SPECIAL NOTICE NO. 1

SPECIAL NOTICE NO. 1

IT NETWORKING

AND

INFRASTRUCTURE

In Front Royal, Virginia

Pre-Bid Conference

THE ATTENTION OF PROSPECTIVE BIDDERS IS DIRECTED TO THE PRE-BID

MEETING TO BE CONDUCTED AT THE DATE, TIME AND PLACE INDICATED BELOW:

THERE WILL BE NO PRE-BID HELD FOR THIS PROJECT.

All communication regarding this IFB shall be directed to the following contact:

Town of Front Royal

Todd Jones – Director of Information Technology

102 E. Main Street

P.O. Box 1560

Front Royal, VA 22630

(540) 631 - 2789

[email protected]

Mr. Jones will provide all respondents with any information required to successfully prepare a

response which will meet the Town’s needs. Contact with other Town employees regarding this

IFB is prohibited without prior consent. Vendors that directly contact employees risk elimination.

All Offerors shall abide by all applicable State and Federal laws. The Town of Front Royal does

not discriminate against small and minority businesses.

Sealed bids will be received by the Purchasing Department, on behalf of the Town of Front

Royal, Virginia, until 2:00 P.M., THURSDAY, FEBRUARY 28th, 2019, for the furnishing of all

services, labor, materials and equipment for the construction of the project.

Bids shall be enclosed in a sealed envelope clearly marked “SEALED BID #1 – IT

NETWORKING AND INFRASTRUCTURE” and mailed to Purchasing Department, Town of

Front Royal, P.O. Box 1560, Front Royal, Virginia 22630, or hand delivered to the Purchasing

Department, Town of Front Royal, 102 East Main Street, Front Royal, Virginia 22630. The

bidder shall place on the outside of the envelope the name of the firm submitting the proposal.

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mailto:[email protected]

All bids shall be received no later than the date and time specified above, at which time they will be publicly opened and read aloud in the Purchasing Department, Town of Front Royal, 102 E. Main Street, Front Royal, Virginia 22630. The Town of Front Royal is not responsible for delays in the delivery of the mail by the U.S. Postal Service, private couriers, or the interoffice mail system. It is the sole responsibility of the bidder to ensure that their quotation reaches the Town of Front Royal by the designated date and hour.

FAX OR EMAIL BIDS WILL NOT BE ACCEPTED

Bid submissions must be on the enclosed bid forms. Failure to submit a bid on the official Town

form provided for that purpose shall be cause for rejection of the bid. Return of all pages noted in

red as “Must Be Returned” is required. Modification or additions to any portion of the

solicitation may be cause for rejection of the bid. However, the Town reserves the right to

decide, on a case-by-case basis, in its sole discretion, whether or not to reject such a bid as

nonresponsive.

The Town of Front Royal reserves the right to reject any or all bids or parts of bids, to waive

formalities, and to request rebids. The Town of Front Royal also reserves the right to award the

contract in the best interest of the Town of Front Royal. It further reserves the right to award the

contract on a split order, lump sum, or individual item basis, or any such combination as shall

serve the best interest of the Town unless otherwise specified.

Bids which are incomplete, unbalanced, conditional, obscure, or which contain additions not

allowed for, alterations or irregularities of any kind, or which do not comply with the Contract

Documents may be rejected at the option of the Town of Front Royal.

The vendor is responsible for thorough examination of the documents and the project site prior

to bidding.

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Table of Contents for IFB #1

1. PURPOSE ....................................................................................................................................... 5

2. COMPETITION INTENDED ............................................................................................................. 5

3. BID ACCEPTANCE PERIOD ............................................................................................................. 5

4. CONTRACT PERIOD ....................................................................................................................... 5

5. FUNDING ....................................................................................................................................... 5

6. BACKGROUND ............................................................................................................................... 6

7. SCOPE OF WORK ........................................................................................................................... 6

8. Specific Requirements .................................................................................................................. 6

9. PRICING ....................................................................................................................................... 13

A. Labor ....................................................................................................................................... 13

B. Material ................................................................................................................................... 13

C. Equipment ............................................................................................................................... 13

10. SUBMISSION REQUIREMENTS ..................................................................................................... 13

11. AWARD OF CONTRACT ................................................................................................................ 14

12. COOPERATIVE PROCUREMENT ................................................................................................... 14

13. TERMS AND CONDITIONS ........................................................................................................... 15

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1. PURPOSE

The purpose of this Invitation for Bid (IFB) is to enter into a contract with a qualified Contractor licensed to work in Virginia to provide technical services for IT networking and infrastructure for the Town of Front Royal. Their primary function will be to assist the IT staff in the planning and design of the Town’s infrastructure and provide project management, permits, materials, labor, equipment, tools and any other equipment necessary to provide a timely and effective execution of various infrastructure projects. All work shall be in accordance with the specifications and conditions herein and existing Local, State, and Federal Codes and Standards.

2. COMPETITION INTENDED

Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. All responsible firms are encouraged to submit quotations. It is the Town of Front Royal’s intent that this IFB allows competition. It shall be the bidder’s responsibility to advise the Purchasing Agent in writing if any language contained herein inadvertently restricts or limits the requirements stated in this IFB to a single source. Such notification must be received by the Purchasing Agent not later than five (5) days prior to the date set for bids to close.

3. BID ACCEPTANCE PERIOD

Each bid submitted must remain valid for a period of at least thirty (30) days from bid opening. Erroneous bids may be reclaimed or superseded any time prior to the bid opening time. Modifications of or corrections to bids is not acceptable after bids have opened. No bidder may withdraw his bid from consideration after bid opening due to a mistake except as permitted by Virginia code 2.2-4330.

4. CONTRACT PERIOD

The contract will cover a one (1) year period, with the option of two (2) one-year renewal on the anniversary date, if agreed to by both parties, for a maximum total contract period of three (3) years, in accordance with the enclosed scope of services and terms.

5. FUNDING

The awarding authority for this contract is the Town of Front Royal. The contract will be a task-based contract. The Town’s IT department will request the Contractor to provide an estimate for each task submitted to the Contractor. The Contractor will develop the task estimate based on the approved labor, equipment, and material unit prices. It is understood and agreed that the task shall be subject to appropriations by the Town of Front Royal Town Council. Should the Council fail to appropriate funds for the task, the task will be terminated. There shall be no penalty should the council fail to make appropriations for the contract.

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6. BACKGROUND

Front Royal, Virginia is a 10.5 square mile Town located in northwest Virginia approximately seventy miles west of Washington D.C. The Town is located in the County of Warren and has a population of approximately 15,000 residents.

The Town has recently completed network improvements to link seven of its 10 locations to the Network Operations Center located in the Administration Building at 102 East Main Street. There are plans to add two additional town sites to the existing network.

The Town’s IT department is responsible for all computer services, wired and wireless telephone services, LAN/MAN/WAN data connectivity, AV services, and video production services necessary for daily operations within the Town government.

7. SCOPE OF WORK

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

• Maintenance-repair services for installed cabling

• Rebuild existing computer rooms and telephone closets

• Install security cameras and related systems

• Assist the IT staff as required in planning and budgeting

• Install of wireless network systems

• Install and maintaining AV systems

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

8. Specific Requirements

1. The selected Contractor is required to have established processes, procedures, staff resources and relevant tools in place for the installation of inter-building and outside plant cabling.

