Loudoun Water Procurement Department August 28, 2017 Final Draft.pdf · Loudoun Water Procurement...

Loudoun Water Procurement Department August 28, 2017

Request for Proposal

REQUEST FOR PROPOSAL

2017-013-1230001

Mobile Bar Code Solution INSTRUCTIONS TO OFFERORS

This is a Loudoun Water Request for Proposal solicitation for sealed proposals to establish a contract through competitive negotiations for the requested goods/services. THIS IS NOT AN ORDER.

Submittal of Responses: Bids may be mailed or hand delivered to the Reception Desk at 44865 Loudoun Water Way, Ashburn, Virginia 20147 no later than 2:00PM on the date listed in Table 1. All times listed in this RFP are Eastern Standard Times.

Inquiries: Please direct all questions concerning this solicitation to the Loudoun Water Procurement

Office at [email protected]. Unauthorized contact with other Loudoun Water staff regarding the RFP may result in the disqualification of the offeror. Any changes resulting from inquiries that are received prior to the deadline stated in Table 1 shall be addressed in writing with an Addendum. Addenda can be downloaded from www.loudounwater.org.

Table 1

August 29, 2017 RFP Issued

September 15, 2017 Questions due to the Procurement Office

September 20, 2017 Issue Addendum addressing questions received

October 2, 2017 2:00 PM EST Responses to RFP due

October 11, 2017 Short list notification

October 25, 2017 Short list vendor interviews RFP CONTENTS

I. Purpose

II. Background

III. Statement of Needs

IV. Proposal Preparation and Submission Requirements

V. Evaluation and Award Criteria

VI. Pre-Proposal Conference

VII. General Terms and Conditions

VIII. Special Terms and Conditions

IX. Attachments

I. PURPOSE:

The purpose of this Request for Proposal is to solicit sealed proposals to establish a contract through competitive negotiations for implementing a SAP proven Mobile Bar Code solution preferably using iOS mobile devices to serve the needs of Loudoun Water’s warehouse operations. A commercial off the shelf (COTS) solution is desired, with preference given to a COTS solution that meets requirements “out of the box” with minimal configuration and customization. The scope and purpose of this solution is to allow warehouse workers to create and complete SAP Materials Management transactions using an iOS device such as an iPhone/iPad. Additionally, Loudoun Water is seeking proposed professional expertise to assist with the specific implementation and training to ensure the success, effectiveness and integration of this mobile bar code functionality with SAP-ERP.

mailto:[email protected]

http://www.loudounwater.org/



This new solution must leverage the current SAP- MM module, streamline work processes, reduce data entry, produce accurate reports and work offline. The mobile bar code solution should include the core features that are standard to most SAP certified bar code solutions.

II. BACKGROUND:

Operations and Maintenance (O&M) Division – Inventory Warehouse The O&M Division operates and maintains the water, wastewater and reclaimed water conveyance and treatment systems including all pipes, valves, hydrants, manholes, pump stations, water storage facilities, and treatment plants. This division also manages laboratory and water sampling operations and inventory warehouse. The inventory warehouse will be the primary user of the mobile bar code solution and is responsible for supporting all O&M operations within Loudoun Water. Currently, the inventory team consists of approximately three warehouse clerks, one warehouse supervisor and one manager. The team maintains and accounts for 2,419 different types of parts/materials using SAP-Materials Management with a value of $1,558,891 stored at eight primary storage locations and 70 vehicle storage locations. Since going live with SAP/ERP in October of 2014, the inventory team has added approximately 1,319 new parts/materials, a 55% increase. The warehouse team expects to add approximately 1,000 additional types of parts/materials to support Loudoun Water’s new Trap Rock facility in early 2018. Last year the inventory team manually processed 22,733 transactions in SAP-Materials Management. Our IM setup is for one plant, one warehouse, and eight primary storage locations and 70 vehicle storage locations. The storage bin field is also set to identify the exact placement of each materials in a storage location. The material types used are:

