needed.

Recognition Camera

Categorization Camera (exterior)

Categorization Camera (interior)

General Detection Camera

PTZ Exterior

Training

Network Video Recorder

DETAILS:

Signature of Authorized Offeror Print or Type Name Date

Title Company Name