2. The selected Contractor shall be a Berk-Tek Certified Integrator at the time the quotation is submitted. If the Contractor chooses to offer an approved and equivalent cable, the Contractor must hold an equivalent certification from that cable manufacturer.

3. The selected Contractor shall be an Ortronics Certified Contractor at the time the quotation is submitted. No equivalents will be accepted.

4. The selected Contractor shall be located or have a regional office within a 30-mile radius of the Front Royal area therefore allowing rapid response time in providing emergency repair services. No travel hours or costs will be accepted on this contract.

5. The selected Contractor shall be responsible for determining cabling distances. 6. The selected Contractor shall supply all test equipment and resources required in order to

provide all requisite acceptance testing results.

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

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

9. The selected Contractor shall take adequate measures to maintain protection of all Town facilities. Any damage to any part of the facility by the Contractor or his employees shall be repaired or replaced at the Contractor’s expense and to the complete satisfaction of the Town.

10. The selected Contractor shall adhere to all sign-in and sign-out procedures at all Town locations.

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

• BICSI – Telecommunications Distribution Methods Manual

• BICSI – Cabling Installation Manual

• BICSI – LAN Design Manual

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

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

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

• ANSI/EIA/TIA 607 Ground and bonding

• National Electric Code (NEC)

• Institute of Electrical and Electronic Engineers (IEEE)

• American National Standards Institute (ANSI)

• Building Officials & Code Administrators International (BOCA) 12. Under no circumstances shall any cabling be secured to, or interfere with the proper

operation of the building sprinkler system. 13. Telecommunication racks must be secured to a permanent wall at all times. 14. Cabling must be labeled at both ends according to EIA/TIA labeling specifications. The IT

staff will assign the numbering sequence. 15. Service loops shall be provided as follows:

• Station cabling: o Station cabling at workstation location shall be long enough to reach any part of

the room or a 10’ radius, whichever is greater o Station cabling at the equipment location shall be at least 10’.

• Fiber cabling: o Each end of the fiber cable shall have at least 50’. o OSP runs shall have at least 50’ slack for every 1000’. o OSP runs shall have at least 50’ slack on both sides of a splice point.

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

• Power Cable 6”

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• Fluorescent Lighting 12”

• Electrical Transformer 36” 17. The selected Contractor shall comply with all TIA/EIA Telecommunications Wiring Standards

and all codes required by the NEC electrical Code. 18. All copper cabling will be terminated using the 568B Standard unless otherwise directed by

the IT Manager. 19. Cables installed for network purposes will be terminated onto Category 5e/6 patch panels in

the respective MDF/IDF closet end and Category 5e/6 data jacks at the station end, unless otherwise directed by the IT Manager.

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

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

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

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

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

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

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

22. All fiber optic bend radii must comply with manufacturers’ specifications. 23. All fiber optic patch panels will be installed according the manufacturers’ specifications. 24. Testing Procedures for fiber optic cable shall be as follows:

• Each installed fiber optic strand will be tested for end-to-end attenuation with an optical power meter and light source. For OSP cabling, the cable length and attenuation will be tested and reported using an Optical Time Domain Reflectometer (OTDR).

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

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

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

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

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

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

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

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

• Final “as-built” drawing shall be delivered within 30 days of acceptance. 26. The Town will inspect completed work within two business days of notification of

completion. 27. The Town reserves the right to conduct a random re-test of up to 5% of cable plant to

confirm results. 28. Acceptance shall be subject to completion of all work, successful post-installation testing

yielding 100% pass rating, and receipt of all deliverables. 29. Any corrections and/or modifications resulting from unsatisfactory inspection will be

completed within two business days. 30. The selected Contractor shall meet and coordinate with the Town’s IT Department prior to

starting any work, and weekly during the installation process. Weekly meetings shall include a site inspection to ensure compliance with this Scope of Work.

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

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

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

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

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

36. The selected Contractor shall ensure that all cables are installed using conduit, cable tray, or "J" hooks. Where cables are not installed in conduit or cable tray, the cable shall not be

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pulled or installed directly across suspended ceiling tiles or fluorescent lights without proper suspension and consideration of possible electrical interference. If "J" hooks are used, avoid placing any pressure or creating stress points on the cable. Maximum spacing between "J" hooks shall not exceed five (5) feet. The Contractor will be responsible for any damages they may cause.

37. Traditional nylon synch style tie wraps shall not be used to bundle cables. Only Velcro tie wraps will be accepted to bundle cables.

38. The selected Contractor shall ensure that fire-safe methods are in place when any cable is installed in any and all Town owned, leased, occupied or managed buildings. If such methods are in place and need repair (e.g. opening between floors, ceiling tiles missing, etc.), the selected Contractor shall make all necessary repairs to ensure maximum fire-safe potential.

39. The selected Contractor shall be notified by the Town’s IT Department when routine work is required to be performed. The selected Contractor shall be required to visit the worksite within three (3) business days and carefully examine the site to acquire a full understanding of the nature and scope of the project to be accomplished. The selected Contractor shall furnish an estimate of the costs to complete the project, including the labor to be billed at the contracted hourly rates and the total material cost, and the target date for completion.

40. The Town reserves the right to make or obtain other repair/install cost estimates prior to authorizing the selected Contractor to proceed. If the cost estimate is considered not to be reasonable, the Town reserves the right to obtain the repairs from another source. The Town further reserves the right to have Town’s Facilities Management staff to make necessary repairs if deemed appropriate and acceptable.

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

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

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

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

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

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

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47. The selected Contractor shall assume full responsibility for all supplies, materials, and equipment required by him for the work he contracts to do until the same has been tested, certified, and accepted by the Town. Therefore, the Contractor should insure such property against loss or damage while stored at the worksite if he desires to secure protection against loss.

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

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

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

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

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

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

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

55. Installation height shall be as specified by the IT Manager. If a receptacle is not being used, the selected Contractor shall install blank cover plates on all receptacles.

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

57. The selected Contractor shall install cable in plenum shall be plenum rated. 58. The selected Contractor shall remove all abandoned cable for which no immediate use is

planned, after confirming status with the IT Manager. 59. When wall penetrations are required, penetrations shall be sleeved through the wall with

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

60. Personnel performing installations shall be responsible for ensuring that no asbestos containing materials are disturbed as a result of the work. If a question arises concerning the

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composition of material to be disturbed, the IT Manager is to be contacted immediately to determine whether the material contains asbestos.

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

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

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

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

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

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

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

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

69. Only fusion splices are permitted in an approved splice enclosure. 70. Inner duct shall be used to protect Optical Fiber runs where conduit is not available. 71. All inner duct placed inside buildings shall be plenum rated. 72. OSP fiber and conduit shall be direct buried to a minimum depth of 36”. 73. Locator wire or tape shall be placed with all buried fiber. The selected Contractor shall splice

wire through at all locations. 74. All exterior junction boxes shall be weather tight. Junction boxes on any buildings or

structures shall be weather sealed between the junction box and the building/structure. 75. The selected Contractor shall place markers, “BURIED FIBER OPTIC CABLE “, with contact

information, at direction changes and as specified by Code. 76. No conduit runs shall have bends that exceed 180 degrees between pull points. 77. The selected Contractor shall provide temporary approved covers for any trenches, as

required by law, and place barricades necessary to protect all persons having access to the construction sites.

