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Loudoun County Public Schools Procurement Services A Division of the Department of Business and Financial Services 21000 Education Court, Suite 301 Ashburn, Virginia 20148 Telephone: 571-252-1270 Fax: 571-252-1432 IFB #I15086 – FIRE ALARM SYSTEM INSPECTIONS AND REPAIRS SOLICITATION INCLUDES: 

GENERAL SPECIFICATIONS



TECHNICAL SPECIFICATIONS



FIRE ALARM SYSTEM INFORMATION BY LOCATION



ANNUAL INSPECTION & REPAIR SERVICE BID SHEETS



RIDER CLAUSE



BID EXCEPTIONS SHEET



VENDOR DATA/REFERENCES SHEET



W9



COMPANY CONTRACTOR CERTIFICATION FORM



VA SCC COMPLIANCE FORM



SAMPLE REPAIR SERVICES QUOTE SHEET



SAMPLE INSPECTION & TESTING REPORT



CHECKLIST OF ITEMS TO BE SUBMITTED WITH BID



GENERAL CONDITIONS AND INSTRUCTIONS

NOTE: MARK THE OUTSIDE OF THE BID ENVELOPE: “LOUDOUN COUNTY PUBLIC SCHOOLS: IFB #I15086 FIRE ALARM SYSTEM INSPECTIONS AND REPAIRS”

February 2, 2015 LOUDOUN COUNTY PUBLIC SCHOOLS Ashburn, VA 20148 TO WHOM IT MAY CONCERN: Loudoun County Public Schools is extending an Invitation for Bid (IFB) to your company. We hope that you will consider entering a bid. The information necessary to submit a bid is contained herein.

OPTIONAL SITE VISITS:

Monday, February 9, 2015 & Tuesday, February 10, 2015 – see section 2.8

IFB #I15086 FIRE ALARM SYSTEM INSPECTIONS AND REPAIRS BID RECEIPT DATE:

Tuesday, February 17, 2015

BID RECEIPT TIME:

2:00 P.M. LOCAL PREVAILING TIME

BID RECEIPT LOCATION:

Procurement Services Loudoun County Public Schools 21000 Education Court, Suite 301 Ashburn, VA 20148 Attention: Andrea Philyaw, Director of Procurement

Pursuant to and in compliance with this document and its enclosures hereinafter referred to as the Contract Documents for: IFB #I15086, FIRE ALARM SYSTEM INSPECTIONS AND REPAIRS, the undersigned, having become thoroughly familiar with the terms and conditions of this document and with the local conditions which may affect performance and costs, hereby proposes and agrees to furnish all labor and/or materials hereinafter specified, and to fulfill the intent of this agreement in accordance with this document as interpreted by Loudoun County Public Schools (LCPS). The Bidder hereby designates the following office to which correspondence shall be delivered. Company Name: Federal Identification Number or Social Security Number: Authorized Agent (TYPED NAME): VA Contractor License Class (A, B, or C): Signature (IN BLUE INK):

Number:

Specialty:

Class: A or B

Address: Telephone Number/Toll Free (if available): Fax Number: E-Mail Address: Date: VA SCC Number: 2 of 75

Extension:

LOUDOUN COUNTY PUBLIC SCHOOLS INVITATION FOR BID #I15086 FIRE ALARM SYSTEM INSPECTIONS AND REPAIRS GENERAL SPECIFICATIONS 1.

PURPOSE 1.1. Loudoun County Public Schools will receive sealed bids for performing annual inspections and repairs (as needed) on fire alarm systems installed in Loudoun County Public Schools and support facilities.

2.

SUBMISSION OF BIDS 2.1. Mail or deliver bids to: Procurement Services Loudoun County Public Schools 21000 Education Court, Suite 301 Ashburn, VA 20148 Attention: Andrea Philyaw, Director of Procurement 2.2. This document, in its entirety, constitutes the Bid Form. Different forms of this bid will NOT be accepted. Each Bidder shall submit a bid, using the form provided in this solicitation, in duplicate (ONE ORIGINAL AND ONE COPY) in a sealed envelope marked:

“Loudoun County Public Schools: IFB #I15086 FIRE ALARM SYSTEM INSPECTIONS AND REPAIRS” 2.3. The Procurement Office will mark the bids as to the date and time received. It is the sole responsibility of the Bidder to ensure that their bid reaches the Procurement Office by the designated date and hour. NO FAXED BIDS WILL BE ACCEPTED. 2.4. Bids will be opened promptly at 2:00 P.M. on Tuesday, February 17, 2015 in the Procurement Office, 21000 Education Court, Suite 301, Ashburn, Virginia 20148. NO LATE BIDS WILL BE ACCEPTED. 2.5. Bids must be signed in ink by a person authorized to act on behalf of the Bidder. 2.6. Requests for additional information or clarification of specifications should be directed in writing by either mailing to: Ms. Beth Marling, Procurement Specialist, Loudoun County Public Schools, 21000 Education Court, Suite 301, Ashburn, VA, 20148 or faxing to 571-252-1432 or sending an e-mail to [email protected]. Requests for information should be received no later than five (5) business days before the bid opening. 2.7. Addenda may occur prior to bid closing. It is the Bidder’s responsibility to check the website listing frequently to ensure that all solicitation information is complete and accurate. Upon award, this document in its entirety including any forms and addenda shall be referred to as the contract. 2.8. Optional Site Visits: Bidders are encouraged to visit the sites to familiarize themselves with field conditions that may affect the bid price prior to submitting their bid. Site visits will only be conducted February 9 & 10, 2015. Contractors who wish to participate in the site visits must contact the LCPS Project Manager, Ms. Sarah Greenblatt, at 571-252-2975 by 5:00 PM, Friday, February 6, 2015. 3 of 75

3.

BID PRICING 3.1. ANNUAL PREVENTIVE MAINTENANCE INSPECTIONS – Bidders shall provide two bid prices on the enclosed INSPECTION BID SHEET. One price shall be to conduct the annual inspection with sensitivity testing and the second shall be without sensitivity testing. During the initial contract term, LCPS requires the Contractor to perform sensitivity testing at all locations. For any subsequent renewal terms, sensitivity testing will be performed in accordance with the intervals specified in NFPA 72, Section 14. The bid price shall include all labor, material, and equipment necessary to perform the specified fire alarm system inspections. There shall only be one annual inspection during the initial contract term and any subsequent renewal terms. The annual inspections will be conducted over the Summer Break and, for scheduling purposes, the time period shall be the last week of June thru second week of August unless otherwise notified by the LCPS Project Manager. 3.2. REPAIR SERVICE (DURING AND AFTER NORMAL WORKING HOURS) a. Normal working hours for the purposes of this contract are between 7 AM and 5 PM, Monday through Friday, excluding LCPS observed holidays. All other hours are considered outside normal working hours. b. Bidders shall provide hourly rates on the attached Repair Service Bid Sheet, for service and repairs above and beyond the specified Preventive Maintenance Inspections. The Contractor shall include all costs, excluding parts and materials, associated with performing the repairs in the hourly unit prices they bid. c. Service and repair work will be billed as (1) routine and emergency service repairs during normal working hours and (2) emergency repairs after normal working hours. These prices will be listed on the enclosed REPAIR SERVICE BID SHEET. Routine service and repair work estimated to be less than 8 man hours will be based on time and material rates and will be verbally authorized by the Project Manager or designee. d. Routine repairs requiring over 8 man hours of work must be submitted as a written quote to the Project Manager or designee and work shall not begin until written approval is received from the Project Manager or designee. The enclosed REPAIR SERVICES QUOTE SHEET must be used for submitting the written quote. e. Emergency repairs may proceed upon verbal approval from the Maintenance Supervisor, Mr. Charlie Craigo, and shall be billed at the time and material rates bid by the Contractor. f. There is no requirement for written quotes for emergency repairs. g. Routine repairs and emergency repairs performed during normal working hours will be billed based on the hours spent at the service location. Travel time to and from the LCPS location will not be paid. One hour of travel time and a minimum of two hours of service time will be allowed for emergency repairs performed after normal working hours. The Contractor shall include all costs, excluding parts, associated with providing repair service in the hourly unit price they bid. 3.3. PARTS AND MATERIALS – All parts and materials used for repairs above and beyond the annual preventive maintenance inspection will be billed at the manufacturer’s list price adjusted for the discount provided on the REPAIR SERVICE BID SHEET. Contractor(s) shall submit a copy of the manufacturer’s price list as part of their quote for performing repair service greater than 8 man hours or with their monthly invoice for repairs less than 8 man hours. 3.4. RESPONSE TIMES - The Contractor shall respond to all routine requests placed for service within six (6) hours from receipt of telephone notification from LCPS. The Contractor shall respond within two (2) hours from receipt of telephone notification from LCPS declaring an emergency situation. LCPS shall determine what constitutes an emergency. All routine service requests must be completed within five (5) business days of notification. Once Contractor personnel arrive on-site in response to an emergency 4 of 75

service request, repairs will continue without interruption until the emergency is resolved. 4.

CONTRACT AWARD 4.1. It is the desire of LCPS to award this contract to a single Bidder, unless it is deemed advantageous to LCPS to do otherwise and is deemed necessary to fulfill the anticipated requirements of LCPS. The right is reserved to award the contract to the maximum benefit of LCPS. 4.2. Award will be made to a Bidder who meets either of the two following criteria: a. b.

A Contractor certified by the respective fire alarm manufacturer to inspect and repair the fire alarm system installed in a particular school or support facility; or A non-certified Contractor (Prime Contractor) as long as they are in partnership with another Contractor (Subcontractor to Prime) that is certified on the system they are bidding on. The bidding Contractor must provide proof of the partnership by submitting (1) letter from manufacturer certifying Subcontractor for the specific fire alarm system and (2) letter from Subcontractor confirming contractual relationship with Prime Contractor.

4.3. The award, if any, will be made to the lowest responsive and responsible Bidder that meets or exceeds the specifications and conditions of the bid and is in the best interest of the Loudoun County Public Schools. The award(s) shall be made on the basis of which bid(s) are determined to be best suited, taking into consideration price, service, capability, acceptability and availability of the product. 4.4. The Loudoun County Public Schools reserves the right to reject any and all bids in whole or in part, to waive technical defects, irregularities, and omissions if in its judgment the best interest of the Loudoun County Public Schools will be served. 4.5. Loudoun County Public Schools reserves the right not to award an individual item. 4.6. Bidders do not have to submit a bid on all facilities in order to be considered for award on those facilities on which they do submit a bid. 4.7. Bidders agree that the pricing offered is equal to or less than prices offered on other contracts with similar terms and conditions. 5.

CONTRACTOR REGISTRATION 5.1. If a contract for construction, removal, repair or improvement of a building or other real property is one hundred-twenty thousand dollars ($120,000) or more, or the total value of all such contracts undertaken by Bidder within any 12-month period is seven hundred-fifty thousand dollars ($750,000) or more, the Bidder is required under Title 54.1-1100, Code of Virginia (1950), as amended, to be licensed by the State Board of Contractors a “CLASS A CONTRACTOR”. If a Bidder performs or manages construction, removal, repair, or improvements when (i) the total value referred to in a single contract or project is more $10,000 or more, but less than $120,000, or (ii) the total value of all such construction, removal, repair or improvements undertaken by such person within any 12-month period is $150,000 or more, but less than $750,000, the Bidder is required to be licensed a “CLASS B CONTRACTOR.” If a Bidder performs or manages construction, removal, repair, or improvements when (i) the total value referred to in a single contract or project is over $1,000 but less than $7,500, or (ii) the total value of all such construction, removal, repair, or improvements undertaken by such person within any 12-month period is less than $150,000, the Bidder is required to be licensed as a “CLASS C CONTRACTOR”. 5.2. Bidders must demonstrate a license classification of Electrical Contractors (ELE) or specialty 5 of 75

classification of Fire Alarm Systems Contracting (FAS) in the Commonwealth of Virginia. Bidders shall provide a copy of their Contractor’s License with the bid. 5.3. Contractor must maintain a current Virginia Contractor’s License for the term of the contract. LCPS will not consider a bid from a Bidder who is not properly licensed at the time of bid submittal. All unlicensed Bidders will be deemed not qualified. 5.4. All firms doing business in Loudoun County are also required to be licensed in accordance with the County "Business, Professional, and Occupational Licensing (BPOL) Tax" Ordinance. Wholesale and retail merchants without a business location in Loudoun County are exempt from this requirement. Questions concerning the BPOL tax should be directed to the Office of Commissioner of Revenue by calling 703-777-0260. 6.

CONTRACTOR QUALIFICATIONS 6.1

Bidders must be properly licensed, trained and qualified to maintain and service fire alarm systems in the County of Loudoun.

6.2. Bidders (not individual employees) must have been in business for at least five (5) years and are required to have, at a minimum, five (5) years successful, continuous experience in the installation, maintenance, testing, inspection, and repair of fire alarm systems prior to the closing date of the IFB. Documentation to support the company’s minimum experience required shall be submitted with the bid. A signed written statement on company letterhead is acceptable. 6.3. Bidders must submit with their bid, certification from fire alarm system manufacturers for which they are authorized to perform inspection and maintenance services. If Bidders are not certified to work on every fire alarm system for which they bid on, they must provide (1) name of a Subcontractor who is certified, (2) letter from manufacturer certifying Subcontractor and (3) letter from Subcontractor confirming contractual obligation to Prime Contractor. 6.4. At all times during the term of this contract, the Contractor shall have in their employ a minimum of two (2) technicians to perform service under this contract. Technicians shall have performed maintenance and repair on similar equipment for at least two (2) years. Technicians shall be in the Contractor's employment at the time the Contractor submits their bid. 6.5. Bidders are required to submit the resume of the Service Manager and Technician(s) who will perform under this contract. The resumes must include factory and manufacturer training received as well as any certificates earned. 6.6. Bidders must identify on the enclosed VENDOR DATA/REFERENCES SHEET, four (4) references, preferably of school systems or public organizations in the Greater Washington Metropolitan Area, for which they have provided work of a similar nature and dollar value. Reference contacts shall also indicate service response time required and customer point(s) of contact. 7.

INSURANCE REQUIREMENTS AND INDEMNIFICATION 7.1. Contractor shall be responsible for its work, services, and products and every part thereof, and for all materials, tools, equipment, appliances, and property of any and all description in connection therewith. Contractor assumes all risks for direct and indirect damage or injury to the property or persons used or employed in connection with the work, services, and products, and for damage or injury to property or

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persons, wherever located, resulting from any action, omission, commission or operation connected in any way whatsoever with Contractor’s work, services, and products. 7.2. Contractor agrees to maintain, on a primary basis and at its sole expense, at all times during the provision of work, services, and products, the insurance coverages, limits, and endorsements described hereunder. Required insurance coverages must be acquired from insurers with an A.M. Best Rating of A- or better, licensed to conduct business in the Commonwealth of Virginia, and acceptable to LCPS. 7.3. The certificate shall provide evidence of the following minimum insurance requirements: Certificates of Insurance—Contractor shall provide these insurance requirements to their insurance agent/broker for review and processing of an original, signed Certificate of Insurance showing evidence of coverages and that Loudoun County Public Schools is the Certificate Holder. Emailed electronic scans of the original certificate from Contractor’s insurance representative will be accepted. The certificate shall be filed with the LCPS Procurement Office, Ms. Beth Marling, Procurement Specialist, 21000 Education Court, Ashburn, VA 20148 prior to the provision of work, services, and products. NOTE: Certificates of insurance shall comply with the provisions of Section 38.2-518 of the Code of Virginia, 1950 as amended. Virginia code impacting Virginia agents/brokers issuance of certificates of insurance went into effect July 1, 2012. On request, Contractor will provide certified copies of all required insurance coverages within ten (10) business days of request by LCPS. The certified copies shall be sent to LCPS from Contractor’s insurance representative. Any request made under this provision shall be deemed confidential and proprietary. The certificates shall provide evidence that the following minimum insurance coverages, limits, and endorsements required herein are in full force and effect. Contractor’s insurance agents/brokers shall provide insurance policy endorsements for those coverages below requiring Loudoun County Public Schools as an Additional Insured on Contractor’s liability coverages.

  

  

Workers’ Compensation—Statutory Benefits Employers’ Liability Insurance—$1,000,000 each accident and each employee Business Auto Liability Insurance—$1,000,000 combined single limit each occurrence. Coverage shall include liability for Owned, Non-Owned, and Hired vehicles. In the event Contractor does not own vehicles, Contractor agrees to maintain coverage for Hired and NonOwned Automobile Liability which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Automobile Liability policy. Professional Liability Insurance (Errors and Omissions)—$1,000,000 each occurrence to cover the negligence, wrongful acts, errors, or omissions for the Contractor’s professional services and legal liability. It is preferred that the coverage be on an occurrence basis. Commercial Umbrella or Excess Liability Insurance—$5,000,000 each occurrence naming Loudoun County Public Schools as an Additional Insured, unless the coverage is on a pure/true follow form basis. Builders Risk/Installation/Transit Insurance—Replacement Cost coverage on a Blanket Basis As Required

7.4. Subcontractors’ and Suppliers’ Liability Insurance—Contractor’s provision of work, services, and products shall not be construed as creating any contractual relationship between any subcontractors or suppliers and LCPS. Contractor shall be as fully responsible to LCPS for the work, services, and products of its subcontractors and suppliers and persons employed by subcontractors and suppliers as it is for acts and omissions of persons directly employed by Contractor.