Material Type Description

ISU Device Materials Serialized materials (meters/MIUs)

Non-Valuated Materials Consumables (grass, feeds, grease)

Spare Parts Non-serialized materials (bolt, pump)

The relevant SAP-Materials Management transactions include: Movement Type

Description Approximate Number per Month

101/102 Goods Receipt/Cancel with Purchase order

110

122 Return to Vendor 1

201/202 Goods Issue/Cancel to a Cost Center 47

261/262 Goods Issue/Cancel to a Work Order 1,288

309 Material to Material Transfer 19

311 Transfer Within Plant 286

501/502 Goods Receipt/Cancel Without Purchase Order

77

551/552 Scrap Material/Cancel Scrap 41

701/702 Cycle Count 239

901 Good Receipt with no FI Impact 209

902 Scrap Material with no FI Impact 209

SAP

Loudoun Water went live with SAP October 6, 2014. SAP is used as both an Enterprise Resource Planning (ERP) and Customer Relationship Management (CRM) system, and touches nearly every aspect of our business. The modules and versions that are in use, along with the associated major business process areas tied to these modules, are as follows:



• SAP ERP Central Component (ECC) 6.0, Enhancement Pack 6 (EHP 6) o EAM – Enterprise Asset Management for O&M Division o FICO – Finance o FM - Finance o MM – inventory management for Operations & Maintenance and Treatment o operations o FICA – Finance and cost accounting for customer accounts o PS – Project tracking, plan review, permitting, inspections, connections, and fee o management for Land Development projects and Capital Improvement Projects. o SD – Sales and Distribution for Land Development and Miscellaneous billing o SM36/SM37 – Batch job scheduling o HCM – Human Capital Management

• SRM – Supplier Relationship Management for procurement CRM 7.0 CR&B IS-U o ICWeb – Interaction Center for Customer Service Representatives o CR&B – Customer Relationship Management and Billing

• Other/cross functional/technical components: o Solution Manager o NetWeaver Business Client (NWBC), supporting Single-Sign On (SSO) o PI – middleware o SM36/SM37 – Batch job scheduling o GEO.e – GIS integration o BCM – Business Communications Management for customer call center o Basis

Loudoun Water’s SAP systems are hosted on premise. Loudoun Water’s SAP landscape is a typical three-tier landscape (Development, Quality Assurance, and Production), with an additional Sandbox environment to support ad-hoc experimentation, testing, and training needs. Loudoun Water utilizes a Storage Area Network (SAN) for enterprise storage, and all SAP servers are virtualized. This approach maximizes flexibility for managing the SAP landscape, including quick provisioning of storage, CPU, and memory resources to support evolving business and technical requirements. Loudoun Water is a public body politic and corporate and an instrumentality of the Commonwealth of Virginia, organized under the Virginia Water and Waste Authorities Act, Chapter 28, Title 15.1, Code of Virginia of 1950, as amended (the "Act"). Loudoun Water was created by the action of the Board of Supervisors of Loudoun County, Virginia and was chartered by the State Corporation Commission on May 27, 1959. As an authority, Loudoun Water makes no profit and our operations and finances are independent of the County’s tax-supported services. Loudoun Water provides drinking water and wastewater services to over 75,000 households in Loudoun County. By 2040, Loudoun Water’s customers may require up to 90 million gallons of drinking water every day. This represents a 40 million gallon per day increase from today’s customer demand. To meet our customer’s needs, we’ve developed the Potomac Water Supply Program to develop the assets and infrastructure to withdraw water directly from the Potomac River.

III. STATEMENT OF NEEDS:

A. Introduction and Requirements Summary Loudoun Water is seeking an SAP proven mobile bar code software and hardware solution to serve the needs of Loudoun Water’s warehouse operations. A commercial off the shelf (COTS) solution is desired, with preference given to a COTS solution that meets requirements “out of the box” with minimal configuration and customization. The scope and purpose of this solution is to allow warehouse workers to create and complete SAP Materials Management transactions using preferably an iOS device such as an iPhone/iPad, and or other handheld devices.