78. The selected Contractor shall provide all conduits required. All conduits used shall meet County codes and standards. Conduit shall be installed with a nylon pull string.

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79. The method of installing conduits shall be to bore under all driveways, sidewalks, streets, or other traffic ways. Two-inch seamless GSP conduit shall be used under all major intersections.

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

9. PRICING

All pricing will be submitted on the pricing forms attached to this document. No other format will be accepted.

A. Labor

Use the attached labor pricing form to indicate hourly cost of each of the labor categories. Do not add any other labor categories. No overtime work will be used in non-emergency task orders unless preapproved by the IT Manager. Overtime will be accepted on emergency restoration task orders. The overtime will be 1 ½ hours cost for each hour worked for emergency work outside normal working hours which are Monday thru Friday 8am to 5pm.

B. Material

Use the attached material pricing form to indicate the unit price of each of the materials. All material will include any shipping and handling fees. If materials are required on the task orders that are not a part of the material list, they will be negotiated on a task by task basis.

C. Equipment

Use the attached equipment pricing form to indicate the hourly cost of each piece of equipment. Equipment costs will be all inclusive to include but not limited to transportation to and from the job site. If a piece of equipment is required and is not on the equipment list, it will be negotiated on a task by task basis.

10. SUBMISSION REQUIREMENTS

A. Quotations shall be submitted in a sealed envelope to the advertised location. The sealed envelope shall be identified on the face with the following information:

• Name and address of the Firm

• Project name B. Contractor’s response to the IFB.

a. A demonstration of the firm’s experience with local governments, its understanding of local government operations, and its commitment to the public sector.

b. Overall knowledge and experience in information technology. c. Identification of your firm’s methodology or approach to achieving the objectives of

this IFB.

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d. Type of equipment used for evaluation, installation and configuration network cabling and infrastructure.

C. A list of three (3) references, (2) two of which should be local governments, for which the Contractor has performed installations within the past two years substantially similar to this project. This list is to include the client name, address, contact person, phone number, and project name or identification number

D. Labor and equipment hourly rate and material unit price cost sheet. E. The Contractor’s single point of contact through acceptance of bid, including email address,

mailing address, phone number, and fax number. The Town shall communicate solely through this contact regarding all issues of acceptance.

11. AWARD OF CONTRACT

The following criteria will be utilized in the evaluation of this IFB. Contractors are required to address each evaluation criteria in the order listed and to be specific in presenting their qualifications.

A. Overall knowledge in information technology B. Experience with local governments C. Methodology and approach to the IFB tasks D. References E. Pricing F. Small business: Use of small businesses and businesses owned by women and minorities as

consultants, suppliers, support services, etc.

12. COOPERATIVE PROCUREMENT

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

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13. TERMS AND CONDITIONS

A. The Contractor shall monthly furnish an invoice to the Town for services rendered that month, including a detailed breakdown of all charges, and shall be based on completion of tasks or deliverables. Upon acceptance of the work, the Town shall forward a check to the Contractor at the provided mailing address within thirty (30) days of the receipt of such invoice.

B. The Contractor shall complete, maintain, and submit to the Town all records and reports and lists of services rendered when such services are rendered.

C. The Contractor shall perform all services to be rendered pursuant to the Contract at the location specified above. The Contractor agrees to maintain all facilities and equipment used by Contractor under the Contract in clean, sanitary, and safe condition and free from defects of every kind.

D. The Contractor agrees that it has procured all licenses, permits, or other like permission required by law to conduct or engage in the activity provided for in the Contract; that it will procure all additional licenses, permits, or like permission required by law during the term of the Contract; and that it will keep such licenses, permits, and permissions in full force and effect during the term of the Contract.

E. The Contractor shall pay all County, Town, State and Federal taxes required by law and resulting from the work or traceable thereto, under whatever name levied. Said taxes shall not be in addition to the Contract price between the Town of Front Royal and the Contractor, as the taxes shall be solely an obligation of the Contractor and not the Town, and the Town shall be held harmless for same by the Contractor.

F. The Contractor understands and agrees that the relationship of the Contractor to the Town arising out of the Contract shall be that of Independent Contractor. It is understood that the Contractor, or its staff and employees, are not employees of the Town and are, therefore, not entitled to any benefits provided employees of the Town. The Contractor shall be responsible for reporting and accounting for all State, Federal, Social Security, and local taxes where applicable. G. If a business is located in the Town of Front Royal, it is unlawful to conduct or engage in that business without obtaining a business license.

H. During the performance of the contract, the Contractor agrees as follows: a. The Contractor will not discriminate against any employee or applicant for

employment because of race, religion, color, sex, national origin, age, disability, other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the 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.

b. The Contractor, in all solicitations or advertisements for employees placed by or on behalf of Contractor, will state that the Contractor is an equal opportunity employer. The Town of Front Royal does not discriminate against faith-based organizations.

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c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. d. The Contractor agrees to provide a drug-free workplace for the

Contractor’s employees; to 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; and state in all solicitations or advertisements for employees placed by or on behalf of the Contractor that the Contractor maintains a drug-free workplace. For the purpose of this paragraph, “drug-free workplace” means a site for the performance of work done in connection with the contract awarded to a Contractor in accordance with this procurement transaction.

The Contractor will include the provisions of the foregoing paragraphs a, b, c and d in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

I. The Contractor does not and shall not during the performance of the Contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986. J. The Contractor shall comply with section 2.2-4311.2 of the Code of Virginia pertaining to foreign and domestic businesses authorized to transact business in the Commonwealth.

K. The Contract may be terminated by the Town upon fifteen (15) days written notice to the Contractor to the provided in the event of substantial failure or default of the Contractor perform in accordance with the terms hereof through no fault of the Town’s.

L. The obligation to provide further services under the Contract may be terminated by the Town for its convenience and not for cause upon fifteen (15) days written notice. The Contractor shall be compensated for work performed through the date of termination and for termination expenses, including any expenses directly attributable to termination and for which the Contractor is not otherwise compensated. Termination expenses shall not, however, include loss profits on services not performed as a result of such termination for convenience.

M. Any notice which is required to be given, or which may be given under the Contract, shall be sent to the mailing addresses noted in the first paragraph of the Contract.

N. The Contractor understands that the Contract is a contract with the professional services of Contractor Service Provider and that it is made by the Town in reliance on Service Provider’s personal skills and knowledge in the activity to be conducted and as represented by Service Provider. Accordingly, this Contract is non-assignable by Service Provider without the express written advance permission of the Town.

O. The Contractor shall procure and maintain the general liability insurances shown below, with the Town named as Additional Insured, for protection from claims arising out of performance of services caused by negligent, reckless, or willful error, omission or act for which the Contractor is legally liable. The Contractor shall deliver to the Town, upon execution of the

16

Agreement, certificates of such insurance. Insurance shall provide for coverage effective through the date of the end of the Project.

Comprehensive General Liability Insurance, naming the Town as Additional Insured Automobile Liability, naming the Town as Additional Insured Worker’s Compensation

P. Amount of insurance required: Comprehensive General Liability Insurance - $1,000,000 Minimum per Incident Automobile Liability Insurance - $1,000,000 bodily injury and $1,000,000 property damage Worker’s Compensation – As required by the Commonwealth of Virginia

Q. Indemnification: The Contractor agrees to defend, indemnify and hold harmless the Town for any and all actions, claims or disputes that may arise as a result of the Contractor’s negligence, any sub-contractor’s negligence and/or any joint negligence of the Town, Contractor, or sub-contractor.