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7.5. Safety and Health Regulations—Contractor and all subcontractors shall comply with the Occupational Safety and Health Act of 1970, Public Law 91-956, and with all Occupational Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards and any other applicable rules and regulations as they may apply to the requested work, services, and products. Also, all Contractors and subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or death to any persons and/or damage to any property. 7.6. Contract Control of All Tasks—Contractual and other liability insurance provided under this contract shall not contain a supervision or inspection exclusion that would preclude Loudoun County Public Schools from supervising and/or inspecting the services provided. The firm shall assume all on-the-job responsibilities as to the control of persons directly employed by it and of the subcontractors and any persons employed by the subcontractors. 7.7

Insured Losses—Contractor agrees that insured losses are to be adjusted with LCPS and made payable to LCPS as trustee or loss payee where applicable.

7.8

Notice of Cancellation, Non-Renewal, or Material Change in Coverage— Contractor shall provide a new certificate prior to any change, renewal, or cancellation date. There shall be no cancellation, non-renewal, material change, or potential exhaustion of aggregate limits of insurance coverages without forty-five (45) days written notice by Contractor or its insurer. LCPS shall have the right, but not the obligation, of prohibiting Contractor from providing work, services, and products until a new Certificate of Insurance evidencing the replacement coverage is provided to LCPS. Contractor agrees LCPS reserves the right to withhold payment to Contractor until evidence of reinstated or replacement coverage is provided to LCPS. If Contractor fails to maintain the insurance as set forth herein, Contractor agrees LCPS shall have the right, but not the obligation, to purchase replacement insurance, which Contractor agrees to reimburse any premiums or expenses incurred by LCPS.

7.9

No Representation of Coverage Adequacy. The coverages, limits, or endorsements required herein protect the primary interests of LCPS, and Contractor agrees in no way shall these required coverages be relied upon when assessing the extent or determining appropriate types and limits of insurance coverage to protect Contractor against any loss or risk exposures herein or otherwise.

7.10 Indemnification—To the fullest extent permitted by law, Contractor agrees to save, defend, keep harmless and indemnify Loudoun County Public Schools and all of its officials, agents, volunteers, and employees from and against any and all claims, lawsuits, liabilities, loss, damage, injury, costs (specifically including reasonable litigation costs, attorney’s fees and defense costs of third party claims), charges, liability, and exposure, caused in whole or in part by the negligent acts, errors, omissions, or breach of the applicable standard of care resulting from or arising out of, or in any way connected with, the provision of work, services, and products required herein by Contractor, Supplier, Contractor’s subcontractor(s), or anyone directly or indirectly employed or hired by Contractor or anyone for whose acts Contractor may be liable. LCPS reserves the right, but not the obligation, to participate in defense without relieving Contractor of any obligation hereunder. Contractor agrees this indemnity obligation shall continue in full force and effect until Contractor completes the provision of the required work, services, and products, except that indemnification shall continue for all products or completed operations after final acceptance of the work, services, and products by LCPS. Contractor agrees that this indemnification and hold harmless shall include claims involving infringement of patent or copyright. This section shall survive Contractor’s provision of work, services, and products, and the purchase of insurance by Contractor shall in no event be construed as a fulfillment or discharge of the obligations set forth in this section. LCPS is prohibited from indemnifying and holding harmless Contractor and/or any third parties. Nothing herein shall be construed as a waiver of LCPS’ sovereign immunity under law.

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8.

CONTRACTOR PERFORMANCE 8.1. If the Contractor fails to either perform the maintenance procedures as scheduled, or fails to perform satisfactorily in accordance with the specifications, the Loudoun County Public Schools may take appropriate action to satisfy the contract. Any cost incurred in excess of the contract amount may be back charged to the original Contractor. Should the difference be less, the original Contractor shall have no claim to the difference. Additionally, the original Contractor may be prohibited from bidding for a period of one year. 8.2. During the performance of the contract, the Contractor agrees to (i) provide a drug-free workplace for the Contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the Contractor that the Contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each Subcontractor or Vendor. 8.3. The Contractor shall be responsible for meeting all Federal, State, and local codes pertaining to this contract. 8.4. The Contractor shall be responsible for obtaining any necessary licenses and permits, and for complying with any applicable Federal, State, and municipal laws, codes, and regulations, in connection with the execution of the work. At a minimum, this shall include NFPA Code 72, International Fire Code, and Virginia Statewide Fire Prevention Code. When Loudoun County work permits are necessary, the Contractor shall be reimbursed only the County’s permit charge. The Contractor must include the permit charge on the monthly invoice. The Contractor shall be similarly responsible for all damages to persons or property that occur as a result of their fault or negligence. The Contractor shall take proper safety and health precautions to protect the work, the workers, the public, and the property of others. The Contractor shall also be responsible for all materials delivered and work performed until completion and acceptance by LCPS. 8.5. LCPS may make such reasonable investigations as deemed proper and necessary to determine the ability of the Bidder to perform the services and the Bidder shall furnish to LCPS all such information and data for this purpose as may be requested. LCPS reserves the right to inspect Bidder’s physical facilities prior to award to satisfy questions regarding the Bidder’s capabilities. LCPS further reserves the right to reject any bid if the evidence submitted by, or investigation of, such Bidder fails to satisfy LCPS that such Bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein. 8.6. Contractor must be able to participate in performance review meetings with the LCPS Project Manager as deemed necessary. The date and time of the meetings will be mutually agreed upon by Contractor and the LCPS Project Manager.

9.

PERIOD OF CONTRACT 9.1. The initial performance period for the work identified in the specification will be from April 1, 2015 to March 31, 2016.

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9.2. The Loudoun County School Board reserves the option to extend the award of the bid for four, twelve (12) month periods, not to exceed a total of five years. Loudoun County Public Schools and the Contractor must mutually agree on the extension of the contract. The extension of the contract will be based on price, service capability, product availability, and appropriation of funds. 9.3. Loudoun County Public Schools opens new schools on an annual basis. Upon the opening of a new school, the Contractor(s) authorized to maintain a similar manufacturer’s fire alarm system under this contract, will be requested to submit quote(s) for performing the annual inspection at the new school(s). The successful Contractor will have the new school(s) added to their contract at the quoted inspection price and repairs will be at the existing contract prices. 9.4. Upon mutual agreement with the Contractor, LCPS may exercise the option to extend this contract for a period not to exceed one (1) additional contract year beyond the renewals provided in the original contract. 10.

IDENTIFICATION 10.1. Contractor employees/representatives shall have proper photo identification, preferably issued by their company, and present same upon request. Contractor employees/representatives shall report to the administrative office each time a school or facility is visited. These records are to be used to verify work tickets. Contractor employees are required to wear a company supplied uniform with company logo.

11.

SUBCONTRACTING 11.1. No portion of the contract shall be subcontracted or otherwise performed by a party not an employee of the Contractor, except as outlined in paragraph 4.2.b. of the General Specification.

12.

COMPETITION INTENDED 12.1. Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit bids. 12.2. In signing this bid, Bidders are certifying that their bid is made without any previous understanding, agreement, or connection with any person, firm, or corporation making a bid for the same materials, supplies, equipment and/or services, and is in all respects fair and without collusion or fraud.

13.

CONDITION OF ITEMS 13.1. All items replaced as part of a routine preventive maintenance service or as a repair shall be in new, first class condition. Verbal agreements to the contrary will not be recognized.

14.

INVOICING PROCEDURE 14.1. Annual PM Inspections: The Contractor shall submit in duplicate, a Summary Invoice once each month, listing the Inspection & Testing Form Numbers and locations covering the work performed during the monthly billing period. If Contractor fails to provide the Inspection & Testing Forms to the Project Manager prior to submitting the invoice, payment will not be issued until they are received. The invoice shall be sent to:

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Loudoun County Public Schools Department of Business and Financial Services Accounting Division 21000 Education Court, Room #313 Ashburn, Virginia 20148 14.2. Repair Service: A separate invoice for repair work performed, which was approved in advance by the Project Manager or designee, may only be submitted once the work has been completed and accepted by LCPS. A fully executed service ticket must also accompany the invoice or it will not be paid until such time as the Contractor provides it. The invoice shall be sent to the same address as above. 14.3. Loudoun County Public Schools reserves the right to withhold payment of invoices when work performed cannot be verified with the work tickets due to the failure of the Contractor’s employees/representatives to report to the main office of the school where the work is performed or to the designated Loudoun County Public Schools representative. 15.

CONTRACTOR CERTIFICATION 15.1. Effective July 1, 2007, the Code of Virginia was amended to require that prior to awarding a contract for services to be provided in the presence of students, Loudoun County Public Schools will require the Contractor to certify that none of the persons who will provide services requiring direct contact with students on school property during school hours or during school-sponsored activities has been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child. 15.2. A ‘Certification of Contractor’ form is included with this document and must be completed prior to the awarding of a contract or issuing of a purchase order/payment. Failure to complete this certification accurately may result in your contract/agreement being revoked without recourse against the Loudoun County Public Schools. 15.3. If you have any questions concerning this law and its requirements on School Boards in Virginia, please feel free to contact Ms. Andrea Philyaw at 571-252-1270 or [email protected].

16.

INCOMPETENT OR DISORDERLY EMPLOYEES 16.1. If any person employed on the work by the Contractor shall appear to the LCPS Project Manager to be incompetent or to act in a disorderly or improper manner, such person shall be removed immediately on the requisition of the LCPS Project Manager, and shall not again be re-employed (on subject project) except on written consent of the LCPS Project Manager. 16.2. Alcoholic beverages, tobacco, and illegal drugs are prohibited on the job site. Possession of alcoholic beverages, tobacco, or illegal drugs on the job site by a Contractor’s employee will result in immediate removal of the individual from the site. Any individual removed from the job site, pursuant to this section, may not return to any job site without the written consent of the LCPS Project Manager. 16.3. The use of profanity is prohibited in school buildings or on school property by anyone at any time.

17.

PROTECTION OF PERSONS AND PROPERTY 17.1. The Contractor expressly undertakes both directly and through its Subcontractor(s), to take every precaution at all times for the protection of persons and property which may come on the building site or be affected by the Contractor’s operation in connection with the work.

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17.2. The Contractor shall be solely responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work. 17.3. The Contractor shall continuously maintain adequate protection of all his work from damage and shall protect the Owner’s property from injury or loss arising in connection with this contract. He shall make good any such damage, injury, or loss, except such as may be directly due to errors in the contract documents or caused by agents or employees of the Owner. He shall adequately protect adjacent property to prevent any damage to it or loss of use and enjoyment by its owners. He shall provide and maintain all passageways, guard fences, lights and other facilities for protection required by public authority, local conditions, any of the contract documents or erected for the fulfillment of his obligations for the protection of persons and property. 17.4. In an emergency affecting the safety or life of persons or of the work, or of the adjoining property, the Contractor, without special instruction or authorization from the Owner, shall act, at his discretion, to prevent such threatened loss or injury. Also, should he, to prevent threatened loss or injury, be instructed by the Owner, he shall so act immediately, without appeal. Any additional compensation or extension of time claimed by the Contractor on account of any emergency work shall be determined as provided by the LCPS General Conditions & Instructions to Bidders provided in the IFB. 18.

WORKMANSHIP 18.1. Only first-class work shall be performed and all materials furnished in carrying out this contract shall be new and of character and quality required by the specifications. Where no standard is specified for such work or materials, they shall be the best of their respective kinds. Any unsatisfactory work done or materials furnished, at whatever time they may be discovered, shall be immediately removed and satisfactorily replaced by the Contractor when notified to do so by the LCPS Project Manager. 18.2. If the Contractor shall neglect or refuse to remove such unsatisfactory work or materials within 48 hours after the receipt of the above mentioned notice, or if they shall not make satisfactory progress in doing so, the LCPS Project Manager may cause said work or materials to be removed and satisfactorily replaced by contract or otherwise and the expense thereof shall be charged to the Contractor. Such expense shall be deducted from any monies due or to become due the Contractor under the contract. Upon completion of the project, the entire work shall be delivered to LCPS in perfect and complete satisfactory working condition.

19.

CLEAN UP 19.1. The Contractor shall at all times keep the premises and adjacent areas free from accumulations of waste material or rubbish. At the completion of the work, the Contractor shall cause to be removed from and about the premises and adjacent areas, all rubbish, tools used for work and surplus materials and shall have the area "Broom Clean" and ready for use. In case of a dispute, LCPS may remove rubbish or otherwise clean up, and may charge the Contractor either by deduction from amounts unpaid to the Contractor, or by other means with such cost as the LCPS Project Manager shall determine to be fair and equitable.

20.

REJECTION OF INFERIOR MATERIAL 20.1. An inspection and approval of the materials by the LCPS Project Manager shall not in any way subject LCPS to pay for any portion of the materials, even if said materials, incorporated in the work, turn out to be unfit. Such inspection shall not be considered as any waiver of objection to the work on account of the unsoundness of the material used.

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21.

WARRANTY 21.1. All work and parts provided and installed under this contract shall have, as a minimum, a one (1) year warranty from the date of final acceptance thereof against any latent defects, design, materials, workmanship, installation, fraud, or such gross mistakes, as may amount to fraud. 21.2. Contractor shall immediately notify LCPS of any recall, known problem, product elimination or discontinuation or similar type of communication received from the manufacturer for equipment at the facility they service. 21.3. Upon receipt of notice from Loudoun County Public Schools of failure of any item or appurtenance thereto or signs of deterioration during the warranty period, the Contractor shall, at his own expense, promptly adjust or repair or furnish and install necessary replacement parts of design, workmanship, materials approved by Loudoun County Public Schools or replace the complete item. Adjustments, repairs, or replacements shall be made only at such times as designated by Loudoun County Public Schools to be the least detrimental to the school.

22.

VA SCC COMPLIANCE 22.1. Effective July 1, 2010, the Code of Virginia was amended to require that a Bidder or Offeror organized or authorized to transact business in the Commonwealth of Virginia pursuant to Title 13.1 or Title 50 of the Code of Virginia, as amended or otherwise required by law, shall include in its bid or proposal the Identification Number issued to such Bidder or Offeror by the Virginia State Corporation Commission (SCC). 22.2. Furthermore, any Bidder or Offeror that is not required to be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity under Title 13.1 or Title 50 or as otherwise required by law, shall include in its bid or proposal a statement describing why the Bidder or Offeror is not required to be so authorized. 22.3. A form verifying compliance with this Virginia State Corporation Commission regulation is included with this solicitation and must be completed prior to the awarding of a contract. Failure of the awardee to submit this information may result in a contract being awarded to an alternate Vendor who is in compliance with this requirement. 22.4. For more information on this requirement, Vendors should consult with their attorney and/or contact the Virginia State Corporation Commission at 804-371-9967; or email at [email protected]. Their website is: www.scc.virginia.gov/index/aspx.

23.

SUPERINTENDENCE BY CONTRACTOR 23.1. It shall be the Contractor’s responsibility to completely supervise and direct the work under this Contract and all Subcontractors that they may utilize, using their best skill and attention. 23.2. The Contractor shall have a minimum of one Technician at the Loudoun County Public Schools work site who can communicate in English.

24.

WEATHER CONDITIONS 24.1. In the event of temporary suspension of work or during inclement weather, or whenever the LCPS Maintenance Supervisor shall direct, the Contractor will cause his/her Subcontractors to protect themselves, their materials and work against damage or injury from the weather. If, in the opinion of the 13 of 75

Maintenance Supervisor, any work or materials have been damaged or injured by reason of failure on the part of the contractor or any of his/her Subcontractors to protect his/her work and materials, they shall be removed and replaced at the expense of the Contractor. 25.

LCPS FURNISHED UTILITIES 25.1. LCPS shall provide electricity necessary for the performance of work under this Contract without cost to the Contractor. LCPS will in no case furnish or install any new electrical facility or accessory for the purpose of this Contract. It is the responsibility of the Contractor to determine the extent to which existing LCPS electrical facilities are adequate for the needs of this Contract. 25.2. LCPS will also provide, free of charge to the Contractor, water and toilet facilities.

THE AMERICANS WITH DISABILITIES ACT IF, DUE TO A DISABILITY, YOU NEED ASSISTANCE TO ENABLE YOU TO PARTICIPATE MEANINGFULLY IN THE BID PROCESS, PLEASE CONTACT ANDREA PHILYAW, AT 571-252-1270 AT LEAST FIVE (5) WORKING DAYS PRIOR TO THE BID DUE DATE.

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LOUDOUN COUNTY PUBLIC SCHOOLS IFB #I15086 FIRE ALARM SYSTEM INSPECTIONS AND REPAIRS TECHNICAL SPECIFICATIONS 1.