The proposed solution shall seamlessly interface with SAP-ECC Materials Management – Inventory Management, ECC 6.0 enhancement pack 6, SRM 7.0 enhancement pack 1 and various functions related to materials management. The desired solution will already be in use at several companies with a comparable size and business processes to Loudoun Water. The business process scenarios that are described in the Requirements section should be supported by the mobile bar code solution. The solution shall include configuration and development of bar code functionality in MM, including printing. Duplication of data between systems should be kept to a minimum, and the business processes, security roles and logic that are established in SAP should be leveraged by the solution. A single-sign on experience for mobile workers is desired (integrated with Loudoun Water’s Microsoft Active Directory) to simplify user authentication The mobile bar code solution will replace certain paper-based warehouse processes and will be configured to optimize specific high-volume transactions as well as support more generic and lower-volume transactions. The mobile solution must be able to work offline to facilitate work processes in areas with no cellular/data coverage. The mobile bar code solution must be user-friendly. Solutions that are not intuitive or require a high-degree of technical expertise to operate may be disqualified. Solution should run on iOS and be able to configure apps for smartphones and tablets. The Offeror must provide a solution that includes all software, licenses, services, etc., necessary to implement the solution. An on-premise solution is preferred, but SaaS can also be considered. If specialized hardware is required or recommended, then it must be included in the Offeror’s proposal (to include pricing). Otherwise, all device and associated cellular/data service should be excluded from the Offeror’s cost proposal.

B. Business Process Scenarios The specific business processes scenarios that must be covered by the mobile bar code solution are listed in Appendix A.4. These scenarios are included to illustrate the specific desired workflows to be managed by the solution. The Offeror should review each scenario, determine if the proposed solution substantially satisfies the requirements, and enter a brief comment describing how solution will meet the requirements of the business process scenario.

C. Implementation Task The Offeror may specify the implementation methodology that best suits the mobile bar code solution and offers the most advantage to Loudoun Water. Loudoun Water requires that the Offeror include all tasks and subtasks required to implement the solution. Specific consideration should be given to: Step 1: Design The Offeror should include the tasks needed to design the mobile bar code solution to meet Loudoun Water’s business requirements, including the business process scenarios identified in Appendix A.4. On-site workshops and other stakeholder engagement activities should be included. Step 2: Build (configuration) The Offeror shall include the tasks needed to configure or build the solution in accordance with the design specifications. The Offeror is encouraged to adopt an approach that includes frequent feedback to ensure requirements are being met, although the bulk of this work could be accomplished off-site. Step 3: Test The Offeror shall include the tasks needed to fully test the solution at Loudoun Water in partnership with users. Tests should include appropriate test cases as well integration tests to ensure the bar code solution



functions correctly within the overall context of Loudoun Water’s SAP solution, including Finance, Procurement, Warehouse, etc., functionality. Tasks must also be included for Training, Deployment, and Support, as well as all relevant subtasks. The development of a runbook to describe standard administrative and operational tasks to support, maintain, and operate the system should also be included.

D. Security Loudoun Water requires a solution that is properly secured. Appropriate security measures should be employed to encrypt data at rest and in transit for back-office integration points as well as communications to mobile devices. If a hosted/SaaS model is used, the Offeror may be asked to provide evidence of security controls and/or appropriate certifications for data center operations.

E. Training

Loudoun Water requires a training program for primary end users and key solution support staff.

IV. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS:

General Requirements: To be considered for selection, Offerors must submit one (1) digital copy on thumb drive, (1) print original clearly marked, and four (4) print copies with all appendices and addendums titled appropriately in a sealed container and in accordance with the deadline in Table 1. No other distribution of the proposal shall be made by the Offeror. It is the responsibility of the Offeror to assure that the Offer is delivered to the place designated for receipt of offers prior to the time set for receipt of offers.