R. The Contract constitutes the entire agreement between the parties pertaining to the subject matter of the Contract and supersedes all prior or contemporaneous agreements and understandings of the parties in connection with the subject matter. No modification of the Contract shall be effective unless made in writing and signed by both parties.

S. The Contractor shall perform the services herein described expeditiously and diligently and in accordance with the standard of care and skill ordinarily exercised under similar conditions by reputable members of its profession or trade practicing in the same or similar locality within the Commonwealth of Virginia existing as of the date such services are provided and in accordance with all applicable laws, codes, and regulations in effect as of the date such services are provided.

T. The Contract shall be governed by the laws of the State of Virginia. Any action maintained by either party for the enforcement or interpretation of the terms of this Contract shall be filed in the courts of Warren County, Virginia.

17

ATTACHMENT

“A”

LABOR COST

18

Labor Classification Hourly Rate

Premise Distribution Technician

Premise Distribution Engineer

Foreman

Cable Splicer

Lineman

Installer Repairman

Equipment Operator

Labor

Groundman

Network Engineer

Network Engineer Senior

19

ATTACHMENT

“B”

MATERIALS COST

20

line # Description Part Number Manufacture UT Cost Notes:

Station Jacks

SJ100 Jack USOC 1 port 6Wx6P fog white

OR-S21RJ25 Ortronics ea

no substitute

allowed

SJ200 Jack USOC 2 port 6Wx6P fog white

OR-S22RJ25 Ortronics ea

no substitute

allowed

SJ300 Jack CAT5 1 RJ45 1U 568B fog white

OR-S215E00 Ortronics ea

no substitute

allowed


OR-S225E00 Ortronics ea

no substitute

allowed

SJ500 Jack CAT5 Track jack fog white

OR-TJ5E00 Ortronics ea

no substitute

allowed


OR-S21600 Ortronics ea

no substitute

allowed


OR-S22600 Ortronics ea

no substitute

allowed

SJ800 Jack blank inserts 1U seriesII fog white

OR-40300164 Ortronics ea

no substitute

allowed

SJ900 Jack CAT6 Track jack fog white

OR-TJ600 Ortronics ea

no substitute

allowed

SJ1000 Jack blank tracJack 10/pack


no substitute

allowed

SJ1100 Jack wall mount phone track jack

OR-403STJ1WP Ortronics ea

no substitute

allowed

SJ1200 Jack DB15-HD F/F VGA


no substitute

allowed

SJ1300 Jack HDMI fog white


no substitute

allowed

SJ1400 Jack F connectors 1 port 1U fog white


no substitute

allowed

SJ1500 Jack F connectors 2 port 1U fog white


no substitute

allowed

SJ1600 Jack faceplate single gang .5" low profile 3U

fog white OR-40300158 Ortronics ea

no substitute

allowed

SJ1700 Jack faceplate double gang standard profile

6U fog white OR-40300159 Ortronics ea

no substitute

allowed

SJ1800 Jack surface mount box single gang fog

white OR-40300185 Ortronics ea

no substitute

allowed

SJ1900 Jack surface mount box double gang fog

white OR-40300186 Ortronics ea

no substitute

allowed

21


SJ2000 Jacks surface mount box 4U fog white

OR-404S22X2U Ortronics ea

no substitute

allowed


OR-404S23U Ortronics ea

no substitute

allowed


OR-404S21X1U Ortronics ea

no substitute

allowed


OR-404S21U Ortronics ea

no substitute

allowed

Patch Panels

PP100 Patch panel 24 port CAT5e rack mount 1u

OR-PHD5E6U24 Ortronics ea

no substitute

allowed

PP200 Patch panel 48 port CAT5e rack mount 2u

OR-PHD5E6U48 Ortronics ea

no substitute

allowed

PP300 Patch panel 24 port CAT6 rack mount 1u

OR-PHD66U24 Ortronics ea

no substitute

allowed

PP400 Patch panel 48 port CAT6 rack mount 2u

OR-PHD66U48 Ortronics ea

no substitute

allowed

PP500 Patch Panel 12 port CAT6 Wall mount

PMP612H Ortronics ea

no substitute

allowed

PP600 Patch Panel 12 port CAT5e Wall mount 66

body PMP5e1289 Ortronics ea

no substitute

allowed

PP700 Rack Horz ca mgr 1U black 3.5" rings


Or Equivelent

provide specs

PP800 Rack Horz ca mgr 2U black 3.5" rings


Or Equivelent

provide specs

PP900 Rack Horz ca mgr 2U black 2" rings


Or Equivelent

provide specs

Patch Cords

PC100 Patch cord CAT 5e - 1.5' - RJ45 - any color

ea

USA made

provide specs

PC200 Patch cord CAT 5e - 03' - RJ45 -any color

ea

USA made

provide specs

PC300 Patch cord CAT 5e - 05' - RJ45 - any color

ea

USA made

provide specs


ea

USA made

provide specs

22



ea

USA made

provide specs


ea

USA made

provide specs


ea

USA made

provide specs

PC800 Patch cord CAT 6 - 03' - RJ45 - any color

ea

USA made

provide specs


ea

USA made

provide specs


ea

USA made

provide specs


ea

USA made

provide specs


ea

USA made

provide specs


ea

USA made

provide specs


ea

USA made

provide specs

UTP cable

UT100 Cable 4 pair CAT5e/350 CMR - 1000' Box

YellowLanmark350 Berk-Tek

1000

ft.

Or Equivelent

provide specs

UT200 Cable 4 pair CAT5e/350 CMR - 1000' Box

Yellow Cobra 5e

52-240-65

Superior

Essex

1000

ft.

Or Equivelent

provide specs

UT300 Cable 4 pair CAT5e/350 CMP - 1000' reel

yellowLanmark350 Berk-Tek

1000

ft.

Or Equivelent

provide specs

UT400 Cable 4 pair CAT5e/350 CMP - 1000' reel

yellow Cobra 5e

52-241-68

Superior

Essex

1000

ft.

Or Equivelent

provide specs

UT500 Cable 4 pair CAT6 CMR - 1000' Box Blue

Lanmark 1000 Berk-Tek1000

ft.

Or Equivelent

provide specs

UT600 Cable 4 pair CAT6 CMR - 1000' Box Blue

DataGain 6

66-240-2A

Superior

Essex

1000

ft.

Or Equivelent

provide specs

23


UT700 Cable 4 pair CAT6 CMP - 1000' Box Blue

Lanmark 1000 Berk-Tek1000

ft.

Or Equivelent

provide specs

UT800 Cable 4 pair CAT6 CMP - 1000' Box Blue

DatatGain 6

66-240-2B

Superior

Essex

1000

ft.

Or Equivelent

provide specs

Coax

CX100 Coax RG6U Plenum coax white 1000'

Comscope1000

ft.

Or Equivelent

provide specs

CX200 Coax RG6U non-plenum coax 1000'

Comscope1000

ft.

Or Equivelent

provide specs

CX300 Coax RG59 w/ 18/2 plenum coax 1000'

Comscope1000

ft.