SCOPE 1.1. Loudoun County Public Schools is seeking a service contractor to perform annual inspections and repairs (as needed) on fire alarm systems installed in the Loudoun County Public Schools’ locations listed in this solicitation. 1.2. The equipment covered under this contract includes the fire alarm control panel, annunciator, pull stations, smoke detectors, duct detectors, heat detectors, horn/strobe signaling devices, all exterior signaling devices and any devices which connect other systems reporting to the fire alarm panel (emergency generator, sprinkler system, etc.); and dialers that are incorporated in the fire alarm control panel. Maintenance of external dialers is not included in this contract. 1.3. The Contractor shall provide factory trained technicians capable of servicing all fire alarm control panels, smoke detectors, duct detectors, heat detectors, pull stations, wiring and any other components of the fire alarm systems listed in this specification. The Contractor shall provide all materials necessary to perform the inspections and preventive maintenance services required by NFPA 72 and recommended by the equipment manufacturer. 1.4. The annual inspection and preventive maintenance services shall be performed during the period 7:00 AM to 5:00 PM, Monday through Friday, during the Summer Break when school is not in session. Normally, the Summer Break runs from last week in June through the second week in August. If the Contractor is unable to perform the services during this period, permission to perform the services outside these hours and dates must be obtained from the Project Manager. LCPS shall not be liable for any additional costs for services performed outside normal working hours due to the Contractor’s inability to perform the services during normal working hours. Repair Services shall be performed during normal working hours unless specifically requested to be performed outside normal working hours by the Project Manager or designee. Any repair service performed outside normal working hours without the authorization of the Project Manager or designee must be billed at the normal work hour rate. 1.5. Bidders shall indicate, on the REPAIR SERVICE BID SHEET, a contact person’s name and telephone number for normal working hours, 7:00 a.m. – 5:00 p.m., Monday through Friday. The Bidder shall also indicate a contact person and telephone number for emergency calls, outside normal working hours. Answering machines are unacceptable as a point of contact. Bidders using a voice mail system or an answering service, in lieu of a contact person, shall be required to initiate a call back by the Technician to the Loudoun County Public School representative within 30 minutes. 1.6. It is anticipated that Loudoun County Public Schools will award a new contract for the monitoring of fire alarm systems during a renewal term of this contract. Contractors who are awarded a contract for fire alarm system maintenance for systems with proprietary (internal) dialers will be required to reprogram the dialer and signals so that the fire alarm system communicates with the new monitoring station. Internal dialers will be reprogrammed by Contractor with a one hour service call allowance during normal working hours.

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1.7. The Contractor is required to contact Loudoun County Public Schools’ Fire Alarm Monitoring Company and Dispatch Office in addition to Loudoun County Fire Dispatch in order to put the system on test while performing the inspections and/or repairs. The Contractor must ensure that the fire alarm system is then taken off test when the inspections and/or repairs are completed. 2.

SCHEDULING 2.1. During the initial contract term and any subsequent renewal terms, the Contractor must submit a schedule to the Project Manager by May 1st for performing the annual inspection and preventive maintenance service. The schedule can be e-mailed to [email protected] or faxed to 703-771-0900. The preferred method of receiving the schedule is by e-mail. If a schedule is not submitted, LCPS reserves the right to award the contract at those sites to another Bidder.

3.

ANNUAL PREVENTIVE MAINTENANCE INSPECTION 3.1. The Contractor shall perform all applicable fire alarm system and automatic fire detection system tests and inspections as required by NFPA #72 and Section 901.6 of the 2006 International Fire Code as amended by the Virginia Statewide Fire Prevention Code. 3.2. The annual inspections shall be conducted during Summer Break between the hours of 7:00 AM – 5:00 PM. The LCPS Project Manager will coordinate the schedule with School Administration or the Building Administrator. Contractor shall provide the inspection schedule to the Project Manager by May 1 of each contract year. A Technician from the LCPS Department of Safety & Security will be assigned to accompany the Contractor’s Technician(s) during the annual inspection. 3.3. The Contractor shall immediately notify the LCPS Project Manager or designee of deficiencies identified during the annual inspection which could not be adjusted or corrected as part of the service and could jeopardize the ability of the system to function as intended. 3.4. The Contractor shall load test all batteries annually and immediately notify the Project Manager or designee of all batteries failing the load test. LCPS will then accept responsibility for replacing the batteries. 3.5. The annual testing and preventive maintenance service will include a thorough cleaning of all detection devices utilizing manufacturer recommended procedures and in accordance with all applicable codes such as NFPA 72, 2006 International Fire Code, and Virginia Statewide Fire Prevention Code.

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(a)

In accordance with NFPA 72 (2010 Edition), Section 14, Contractor will perform sensitivity testing on all applicable detection devices. During the initial contract term, the Contractor will perform sensitivity testing at all locations. For any subsequent renewal terms, sensitivity testing will be performed in accordance with the intervals specified in NFPA 72, Section 14. Testing procedures will be in accordance with NFPA 72, section 14.4.5.3. For systems that have the capability of checking sensitivity at the fire alarm panel, the Contractor shall print out a sensitivity report from the alarm panel. Panels capable of this function are indicated on the Fire Alarm System Information by Location attachment included in this solicitation. Systems which require individual device sensitivity testing are identified on the Fire Alarm System Information by Location attachment. A sensitivity report will be prepared for all devices individually tested.

(b)

Contractor will re-clean and re-test those devices that performed outside the listed sensitivity and, if necessary, recommend for replacement.

(c)

The sensitivity testing reports must be submitted with the Annual Inspection & Testing Form.

4.

REPAIR SERVICE 4.1. A separate hourly rate will be applied for routine and emergency repairs above and beyond the annual inspection. Service work not performed as part of the annual inspection must be authorized by the Project Manager or their designated representative. Routine service requests will be completed as quickly as possible within normal working hours. Emergency repairs will be continued until the emergency is resolved. All labor performed under this section will be billed at the rates established by General Specifications Section, Paragraph 3.2. 4.2. A Technician from the LCPS Department of Safety & Security will be assigned to accompany the Contractor’s Technician(s) for after hours service calls and, to every extent possible, service calls during normal working hours. 4.3. Any material used under this section will be billed at the rate established by General Specifications Section, Paragraph 3.3. All parts needed to resolve an emergency condition will be delivered by priority means.

5.

LOCATIONS OF EQUIPMENT 5.1. Location, Manufacturer, and Model of equipment to be serviced under this contract is listed under the attachment entitled “FIRE ALARM SYSTEM INFORMATION BY LOCATION”. This attachment provides, to the best knowledge of Loudoun County Public Schools, the number of pull stations, smoke, heat, and duct detectors, and sprinkler system monitoring switches (tamper and flow) at each location to provide an illustration of the scope of work at each location. This list is not meant to be inclusive of all devices that require testing in accordance with Paragraph 1.2.

6.

REPORTS 6.1. Annual PM Inspection: Contractor shall complete the enclosed, modified NFPA Inspection & Testing Form for each facility inspected and tested. Contractors wishing to use a different form must submit a sample form with their bid. As a minimum, the form must provide the same information as the sample form provided. If it doesn’t, LCPS reserves the right to not approve the form and will require the Contractor to use the form provided. The completed form must be submitted to the Project Manager or designee within 14 calendar days of completing the inspection. If, during the annual inspection, the Contractor should find any deficiencies, they shall be recorded at the time of inspection on an Inspection Deficiency Form and a copy provided to the LCPS Representative at the completion of the inspection. 6.2. Repair Service: The Contractor shall prepare a written report of services performed. As a minimum, the report must include the following information. A sample of the Contractor’s Service Report shall be provided with their bid. a. Contractor’s Name b. Purchase Order or Call Order Number c. Date of Service d. Time of arrival/departure and start/stop times e. Names of employees on job

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f.

Detailed description of work done

g. Itemized list of materials furnished at the job site h. Quantity, manufacturer’s unit price and contractor’s material discount in accordance with the Contract i.

Name of authorized LCPS representative placing the order

j.

Name of LCPS facility receiving the goods/services

In all instances, the Contractor's Service Report must be signed by the LCPS Technician accompanying the Contractor. Contractor must then submit copy of Service Report with invoice.

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FIRE ALARM SYSTEM INSPECTIONS AND REPAIRS IFB#I15086

FIRE ALARM SYSTEM INFORMATION BY LOCATION Quantities of major system devices are listed for Bidders’ information only. Additional devices requiring inspection and service may also be present and can only be confirmed by a site visit.

DETECTOR SENSITIVITY CHECK CHECK AT EACH AT PANEL DEVICE

NUMBER OF PULL STATIONS

NUMBER OF SMOKE/HEAT DETECTORS

NUMBER OF SPRINKLER/ TAMPER/FLOW VALVES

NUMBER OF DUCT DETECTORS

3

9

--

--

LOCATION

ADDRESS

MFR

COMMUNICATOR

ALDIE ELEMENTARY SCHOOL

23269 Meetinghouse Lane Aldie, VA 20105

GE Advent

Internal

ALGONKIAN ELEMENTARY SCHOOL

20196 Algonkian Parkway Sterling, VA 20165

Notifier AFP 200

Radionics

x

13

13

4

12

ARCOLA ELEMENTARY SCHOOL

41740 Tall Cedars Parkway Aldie, VA 20105

EST 3

Internal

x

23

21

6

14

Notifier System 5000

Silent Knight 5104

x

19

--

4

8

ASHBURN ELEMENTARY SCHOOL

44062 Fincastle Drive Ashburn, VA 20147

x

BALL’S BLUFF ELEMENTARY SCHOOL

821 Battlefield Parkway, NE Leesburg, VA 20176

Edwards Systems Technology LSS 1

Silent Knight 5104

x

17

--

6

16

BANNEKER ELEMENTARY SCHOOL

35231 Snake Hill Road Middleburg, VA 20117

GE Advent

Internal

x

11

13

--

--

BLUE RIDGE MIDDLE SCHOOL

551 East A Street Purcellville, VA 20132

Notifier AM 640

Silent Knight 5104

510

105

6

114

19 of 75

x

LOCATION

NUMBER OF PULL STATIONS

NUMBER OF SMOKE/HEAT DETECTORS

NUMBER OF SPRINKLER/ TAMPER/FLOW VALVES

NUMBER OF DUCT DETECTORS

x

29

209

7

12

Silent Knight 5104

x

65

77

7

26

EST3

On Board

x

35

278

14

35

Fire Lite Sensiscan 2000

Silent Knight 5104

14

33

3

2

Edwards Systems Technology EST 2

Silent Knight 5104

28

9

6

22

Firewarden

On Board

12

28

4

3

Edwards EST 2

Silent Knight 5207

x

26

11

6

19

EST 3

Internal

x

25

30

6

18

EST 3

On Board

x

31

53

3

22

MFR

COMMUNICATOR

22525 Belmont Ridge Road Ashburn, VA 20148

Notifier 3030

Fire Lite 411 UDACT

BROAD RUN HIGH SCHOOL

21670 Ashburn Road Ashburn, VA 20147

Notifier AM 2020

BUFFALO TRAIL ELEMENTARY SCHOOL

42190 Seven Hills Drive Aldie, VA 20105

BRIAR WOODS HIGH SCHOOL

CATOCTIN ELEMENTARY SCHOOL CEDAR LANE ELEMENTARY SCHOOL COOL SPRING ELEMENTARY SCHOOL COUNTRYSIDE ELEMENTARY SCHOOL CREIGHTONS CORNER ELEMENTARY SCHOOL DISCOVERY ELEMENTARY SCHOOL

20 of 75

ADDRESS

311 Catoctin Circle Leesburg, VA 20175 43700 Tolamac Drive Ashburn, VA 20147 501 Tavistock Drive Leesburg, VA 20175 20624 Countryside Blvd Sterling, VA 20165 23171 Minerva Drive Ashburn, VA 20148 44020 Grace Bridge Drive Ashburn, VA 20147

DETECTOR SENSITIVITY CHECK CHECK AT EACH AT PANEL DEVICE

x

x

x

DETECTOR SENSITIVITY LOCATION

ADDRESS

MFR

COMMUNICATOR CHECK AT PANEL

CHECK AT EACH DEVICE

NUMBER OF PULL STATIONS

NUMBER OF SMOKE/HEAT DETECTORS

NUMBER OF SPRINKLER/ TAMPER/FLOW VALVES

NUMBER OF DUCT DETECTORS

20

25

6

17

DOMINION TRAIL ELEMENTARY SCHOOL

44045 Bruceton Mills Circle Ashburn, VA 20147

Notifier AFP 200

Silent Knight 5104

DOUGLASS SCHOOL

407 East Market Street Leesburg, VA 20176

GE Advent

Internal

x

8

22

--

--

DOUGLASS SUPPORT FACILITY

55 Plaza Street, SE Leesburg, VA 20175

Fire Lite MP5024U D

Internal

x

6

--

--

--

EAGLE RIDGE MIDDLE SCHOOL

42901 Waxpool Road Ashburn, VA 20148

Edwards EST 2

Silent Knight 5207

x

31

67

11

7

EMERICK ELEMENTARY SCHOOL

440 South Nursery Ave Purcellville, VA 20132

Notifier AFP 200

Silent Knight 5104

x

28

33

2

3

1002C Sycolin Road SE Leesburg, VA 20175

Edwards EST 2

Internal

x

12

--

10

2

44281 Gloucester Pkway Ashburn, VA 20147

Notifier AM 2020

Silent Knight 5104

x

25

16

10

12

46245 Forest Ridge Dr. Sterling, VA 20164

Edwards EST 2

Silent Knight 5104

x

26

15

12

24

800 North King Street Leesburg, VA 20176

Edwards EST 2

Internal

x

20

12

6

20

510 Principal Drummond Way, SE Leesburg, VA 20175

Gamewell E3

Gamewell

x

35

278

14

35

FACILITIES SERVICES BUILDING FARMWELL STATION MIDDLE SCHOOL FOREST GROVE ELEMENTARY SCHOOL FRANCES HAZEL REID ELEMENTARY SCHOOL FREDERICK DOUGLASS ELEMENTARY SCHOOL