Proposals shall be signed by an authorized representative of the Offeror. All information requested must be submitted. Failure to submit all information requested may result in the Procurement Office requiring prompt submission of missing information and/or giving a lower evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the Procurement Office. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

Proposals should be prepared simply and economically, providing a straight-forward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. The proposal should contain a table of contents which cross references the RFP requirements. Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

Each copy of the proposal should be bound or contained in a single volume printed front and back of paper where practical. All documentation submitted with the proposal shall be contained in that single volume.

Ownership of all data, materials and documentation originated and prepared for Loudoun Water pursuant to the RFP shall belong exclusively to Loudoun Water and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protections of Section 2.2-4342F of the Code of Virginia, 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. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary



or trade secret material submitted must be clearly identified by highlighting specific words, figures, or paragraphs that constitute trade secret or proprietary information. Offerors shall also be required to mark the corresponding page/s with the word “confidential” in the upper right hand corner of each page, submit Loudoun Water Proprietary Information form (Appendix A.3) referencing all protected page numbers and section numbers, and state reasons why protection is necessary for each item. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in the rejection of the proposal. If Offeror fails to comply with these requirements either before or at the time the data or other material is submitted, Offeror acknowledges that Loudoun Water may disclose such data or material pursuant to a proper request under the Virginia Freedom of Information Act, and Offeror forever releases and discharges Loudoun Water, along with its subsidiaries, affiliates, directors, officers, employees, agents, and attorneys, from any and all causes of action, claims, and damages of any kind arising from the disclosure of the data or other material.

All proposal preparation costs incurred are the responsibility of the Offeror.

Interviews/Demonstrations:

Offerors who submit a proposal in response to this RFP may be required to attend an interview and/or provide a demonstration of their products/services offered. This provides an opportunity for the Offeror to clarify or elaborate on their proposal. This is a fact finding and explanation session only and does not include negotiation. The Loudoun Water Procurement Official will schedule the time and location of the interview and/or demonstrations. All interviews and/or demonstrations shall be held on site at a Loudoun Water location, and all costs involved shall be the responsibility of the Offeror. Interviews and/or

demonstrations are an option of Loudoun Water and may or may not be conducted.

Specific Proposal Requirements:

Proposals should be as thorough and detailed as possible so that Loudoun Water may properly evaluate your capabilities to provide the required goods/services. The Offeror is required to submit a complete proposal organized into the following categories and section tabs: Table of Contents – number all pages of the response consecutively.

Tab 1: Company Experience and References Answer these questions about your company, qualifications, and references:

1. Briefly describe your company, including a general description of the services and products that are offered by your company. Also, answer these questions about your company and the proposed solution:

a. What is the typical profile of a customer that uses the solution? (E.g., City agency, municipal utility, commercial warehouse/distribution center, etc.)

b. How many years has your company been in business? c. Approximately how many total employees in the company? d. Approximately how many total FTEs employees in the company collectively work on

developing, implementing, supporting, selling, etc., the specific solution that is proposed by your company for implementation? (Only applies if the group responsible for the application is part of a larger company.)

e. How many total clients using the solution do you have? f. How many total clients are currently using the solution in live production?

2. Provide a resume for the proposed Project Manager, including specific experience and capabilities. 3. Provide references for two recent mobile bar code projects that used the proposed solution in a

manner that is substantially similar in scope and size to Loudoun Water’s requirements. Include in each of these project references:

a. A description of the project b. The main challenges on the project and how they were addressed c. Dollar value of the services and products purchased d. Duration and date of completion e. Client reference contact name, title, phone number, and email address.