Or Equivelent

provide specs

Fiber Optics

FO100 FO Patch Cord duplex 7/125 LC/LC 3M

ea

USA made

provide specs


ea

USA made

provide specs


ea

USA made

provide specs

FO400 FO cable 6 strand SM indoor/outdoor

006EWF-T4101D20 Corning ft

Or Equivelent

provide specs

FO500 FO cable 6 strand 50um indoor/outdoor

006SWF-T4180D20 Corning ft

Or Equivelent

provide specs



Or Equivelent

provide specs



Or Equivelent

provide specs



Or Equivelent

provide specs



Or Equivelent

provide specs

24




Or Equivelent

provide specs



Or Equivelent

provide specs

FO1200 FO connector LC 7 SM Unicam composite

95-200-99 Corning ea

Or Equivelent

provide specs

FO1300 FO Connector LC 50um Unicam composite

95-200-99 Corning ea

Or Equivelent

provide specs

FO1400 FO Fan out kit fiber optic 6 fibers 36" 900um

FAN-BT36-06 Corning ea

Or Equivelent

provide specs

FO1500 FO Fan out kit fiber optic 12 fibers 36"

900umFAN-BT36-12 Corning ea

Or Equivelent

provide specs

FO1600 FO Patch Panel rack mount 1U connector

panel w/o insertsCCH-01U Corning ea

Or Equivelent

provide specs



Or Equivelent

provide specs



Or Equivelent

provide specs

FO1900 FO Patch Panel Wall mount enclosure 19"

2U emptyWCH-02P Corning ea

Or Equivelent

provide specs

FO2000 FO LC connector panel w/06 LC composite

SM insertsCCH-CP06-A9 Corning ea

Or Equivelent

provide specs


SM insertsCCH-CP12-A9 Corning ea

Or Equivelent

provide specs


50um insertsCCH-CP06-E4 Corning ea

Or Equivelent

provide specs


50um insertsCCH-CP12-E4 Corning ea

Or Equivelent

provide specs

25


FO2300 FO Inner Duct 1" white corrugated w/rope

CMPCF4X1C-xxxx Carlon ft

Or Equivelent

provide specs

FO2400 FO Inner duct 1" for UG application w/ pull

rope DF4X1C-xxxx Carlon ft

Or Equivelent

provide specs

Blocks & Protectors

BP100 Block 110 - 100 pair wiring block w/ legs Kit

OR-110ABC5E100 Ortronics ea

no substitute

allowed

Equipment Racks

RK100 Rack wall mount vert rack 2U

11583-719 Chatsworth ea

Or Equivelent

provide specs

RK200 Rack wall mount 19" swing gate - black - 24"

deep 21U11791-725 Chatsworth ea

Or Equivelent

provide specs

RK300 Rack wall mount 19" swing gate - black - 24"

deep 41U11792-725 Chatsworth ea

Or Equivelent

provide specs

RK400 Rack wall mount heavy duty kit


Or Equivelent

provide specs

RK500 Rack cabinet wall mount 36"h x 24"w x 25"d

EWMW362425 Hoffman ea

Or Equivelent

provide specs

RK600 Rack cabinet wall mount 72"h x 24"w x 25"d

EWMW722425 Hoffman ea

Or Equivelent

provide specs

RK700 Rack cabinet fan kit for EWMW racks

EDMF2 Hoffman ea

Or Equivelent

provide specs

RK800 Rack 19" x 84" x 3" channel 2 post


Or Equivelent

provide specs

RK900 Rack 19" x 7' x adjustable depth - 4 post

black 45U15211-703 Chatsworth ea

Or Equivelent

provide specs

RK1000 Rack ground bar


Or Equivelent

provide specs

RK1100 Ground bus

GBI14212N Harger ea

Or Equivelent

provide specs

26


RK1200 Rack cable manager two side ca. Trough 6"

blk11729-703 Chatsworth ea

Or Equivelent

provide specs

RK1300 Rack cable manager ca. Trough cover plastic


Or Equivelent

provide specs

RK1400 Rack cable manager ca. Trough cover metal


Or Equivelent

provide specs

RK1500 Rack Shelf 19"x15" black vented


Or Equivelent

provide specs

RK1700 Rack Shelf CPU black 2 post vented


Or Equivelent

provide specs

RK1800 Rack shelf adjustable 4 post 24" to 36"

200lbs14072-719 Chatsworth ea

Or Equivelent

provide specs

RK1900 rack runway 12"x9'11.5" black


Or Equivelent

provide specs

RK2000 rack runway corner bracket


Or Equivelent

provide specs

RK2100 rack runway wall mount bracket 12”


Or Equivelent

provide specs

RK2200 Rack runway wall angle support kit 12”


Or Equivelent

provide specs

RK2300 rack runway to rack mounting plate 3"


Or Equivelent

provide specs

RK2400 rack runway to cabinet mounting brackets

12”10506-712 Chatsworth ea

Or Equivelent

provide specs

RK2500 rack runway to cabinet mounting brackets

6”10506-706 Chatsworth ea

Or Equivelent

provide specs

RK2600 Rack runway protective end caps


Or Equivelent

provide specs

27


RK2700 rack runway retaining post 8"h


Or Equivelent

provide specs

RK2800 Rack runway butt splice kit


Or Equivelent

provide specs

RK2900 rack runway butt splice kit 45 degree


Or Equivelent

provide specs

RK3000 Rack runway corner splice


Or Equivelent

provide specs

RK3100 Rack runway corner splice adjustable


Or Equivelent

provide specs

RK3200 rack runway J-bolt kit


Or Equivelent

provide specs

RK3300 rack runway feet


Or Equivelent

provide specs

RK3400 rack runway radius drop cross member


Or Equivelent

provide specs

Cable tray

CT100 Cable tray 2"h x 12"w x 10'l zinc

CF54/300EZ Cablofil ea

Or Equivelent

provide specs

CT200 Cable tray 2"h x 6"w x 10'l zinc

CF54/150EZ Cablofil ea

Or Equivelent

provide specs

CT300 Connectors (50 per bag) zinc

SWKEZ Cablofil bg

Or Equivelent

provide specs

CT400 Corner zinc

EZT90KIT EZ Cablofil ea

Or Equivelent

provide specs

CT600 single rod hanger zinc

FASPCH150 PG Cablofil ea

Or Equivelent

provide specs



Or Equivelent

provide specs

28




Or Equivelent

provide specs

CT1000 Wall bracket for 6"

FASL150PG Cablofil ea

Or Equivelent

provide specs


FASP200PG Cablofil ea

Or Equivelent

provide specs


FASL300PG Cablofil ea

Or Equivelent

provide specs

CT1200 Wall mount brackets

FV1PG Cablofil ea

Or Equivelent

provide specs

CT1300 Cable drop out 4"

CABLEXIT100PG Cablofil ea

Or Equivelent

provide specs

CT1400 Hangers 12"


Or Equivelent

provide specs

CT1500 Hangers 8"