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x

DETECTOR SENSITIVITY LOCATION

ADDRESS

MFR

COMMUNICATOR CHECK AT PANEL

CHECK AT EACH DEVICE

NUMBER OF PULL STATIONS

NUMBER OF SMOKE/HEAT DETECTORS

NUMBER OF SPRINKLER/ TAMPER/FLOW VALVES

NUMBER OF DUCT DETECTORS

FREEDOM HIGH SCHOOL

25450 Riding Center Dr South Riding, VA 20152

Notifier 640

SilentKnight

x

29

19

11

19

HAMILTON ELEMENTARY SCHOOL

54 South Kerr Street Hamilton, VA 20158

Edwards EST 2

Internal

x

13

16

--

10

HARMONY MIDDLE SCHOOL

38174 West Colonial Hwy Hamilton, VA 20158

Edwards EST 2

Silent Knight 5207

x

29

59

10

4

HARPER PARK MIDDLE SCHOOL

701 Potomac Station Dr Leesburg, VA 20176

Notifier AFP 300

Silent Knight 5104

x

31

33

10

40

HERITAGE HIGH SCHOOL

520 Evergreen Mill Rd Leesburg, VA 20175

Edwards EST 3

Silent Knight 5207

x

26

177

11

4

HILLSBORO ELEMENTARY SCHOOL

37110 Charlestown Pike Purcellville, VA 20132

EST 2

Silent Knight 5104

x

13

18

--

10

HILLSIDE ELEMENTARY SCHOOL

43000 Ellzey Drive Ashburn, VA 20148

Notifier AFP 300

Silent Knight 4730

x

19

30

6

16

HORIZON ELEMENTARY SCHOOL

46665 Broadmore Drive Sterling, VA 20165

Edwards EST 2

Silent Knight 5104

x

24

8

6

22

42819 Center Street South Riding, VA 20152

Edwards EST 2

Silent Knight 5104

x

22

11

6

16

26020 Ticonderoga Road Chantilly, VA 20152

Gamewell E3

Gamewell

x

35

278

14

35

HUTCHINSON FARM ELEMENTARY SCHOOL J. MICHAEL LUNSFORD MIDDLE SCHOOL

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LOCATION

ADDRESS

DETECTOR SENSITIVITY CHECK AT CHECK AT EACH PANEL DEVICE

NUMBER OF PULL STATION S

NUMBER OF SMOKE/HEAT DETECTORS

NUMBER OF SPRINKLER/ TAMPER/FLOW VALVES

NUMBER OF DUCT DETECTORS

MFR

COMMUNICATOR

Gamewell E3

Gamewell

x

85

160

12

39

JOHN CHAMPE HIGH SCHOOL

41535 Sacred Mountain Street, Aldie, VA 20175

KENNETH W. CULBERT ELEMENTARY SCHOOL

38180 West Colonial Highway Hamilton, VA 20158

EST 3

Internal

x

23

8

6

13

LEESBURG ELEMENTARY SCHOOL

323 Plaza Street NE Leesburg, VA 20176

Edwards EST 2

Internal

x

14

9

3

8

LEGACY ELEMENTARY SCHOOL

22995 Minerva Drive Ashburn, VA 20148

EST 2

Internal

x

25

13

6

20

LIBERTY ELEMENTARY SCHOOL

25491 Riding Center Drive South Riding, VA 20152

EST 3

Internal

x

26

31

6

20

LINCOLN ELEMENTARY SCHOOL

18048 Lincoln Road Purcellville, VA 20132

GE Advent

Internal

5

14

--

--

LITTLE RIVER ELEMENTARY SCHOOL

43464 Hyland Hills South Riding, VA 20152

Notifier400

Radionics D7212

x

20

6

6

8

LOUDOUN COUNTY HIGH SCHOOL

415 Dry Mill Road SW Leesburg, VA 20175

Notifier AFP 640

Fire Lite 411UDC

x

57

73

24

28

23 of 75

x

DETECTOR SENSITIVITY LOCATION

ADDRESS

MFR

COMMUNICATOR CHECK AT PANEL

CHECK AT EACH DEVICE

NUMBER OF PULL STATION S

NUMBER OF SMOKE/HEAT DETECTORS

NUMBER OF SPRINKLER/ TAMPER/FLOW VALVES

NUMBER OF DUCT DETECTORS

LOWES ISLAND ELEMENTARY SCHOOL

20755 Whitewater Dr Sterling, VA 20165

Notifier AFP 200

Silent Knight 5104

x

18

26

6

17

MEADOWLAND ELEMENTARY SCHOOL

729 S. Sugarland Run Drive Sterling, VA 20164

Edwards EST 2

Internal

x

11

1

2

9

MERCER MIDDLE SCHOOL

42149 Greenstone Drive Aldie, VA 20105

Edwards EST 2

Silent Knight 5207

x

29

67

10

15

MIDDLEBURG COMMUNITY CHARTER SCHOOL

101 North Madison Street Middleburg, VA 20118

GE Advent

Internal

11

12

6

24

MILL RUN ELEMENTARY SCHOOL

42905 Waxpool Road Ashburn, VA 20148

Edwards EST 2

Radionics D7212B

25

10

6

15

MONROE TECHNOLOGY CENTER

715 Childrens Center Rd Leesburg, VA 20175

Gamewell 3000

Silent Knight 5104

24

6

1

0

22325 Mooreview Parkway Ashburn, VA 20148

EST 3

On Board

x

57

116

6

78

36803 Allder School Rd Purcellville, VA 20132

Edwards EST 2

Internal

x

16

13

6

17

NEWTON-LEE ELEMENTARY SCHOOL

43335 Gloucester Pkwy Ashburn, VA 20147

Notifier 640

Fire Lite 411 UDACT

x

26

14

6

21

PARK VIEW HIGH SCHOOL

400 West Laurel Avenue Sterling, A 20164

Notifier 1010

Fire Lite 911A

x

34

84

7

16

MOOREFIELD STATION ELEMENTARY SCHOOL MOUNTAIN VIEW ELEMENTARY SCHOOL

24 of 75

x

x

x

LOCATION

PINEBROOK ELEMENTARY SCHOOL

ADDRESS

MFR

COMMUNICATOR

25460 Mindful Court Aldie, VA 20105

EST 2

Internal

DETECTOR SENSITIVITY CHECK AT CHECK AT EACH PANEL DEVICE

NUMBER OF PULL STATION S

NUMBER OF SMOKE/HEAT DETECTORS

NUMBER OF SPRINKLER/ TAMPER/FLOW VALVES

NUMBER OF DUCT DETECTORS

x

28

12

6

18

POTOMAC FALLS HIGH SCHOOL

46400 Algonkian Pkway Potomac Falls, VA 20165

Notifier 1010

Silent Knight 5104

x

32

262

15

19

POTOWMACK ELEMENTARY SCHOOL

46465 Esterbrook Circle Sterling, VA 20165

Edwards EST 2

Silent Knight 5104

x

17

0

6

17

RIVER BEND MIDDLE SCHOOL

46240 Algonkian Pkwy Sterling, VA 20165

EST 2

Silent Knight 5207

x

23

43

11

8

ROLLING RIDGE ELEMENTARY SCHOOL

500 East Frederick Drive Sterling, VA 20164

Silent Knight 5140

x

14

25

6

11

ROSA LEE CARTER ELEMENTARY SCHOOL

43330 Loudoun Reserve Drive Ashburn, VA 20148

EST 3

Internal

x

26

29

6

13

GE Advent

Internal

15

9

0

0

Edwards EST 2

Radionics D7212

19

3

15

13

ROUND HILL CENTER ROUND HILL ELEMENTARY SCHOOL

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20 High Street Round Hill, VA 20141 17115 Evening Star Drive Round Hill, VA 20141

Notifier 640

x

x

DETECTOR SENSITIVITY CHECK AT CHECK AT EACH PANEL DEVICE

NUMBER OF PULL STATION S

NUMBER OF SMOKE/HEAT DETECTORS

NUMBER OF SPRINKLER/ TAMPER/FLOW VALVES

NUMBER OF DUCT DETECTORS

LOCATION

ADDRESS

MFR

COMMUNICATOR

SANDERS CORNER ELEMENTARY SCHOOL

43100 Ashburn Farm Pkwy Ashburn, VA 20147

Edwards EST 2

Silent Knight 5104

x

17

0

10

17

SELDENS LANDING ELEMENTARY SCHOOL

43345 Coton Commons Dr Leesburg, VA 20176

Edwards EST 2

Fire Lite MP5012

x

27

8

6

18

SENECA RIDGE MIDDLE SCHOOL

98 Seneca Ridge Drive Sterling, VA 20164

Notifier 3030

Silent Knight 5104

x

41

30

8

2

SIMPSON MIDDLE SCHOOL

490 Evergreen Mill Road Leesburg, VA 20175

Notifier AM 640

Silent Knight 5104

x

32

126

13

27

SMARTS MILL MIDDLE SCHOOL

850 North King Street Leesburg, VA 20176

Edwards EST 2

Internal

x

34

80

10

19

STAFF TRAINING CENTER

43711 Partlow Road Ashburn, VA 20147

GE Advent

Internal

6

13

--

--

STERLING ELEMENTARY SCHOOL

200 West Church Street Sterling, VA 20164

Notifier AFP 200

Silent Knight 5104

x

8

57

3

3

STERLING MIDDLE SCHOOL

201 West Holly Avenue Sterling, VA 20164

Notifier AM 640

Silent Knight 5104

x

28

44

3

7

STEUART WELLER ELEMENTARY SCHOOL

20700 Marblehead Drive Ashburn, VA 20147

EST 3

Internal

x

25

24

6

17

26 of 75

x

DETECTOR SENSITIVITY CHECK AT CHECK AT EACH PANEL DEVICE

NUMBER OF PULL STATION S

NUMBER OF SMOKE/HEAT DETECTORS

NUMBER OF SPRINKLER/ TAMPER/FLOW VALVES

NUMBER OF DUCT DETECTORS

x

24

167

13

14

Internal

x

31

51

11

14

Notifier 640

Fire Lite 911

x

14

29

6

12

21100 Evergreen Mills Road Leesburg, VA 20175

EST 3

Internal

x

25

22

6

13

TOLBERT ELEMENTARY SCHOOL

691 Potomac Station Dr Leesburg, VA 20176

Edwards EST 2

Fire Lite MP 5012

x

24

9

4

15

TUSCARORA HIGH SCHOOL

801 N. King Street Leesburg, VA 20176

EST 3

On Board

x

57

116

6

78

WATERFORD ELEMENTARY SCHOOL

15513 Loyalty Road Waterford, VA 20197

EST 2

Internal

15

35

--

--

WOODGROVE HIGH SCHOOL

36811 Allder School Road Purcellville, VA 20132

EST 3

On Board

57

116

6

78

LOCATION

ADDRESS

MFR

COMMUNICATOR

STONE BRIDGE HIGH SCHOOL

43100 Hay Road Ashburn, VA 20147

Notifier AM 2020

Silent Knight 5104

STONE HILL MIDDLE SCHOOL

23415 Evergreen Ridge Drive Ashburn, VA 20148

EST 2

SUGARLAND ELEMENTARY SCHOOL

65 Sugarland Run Drive Sterling, VA 20164

SYCOLIN CREEK ELEMENTARY SCHOOL

27 of 75

x

x

LOUDOUN COUNTY PUBLIC SCHOOLS FIRE ALARM SYSTEM INSPECTIONS AND REPAIRS IFB#I15086 ANNUAL INSPECTION BID SHEET BIDDER ____________________________________________

LOCATION

NUMBER OF PREVENTIVE MAINTENANCE INSPECTIONS PER YEAR

ALDIE ELEMENTARY SCHOOL

1

ALGONKIAN ELEMENTARY SCHOOL

1

ARCOLA ELEMENTARY SCHOOL

1

ASHBURN ELEMENTARY SCHOOL

1

BALL’S BLUFF ELEMENTARY SCHOOL

1

BANNEKER ELEMENTARY SCHOOL

1

BLUE RIDGE MIDDLE SCHOOL

1

BRIAR WOODS HIGH SCHOOL

1

28 of 75

PRICE PER PREVENTIVE MAINTENANCE INSPECTION WITH SENSITIVITY TESTING

PRICE PER PREVENTIVE MAINTENANCE INSPECTION WITHOUT SENSITIVITY TESTING

LOCATION

NUMBER OF PREVENTIVE MAINTENANCE INSPECTIONS PER YEAR

BROAD RUN HIGH SCHOOL

1

BUFFALO TRAIL ELEMENTARY SCHOOL

1

CATOCTIN ELEMENTARY SCHOOL

1

CEDAR LANE ELEMENTARY SCHOOL

1

COOL SPRING ELEMENTARY SCHOOL

1

COUNTRYSIDE ELEMENTARY SCHOOL

1

CREIGHTONS CORNER ELEMENTARY SCHOOL

1

DISCOVERY ELEMENTARY SCHOOL

1

DOMINION TRAIL ELEMENTARY SCHOOL

1

DOUGLASS SCHOOL

1

29 of 75

PRICE PER PREVENTIVE MAINTENANCE INSPECTION WITH SENSITIVITY TESTING

PRICE PER PREVENTIVE MAINTENANCE INSPECTION WITHOUT SENSITIVITY TESTING

LOCATION

NUMBER OF PREVENTIVE MAINTENANCE INSPECTIONS PER YEAR

DOUGLASS SUPPORT FACILITY

1

EAGLE RIDGE MIDDLE SCHOOL

1

EMERICK ELEMENTARY SCHOOL

1

FACILITIES SERVICES BUILDING

1

FARMWELL STATION MIDDLE SCHOOL

1

FOREST GROVE ELEMENTARY SCHOOL

1

FRANCES HAZEL REID ELEMENTARY SCHOOL

1

FREDERICK DOUGLASS ELEMENTARY SCHOOL

1

FREEDOM HIGH SCHOOL

1

HAMILTON ELEMENTARY SCHOOL

1

HARMONY MIDDLE SCHOOL

1

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PRICE PER PREVENTIVE MAINTENANCE INSPECTION WITH SENSITIVITY TESTING

PRICE PER PREVENTIVE MAINTENANCE INSPECTION WITHOUT SENSITIVITY TESTING

LOCATION

NUMBER OF PREVENTIVE MAINTENANCE INSPECTIONS PER YEAR

HARPER PARK MIDDLE SCHOOL

1

HERITAGE HIGH SCHOOL

1

HILLSBORO ELEMENTARY SCHOOL

1

HILLSIDE ELEMENTARY SCHOOL

1

HORIZON ELEMENTARY SCHOOL

1

HUTCHISON FARM ELEMENTARY SCHOOL

1

J. MICHAEL LUNSFORD MIDDLE SCHOOL

1

JOHN CHAMPE HIGH SCHOOL

1

KENNETH W. CULBERT ELEMENTARY SCHOOL

1

LEESBURG ELEMENTARY SCHOOL

1

LEGACY ELEMENTARY SCHOOL

1

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PRICE PER PREVENTIVE MAINTENANCE INSPECTION WITH SENSITIVITY TESTING

PRICE PER PREVENTIVE MAINTENANCE INSPECTION WITHOUT SENSITIVITY TESTING

LOCATION

NUMBER OF PREVENTIVE MAINTENANCE INSPECTIONS PER YEAR

LIBERTY ELEMENTARY SCHOOL

1

LINCOLN ELEMENTARY SCHOOL

1

LITTLE RIVER ELEMENTARY SCHOOL

1

LOUDOUN COUNTY HIGH SCHOOL

1

LOWES ISLAND ELEMENTARY SCHOOL

1

MEADOWLAND ELEMENTARY SCHOOL

1

MERCER MIDDLE SCHOOL

1

MIDDLEBURG COMMUNITY CHARTER SCHOOL

1

MILL RUN ELEMENTARY SCHOOL

1

MONROE TECHNOLOGY CENTER

1

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PRICE PER PREVENTIVE MAINTENANCE INSPECTION WITH SENSITIVITY TESTING

PRICE PER PREVENTIVE MAINTENANCE INSPECTION WITHOUT SENSITIVITY TESTING

LOCATION

NUMBER OF PREVENTIVE MAINTENANCE INSPECTIONS PER YEAR

MOOREFIELD STATION ELEMENTARY SCHOOL

1

MOUNTAIN VIEW ELEMENTARY SCHOOL

1

NEWTON-LEE ELEMENTARY SCHOOL

1

PARK VIEW HIGH SCHOOL

1

PINEBROOK ELEMENTARY SCHOOL

1

POTOMAC FALLS HIGH SCHOOL

1

POTOWMACK ELEMENTARY SCHOOL

1

RIVER BEND MIDDLE SCHOOL

1

ROLLING RIDGE ELEMENTARY SCHOOL

1

ROSA LEE CARTER ELEMENTARY SCHOOL

1

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PRICE PER PREVENTIVE MAINTENANCE INSPECTION WITH SENSITIVITY TESTING

PRICE PER PREVENTIVE MAINTENANCE INSPECTION WITHOUT SENSITIVITY TESTING

LOCATION

NUMBER OF PREVENTIVE MAINTENANCE INSPECTIONS PER YEAR

ROUND HILL CENTER

1

ROUND HILL ELEMENTARY SCHOOL

1

SANDERS CORNER ELEMENTARY SCHOOL

1

SELDENS LANDING ELEMENTARY SCHOOL

1

SENECA RIDGE MIDDLE SCHOOL

1

SIMPSON MIDDLE SCHOOL

1

SMARTS MILL MIDDLE SCHOOL

1

STAFF TRAINING CENTER

1

STERLING ELEMENTARY SCHOOL

1

STERLING MIDDLE SCHOOL STEUART WELLER ELEMENTARY SCHOOL

34 of 75

1 1

PRICE PER PREVENTIVE MAINTENANCE INSPECTION WITH SENSITIVITY TESTING

PRICE PER PREVENTIVE MAINTENANCE INSPECTION WITHOUT SENSITIVITY TESTING

LOCATION

NUMBER OF PREVENTIVE MAINTENANCE INSPECTIONS PER YEAR

STONE BRIDGE HIGH SCHOOL

1

STONE HILL MIDDLE SCHOOL

1

SUGARLAND ELEMENTARY SCHOOL

1

SYCOLIN CREEK ELEMENTARY SCHOOL

1

TOLBERT ELEMENTARY SCHOOL

1

TUSCARORA HIGH SCHOOL

1

WATERFORD ELEMENTARY SCHOOL

1

WOODGROVE HIGH SCHOOL

1

35 of 75

PRICE PER PREVENTIVE MAINTENANCE INSPECTION WITH SENSITIVITY TESTING

PRICE PER PREVENTIVE MAINTENANCE INSPECTION WITHOUT SENSITIVITY TESTING

LOUDOUN COUNTY PUBLIC SCHOOLS FIRE ALARM SYSTEM INSPECTIONS AND REPAIRS IFB#I15086 REPAIR SERVICE BID SHEET BIDDER ____________________________________________ SERVICE

UNIT

HOURLY RATE FOR NORMAL WORKING HOURS

PER HOUR

HOURLY RATE FOR OUTSIDE NORMAL WORKING HOURS

PER HOUR

DISCOUNT FROM MANUFACTURER’S LIST PRICE FOR PARTS AND MATERIALS

%

UNIT PRICE

Estimated number of routine maintenance hours is 2000 per year Estimated number of emergency hours is 200 per year

CONTACT INFORMATION:

Normal Working Hours ______________________________ (name)

_____________________ (phone number)

Outside Normal Working Hours ___________________________ ____________________ (name)

36 of 75

(phone number)