Tab 2: Proposed Solution

Describe the proposed solution with emphasis on how the solution serves the Loudoun Water environment described in Section II Background and provides the functionality described in Section III Statement of Needs. Describe the application, hardware, and communication architecture and technologies, including any third-party applications, hardware, and services, a description of whether this is a COTS or custom solution, and whether it is offered as an on-premise or SaaS product. An iOS-based mobile device platform for bar code scanning is preferred. Please describe if your mobile device platform is iOS-based or if a different mobile device platform is proposed. If a different mobile device platform is proposed, please describe the advantages to Loudoun Water.

Additionally, answer the following questions:

1. Is the proposed solution SAP certified? If yes, provide the following information. Answers to these questions should be found in your listing in the SAP Certified Solutions directory. If no, what is the rationale behind the decision to not be SAP certified?

2. What is the title of your certification? 3. When was the solution certified? 4. Which SAP Interface is the solution certified with? 5. Provide a link to the SAP Certified Solutions directory that lists your certification.

Tab 3: Requirements Traceability Matrix Appendix A.4

Follow the instructions shown on tab 1 of Appendix A.4 to complete the following tabs. 1. Mandatory Requirements 2. Transactions 3. Business Process Scenarios 4. Additional

Tab 4: Implementation Approach

Describe your company’s approach to implementing the proposed solution, including all Implementation Tasks in Section III – Statement of Needs. Include a description of how Loudoun Water users and administrators will be trained and prepared to use the new solution. Describe your training program for end users and key support staff.

Tab 5: Price Appendix A.5

Complete Appendix A.5. Provide pricing to include all related costs, fees or expenses for implementation of the proposed solution. NOTE: Offerors shall submit the proposed pricing using this spreadsheet as a hard-copy printout in a

separate sealed envelope.



V. EVALUATION AND AWARD CRITERIA:

A. Evaluation Criteria: Proposals shall be evaluated by Loudoun Water using the following criteria and weighting:

Maximum Points Evaluation Criteria

15 Company Experience and References

15 Proposed Solution

25 Requirements Traceability Matrix Appendix A.4

25 Implementation Approach

20 Price Appendix A.5

B. Award of Contract: Selection shall be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposal, including price. Negotiations shall be conducted with the Offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, Loudoun Water shall select the Offeror which, in its opinion, has made the best proposal, and shall award the contract to that Offeror. Loudoun Water may cancel this Request for Proposal or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous. Should Loudoun Water 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 others under consideration, a contract may be negotiated and awarded to that Offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the Contractor's proposal negotiated.

VI. PRE-PROPOSAL CONFERENCE:

A pre-proposal conference is not a requirement for this Request for Proposal.

VII. GENERAL TERMS AND CONDITIONS:

The General Terms and Conditions may be viewed on the following Loudoun Water website: https://www.loudounwater.org/sites/default/files/Loudoun%20Water%20Purchase%20Order%20Terms%20and%20Conditions.pdf

VIII. SPECIAL TERMS AND CONDITIONS:

Offerors are advised that Loudoun Water does not sign standard contract forms which may be used by the Offeror. Your submittal certifies the Offeror is an agent or officer authorized to bind the company to the terms and conditions of this solicitation.

Announcement of Award: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, results will be available on Loudoun Water’s website (http://www.loudounwater.org/Business-Customers-and-Partners/Bids/Closed/Closed-Bids/) for a minimum of (10) days.

Audit: The Contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audit by Loudoun Water, whichever is sooner. The agency, its authorized agents, and/or State auditors shall have full access to and the right to examine any of said materials during said period.

https://www.loudounwater.org/sites/default/files/Loudoun%20Water%20Purchase%20Order%20Terms%20and%20Conditions.pdf

https://www.loudounwater.org/sites/default/files/Loudoun%20Water%20Purchase%20Order%20Terms%20and%20Conditions.pdf

http://www.loudounwater.org/Business-Customers-and-Partners/Bids/Closed/Closed-Bids/



Best and Final Offers: Best and Final Offers (BAFO’s) are to be considered from Offerors as a part of this RFP. After negotiations, Offerors are given the opportunity to submit a best and final offer, upon which no further negotiations shall take place with that Offeror. The Offeror’s proposal will be re-scored to include the information contained in the BAFO with the evaluation score previously assigned for the final award decision.