Or Equivelent

provide specs

Network Equipment

NE100

Switch 10/100/1000 8 port managed POE

1920-08G-POE+

JG922A HP ea

no substitute

allowed

NE200


1920-24G-POE+

JG926A HP ea

no substitute

allowed

NE300


1950-24G-2SFP+-2XGT-POE+

JG962A HP ea

no substitute

allowed

NE400 Media Converter SC to TX 100Base SM

AT-MC103XL-10 Allied Telesis ea

no substitute

allowed

NE500 Access point

AP55 Sophos ea

no substitute

allowed

NE600 Access point

AP55C Sophos ea

no substitute

allowed

NE700 Access point

AP100 Sophos ea

no substitute

allowed

NE800 Access point

AP100C Sophos ea

no substitute

allowed

29


NE900 PDU - 110v20a

PDU1220 Tripp Lite ea

no substitute

allowed

NE1000 Network Surge suppresser - 8 outlet - 4 filter

banks ISOBAR 8 ultra Tripp Lite ea

no substitute

allowed

NE1100 UPS smartpro 1000 tower

SU1000XLA Tripplite ea

no substitute

allowed

NE1200 UPS smartpro 1500 rackmount 2U

SMART1500LCD Tripplite ea

no substitute

allowed


SMART1500RM2U Tripplite ea

no substitute

allowed


SMART1500RMXL2UA Tripplite ea

no substitute

allowed


SMART2200RMXL2U Tripplite ea

no substitute

allowed


SMART3000RMXL2U Tripplite ea

no substitute

allowed

NE1700 UPS network card

SNMPWEBCARD Tripplite ea

no substitute

allowed

AV Equipment

AV100 LCD wall mount bracket

PA730-S Paramount ea

no substitute

allowed

AV200 Projector

IN2128HDA InFocus ea

no substitute

allowed

AV300 Projector mounting kit

PRJ-PLTB InFocus ea

no substitute

allowed

AV400 Projector ceiling mount

PRJ-MNT-UNIV InFocus ea

no substitute

allowed

AV500 Projector adjustable extension arm 6-9"

PRJ-EXTARM-01 InFocus ea

no substitute

allowed

AV600 Projector adjustable extension arm 24-36"

PRJ-EXTARM-05 InFocus ea

no substitute

allowed

AV700 Screen 8' x 10'

40268 Da-Lite ea

no substitute

allowed

AV800 Screen wall mount brackets

40932 Da-Lite ea

no substitute

allowed

Fire Stops

FS100 Fire stop Smooth Penetrator 1"

SP-1 Unique ea

Or Equivelent

provide specs

30



SP-2 Unique ea

Or Equivelent

provide specs


SP-4 Unique ea

Or Equivelent

provide specs

FS400 Fire stop Threated Penetrator 1"

TP-1 Unique ea

Or Equivelent

provide specs


TP-2 Unique ea

Or Equivelent

provide specs


TP-4 Unique ea

Or Equivelent

provide specs

31

ATTACHMENT

“C”

EQUIPMENT COST

32

Hourly Rate Hourly Rate Pick-up Truck

1-1/2 Ton Utility Truck

Dump Truck

Dump Truck Tandem Axle

Cable Splicers Bucket Truck

Telsta - Construction - T40

Digger Truck - Hydraulic

Vacuum Excavator Truck

Boom Truck

Rodding Truck

Tractor and Trailer

6- and 8-wheel Tag-along Trailer

Small Utility Trailer

Pole/Cable Combination Trailer

Hydraulic Cable Trailer - Truco

JD450 or equivalent with plow

JD850 or equivalent with plow

Vibratory Drop Plow

Trencher/Plow 40-60HP

Trencher/Plow 60+HP

Backhoe JD310 or equal

BH JD310 w/hyd. Hammer

Track hoe - JD 490

Track hoe-JD 490 w/hammer

Boring Machine - 4" - Push Machine

Air Comp to 185cfm with tools

Air Comp 185cfm to 600cfm with tools

Wacker - Tamper

Roller - Small

Water Pump - Generator – Manhole Blower

Hogg Davis Power Trailer or equal

Concrete Saw

Core Drill

33

Hourly Rate Hourly Rate

Arrow Board

Hydraulic Capstan

Chipper

Farm tractor w/accessories

Fusion Machine

OTDR / Power Meter

Manhole Gas Tester

Vermeer 24x40 (Drill & Truck)

Vermeer 7x11A (Drill & Truck)

Vermeer 18x22 (Drill & Truck)

Vermeer D80

Welding Machine

Power Bucket

Skid Steer

Skid Steer - Milling Machine

Paver

4-Wheeler

Blacktop Zipper

Case Wheel Loader

Cable Blowers

34

THIS PAGE MUST BE COMPLETED, SIGNED, AND RETURNED WITH QUOTATION

In compliance with this Invitation for Bid and to all the conditions imposed herein, the

undersigned offers and agrees to furnish the services in accordance with the attached signed

quotation.

LEGAL NAME & ADDRESS OF FIRM: By:

Company’s Legal Name Authorized Representative - Signature in Ink

Printed Name:

Title:

Date:

Phone:

Email:

Fax: In compliance with this Invitation for Bid (IFB), and subject to all the conditions thereof,

the signatory offers, if this bid is accepted within thirty (30) calendar days from the date of

the opening, to furnish any or all of the items and/or services upon which prices are quoted,

at the price set opposite each item, to be delivered at the time and place specified herein.

The above signature certifies the bidder has read, understands, and agrees to all terms,

conditions, and requirements of this bid, and is authorized to contract on behalf of firm named

above.

35


PLEASE NOTE: State Corporation Commission (SCC) registration requirements effective July 1, 2010 require that your proposal include the identification number issued by the State Corporation Commission as proof of registration or justification for non-registration, per the requirements in Sections 6.31 and 9.21. Please complete this Proof of Authority to Transact Business in Virginia form and submit it with your proposal. Failure to provide this information or providing inaccurate or purged information shall result in your proposal being rejected.

State Corporation Commission Form

Virginia State Corporation Co mmissio n (SCC) R egistration Information

Pursuant to VPPA §2.2-4311.2, the bidder must include the following

information: o is a corporation or other business entity with the following SCC

identification number:

-OR-

o is not a corporation, limited liability company, limited partnership,

registered limited liability partnership, or business trust -OR-

o is an out-of-state business entity that does not regularly and continuously maintain as

part of its ordinary and customary business any employees, agents, offices, facilities, or

inventories in Virginia (not counting any employees or agents in Virginia who merely

solicit orders that require acceptance outside Virginia before they become contracts,

and not counting any incidental presence of the bidder in Virginia that is needed in

order to assemble, maintain, and repair goods in accordance with the contracts by

which such goods were sold and shipped into Virginia from bidder's out-of-state

location)

-OR-

o is an out-of-state business entity that is including with this proposal an opinion of

legal counsel which accurately and completely discloses the undersigned bidder's

current contacts with Virginia and describes why those contacts do not constitute the

transaction of business in Virginia within the meaning of § 13.1-757 or other similar

provisions in Titles 13.1 or 50 of the Code of Virginia. Attach opinion of legal counsel to

this form.

o NOTE: Check this circle if you have not completed any of the foregoing options but

currently have pending before the SCC and application for authority to transact business

in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to

submit the SCC identification number after the due date for proposals. (The Town of

Front Royal reserves the right to determine in its sole discretion whether to allow such

waiver).

I certify the accuracy of this information. Signed: Title: Date:

36


Note: The following information is required as part of your response to this solicitation. Failure to complete and provide this sheet may result in finding your bid nonresponsive.