Solicitation# ____________

Loudoun County Public Schools and the Metropolitan Washington Council of Governments Rider Clause USE OF CONTRACT(S) BY JURISDICTIONS LISTED BELOW AND INCLUDING THE METROPOLITAN WASHINGTON COUNCIL OF GOVERNMENTS PURCHASING OFFICERS' COMMITTEE. A. If authorized by the bidder(s), resultant contract(s) will be extended to any or all of the listed jurisdictions as designated by the bidder to purchase at contract prices in accordance with contract terms. B. Any jurisdiction utilizing such contract(s) will place its own order(s) directly with the successful contractor. There shall be no obligation on the part of any participating jurisdiction to utilize the contract(s). C. A negative reply will not adversely affect consideration of your bid/proposal. D. It is the awarded vendor's responsibility to notify the jurisdiction shown below of the availability of the Contract(s). E. Each participating jurisdiction has the option of executing a separate contract with the awardee. Contracts entered into with a participating jurisdiction may contain general terms and conditions unique to that jurisdiction including, by way of illustration and not limitation, clauses covering minority participation, non-discrimination, indemnification, naming the jurisdiction as an additional insured under any required Comprehensive General Liability policies, and venue. If, when preparing such a contract, the general terms and conditions of a jurisdiction are unacceptable to the awardee, the awardee may withdraw its extension of the award to that jurisdiction. F. The issuing jurisdiction shall not be held liable for any costs or damages incurred by another jurisdiction as a result of any award extended to that jurisdiction by the awardee. BIDDER'S AUTHORIZATION TO EXTEND CONTRACT: YES NO JURISDICTION YES NO JURISDICTION YES NO JURISDICTION ___ ___ Alexandria, Virginia ___ ___ Frederick Co. VA Public ___ ___ Page Co. Public Schools ___ ___ Alexandria Public Schools Schools ___ ___ Potomac & Rappahannock ___ ___ Alexandria Sanitation Auth. ___ ___ Gaithersburg, Maryland Trans. Commission ___ ___ Arlington Co. Virginia ___ ___ Greenbelt, Maryland ___ ___ Prince George's Co. MD ___ ___ Arlington Co. Public Schools ___ ___ Herndon, Virginia ___ ___ Prince George's Public Schools ___ ___ Bladensburg, Maryland ___ ___ Leesburg, Virginia ___ ___ Prince William Co., Virginia ___ ___ Bowie, Maryland ___ ___ Loudoun Co. Virginia ___ ___ Prince William Co. Public ___ ___ Charles Co. Public Schools ___ ___ Loudoun Co. Sanitation Auth Schools ___ ___ Clark Co. Public Schools ___ ___ Madison Co. Public Schools ___ ___ Prince William Co. Service ___ ___ College Park, Maryland ___ ___ Manassas, Virginia Authority ___ ___ Culpeper County, Virginia ___ ___ City of Manassas Public ___ ___ Rappahannock Co. Public ___ ___ Culpeper Co. Public Schools Schools Schools ___ ___ District of Columbia ___ ___ Manassas Park, Virginia ___ ___ Rockville, Maryland ___ ___ District of Columbia Courts ___ ___ Manassas Park City Schools ___ ___ Shenandoah Co. Public Schools ___ ___ D. C. Public Schools ___ ___ MD-National Capital Park & ___ ___ Spotsylvania Co. Schools ___ ___ D. C. Water & Sewer Auth. Planning Comm. ___ ___ Stafford Co. Virginia ___ ___ Fairfax, Virginia ___ ___ Maryland Dept. of Trans. ___ ___ Stafford Co. Public Schools ___ ___ Fairfax Co., Virginia ___ ___ Metropolitan Washington ___ ___ Takoma Park, Maryland ___ ___ Fairfax Co. Public Schools Airports Authority ___ ___ Upper Occoquan Service Auth. ___ ___ Fairfax Co. Water Auth. ___ ___ Metropolitan Washington ___ ___ Vienna, Virginia ___ ___ Falls Church, Virginia Council of Governments ___ ___ Virginia Railway Express ___ ___ Falls Church City Public ___ ___ Montgomery College ___ ___ Warren Co. Public Schools Schools ___ ___ Montgomery Co. MD ___ ___ Washington Metropolitan Area ___ ___ Fauquier Co.,VA Schools ___ ___ Montgomery Co. Public Transit Auth. &Gov. Schools ___ ___ Washington Suburban Sanitary ___ ___ Frederick Co. MD ___ ___ Northern VA Comm. College Comm. ___ ___ Frederick Co. MD Public ___ ___ OmniRide ___ ___ Winchester, Virginia Schools ___ ___ Orange Co. Public Schools ___ ___ Winchester Public Schools

COMPANY NAME (PLEASE PRINT): ____________________________________________ AUTHORIZED SIGNATURE NAME (PLEASE PRINT):______________________________ AUTHORIZED VENDOR SIGNATURE: ___________________________________________ DATE: ___________________ 37 of 75

THIS FORM MUST BE COMPLETED AND RETURNED WITH ALL PROPOSALS/BIDS

BID EXCEPTIONS IFB#I15086 FIRE ALARM SYSTEM INSPECTIONS AND REPAIRS

Any exceptions from the bid conditions must be noted on this page. If no exceptions are noted, it will be our understanding that the vendor is in agreement with the preceding bid conditions.

Vendor Name Authorized Signature

38 of 75

VENDOR DATA/REFERENCES SHEET 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 non-responsive. 1.

Qualification: The vendor must have the capability and capacity in all respects to satisfy fully all of the contractual requirements.

2.

Years in Business: Indicate the length of time you have been in business providing this type of good or service: _______ Years _______ Months

3.

Indicate below at least four (4) current or recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods or services. Include the length of service and the name, address, and telephone number of the point of contact. A. Company: ____________________________ Contact: __________________________ Phone: (_____)________________________ Email: ____________________________ Project: ________________________________________________________________ Dates of Service: ___________________________ $ Value: ______________________

B.

Company: ____________________________ Contact: __________________________ Phone: (_____)________________________ Email: ____________________________ Project: ________________________________________________________________ Dates of Service: ___________________________ $ Value: ______________________

C.

Company: ____________________________ Contact: __________________________ Phone: (_____)________________________ Email: ____________________________ Project: ________________________________________________________________ Dates of Service: ___________________________ $ Value: ______________________

D.

Company: ____________________________ Contact: __________________________ Phone: (_____)________________________ Email: ____________________________ Project: ________________________________________________________________ Dates of Service: ___________________________ $ Value: ______________________

I certify the accuracy of this information. Signed: ________________________________ Title: _________________________Date:___________

39 of 75

W-9

Request for Taxpayer Identification Number and Certification

Form (Rev. October 2007) Department of the Treasury Internal Revenue Service

Give form to the requester. Do not send to the IRS.

Print or type See Specific Instructions on page 2.

Name (as shown on your income tax return)

Business name, if different from above

Check appropriate box: Individual/Sole proprietor Corporation Partnership Limited liability company. Enter the tax classification (D=disregarded entity, C=corporation, P=partnership) Other (see instructions)

©

Exempt payee

©

Address (number, street, and apt. or suite no.)

Requester’s name and address (optional)

City, state, and ZIP code

List account number(s) here (optional)

Part I

Taxpayer Identification Number (TIN)

Enter your TIN in the appropriate box. The TIN provided must match the name given on Line 1 to avoid backup withholding. For individuals, this is your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3.

Social security number

Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose number to enter.

Employer identification number

Part II

or

Certification

Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and 2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and 3. I am a U.S. citizen or other U.S. person (defined below). Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the Certification, but you must provide your correct TIN. See the instructions on page 4.

Sign Here

Signature of U.S. person ©

Date ©

General Instructions Section references are to the Internal Revenue Code unless otherwise noted.

Purpose of Form A person who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) to report, for example, income paid to you, real estate transactions, mortgage interest you paid, acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA. Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN to the person requesting it (the requester) and, when applicable, to: 1. Certify that the TIN you are giving is correct (or you are waiting for a number to be issued), 2. Certify that you are not subject to backup withholding, or 3. Claim exemption from backup withholding if you are a U.S. exempt payee. If applicable, you are also certifying that as a U.S. person, your allocable share of any partnership income from a U.S. trade or business is not subject to the withholding tax on foreign partners’ share of effectively connected income. Note. If a requester gives you a form other than Form W-9 to request your TIN, you must use the requester’s form if it is substantially similar to this Form W-9. 40 of 75

Definition of a U.S. person. For federal tax purposes, you are considered a U.S. person if you are: ● An individual who is a U.S. citizen or U.S. resident alien, ● A partnership, corporation, company, or association created or organized in the United States or under the laws of the United States, ● An estate (other than a foreign estate), or ● A domestic trust (as defined in Regulations section 301.7701-7). Special rules for partnerships. Partnerships that conduct a trade or business in the United States are generally required to pay a withholding tax on any foreign partners’ share of income from such business. Further, in certain cases where a Form W-9 has not been received, a partnership is required to presume that a partner is a foreign person, and pay the withholding tax. Therefore, if you are a U.S. person that is a partner in a partnership conducting a trade or business in the United States, provide Form W-9 to the partnership to establish your U.S. status and avoid withholding on your share of partnership income. The person who gives Form W-9 to the partnership for purposes of establishing its U.S. status and avoiding withholding on its allocable share of net income from the partnership conducting a trade or business in the United States is in the following cases: ● The U.S. owner of a disregarded entity and not the entity,

Cat. No. 10231X

Form

W-9

(Rev. 10-2007)

Form W-9 (Rev. 10-2007)

● The U.S. grantor or other owner of a grantor trust and not the trust, and ● The U.S. trust (other than a grantor trust) and not the beneficiaries of the trust. Foreign person. If you are a foreign person, do not use Form W-9. Instead, use the appropriate Form W-8 (see Publication 515, Withholding of Tax on Nonresident Aliens and Foreign Entities). Nonresident alien who becomes a resident alien. Generally, only a nonresident alien individual may use the terms of a tax treaty to reduce or eliminate U.S. tax on certain types of income. However, most tax treaties contain a provision known as a “saving clause.” Exceptions specified in the saving clause may permit an exemption from tax to continue for certain types of income even after the payee has otherwise become a U.S. resident alien for tax purposes. If you are a U.S. resident alien who is relying on an exception contained in the saving clause of a tax treaty to claim an exemption from U.S. tax on certain types of income, you must attach a statement to Form W-9 that specifies the following five items: 1. The treaty country. Generally, this must be the same treaty under which you claimed exemption from tax as a nonresident alien. 2. The treaty article addressing the income. 3. The article number (or location) in the tax treaty that contains the saving clause and its exceptions. 4. The type and amount of income that qualifies for the exemption from tax. 5. Sufficient facts to justify the exemption from tax under the terms of the treaty article. Example. Article 20 of the U.S.-China income tax treaty allows an exemption from tax for scholarship income received by a Chinese student temporarily present in the United States. Under U.S. law, this student will become a resident alien for tax purposes if his or her stay in the United States exceeds 5 calendar years. However, paragraph 2 of the first Protocol to the U.S.-China treaty (dated April 30, 1984) allows the provisions of Article 20 to continue to apply even after the Chinese student becomes a resident alien of the United States. A Chinese student who qualifies for this exception (under paragraph 2 of the first protocol) and is relying on this exception to claim an exemption from tax on his or her scholarship or fellowship income would attach to Form W-9 a statement that includes the information described above to support that exemption. If you are a nonresident alien or a foreign entity not subject to backup withholding, give the requester the appropriate completed Form W-8. What is backup withholding? Persons making certain payments to you must under certain conditions withhold and pay to the IRS 28% of such payments. This is called “backup withholding.” Payments that may be subject to backup withholding include interest, tax-exempt interest, dividends, broker and barter exchange transactions, rents, royalties, nonemployee pay, and certain payments from fishing boat operators. Real estate transactions are not subject to backup withholding. You will not be subject to backup withholding on payments you receive if you give the requester your correct TIN, make the proper certifications, and report all your taxable interest and dividends on your tax return.

Payments you receive will be subject to backup withholding if: 1. You do not furnish your TIN to the requester, 2. You do not certify your TIN when required (see the Part II instructions on page 3 for details), 3. The IRS tells the requester that you furnished an incorrect TIN,

41 of 75

Page

2

4. The IRS tells you that you are subject to backup withholding because you did not report all your interest and dividends on your tax return (for reportable interest and dividends only), or 5. You do not certify to the requester that you are not subject to backup withholding under 4 above (for reportable interest and dividend accounts opened after 1983 only). Certain payees and payments are exempt from backup withholding. See the instructions below and the separate Instructions for the Requester of Form W-9. Also see Special rules for partnerships on page 1.

Penalties Failure to furnish TIN. If you fail to furnish your correct TIN to a requester, you are subject to a penalty of $50 for each such failure unless your failure is due to reasonable cause and not to willful neglect. Civil penalty for false information with respect to withholding. If you make a false statement with no reasonable basis that results in no backup withholding, you are subject to a $500 penalty. Criminal penalty for falsifying information. Willfully falsifying certifications or affirmations may subject you to criminal penalties including fines and/or imprisonment. Misuse of TINs. If the requester discloses or uses TINs in violation of federal law, the requester may be subject to civil and criminal penalties.

Specific Instructions Name If you are an individual, you must generally enter the name shown on your income tax return. However, if you have changed your last name, for instance, due to marriage without informing the Social Security Administration of the name change, enter your first name, the last name shown on your social security card, and your new last name. If the account is in joint names, list first, and then circle, the name of the person or entity whose number you entered in Part I of the form. Sole proprietor. Enter your individual name as shown on your income tax return on the “Name” line. You may enter your business, trade, or “doing business as (DBA)” name on the “Business name” line. Limited liability company (LLC). Check the “Limited liability company” box only and enter the appropriate code for the tax classification (“D” for disregarded entity, “C” for corporation, “P” for partnership) in the space provided. For a single-member LLC (including a foreign LLC with a domestic owner) that is disregarded as an entity separate from its owner under Regulations section 301.7701-3, enter the owner’s name on the “Name” line. Enter the LLC’s name on the “Business name” line. For an LLC classified as a partnership or a corporation, enter the LLC’s name on the “Name” line and any business, trade, or DBA name on the “Business name” line. Other entities. Enter your business name as shown on required federal tax documents on the “Name” line. This name should match the name shown on the charter or other legal document creating the entity. You may enter any business, trade, or DBA name on the “Business name” line. Note. You are requested to check the appropriate box for your status (individual/sole proprietor, corporation, etc.).

Exempt Payee If you are exempt from backup withholding, enter your name as described above and check the appropriate box for your status, then check the “Exempt payee” box in the line following the business name, sign and date the form.

Form W-9 (Rev. 10-2007)

Page

Generally, individuals (including sole proprietors) are not exempt from backup withholding. Corporations are exempt from backup withholding for certain payments, such as interest and dividends. Note. If you are exempt from backup withholding, you should still complete this form to avoid possible erroneous backup withholding. The following payees are exempt from backup withholding: 1. An organization exempt from tax under section 501(a), any IRA, or a custodial account under section 403(b)(7) if the account satisfies the requirements of section 401(f)(2), 2. The United States or any of its agencies or instrumentalities, 3. A state, the District of Columbia, a possession of the United States, or any of their political subdivisions or instrumentalities, 4. A foreign government or any of its political subdivisions, agencies, or instrumentalities, or 5. An international organization or any of its agencies or instrumentalities. Other payees that may be exempt from backup withholding include: 6. A corporation, 7. A foreign central bank of issue, 8. A dealer in securities or commodities required to register in the United States, the District of Columbia, or a possession of the United States, 9. A futures commission merchant registered with the Commodity Futures Trading Commission, 10. A real estate investment trust, 11. An entity registered at all times during the tax year under the Investment Company Act of 1940, 12. A common trust fund operated by a bank under section 584(a), 13. A financial institution, 14. A middleman known in the investment community as a nominee or custodian, or 15. A trust exempt from tax under section 664 or described in section 4947. The chart below shows types of payments that may be exempt from backup withholding. The chart applies to the exempt payees listed above, 1 through 15. IF the payment is for . . .

THEN the payment is exempt for . . .

Interest and dividend payments

All exempt payees except for 9

Broker transactions

Exempt payees 1 through 13. Also, a person registered under the Investment Advisers Act of 1940 who regularly acts as a broker

Barter exchange transactions and patronage dividends

Exempt payees 1 through 5

Payments over $600 required to be reported and direct 1 sales over $5,000

Generally, exempt payees 2 1 through 7

1 2

See Form 1099-MISC, Miscellaneous Income, and its instructions. However, the following payments made to a corporation (including gross proceeds paid to an attorney under section 6045(f), even if the attorney is a corporation) and reportable on Form 1099-MISC are not exempt from backup withholding: medical and health care payments, attorneys’ fees, and payments for services paid by a federal executive agency.

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3

Part I. Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. If you are a resident alien and you do not have and are not eligible to get an SSN, your TIN is your IRS individual taxpayer identification number (ITIN). Enter it in the social security number box. If you do not have an ITIN, see How to get a TIN below. If you are a sole proprietor and you have an EIN, you may enter either your SSN or EIN. However, the IRS prefers that you use your SSN. If you are a single-member LLC that is disregarded as an entity separate from its owner (see Limited liability company (LLC) on page 2), enter the owner’s SSN (or EIN, if the owner has one). Do not enter the disregarded entity’s EIN. If the LLC is classified as a corporation or partnership, enter the entity’s EIN. Note. See the chart on page 4 for further clarification of name and TIN combinations. How to get a TIN. If you do not have a TIN, apply for one immediately. To apply for an SSN, get Form SS-5, Application for a Social Security Card, from your local Social Security Administration office or get this form online at www.ssa.gov. You may also get this form by calling 1-800-772-1213. Use Form W-7, Application for IRS Individual Taxpayer Identification Number, to apply for an ITIN, or Form SS-4, Application for Employer Identification Number, to apply for an EIN. You can apply for an EIN online by accessing the IRS website at www.irs.gov/businesses and clicking on Employer Identification Number (EIN) under Starting a Business. You can get Forms W-7 and SS-4 from the IRS by visiting www.irs.gov or by calling 1-800-TAX-FORM (1-800-829-3676). If you are asked to complete Form W-9 but do not have a TIN, write “Applied For” in the space for the TIN, sign and date the form, and give it to the requester. For interest and dividend payments, and certain payments made with respect to readily tradable instruments, generally you will have 60 days to get a TIN and give it to the requester before you are subject to backup withholding on payments. The 60-day rule does not apply to other types of payments. You will be subject to backup withholding on all such payments until you provide your TIN to the requester. Note. Entering “Applied For” means that you have already applied for a TIN or that you intend to apply for one soon. Caution: A disregarded domestic entity that has a foreign owner must use the appropriate Form W-8.