Complete Proposal; Partnerships: The Offeror must propose a complete solution that includes licensing (if applicable), recurring monthly or annual services or costs (if applicable) as well as any required implementation services. Offerors may utilize subcontractors, propose a joint venture, or offer other forms of partnership as necessary to provide a complete proposal. If the Offeror’s includes these elements, details of roles and responsibilities must be presented in a clear and straightforward manner.

Contract Documents: The Contract entered by the parties shall consist of the Request for Proposals, the submittal by the Offeror, Loudoun Water’s Purchase Order, the Offer, General and Special Conditions, the Specifications with drawings, if any, including all modifications thereof, all of which shall be referred to collectively as the Contract Documents.

Definitions: The term "Contractor" means the person, firm or corporation named as such in the contract and includes the plural number and the feminine gender when such are named in the contract as the Contractor. The term "Subcontractor" means only those having a direct contract with the Contractor and it includes one who furnishes material work to a special design but does not include one who merely furnishes material not so worked.

Delivery: Services are required not later than June 2018. Capability of bidder to meet this requirement may be an award factor. State your earliest firm start and completion performance dates. Start:_______________ Completion:_____________ Escalation Clause: Pricing can be negotiated upon contract renewal in relation to the CPI-U for “Services in Washington-Baltimore, DC-MD-VA-WV, all urban consumers, not seasonally adjusted series ID CUURA311SA DECEMBER 1997=100S” as published by the BLS for the most recently available month preceding the renewal month. No increase in price shall be more than 3% above the preceding contract period.

Indirect Costs of Research: Loudoun Water shall not pay indirect costs on any proposal for research grants. The following are examples of, but not limited to, expenses that Loudoun Water considers institutional indirect cost and will not allow in a research budget: office rent, grants and contracts office expenses, institutional and departmental administrative expenses, institutional and departmental information technology expenses, fundraising and marketing expenses, and accounting and legal services. Loudoun Water reviews each budget individually for the appropriateness of the direct costs being requested.

Laws and Regulations: The Contractor shall give all notices and comply with all laws, ordinances, regulations and lawful orders of any public authority bearing on the performance of the work. This contract and all other contracts and subcontracts are subject to the provisions of the Code of Virginia relating to labor unions and the "right to work," and all Contractors and Subcontractors, whether residents or nonresidents of the Commonwealth, who perform any work related to the project shall comply with all of the said provisions. The provisions of all regulations governing safety as adopted by the Safety Codes Commission of the Commonwealth of Virginia, issued by the Department of Labor and Industry under the Code of Virginia shall apply to all work under this contract.



Prime Contractor Responsibilities: The Contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the prime Contractor. The Contractor agrees that he is fully responsible for the acts and omissions of his subcontractors and of persons employed by them as he is for the acts and omissions of his own employees.

Proposal Acceptance Period: Any offer in response to this solicitation shall be valid for one hundred twenty (120) days. At the end of the period, the offer may be withdrawn at the written request of the Offeror. If the offer is not withdrawn at that time, it remains in effect until an award is made or the solicitation is canceled.

Protection of Persons and Property: The Contractor expressly undertakes, both directly and through its Subcontractors, to take every precaution at all times for the protection of persons and property, including Loudoun Water's employees and property and its own.

Receipt and Opening of Proposals: It is the responsibility of the Offeror to assure that the proposal is submitted to the place designated for receipt of proposals prior to the time set for receipt of proposals. No proposal received after the time designated for receipt of proposals shall be considered. All times listed in the Loudoun Water Solicitation are Eastern Standard Time.