1. Qualification: The vendor must have the capability and capacity in all respects to

satisfy fully all of the contractual requirements.

2. Vendor's Primary Contact:

Name: Phone:

3. Years in Business: Indicate the length of time you have been in business providing

this type of good or service:

Years Months

4. Indicate below a listing of th ree (3) references for like jobs the Contractor has performed for a municipal government in Virginia immediately preceding this bid, including a contact person, address, and phone number.

A.

Company: Contact:

Phone: Email:

Date of Service: $ Value:

B.

Company: Contact:

Phone: Email:


C.

Company: Contact:

Phone: Email:


I certify the accuracy of this information.

Signed: Title: Date:

37


NON-COLLUSION AFFIDAVIT

The undersigned bidder or agent, being duly sworn on oath, says that he/she has not, nor has any other member, representative, or agent of the firm, company, corporation or partnership represented by him, entered in to any combination, collusion or agreement with any person relative to the price to be bid by anyone at such letting nor to prevent any person from bidding nor to include anyone to refrain from bidding, and that this bid is made without reference to any other bid and without any agreement, understanding or combination with any other person in reference to such bidding. He/She further says that no person or persons, firms, or corporation has, have or will receive directly or indirectly, any rebate, fee gift, commission or thing of value on account of such sale.

OATH AND AFFIRMATION

I HEREBY AFFIRM UNDER THE PENALITIES FOR PERJURY THAT THE FACTS AND INFORMATION CONTAINED IN THE FOREGOING BID FOR MOWING

SERVICES FOR LEACH RUN PARKWAY & ELECTRIC SUBSTATIONS ARE TRUE AND CORRECT.

Dated this day of , 2019

(Name of Organization)

(Title of Person Signing)

(Signature)

ACKNOWLEDGEMENT

STATE OF

COUNTY OF

Before me, a Notary Public, personally appeared the above named and swore that the statements contained in the foregoing document are true and correct.

Subscribed and sworn to me this day of , 2019

Notary Public Signature My Commission Expires: (SEAL)

38

SAMPLE

THIS CONTRACT FOR SERVICES is made and entered into this ______ day of

__________________, 20_____, by and between THE TOWN OF FRONT ROYAL, VIRGINIA, a

Municipal Corporation, whose address is 102 East Main Street, Front Royal, Virginia 22630

(hereinafter referred to as the “Town”), and _____________________________________, a State of

______________________ Corporation, whose street address is ____________________, and whose

mailing address is _______________________________________(hereinafter called the “Contractor”).

W I T N E S S E T H:

That for and in consideration of the mutual promises contained herein, the Town agrees to

purchase and the Contractor agrees provide the following described services:

1. Place of Service Performance/Delivery:

2. Time of Service Delivery: Normal working business hours for this project will be 7:00

A.M. to 5:00 P.M., Monday through Friday, unless otherwise approved by the Town of Front Royal.

Work will not be permitted on any Town of Front Royal holidays, which include New Year’s Day,

Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus

Day, Veteran’s Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve Day, and Christmas

Day.

3. Term of Contract: This Contract shall be in effect for a term of _____________________

months beginning ___________________________, and continuing (if not otherwise terminated

pursuant to the terms of this agreement) through _________________________.

4. Payment:

To the Prime Contractor:

a. The Town shall promptly pay the sum of for the completed services or

delivered goods described in Attachment B “Bid Specifications” by the required date. The required

39

payment date shall be either: (1) the date on which payment is due under the terms of the contract,

or (2) if a date is not established by the contract, not more than forty-five (45) days after goods or

services are received or not more than forty-five (45) days after an invoice is rendered, whichever is

later. Separate payment dates may be specified for contracts under which goods or services are

provided in a series of partial executions or deliveries to the extent that the contract provides for

separate payment for partial execution or delivery. Within twenty (20) days after the receipt of an

invoice for goods or services, the Town shall notify the supplier of any defect or impropriety that

would prevent payment by the required payment date. In the event that the Town fails to make

payment by the required payment date, the Town shall pay any finance charges assess by the supplier

that shall not exceed one percent (1%) per month. Where payment is made by mail, the date of the

postmark shall be deemed to be the date the payment is made.

b. Individual Contractors shall provide their Social Security numbers, and proprietorships,

partnerships, and corporations shall provide the Town of Front Royal with a Federal Employer

Identification number, prior to receiving any payment from the City.

c. Invoices for items ordered, delivered and accepted shall be submitted by the Contractor

directly to this payment address:

Town of Front Royal

Accounts Payable

P.O. Box 1560

Front Royal, VA 22630

All invoices shall show the applicable Purchase Order number.

d. The Contractor shall monthly furnish an invoice to the Town for services rendered that

month. All goods or services provided under this contract or Purchase Order, that are to be paid for

with public funds, shall be billed by the Contractor at the contract price, regardless of which Town

department is being billed.

e. Unreasonable Charges. Under certain emergency procurements and for mote time and

material purchases, final job costs cannot be accurately determined at the time orders are placed. In

such cases, Contractors should put on notice that final payment in full is contingent on a

determination of reasonableness with respect to all invoiced charges. Charges which appear to be

unreasonable will be researched and challenged, and that portion of the invoice held in abeyance

until a settlement can be reached. Upon determining that invoiced charges are not reasonable, The

Town shall promptly notify the Contractor, in writing, as to those charges which it considers

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unreasonable and the basis for the determination. A Contractor may not institute legal action unless

a settlement cannot be reached within thirty (30) days of notification. The provisions of this section

do not relieve an agency of its prompt payment obligations with respect to those charges which are

not in dispute. (Code of Virginia § 2.2-4363).

To Subcontractors:

a. A Contractor awarded a contract under this solicitation is hereby obligated:

(1) To pay the subcontractor(s) within seven (7) days of the Contractor’s receipt of

payment from the Town for the proportionate share of the payment received for work performed by

the subcontractor(s) under the contract; or

(2) To notify the agency and the subcontractor(s), in writing, of the Contractor’s

intention to withhold payment and the reason.

b. 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 the Town, except

for amounts withheld as stated in (2) 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 cannot be construed to be an obligation of the Town of Front Royal.

5. Reports: The Contractor shall complete, maintain, and submit to the Town all records and

reports and lists of services rendered when such services are rendered.

6. Services Rendered: The Contractor shall perform all services to be rendered pursuant to

this Contract at the location specified above. The Contractor agrees to maintain all facilities and

equipment used by the Contractor under this Contract in clean, sanitary, and safe condition and free

from defects of every kind.

7. Licenses and Permits: The Contractor agrees that it has procured all licenses, permits, or

other like permission required by law to conduct or engage in the activity provided for in this

Contract; that it will procure all additional licenses, permits, or like permission required by law

during the term of this Contract; and that it will keep such licenses, permits, and permissions in full

force and effect during the term of this Contract.

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8. Independent Contractor: The Contractor understands and agrees that the relationship of

the Contractor to the Town arising out of this Contract shall be that of independent contractor. It is

understood that the Contractor, or its staff and employees, are not employees of the Town and are,

therefore, not entitled to any benefits provided employees of the Town. The Contractor shall be

responsible for reporting and accounting for all State, Federal, Social Security, and local taxes where

applicable.