Part II. Certification To establish to the withholding agent that you are a U.S. person, or resident alien, sign Form W-9. You may be requested to sign by the withholding agent even if items 1, 4, and 5 below indicate otherwise. For a joint account, only the person whose TIN is shown in Part I should sign (when required). Exempt payees, see Exempt Payee on page 2. Signature requirements. Complete the certification as indicated in 1 through 5 below. 1. Interest, dividend, and barter exchange accounts opened before 1984 and broker accounts considered active during 1983. You must give your correct TIN, but you do not have to sign the certification. 2. Interest, dividend, broker, and barter exchange accounts opened after 1983 and broker accounts considered inactive during 1983. You must sign the certification or backup withholding will apply. If you are subject to backup withholding and you are merely providing your correct TIN to the requester, you must cross out item 2 in the certification before signing the form.

Form W-9 (Rev. 10-2007)

Page

3. Real estate transactions. You must sign the certification. You may cross out item 2 of the certification. 4. Other payments. You must give your correct TIN, but you do not have to sign the certification unless you have been notified that you have previously given an incorrect TIN. “Other payments” include payments made in the course of the requester’s trade or business for rents, royalties, goods (other than bills for merchandise), medical and health care services (including payments to corporations), payments to a nonemployee for services, payments to certain fishing boat crew members and fishermen, and gross proceeds paid to attorneys (including payments to corporations). 5. Mortgage interest paid by you, acquisition or abandonment of secured property, cancellation of debt, qualified tuition program payments (under section 529), IRA, Coverdell ESA, Archer MSA or HSA contributions or distributions, and pension distributions. You must give your correct TIN, but you do not have to sign the certification.

What Name and Number To Give the Requester For this type of account: 1. Individual 2. Two or more individuals (joint account) 3. Custodian account of a minor (Uniform Gift to Minors Act) 4. a. The usual revocable savings trust (grantor is also trustee) b. So-called trust account that is not a legal or valid trust under state law 5. Sole proprietorship or disregarded entity owned by an individual

Give name and SSN of: The individual The actual owner of the account or, if combined funds, the first 1 individual on the account 2 The minor The grantor-trustee The actual owner

The owner

1

2 3

4

1

3

Give name and EIN of:

For this type of account: 6. Disregarded entity not owned by an individual 7. A valid trust, estate, or pension trust 8. Corporate or LLC electing corporate status on Form 8832 9. Association, club, religious, charitable, educational, or other tax-exempt organization 10. Partnership or multi-member LLC 11. A broker or registered nominee 12. Account with the Department of Agriculture in the name of a public entity (such as a state or local government, school district, or prison) that receives agricultural program payments

1

The owner 4

Legal entity The corporation The organization

4

Secure Your Tax Records from Identity Theft Identity theft occurs when someone uses your personal information such as your name, social security number (SSN), or other identifying information, without your permission, to commit fraud or other crimes. An identity thief may use your SSN to get a job or may file a tax return using your SSN to receive a refund. To reduce your risk: ● Protect your SSN, ● Ensure your employer is protecting your SSN, and ● Be careful when choosing a tax preparer. Call the IRS at 1-800-829-1040 if you think your identity has been used inappropriately for tax purposes. Victims of identity theft who are experiencing economic harm or a system problem, or are seeking help in resolving tax problems that have not been resolved through normal channels, may be eligible for Taxpayer Advocate Service (TAS) assistance. You can reach TAS by calling the TAS toll-free case intake line at 1-877-777-4778 or TTY/TDD 1-800-829-4059. Protect yourself from suspicious emails or phishing schemes. Phishing is the creation and use of email and websites designed to mimic legitimate business emails and websites. The most common act is sending an email to a user falsely claiming to be an established legitimate enterprise in an attempt to scam the user into surrendering private information that will be used for identity theft. The IRS does not initiate contacts with taxpayers via emails. Also, the IRS does not request personal detailed information through email or ask taxpayers for the PIN numbers, passwords, or similar secret access information for their credit card, bank, or other financial accounts. If you receive an unsolicited email claiming to be from the IRS, forward this message to [email protected]. You may also report misuse of the IRS name, logo, or other IRS personal property to the Treasury Inspector General for Tax Administration at 1-800-366-4484. You can forward suspicious emails to the Federal Trade Commission at: [email protected] or contact them at www.consumer.gov/idtheft or 1-877-IDTHEFT(438-4338). Visit the IRS website at www.irs.gov to learn more about identity theft and how to reduce your risk.

The partnership The broker or nominee The public entity

List first and circle the name of the person whose number you furnish. If only one person on a joint account has an SSN, that person’s number must be furnished. Circle the minor’s name and furnish the minor’s SSN. You must show your individual name and you may also enter your business or “DBA” name on the second name line. You may use either your SSN or EIN (if you have one), but the IRS encourages you to use your SSN. List first and circle the name of the trust, estate, or pension trust. (Do not furnish the TIN of the personal representative or trustee unless the legal entity itself is not designated in the account title.) Also see Special rules for partnerships on page 1.

Note. If no name is circled when more than one name is listed, the number will be considered to be that of the first name listed.

Privacy Act Notice Section 6109 of the Internal Revenue Code requires you to provide your correct TIN to persons who must file information returns with the IRS to report interest, dividends, and certain other income paid to you, mortgage interest you paid, the acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA, or Archer MSA or HSA. The IRS uses the numbers for identification purposes and to help verify the accuracy of your tax return. The IRS may also provide this information to the Department of Justice for civil and criminal litigation, and to cities, states, the District of Columbia, and U.S. possessions to carry out their tax laws. We may also disclose this information to other countries under a tax treaty, to federal and state agencies to enforce federal nontax criminal laws, or to federal law enforcement and intelligence agencies to combat terrorism. You must provide your TIN whether or not you are required to file a tax return. Payers must generally withhold 28% of taxable interest, dividend, and certain other payments to a payee who does not give a TIN to a payer. Certain penalties may also apply.

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LOUDOUN COUNTY PUBLIC SCHOOLS DEPARTMENT OF BUSINESS & FINANCIAL SERVICES PROCUREMENT DIVISION 21000 Education Court, Suite #301 Ashburn, VA 20148 Phone (571) 252-1270 Fax (571) 252-1432

School Year 2015 - 2016

CERTIFICATION OF CONTRACTOR Full Name of Contractor: ___________________________________ Insert name of company or individual contractor

Description of Contract: ___________________________________ Contract # (if applicable): __________________________________ As required by Section 22.1-296.1 of the Code of Virginia, the undersigned hereby certifies that none of the persons who will provide services requiring direct contact with students on school property during school hours or during school-sponsored activities has been convicted of a felony or any offense involving the sexual molestation, physical or sexual abuse or rape of a child. I further understand and acknowledge (1) that if I make a materially false statement regarding any of the above offenses, I will be guilty of a Class 1 misdemeanor and (2) that before any person is permitted to provide such services subsequent to this certification, I must complete a new certification regarding such person.

Signature: __________________________________________ Date: _______________ _____________________________________________________________ Printed Name and Title of Person Making Certification Address: _______________________________________________________________ _________________________________________________________ Phone: ______________________

Fax:______________________

Email: ___________________________________________________________

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IFB#I15086 LOUDOUN COUNTY PUBLIC SCHOOLS DEPARTMENT OF BUSINESS & FINANCIAL SERVICES PROCUREMENT DIVISION 21000 Education Court, Suite #301 Ashburn, VA 20148 Phone (571) 252-1270 Fax (571) 252-1432

Compliance with Virginia Law for Transacting Business in Virginia. The undersigned hereby agrees, if this Bid is accepted by LCPS, for such services and/or items that the undersigned has met the requirements of the Virginia Code Section 2.24311.2 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_______________________. (The SCC number is NOT your federal ID number). B._____ Bidder/offer 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 ________________________. (The SCC number is NOT your federal ID number). 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 _______________________________ Date ________________________________________________________________ Authorized Signature ________________________________________________________________

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LOUDOUN COUNTY PUBLIC SCHOOLS FIRE ALARM SYSTEM INSPECTIONS AND REPAIRS IFB#I15086 REPAIR SERVICES QUOTE SHEET

WORK LOCATION

__________________________________________ __________________________________________ __________________________________________

REPAIR SERVICES Description of Repair

Man Hours Required

Cost Per Hour

Extended Price

__________________________________ __________

________

______________

__________________________________ __________

________

______________

__________________________________ __________

________

______________

__________________________________ __________

________

______________

LABOR TOTAL

______________

PARTS/MATERIALS Description of Part/Material

Manufacturer’s List Price

Discount

Extended Price

__________________________________ __________

________

______________

__________________________________ __________

________

______________

__________________________________ __________

________

______________

__________________________________ __________

________

______________

__________________________________ __________

________

______________

PARTS/MATERIALS TOTAL

_______________

QUOTE TOTAL

_______________

_______________________________________________ Submitted By

________________ Date

_______________________________________________ Approved By

________________ Date

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     



                                                               

     

    

                 





      





               





                           

 

    

      





     



                                





    

 

     

        

 

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     

   



         

   

   

 

   

      

          

 

  

           

  

      

   

       

          

 

                            

     

           

          

                

         

      

         

                              

     

   

     

  

 

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     



      



 

 

           

   

      

                              

           

         

         

                              

   

  



 

 

           

   

      

     

       

        

          

         

         

                              

     

  

 

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   

     

   



      



 

 

           

   

      

 

     

           

       





 





 





  





  





        



 

 



                     

     

     

  

 

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     



          



 



              

         



 



                       













       

  



       

 

     

  

 

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     

   



          

 

 



 



               

    

 

                                                

     

     

  

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     



          



 



 



        













       

  



       

 

    

 

                            

     

  

 

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     

   



      



 

 



 

 



            

     

                         

    

 

 



        

     

     

  

 

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     



      



 

 



                            

                  

                   

                  

    









           

     

  

 

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     

   



       





 





 





  





  





      



                      

 









                        

 









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LOUDOUN COUNTY PUBLIC SCHOOLS IFB #I15086 FIRE ALARM SYSTEM INSPECTIONS AND REPAIRS CHECKLIST OF ITEMS TO BE SUBMITTED WITH BID FAILURE TO SUBMIT ALL OF THE FOLLOWING INFORMATION MAY RESULT IN THE BIDDER BEING DECLARED NON-RESPONSIVE. _______

COVER PAGE OF THIS IFB AND ALL ADDENDA (IF ANY), COMPLETED AND SIGNED IN BLUE INK

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DOCUMENTATION TO SUPPORT AT LEAST FIVE (5) YEARS EXPERIENCE IN THIS FIELD BY THE COMPANY

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RESUMES OF SERVICE MANAGER AND MINIMUM OF TWO (2) SERVICE TECHNICIANS WHO WOULD PERFORM UNDER THIS CONTRACT

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COMPLETED VENDOR DATA/REFERENCES SHEET

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BID EXCEPTIONS SHEET COMPLETED AND SIGNED

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COPY OF VIRGINIA CONTRACTOR’S LICENSE WITH ELE OR FAS DESIGNATION

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COMPLETED ANNUAL INSPECTION BID SHEET

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COMPLETED REPAIR SERVICE BID SHEET

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COPIES OF CERTIFICATION FROM FIRE ALARM SYSTEM MANUFACTURERS INDICATING AUTHORIZATION TO PERFORM INSPECTIONS AND REPAIRS

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SAMPLE ANNUAL INSPECTION & TESTING REPORT (IF DIFFERENT FROM SAMPLE FORM PROVIDED)

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SAMPLE CONTRACTOR’S SERVICE REPORT

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COMPLETED COMPANY CONTRACTOR CERTIFICATION FORM, COMPLETED AND SIGNED (ATTACHED)

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VA SCC COMPLIANCE FORM, COMPLETED AND SIGNED (ATTACHED)

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RIDER CLAUSE, COMPLETED AND SIGNED

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CERTIFICATE OF INSURANCE, AS DESCRIBED IN SECTION 7.3

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Loudoun County Public Schools ASHBURN, VIRGINIA

REVISED March 15, 2010 GENERAL CONDITIONS AND INSTRUCTIONS TO OFFERORS (Vendor: The General Conditions and Instructions to Offerors that follow apply to all purchases by Loudoun County Public Schools (LCPS), through the Purchasing Division and become a definite part of each formal solicitation, purchase order, or other award issued by the Purchasing Division, unless otherwise specified. Offerors and/or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting an offer. Failure to do so will be at the offeror’s own risk, and an offeror cannot secure relief from the conditions on the plea of error.) Subject to all applicable laws, ordinances, policies, resolutions, regulations, and all limitations imposed thereby, offers on all solicitations issued by the Purchasing Division will bind offerors to the conditions and instructions herein set forth unless otherwise specified in the solicitation. 1. AUTHORITY-The Purchasing Agent shall serve as the principal purchasing official for LCPS and shall be responsible for the procurement of goods and services, with the exception of construction, the responsibility for which shall reside with the Assistant Superintendent for Support Services. The Purchasing Agent shall be appointed, supervised and subject to the direction of the Division Superintendent or his/her designee. Bids, proposals, and purchase orders for Loudoun County Public Schools are pursuant to School Board Policy which is in compliance with the Virginia Public Procurement Act, Va. Code §2.2-4300, et. seq. In the discharge of these responsibilities, the Purchasing Agent may be assisted by other staff. Any purchase order or contract made contrary to these provisions and authorities shall be of no effect and void, and the School Board and Loudoun County Public Schools shall not be bound thereby. All contacts between offerors or prospective offerors shall be only with the Purchasing Agent or other designated employee of the Loudoun County School Board. No offeror or potential offeror shall initiate or engage in any discussions with any other employee of the School Board or any member of the School Board while a solicitation is outstanding concerning the contents of such solicitation or with the intent to influence or interfere with the contract award authorized by and described in such solicitation. A violation hereof may result in a disqualification of such offeror. SPECIFICATIONS 2. QUESTIONS OR COMMENTS-Any substantive information a prospective offeror desires concerning a solicitation beyond what is contained in the solicitation, including without limitation, questions about specifications and requirements, shall be requested of the Purchasing Agent, in writing, at least five days before the opening date of bids or proposals. Requests not received within five days of the opening date need not be considered unless the Purchasing Agent, in his or her sole discretion, deems it in LCPS interest to do so. Any material interpretation made to prospective offerors will be expressed in the form of a written addendum to the solicitation which shall be posted on the LCPS website. It shall be the offeror’s responsibility to monitor the website 59 of 75

for changes. Addenda will be posted no later than three days before the opening date. Oral answers shall not be authoritative and shall not provide any basis for reliance by an offeror. Offerors shall acknowledge receipt of any addenda with their offer. Failure to do so may cause the offer to be rejected as nonresponsive. 3. a) BRAND NAME OR EQUAL ITEMS-Unless otherwise provided in the Invitation to Bid (IFB) or Request for Proposal (RFP), the name of a certain brand, make or manufacturer does not restrict offerors to the specific brand, make, or manufacturer named. Such a brand name conveys the general style, type, character and quality of the article desired, and any article which LCPS, in its sole discretion, determines to be the equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended shall be accepted. b) SECRETS OR PROPRIETARY INFORMATON- Trade secrets or proprietary information submitted by a bidder, offeror or contractor in connection with a procurement transaction or prequalification application submitted pursuant to subsection B of § 2.2-4317 shall not be subject to the Virginia Freedom of Information Act (§ 2.2-3700 et seq.); however, the bidder, offeror or contractor shall (i) invoke the protections of this section prior to or upon submission of the data or other materials, (ii) identify the data or other materials to be protected, and (iii) state the reasons why protection is necessary. 4. FORMAL SPECIFICATIONS-When an IFB or RFP indicates that it is a "formal specification" (no substitute), or otherwise states that the article specified, and no other, shall be provided, then the offeror shall furnish the article in strict conformity with the specification and may not offer a purported equal or substitute. The offeror shall abide by and comply with the true intent of the specifications and not take advantage of any unintentional error or omission. The offer shall fully complete every part as the true intent and meaning of the specifications and drawings. Whenever a specification requires articles, materials, or workmanship to conform to laws, ordinances, regulations, building codes, underwriter laboratory standards, ASTM standards, or similar law or standards, the specification shall be construed to require at least the minimum acceptable standard allowed by the cited law or standard under the circumstances unless otherwise indicated. BID PROCESS 5. TIME FOR RECEIVING BIDS-Bids received prior to the time of opening will be securely kept unopened. The Purchasing Agent or a representative whose duty it is to open them will decide when the specified time has arrived, and no bid in a procurement by competitive sealed bidding received thereafter will be considered, unless the Purchasing Agent determines, in his or her sole discretion, that delay in receipt of the bid until after the specified time was the fault of LCPS, the bidder could not have obtained any undue advantage because of the delay, and consideration of the bid would not compromise the integrity of the bid system. No responsibility will be attached to the Purchasing Agent or representative for the premature opening of a bid not properly addressed, received, and identified. 6. BIDDERS PRESENT-In procurements by competitive sealed biding, at the time fixed for the opening of sealed bids, their contents will be made public for the information of bidders and other interested parties, who may be present either in person or by representative. All bids will be opened at the time and place specified and read publicly and remain available for inspection in the Office of the Purchasing Agent during regular business hours by bidders prior to award (unless a determination is made not to make an award) and by the general public after an award is made.