References: Bidder must submit two (2) references with their offer. References furnished must be for similar type of goods/services requested in this solicitation.

Renewal: This contract will be for a base period of one (1) year from execution with four (4) optional annual renewals. Renewals must be mutually agreed to in writing.

Solicitation Documents: It shall be the responsibility of the Offeror to examine the entire contents of this RFP carefully. Questions concerning this solicitation must be directed to the Procurement Official as soon as possible but not later than (5) five business days prior to the solicitation opening date. Any changes resulting from inquiries shall be issued by amendment from the Procurement Office.

Warranty: The Contractor agrees that the goods or 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 goods or services and that the rights and remedies provided therein are in addition to and do not limit those available to Loudoun Water by any other clause of this solicitation. A copy of this warranty shall be furnished with the offer.

Withdrawal or Modification of Offers Prior to Due Date: Offers may be withdrawn or modified by written notice received from the Offerors prior to the time fixed for offer receipt.

Work Site Damages: Any damage to existing utilities, finished surfaces, or equipment, including Loudoun Water, employee or other vehicles on site, resulting from the performance of this contract shall be repaired to Loudoun Water's satisfaction at the Contractor's expense.

IX. ATTACHMENTS: All attachments to the RFP requiring execution by the firm are to be completed and returned with the proposal. The following forms must be included:

Appendix A.1 - Offeror’s Data Sheet Appendix A.2 – Proof of Authority to Transact Business in Virginia Appendix A.3 – Proprietary Information



APPENDIX A.1 OFFEROR’S DATA SHEET

OFFEROR’S INFORMATION: OFFEROR’S NAME:

MAILING ADDRESS:

COMPANY OFFICERS:

TELEPHONE: FAX:

FEDERAL ID NUMBER: E-MAIL:

WEBSITE ADDRESS:

GENERAL INFORMATION:

1. Number of years business has been in operation? ______ Number of employees? ______

2. Number of years experience providing/servicing same or similar goods/services? ______

3. Number of employees of this business who are certified for servicing the equipment referenced in this solicitation? _______

4. Number of service locations for this business? _______

5. Addresses of these service locations? (Please attach detailed address list.)

LICENSE REQUIREMENTS: By my signature on this solicitation, I certify that this firm/individual and applicable subcontractor/s is properly licensed for providing the goods/services specified. (List license type and Virginia Contractor Number below as required in Loudoun Water’s Special Terms and Conditions section entitled, “Contractor Registration”):

Contractor’s Name: Subcontractor’s Name:

(As an attachment, submit subcontractor address, phone, contact and license information.)

For Construction Services: Licensed Class Type (A, B, C) Virginia Contractor Number: Specialty:

Other than Construction Services: License #: License Type (business, permit, etc.):

TYPE OF ORGANIZATION (Please check appropriate category below): Individual Partnership Government Entity Sole Proprietor Non-Profit Organization Corporation, Incorporated Under State Laws of:

TYPE OF BUSINESS (Please check appropriate category below): Manufacturer Wholesale Dealer Retail Dealer Manufacturer Representative/Distributor Service Establishment, Define:

Construction, Define Below General Contractor Limited Contractor Other:



OFFEROR’S DATA SHEET (CONTINUED)

BUSINESS CLASSIFICATION Asian-American African-American Hispanic-American Eskimos and Aleuts

Native-American Woman-Owned Service Disabled Veteran-Owned

SMALL BUSINESS CERTIFICATION: Yes, as defined in the Code of Virginia, §2.2-4301.

No

REFERENCES (Submit the minimum number of references as required in the Special Terms & Conditions.