9. Non-Discrimination: During the performance of this agreement the Contractor agrees as

follows:

a. The Contractor will not discriminate against any employee or applicant for employment

because of race, religion, color, sex, natural origin, age, disability, status as a service disabled veteran

or any other basis prohibited by state law relating to discrimination in employment, except where

there is a bona fide occupational qualification reasonably necessary for 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 non-discrimination clause.

b. The Contractor, in all solicitations or advertisements for employees placed by or on behalf

of the Contractor, will state that the Contractor is an equal opportunity employer.

The Town of Front Royal does not discriminate against faith-based organizations.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or

regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

d. The Contractor will include the provisions of the foregoing paragraphs a, b and c in every

subcontract or purchase order of over $10,000.00 so that the provisions will be binding upon each

sub-contractor or vendor.

10. Compliance with Federal Immigration Law: The Contractor does not, and shall not

during the performance of the Contract for goods and services in the Commonwealth, knowingly

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

11. Compliance with State Law: The Contractor shall comply with section 2.2-4311.2 of the

Code of Virginia pertaining to foreign and domestic businesses authorized to transact business in the

Commonwealth.

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12. Drug-Free Workplace: For the purpose of this section, “drug-free workplace” means a

site for the performance of work done in connection with this contract awarded to the Contractor in

accordance with this procurement transaction. During the performance of this contract, the

Contractor agrees to:

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

b. 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

c. State in all solicitations or advertisements for employees placed by or on behalf of the

Contractor that the Contractor maintains a drug-free workplace

d. Include the provisions of the foregoing paragraphs a, b and c in every subcontract or

purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or

vendor,

13. Termination for Cause: This Contract may be terminated by the Town upon fifteen (15)

days written notice to the Contractor to the address first named above in the event of substantial

failure or default of the Contractor to perform in accordance with the terms hereof through no fault

of the Town’s.

14. Termination for Convenience: The obligation to provide further services under this

Contract may be terminated by the Town for its convenience and not for cause upon fifteen (15) days

written notice. The Contractor shall be compensated for work performed through the date of

termination and for termination expenses, including any expenses directly attributable to termination

and for which the Contractor is not otherwise compensated. Termination expenses shall not,

however, include loss profits on services not performed as a result of such termination for

convenience.

15. Notice: Any notice which is required to be given, or which may be given under this

Contract, shall be sent to those mailing addresses noted in the first paragraph of this Contract.

16. Non-Assignability: Service Provider understands that this Contract is a contract with the

professional services of the Contractor and that it is made by the Town in reliance on the Contractor’s

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personal skills and knowledge in the activity to be conducted and as represented by the Contractor.

Accordingly, this Contract is non-assignable by the Contractor without the express written advance

permission of the Town.

17. Insurance: The Contractor shall procure and maintain the general liability insurances

shown below, with the Town names as Additional Insured, for protection from claims arising out of

performance of services caused by negligent, reckless, or willful error, omission or act for which the

Contractor is legally liable. The Contractor shall deliver to the Town, upon execution of this

Agreement, certificates of such insurance. Insurance shall provide for coverage effective through the

date of the end of the Project.

Comprehensive General Liability Insurance, naming the Town as Additional Insured

Automobile Liability, naming the Town as Additional Insured

Worker’s Compensation

18. Amount of Insurance Required:

Comprehensive General Liability Insurance - $1,000,000 Minimum per Incident

Automobile Liability Insurance - $1,000,000 bodily injury and $1,000,000 property damage

Worker’s Compensation – As required by the Commonwealth of Virginia

19. Indemnification: The Service provider shall indemnify, keep and hold harmless the Town

of Front Royal and its members of Council, officers, directors, employees and volunteers against any

and all third party claims of injuries, death, damage to property, theft, patent claims, suits, liabilities,

judgements, costs and expenses (including reasonable attorney fees) which may otherwise accrue

against the Town in consequence of the granting of a Contract which may otherwise result therefrom,

to the extent it shall be determined that the claim was caused through negligence or error, or omission

of the Service Provider or his or her employees, or that of the Subcontractor or his or her employees,

if any; and the Service Provider shall, to the extent of its obligation above, pay all reasonable charges

of attorneys and all costs and other expenses arising therefrom or incurred in connection therewith;

and if any judgement shall be rendered against the Town in any such action, the Service Provide

shall, to the same extent, at its own expense, satisfy and discharge the same. The Service Provider

expressly understands and agrees that any performance bond or insurance protection required by

this Contract, or otherwise provided by the Service Provider shall in no way limit the responsibility

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to indemnify, keep and save harmless and defend the Town as herein provided. The provisions of

this section shall survive the completions, terminations or expiration of the Contract.

20. Entire Contract: This Contract constitutes the entire agreement between the parties

pertaining to the subject matter of this Contract and supersedes all prior or contemporaneous

agreements and understandings of the parties in connection with the subject matter. No modification

of this Contract shall be effective unless made in writing and signed by both parties.

21. Force Majeure: The Contractor shall not be held responsible for failure to perform the

duties and responsibilities imposed by this Contract if such failure is due to fires, riots, rebellions,

natural disasters, wars, or an act of God beyond control of the Contractor, and outside and beyond

the scope of the Contractor’s then current, by industry standards, disaster plan that make

performance impossible or illegal, unless otherwise specified in the Contract.

22. Antitrust: By entering into this Contract, the Contractor conveys, sells, assigns and

transfers to the Town of Front Royal all rights, title, and interest in and to all causes of action the

Contractor may now have or hereafter acquire under the antitrust laws of the United States or the

Commonwealth of Virginia, relating to the goods or services purchased or acquired by the Town of

Front Royal under this Contract.

23. Additional Terms and Conditions: The following attachments are made a part of this

Contract and are incorporated herein:

(1) Attachment “A” – Contractor’s Price Quotation

(2) Attachment “B” – Bid Specifications

(3) Attachment “C” – Cooperative Contracting

24. Standard of Care: The Contractor shall perform the services herein described

expeditiously and diligently and in accordance with the standard of care and skill ordinarily

exercised under similar conditions by reputable members of its profession or trade practicing in the

same or similar locality within the Commonwealth of Virginia existing as of the date such services

are provided and in accordance with all applicable laws, codes, and regulations in effect as of the

date such services are provided.

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25. Enforcement: This Contract shall in all aspects be governed by the laws of the

Commonwealth of Virginia. Any action maintained by either party for the enforcement or

interpretation of the terms of this Contract shall be filed in the courts of Warren County, Virginia.

The Contractor shall comply with all applicable federal, state and local laws, rules and regulations.

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IN WITNESS WHEREOF, the undersigned parties hereto have made and executed this Contract as

the day and year first above written.

(SEAL) TOWN OF FRONT ROYAL, VIRGINIA Attest: _________________________________ BY: _________________________________ Type Name: ____________________________ Type Name: Joseph Waltz Title: __________________________________ Title: Town Manager Date: _______________________________ (SEAL) SERVICE PROVIDER: Attest: _________________________________ ____________________________________ [Name of Contractor] ____________________________________ Type Name: ____________________________ BY: _________________________________ Title: __________________________________ Type Name: _________________________ Title: Date: _______________________________ APPROVED AS TO FORM: _________________________________________ DOUGLAS W. NAPIER, TOWN ATTORNEY DATE: __________________________________

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SPECIAL NOTICE NO. 1

Documents

Transcript of SPECIAL NOTICE NO. 1