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The Purchasing Division will provide each bidder a notification of award. PLEASE NOTE: Proposals submitted in response to Requests for Proposal are not opened publicly and are negotiated contracts. The Purchasing Division will release the names of those submitting proposals after the time for receipt of proposals has passed. 7. OMISSIONS AND DISCREPANCIES-Unless otherwise indicated, any specification for an item of equipment shall be interpreted to include not only the item of equipment specified, but also those parts, items, appurtenances and accessories reasonably necessary to make the equipment complete and working. 8. WITHDRAWAL OF BIDS-A bidder may withdraw his/her bid from consideration if the price bid was substantially lower than the other bids due solely to a mistake therein, provided the bid was submitted in good faith, and the mistake was a clerical mistake, as opposed to a judgment mistake, and was actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of a bid, which can be clearly shown by objective evidence drawn from inspection of original working papers, documents and materials used in the preparation of the bid sought to be withdrawn. The following procedure shall be used to request withdrawal of a bid, other than for a public construction contract: (a) Requests shall be submitted and delivered to the Purchasing Agent or his/her representative in writing. (b) A bidder shall give notice in writing of his/her claim of right to withdraw his/her bid within ten business after notice of intent to award or notice of award, whichever occurs first. (c) Requests shall include all objective evidence as to why the bidder contends his/her bid meets the above criteria for withdrawal due to mistake, including without limitation, originals of work papers. (d) The Superintendent shall decide whether the bid may be withdrawn on contracts of less than $100,000. On contracts of $100,000 or more the School Board will make the determination. A decision denying withdrawal of a bid shall be final and conclusive unless the bidder appeals the decision within ten days after receipt of the decision by instituting legal action as provided in Section 2.2-4364B of the Code of Virginia. (e) If a bid is withdrawn under the authority of this section and the solicitation is not cancelled, the lowest responsive and responsible remaining bid shall be deemed to be the low bid. No bidder who is permitted to withdraw a bid shall, for compensation, supply any materials or labor to or perform any contract or other work agreement for the person or firm to whom the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn bid was submitted. 9. ERRORS IN BID-When an error is made in extending the total prices, the unit bid price will govern. Erasures on hardcopy bids must be initialed by the bidder. Carelessness in quoting prices or in preparation of the bid otherwise will not relieve the bidder. Bidders are cautioned to recheck their bids for possible errors. Errors discovered after public opening cannot be corrected, and the bidder will be required to perform if his bid is accepted, unless the bidder successfully withdraws

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its bid in accordance with paragraph 8, Withdrawal of Bids. 10. BIDDERS INTERESTED IN MORE THAN ONE BID-If more than one bid is offered by any one person, by or in the name of their clerk, partner, firm, or corporation, all such bids may be rejected. A contractor who has quoted prices on work or supplies to a bidder is not thereby disqualified from quoting prices to other bidders or firms submitting a bid directly for the work, material or supplies. 11. TAX EXEMPTION-LCPS is exempt from the payment of any federal excise or Virginia sales tax. The price bid must be net, exclusive of taxes. When under established trade practice, any federal excise tax is included in the list price; bidder may quote the list price and shall show separately the amount of federal excise tax, either as a flat sum or as a percentage of the list price, which shall be deducted by LCPS. All offerors, however, shall assure that all their real and personal property taxes owed to the County of Loudoun are paid prior to submitting an offer. AWARD 12. RESPONSIBLE BIDDER-In determining the responsibility of a bidder, the following criteria will be considered: (a) The ability, capacity and skill of the bidder to perform the contract or provide the services required: whether they can perform the contract or provide the service promptly, or within the time specified, without delay or interference. (b) The character, integrity, reliability, reputation, judgment, experience and efficiency of the bidder. (c) The quality of performance on previous contracts. (d) The previous and existing compliance by the bidder with laws and ordinances relating to the contract or services. (e) The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service. (f) The quality, availability, and adaptability of the goods or services to the particular use required. (g) The ability of the bidder to provide future maintenance and service for the use of the subject of the contract. (h) The number and scope of the conditions attached to the bid. (i) Whether the bidder is in arrears on a debt or contract or is in default on a security to LCPS or whether the bidder's county taxes or assessments are delinquent. (j) Such other information as may be secured by the Purchasing Agent having a bearing on the decision to award the contract.

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(k) If the bid from the lowest responsible, responsive bidder exceeds available funding, negotiations may be conducted with the apparent low bidder to obtain a contract price within available funds. 13. NOTICE OF AWARD/CONTRACT DOCUMENTS-A written award furnished to the successful bidder shall be deemed to result in a contract binding on the bidder. To the extent they are included in or incorporated by the solicitation, the following documents are hereby incorporated in and shall form a part of the resulting contract: (a) LCPS Solicitation, Award Notice, and other documents which may be incorporated by reference, if applicable. (b) General Conditions and Instructions to Offerors. (c) Special Provisions. (d) Pricing Schedule. (e) Any Addenda/Amendments. (f) Purchase Order. (g) No awardee of any Loudoun County Public School’s contract shall issue a press release or in any other way advertise their contract with Loudoun County Public Schools without the express written permission of Loudoun County Public Schools. 14. TIE BIDS-In case of a tie bid, preference shall be given to County and State bidders in that order; otherwise the tie shall be decided by lot. Please note: Consistent and continued tie offerings could cause rejection of offers by LCPS and/or investigation for Anti-Trust violations. 15. PROMPT PAYMENT DISCOUNT-For purposes of entitlement to any prompt payment discount offered by a bidder: (a) The date from which LCPS has to pay will be upon delivery to LCPS, inspection, and acceptance by LCPS, or receipt of a correct invoice by the office specified by LCPS. (b) If the bidder does not specify a time within which payment is to be made for its prompt payment discount to apply, then the time shall be thirty (30) days. (c) Payment shall be deemed made as of the date of mailing of the LCPS check to the vendor. 16. INSPECTION-ACCEPTANCE-For determining acceptance of supplies in accordance with the provisions of the Prompt Payment Discount paragraph, inspection and acceptance shall be accomplished only after examination (including testing) of supplies and services to determine whether the supplies and services conform to the contract requirements.

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CONTRACT PROVISIONS Cooperative Procurement: As authorized in Section 2.2-4304 of the Code of Virginia, if applicable, this procurement is being conducted on behalf of and may be used by public bodies, agencies, institutions, and localities of the several states, territories of the United States, and the District of Columbia with the consent of the contractor. Upon notification of award, vendors will be issued a rider clause that is to be completed by the contractor and returned within ten days of notification of award. 17. TERMINATION OF CONTRACTS-Contracts will remain in force for full periods specified and/or until all articles ordered before date of termination shall have been satisfactorily delivered and accepted and thereafter until all requirements and conditions shall have been met unless: (a) Terminated prior to expiration date by satisfactory deliveries of entire contract requirements, or upon termination by the School Board for convenience or cause, or upon termination by Contractor for material breach by LCPS. (b) Extended upon written authorization of the Purchasing Agent and accepted by Contractor, to permit ordering of unordered balances or additional quantities at contract prices and in accordance with contract terms. 18. TERMINATION FOR CONVENIENCE-A contract may be terminated by the School Board in accordance with this clause in whole or in part whenever the Purchasing Agent shall determine that such a termination is in the best interests of LCPS. Any such termination shall be effected by delivery to the Contractor at least (5) working days prior to the termination date of a Notice of Termination specifying the extent to which performance shall be terminated and date upon which such termination becomes effective. An adjustment in the contract price shall be made to compensate the contractor for his/her actual costs incurred in performance prior to termination that, as determined in the School Board’s discretion, are reasonable, allocable, and allowable, plus a reasonable amount of profit on such costs. In no event shall the LCPS or the School Board be liable to the contractor for anticipated profits for unperformed work or undelivered goods or for any consequential, special, incidental, or punitive damages of any kind. In no event shall LCPS be liable for any amount over the contract price. 19. TERMINATION OF CONTRACT FOR CAUSE(a) The School Board may, by written notice of termination to the Contractor specifying a termination date at least five days thereafter, terminate this contract for cause in whole or in part if the Contractor (1) fails to deliver the goods or perform the services this contract requires within the time this contract specifies, or (2) fails to perform any of its other obligations under this contract or violates any provision of this contract. (b) If this contract is terminated for cause, the Purchasing Agent may require the Contractor to transfer title and deliver to LCPS, as directed by the Purchasing Agent, any completed or partially completed goods and documents, data, studies, surveys, drawings, maps, models and reports ("deliverables") prepared by the Contractor under the contract. LCPS shall pay the contract price for such completed goods and deliverables. The Contractor and Purchasing Agent shall agree on the amount of payment for partially-completed goods and deliverables the School Board requires the Contractor to transfer and deliver to it. If the parties fail to

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agree, then the Contractor may present a claim to LCPS for its reasonable costs for the partially-completed goods and deliverables. Costs recoverable shall be limited to those that, as determined in LCPS discretion, are reasonable, allocable, and allowable. Such costs in no event shall exceed the contract price for the goods and deliverables if completed. (c) Notwithstanding the above, the Contractor shall not be relieved of liability to LCPS for damages sustained by LCPS by virtue of any breach of contract by the Contractor for the purpose of setoff until such time as the exact amount of damages due to LCPS from the Contractor is determined. (d) If the School Board terminates this contract for cause when cause, in fact, does not exist, then the termination shall for all purposes be deemed a termination for convenience under this contract, and the termination for convenience clause shall apply for all purposes. (e) If Contractor properly terminates this contract for material breach by LCPS, Contractor’s damages shall be limited to the amounts recoverable by Contractor for a termination for convenience. 20. CONTRACT MODIFICATIONS-No modifications in the terms of a contract shall be valid or binding upon LCPS unless made in writing, signed, and duly authorized by LCPS. 21. FUNDING-A contract shall be deemed binding only to the extent of appropriations available to LCPS for the purchase of such articles. 22. NEW GOODS/FRESH STOCK-Unless otherwise specifically stated, the Contractor shall provide new rather than used goods, fresh stock, and the latest model, version, design or pack of any item specified. 23. NONDISCRIMINATION-During the performance of this 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 or other basis prohibited by state law relating to discrimination in employment except where there is a bona fide occupational qualification reasonably necessary to the normal operation of 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 such Contractor is an Equal Opportunity Employer. (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 above in every subcontract or purchase order of over ten thousand dollars so that the provisions will be binding upon each subcontractor or vendor.

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24. SMALL BUSINESS AND MINORITY BUSINESS ENTERPRISES(a) It is the policy of LCPS to undertake every effort to increase opportunity for utilization of small businesses and minority businesses in all aspects of procurement to the maximum extent feasible. (b) In connection with the performance of this contract, the Contractor agrees to use his/her best effort to carry out this policy and ensure that Small Businesses and Minority Businesses shall have the maximum practicable opportunity to compete for subcontract work under this contract consistent with the efficient performance of this contract. (c) As used in this contract, the term "Small Business" means a business concern which, regardless of ownership or control, (l) does not exceed fifty (50) employees, (2) gross annual income does not exceed two (2) million dollars, (3) is independently owned and operated (not subsidiary of another firm), and (4) is not dominant in its field of operation. (d) As used in this contract, the term "Minority Business" means a business concern which is operated and controlled by a minority. The term "operated and controlled" shall mean that the managerial staff of the business concern is comprised of minority persons, sufficient in ratio and gross earnings to demonstrate that the business transactions are, in fact, controlled by minority persons; and that the primary power, directly or indirectly, to influence the management of this business concern shall rest with minority persons or a corporation, partnership or sole proprietorship in which minority persons collectively own, operate, control and share in earnings of fifty one (51) percent or more of such an enterprise. (e) As used in this contract, the term "Minority person" means Black, Hispanic, Asian or Pacific Islanders; American Indians or Alaskan Natives; and women, regardless of race or ethnicity. (f) Contractors may rely on oral or written representation by subcontractors regarding their status as small and/or minority business enterprises in lieu of independent investigation. (g) Where federal grants or monies are involved, it is the policy of LCPS through its agents and employees to comply with the requirements set forth - Standards Governing State and Local Grantee Procurement - of the U.S. Office of Management and Budget Circular N. A102, Uniform Administrative Requirements for Grants-in-Aid to State and Local Governments, as they pertain to small and minority business utilization. 25. GUARANTEES & WARRANTIES-Unless otherwise specifically indicated in the solicitation, by entering into the contract, the Contractor itself warrants and guarantees all goods and services furnished (1) in accordance with the General Guaranty and Service Contract Guaranty paragraphs herein, and (2) in accordance with the provisions of the Uniform Commercial Code. In addition, the Contractor shall properly transfer to LCPS all standard warranties given by the manufacturer(s) of any goods furnished. The Contractor shall deliver all manufacturers' warranties to the Purchasing Agent before final payment on the contract. 26. PRICE REDUCTION-If at any time after the date of the bid the Contractor makes a general price reduction in the comparable price of any material covered by the contract to customers generally, an equivalent price reduction based on similar quantities and/or considerations shall apply to the contract for the duration of the contract period (or until the price is further reduced).

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Such price reduction shall be effective at the same time and in the same manner as the reduction in the price to customers generally. For purpose of this provision, a "general price reduction" shall mean any horizontal reduction in the price of an article or service offered (l) to contractor's wholesalers, jobbers, retailers, etc., which was used as the basis for bidding on this solicitation. An occasional sale at a lower price, or sale of distressed merchandise at a lower price, would not be considered a "general price reduction" under this provision. The Contractor shall submit invoices at such reduced prices indicating on the invoice that the reduction is pursuant to the "Price Reduction" provision of the contract documents. The Contractor in addition will, within ten (10) days of any general price reduction, notify the Purchasing Agent of such reduction by letter. FAILURE TO DO SO WILL BE A BREACH OF THE CONTRACT AND MAY REQUIRE TERMINATION OF THE CONTRACT. Upon receipt of any such notice of a general price reduction, all ordering offices will be duly notified by the Purchasing Agent. 27. CHANGES(a) The Purchasing Agent may, at any time, without notice to any sureties, by written order indicated to be a change order, and signed by him or her, make changes within the general scope of the contract, including without limitation, changes in (1) specifications (including drawings and designs), (2) method of packing and shipment, (3) method or manner of performance, (4) place of delivery, and (5) time for performance and completion. (b) Within fifteen (15) days of receipt of a change order, the Contractor shall submit a written proposal to the Purchasing Agent for any equitable adjustment to the contract price, delivery schedule, or both, that should in fairness be made due to the change order. The parties shall then agree to and sign a modification to the contract that makes an equitable adjustment to the contract price, delivery schedule, or both. (c) If the parties cannot agree to a modification to the contract, then the Purchasing Agent may either (1) cancel the change order at no expense to LCPS, or (2) order in writing that the Contractor proceed with the change order. (d) If the Purchasing Agent orders in writing that the Contractor proceed with the change order and no adjustment is agreed upon, then the Contractor or Purchasing Agent may submit a claim to LCPS for an equitable adjustment to the contract price, delivery schedule, or both, due to the change order. Any equitable adjustment as to contract price shall be limited to the increase or decrease in cost reasonably attributable to the change order that, as determined in LCPS discretion, is reasonable, allocable, and allowable. Any equitable adjustment as to delivery schedule shall be limited to an increase or decrease in schedule reasonably attributable to the change order. (e) Nothing shall excuse the Contractor from proceeding with the contract as changed by written change order. (f) No payment shall be made to the Contractor for any extra material or services or for any greater amount of money than the written contract stipulates unless the procedures of this clause have been strictly followed.

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28. PLACING OF ORDERS-Orders against contracts will be placed with the Contractors on a Purchase Order executed and released by the Purchasing Agent. The Purchase Order must bear the appropriate contract number and date. Where Blanket Purchase Agreements (BPAs) have been executed and a Purchase Order has been released by the Purchasing Agent, telephonic orders may be placed directly with the Contractor by the ordering office. Such agreements (BPA) are normally reserved for the purchase of highly repetitive items on a day-to-day basis. Orders may be made by use of a LCPS purchase card.