References provided must be for similar goods/services requested in this solicitation.): 1) Name of Firm:

Address:

Contact Name: Title:

Contact Data: Ph: Fax: E-Mail:

Goods/Services Provided:

Start and Completion Dates:

2) Name of Firm:

Address:





3) Name of Firm:

Address:





4) Name of Firm:

Address:





Company Name Printed Name/Title

Date Authorized Signature



APPENDIX A.2 PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA

THIS FORM MUST BE SUBMITTED WITH YOUR PROPOSAL. FAILURE TO INCLUDE THIS FORM MAY RESULT IN REJECTION OF YOUR PROPOSAL

Pursuant to Virginia Code § 2.2-4311.2, a bidder/offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 of the Code of Virginia shall 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 of the Code of Virginia or as otherwise required by law shall include in its bid or proposal a statement describing why the offeror is not required to be so authorized. Any bidder/offeror described herein that fails to provide the required information shall not receive an award unless a waiver of this requirement is granted by the Procurement Office. If this bid/proposal for goods or services is accepted by Loudoun Water, the undersigned agrees that the requirements of the Code of Virginia Section 2.2-4311.2 have been met. Please complete the following by checking the appropriate line that applies and providing the requested information. A._____ Bidder/offeror is a Virginia business entity organized and authorized to transact business in Virginia by the SCC and such bidder’s/offeror’s Identification Number issued to it by the SCC is _____________________. B._____ Bidder/offeror is an out-of-state (foreign) business entity that is authorized to transact business in Virginia by the SCC and such bidder’s/offeror’s Identification Number issued to it by the SCC is __________________. C._____ Bidder/offeror does not have an Identification Number issued to it by the SCC and such bidder/offeror is not required to be authorized to transact business in Virginia by the SCC for the following reason(s):

________________________________________________________________________________________ Please attach additional sheets of paper if you need to explain why such bidder/offeror is not required to be authorized to transact business in Virginia. ______________________________________________________________ Legal Name of Company (as listed on W-9) ________________________________________________________________ Legal Name of Bidder/Offeror _______________________________ Date ________________________________________________________________ Authorized Signature

Print or Type Name and Title



APPENDIX A.3 PROPRIETARY INFORMATION

Ownership of all data, materials, and documentation originated and prepared for the Owner pursuant to the REQUEST FOR PROPOSAL shall belong exclusively to Loudoun Water and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act, however, the Offeror must invoke the protections of Section 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or Paragraphs that constitute trade secret or proprietary information.

NOTICE OF PROPRIETARY INFORMATION

Confidentiality References Protection in Accordance with the Code of Virginia, Section 2.2-4342F

Section Title

Page Number

Reason(s) for Withholding from Disclosure

INSTRUCTIONS: Identify the data or other materials to be protected and state the reasons by using the codes listed below. Indicate die specific words, figures, or Paragraphs that constitute trade secrets or proprietary materials.

A- This page contains information relating to "trade secrets', and "proprietary information" including processes.

Operations, style of work, or apparatus, identify confidential statistical data, amount or source of any income of any person (or) partnership. See Virginia Public Procurement Act. Section 2.2-4342F. Unauthorized disclosure of such information would violate the Trade Secrets Act 18 U.S.C. 1905.

B- This page contains proprietary information including confidential, commercial or financial information which was

provided to the Government on a voluntary basis and is of the type that would not customarily be released to the public. See Virginia Public Procurement Act, Section 2.2-4342F; 5 U.S.C. 552(b)(4); 12 C.F.R. 309.5(c)(4).

C- This page contains proprietary information including confidential, commercial or financial information. This disclosure

of such information would cause substantial harm to competitive position and impair the Government's ability to obtain necessary information from contractors in die future. 5 U.S.C. See Virginia Public Procurement Act. Section 2.2-4342F; 552(b)(4); 12 C. F. R 309.5(c)(4).

Contractor Name Date Signature Title Name (Printed)

Loudoun Water Procurement Department August 28, 2017 Final Draft.pdf · Loudoun Water Procurement...

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Transcript of Loudoun Water Procurement Department August 28, 2017 Final Draft.pdf · Loudoun Water Procurement...