DELIVERY PROVISIONS 29. SHIPPING INSTRUCTIONS-CONSIGNMENT-Unless otherwise specified in the solicitation, each case, crate, barrel, package, etc., delivered under the contract must be plainly stenciled or securely tagged, stating the Contractor's name, purchase order number, and delivery address as indicated in the order. Where shipping containers are to be used, each container must be marked with the purchase order number, contract number, name of the Contractor, the name of the item, the item number, and quantity contained therein. In case of carload lots, the Contractor shall tag the car, stating Contractor's name and purchase order number. Any failure to mark items as required by the instructions will cause the Contractor to bear the risk of any resulting loss of or damage to material, or late delivery or misdelivery of material and any damages resulting therefrom. Deliveries must be made during LCPS normal business day to a “badge identified” LCPS employee, (Monday to Friday, except holidays, from 8:00 A.M. to 3:30 P.M.) and sufficiently before closing time to permit unloading, inspection, and storage, unless specific arrangements have previously been agreed upon at the delivery point. The Contractor shall ensure compliance with these instructions for items that are drop-shipped. Unless otherwise specified in the solicitation all pricing shall be F.O. B. Destination. 30. RESPONSIBILITY FOR SUPPLIES TENDERED-The Contractor shall be responsible for the materials or supplies covered by the contract until they are delivered at the designated point, but the Contractor shall bear all risk on rejected materials or supplies after notice of rejection. Rejected materials or supplies must be removed by and at the expense of the Contractor promptly after notification of rejection, unless public health and safety require immediate destruction or other disposal of rejected delivery. If rejected materials are not removed by the contractor within ten (10) days after date of notification, the LCPS may return the rejected materials or supplies to the Contractor at Contractor’s risk and expense or dispose of them as its own property. 31. INSPECTIONS-Inspection and acceptance of materials or supplies will be made after delivery at destination herein specified unless otherwise stated. If inspection is made after delivery at destination herein specified, LCPS will bear the expense of inspection except for the value of samples used in case of rejection. Final inspection shall be conclusive except in regards to latent defects, fraud, or such gross mistakes as amount to fraud. Final inspection and acceptance or rejection of the materials or supplies will be made as promptly as practicable, but failure to inspect

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and accept or reject materials or supplies shall not impose liability on LCPS for such materials or supplies as are not in accordance with the specifications. 32. COMPLIANCE-Delivery must be made as ordered and in accordance with the solicitation or as directed by the Purchasing Agent when not in conflict with the bid. The decision of the Purchasing Agent as to reasonable compliance with delivery terms shall be final. Burden of proof of delivery in receipt of goods by the purchaser shall rest with the Contractor. Any request for extension of time of delivery from that specified must be approved by the Purchasing Agent, such extension applying only to the particular item or shipment affected. 33. DELAY-Should the Contractor be delayed by LCPS, there shall be added to the time of completion a time equal to the period of such delay caused by LCPS. However, the Contractor shall not be entitled to claim damages or extra compensation for such delay or suspension. This provision does not apply to public construction contracts. 34. METHOD AND CONTAINERS-Unless otherwise specified, goods shall be delivered in commercial packages in standard commercial containers, so constructed as to ensure acceptance by common or other carrier for safe transportation to the point of delivery. Containers become property of LCPS unless otherwise specified by bidder. 35. REPLACEMENT-Materials or components that have been rejected by the Purchasing Agent in accordance with the terms of this contract shall be promptly replaced by the Contractor at no cost to LCPS. 36. PACKING SLIPS OR DELIVERY TICKETS-All shipments shall be accompanied by Packing Slips or Delivery Tickets, and shall contain the following information for each item delivered: (1) (2) (3) (4) (5) (6)

The Purchase Order Number The Name of the Article and Supplier's Stock Number The Quantity Ordered The Quantity Shipped The Quantity Back Ordered The Name of the Contractor

Bidders are cautioned that failure to comply with these conditions shall be considered sufficient reason for refusal to accept the goods. PAYMENTS 37. PAYMENT-Payment shall be made after satisfactory performance of the contract, in accordance with all of the provisions thereof, and upon receipt of a properly completed invoice. LCPS reserves the right to withhold any or all payments or portions thereof for Contractor's failure to perform in accordance with the provisions of the contract or any modifications thereof. 38. PARTIAL PAYMENTS-Unless otherwise specified, partial payments will be made upon acceptance of materials or services so invoiced if in accordance with completion date. However, ten percent (10%) of the value of the entire order may be retained until the completion of the contract.

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39. PAYMENTS FOR EQUIPMENT, INSTALLATION, AND TESTING-When equipment involves installation (which shall also be interpreted to mean erection and/or setting upon or placing in position, service or use) and test, and where such installation or testing is delayed, payment may be made on the basis of fifty percent (50%) of the contract price when such equipment is delivered on the site. A further allowance of twenty five percent (25%) may be made when the equipment is installed and ready for test. The balance shall be paid after the equipment is tested and found to be satisfactory. If the equipment must be tested, but installation is not required to be made by the Contractor or if the equipment must be installed but testing is not required, payment may be made on the basis of seventy five percent (75%) at the time of delivery and the balance shall be paid after satisfactory test or installation is completed. 40. PAYMENTS TO SUBCONTRACTORS-Within seven (7) days after receipt of amounts paid to the Contractor by LCPS for work performed by subcontractor under that contract, the Contractor shall either (a) pay the subcontractor for the proportionate share of the total payment received from LCPS attributable to the work performed by the subcontractor under that contract; or (b) notify LCPS and subcontractor, in writing, of Contractor's intention to withhold all or a part of the subcontractor's payment with the reason for nonpayment. The Contractor must pay interest at the rate of one percent per month unless provided otherwise to the subcontractor on all amounts owed by the Contractor that remain unpaid after seven days following receipt by the Contractor of payment from LCPS for work performed by the subcontractor under that contract, except for amounts withheld as allowed in (b) above. The Contractor's obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of LCPS or the School Board. In order to receive payment, individual Contractors must provide their social security numbers; and proprietorships, partnerships, limited liability companies, and corporations must provide their federal employer identification numbers. GENERAL 41. GENERAL GUARANTY-Contractor agrees to: (a) Indemnify and save LCPS, the School Board, its agents, and employees harmless from any claim or liability of any nature or kind for unauthorized use of any copyrighted or uncopyrighted compositions, secret process, patented or unpatented invention, article or appliance furnished or used in the performance of the contract. (b) Protect LCPS against latent defective materials or workmanship and to repair or replace any damages or marring occasioned in transit or delivery. (c) Furnish adequate protection against damage to all work and to repair damages of any kind, to the building or equipment, to his/her own work or to the work of other contractors, for which his/her workers or those providing work through Contractor are responsible. (d) Pay for all permits, licenses and fees and give all notices and comply with all laws, ordinances, rules and regulations of the United States, State, County, and City. (e) Protect LCPS from loss or damage to LCPS-owned property while it is in the custody or control of the Contractor.

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42. SERVICE CONTRACT GUARANTY-Contractor agrees: (a) To furnish services described in the solicitation at the times and places and in the manner and subject to conditions therein set forth, provided, however, that LCPS may reduce the said service at any time. (b) To enter upon the performance of services with all due diligence and dispatch; assiduously press to its complete performance and exercise therein the highest degree of skill and competence. (c) All work performed and services rendered shall strictly conform to all laws, statutes, regulations, and ordinances and the applicable rules, regulations, methods and procedures of all government boards, bureaus, offices, and other agencies. (d) Said services may be inspected by an employee of LCPS at any reasonable time and place selected by LCPS. LCPS shall be under no obligation to compensate Contractor for any services not rendered in strict conformity with the contract. (e) The presence of a LCPS/County/State Inspector shall not lessen the obligation of the Contractor for performance in accordance with the contract requirements or be deemed a defense on the part of the Contractor for infraction thereof. The Inspector is not authorized to revoke, alter, enlarge, relax, or release any of the requirements of the contract documents. Any omission or failure on the part of the Inspector to disapprove or reject any work or material shall not be construed to be an acceptance of any such defective work or material. 43. INDEMNIFICATION-Contractor shall indemnify, keep and save harmless LCPS, the School Board, its agents, officials, employees, and volunteers against all injuries, death, loss, damage, claims, patent claims, suits, liabilities, judgments, costs and expenses, (collectively "Losses") which may or otherwise accrue against LCPS in consequence of the granting of a contract or which may or otherwise result there from, if it shall be determined that the Loss was caused through negligence or omission by the Contractor or its employees, of any subcontractor of Contractor or its employees, if any, or providing goods or services through Contractor, and the Contractor shall, at his/her own expense, appear, defend and pay all charges of attorneys and all costs and other expenses arising there from or incurred in connection therewith. If any judgment shall be rendered against LCPS in any such action, the Contractor shall at his/her own expense, satisfy and discharge the same. Contractor expressly understands and agrees that any performance bond or insurance protection required by this contract, or otherwise provided by Contractor, shall in no way limit the Contractor's responsibility to indemnify, keep and save harmless and defend LCPS as herein provided. 44. ETHICS IN PUBLIC CONTRACTING (a) Each offeror shall certify, upon signing a bid or proposal, that to the best of his/her knowledge no LCPS official or employee having official responsibility for the procurement transaction, or member of his or her immediate family, has received or will receive any financial benefit of more than nominal or minimal value relating to the award of this contract. If such a benefit has been received or will be received, this fact shall be disclosed with the bid or proposal or as soon thereafter as it appears that such a benefit will be received. Failure to

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disclose the information prescribed above may result in suspension or debarment or rescission of the contract made, or could affect payment pursuant to the terms of the contract. (b) Whenever there is reason to believe that benefit of the sort described in paragraph “a” has been or will be received in connection with a bid, proposal, or contract, and that the Contractor has failed to disclose such benefit or has inadequately disclosed it, LCPS, as a prerequisite to payment pursuant to the Contractor, or at any time, may require the Contractor to furnish, under oath, answers to any questions related to such possible benefit. (c) In the event the offeror has knowledge of benefits as outlined above, this information should be submitted with its bid or proposal. If the above does not apply at time of award of contract and becomes known after inception of a contract, the offeror shall address the disclosure of such facts to: Purchasing Agent, LCPS. The relevant IFB/RFP Number (see cover sheet) should be referenced in the disclosure. (d) By submitting their proposals, offerors certify that their proposals are made without collusion or fraud and that they have not offered of received any kickbacks or inducements from any other offeror, supplier, manufacturer or subcontractor in connection with their offer, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. 45. COUNTY LICENSE-All firms doing business in Loudoun County are required to be licensed in accordance with the County's Business, Professional, and Occupational Licensing Tax Ordinance. Wholesale and retail merchants without a business location in Loudoun County are exempt from this requirement. Questions concerning the BPOL tax should be directed to the Office of the Commissioner of Revenue, phone: 703-777-0260. 46 REGISTERING OF CORPORATIONS-In accordance with the Code of Virginia, any foreign corporation, partnership or limited liability company transacting business in Virginia is required to secure a certificate of authority from the Virginia State Corporation Commission. Contractor shall ensure it is duly registered in Virginia. 47. COVENANT AGAINST CONTINGENT FEES-The Contractor warrants that no person or selling agent has been employed or retained to solicit or secure this contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, except bona fide employees or bona fide established commercial or selling agencies maintained by the contractor for the purpose of securing business. For violation of this warranty, LCPS shall have the right to terminate or suspend this contract without liability to LCPS, or in its discretion, to deduct from the contract price or consideration, or otherwise recover, the full amount of such commission percentage, brokerage, or contingent fee. 48. VIRGINIA FREEDOM OF INFORMATION ACT-All proceedings, records, contacts and other public records relating to procurement transactions shall be open to inspection in accordance with the Virginia Freedom of Information Act, except as provided in Virginia Code § 2.2-4342. Nothing contained in this section shall be construed to require LCPS, when procuring by "competitive negotiation" (Request for Proposal), to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous to LCPS.

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49. Notice of Required Disabilities Legislation Compliance-Loudoun County Public Schools is required to comply with state and federal disability legislation: The Rehabilitation Act of 1993, Section 504, The Americans with Disabilities Act (ADA) for 1990 Title II and The Virginias with Disabilities Act of 1990. Specifically, Loudoun County Public Schools, may not, through its contractual and/or financial arrangements, directly or indirectly avoid compliance with Title II, of the American with Disabilities Act, Public Law 101-336, which prohibits discrimination by public entities on the basis of disability. Subtitle A protects qualified individuals with disabilities from discrimination on the basis of disability in the services, programs, or activities of all State and local governments. It extends the prohibition of discrimination in federally assisted programs established by the Rehabilitation Act of 1973 Section 504 to all activities of State and local governments, including those that do not receive Federal financial assistance and incorporates specific prohibitions of discrimination on the basis of disability in Titles I, II, and V of Americans with Disabilities Act. The Virginians with Disabilities Act of 1990 follows the Rehabilitation Act of 1973 Section. 504. 50. THE AMERICANS WITH DISABILITIES ACT-If, due to a disability, you need assistance to enable you to participate meaningfully in this process, please contact the Purchasing Division at 571-252-1270 at least five (5) working days prior to the opening date of this offer. 51. FAITH-BASED ORGANIZATIONS-Loudoun County Public Schools does not discriminate against faith-based organizations. 52. 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.

CONTRACT REMEDIES 53. APPEAL OF DETERMINATION OF NON-RESPONSIBILITY-See Loudoun County School Board Policy. 54. PROTEST OF AWARD OR DECISION TO AWARD- See Loudoun County School Board Policy. 55.

CONTRACTUAL CLAIMS AND DISPUTES-Any dispute concerning a question of fact including claims for money or other relief as the result of a contract with the School Board which is not disposed of by agreement shall be declared by the Superintendent, who shall reduce his decision to writing and forward a copy thereof to the Contractor within (10) ten days. The decision of the Superintendent shall be final and conclusive unless within (10) ten days of receipt of the written decision the Contractor institutes legal action as provided in Sec. 2.24363 of the Code of Virginia. Contractual Claims, whether for money or other relief, shall be submitted in writing no later than sixty (60) days after final payment or as specified by the contract, whichever comes first; however, written notice of the Contractor’s intention to file such a claim shall have been given at the time of the occurrence or beginning of the work upon which the claim is based. Pendency of claims shall delay payment of amounts agreed due in the final payment.

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56. EXHAUSTION OF ADMINISTRATIVE REMEDIES-No offeror, potential offeror, or Contractor shall institute any legal action against LCPS until all administrative remedies available under the above paragraphs have been exhausted and until all requirements of School Board Policy, and, to the extent applicable, the Virginia Public Procurement Act, have been met. 57. INSPECTION AND REVIEW OF RECORDS-LCPS reserves the right to perform or have performed inspections and reviews of the records of the Contractor for any service contract with LCPS and to have copies made of such records. Contractor shall maintain and preserve all such records, at its own expense, during contract performance and for a period of at least three years after the contract has terminated. At LCPS request at any time during contract performance or within a period of three years after the contract has terminated, the Contractor shall promptly make all records available, at a location within the LCPS, to LCPS, or those retained by LCPS, for inspection, review and copying. 58. COMPETITION INTENDED-Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit offers. 59. DEBARMENT STATUS-By submitting their offers, offerors certify that they are not currently debarred by the Commonwealth of Virginia or the federal government from submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred HEALTH AND SAFETY 60. DRUG FREE WORKPLACE-During the performance of the contract, the vendor agrees to (i) provide a drug-free workplace for the vendor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the vendor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the vendor that the vendor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor. 61. SAFETY AND HEALTH ISSUES-The vendor shall be responsible for meeting all Federal, State, and local codes pertaining to this contract. No contractor’s employee who has been convicted of a sexually violent offense may be assigned to any work on Loudoun County Public School property. 62. MATERIAL SAFETY DATA SHEETS AND AP APPROVED INSTRUCTIONAL ITEMS-By law, Loudoun County Public Schools will not receive any materials, products, or chemicals which may be hazardous to an employee’s or student’s health unless accompanied by a Material Data Sheet when received. Individual schools will not receive any instructional items that are not AP approved and denoted as such.

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NOTICE TO ALL BIDDERS LCPS occasionally experiences problems with vendors who, after being awarded a contract, indicate they have made an error or have some other difficulty and do not intend to honor their bid. For this reason, we want all bidders to be fully aware of the LCPS position with regard to the bidding process and the honoring of bids. Commonwealth of Virginia statutes require that LCPS go through a prescribed bidding process on all purchases over defined dollar limits. LCPS takes the bidding process seriously, and its intent is to solicit bids that are accurate and that each bidder intends to honor. As a bidder, you are expected to submit bids that are accurate, complete, and contain all terms and conditions which you feel are necessary. If you find changes to your bid are necessary after you have submitted it to LCPS, the following guidelines will control:

I.

Bids may be changed in any way or withdrawn any time UP TO the time of bid opening.

II.

AFTER BID OPENING, bids cannot be changed. If accepted, the bid is considered to be a binding contract that you, as the bidder, will be expected to honor. If for any reason you do not perform the contract, LCPS can be expected to take whatever action it feels is appropriate to either require performance or to recover any losses or increased costs incurred by LCPS as a result of failure to honor the bid.

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