IRFP-15-14 NETWORK/SECURITY CAMERA SYSTEM AT R.C.HAYDON ELEMENTARY SCHOOL
MANDATORY PRE-BID MEETING: NOVEMBER 06, 2014 AT 9:30 AM HAYDON ELEMENTARY SCHOOL
BID DUE DATE: NOVEMBER 20, 2014 BY 2:00 PM OUR CLOCK
There is no public bid opening
SUBMIT BIDS TO: Manassas City Public Schools Central Office Attention: Linda Trimble, CPPO, CPPB Purchasing & Contracting Department 8700 Centreville Road, Suite 400 Manassas, VA 20110 IMPORTANT: PLEASE READ ENTIRE DOCUMENT
POINT OF CONTACT: LINDA TRIMBLE, PURCHASING AGENT,
[email protected]
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ADVERTISEMENT Project Overview: This is an informal bid process. Manassas City Public Schools (MCPS) is soliciting bids for a complete installed external and internal network camera security system at R.C. Haydon Elementary School, 9075 Park Avenue, Manassas, VA 20110. See Exhibit 1 Location Map. Minimum Requirements: To be considered, a vendor must be an authorized dealer for the HikVision product line and support all service and manufacturers warranties. The vendor must be in business for a minimum of three consecutive years doing similar work. Bidder must be certified and licensed to pull cable. Awarded firm must have a valid SCC ID number, submit W-9, complete criminal conviction form, and provide a certificate of insurance prior to doing the work. Mandatory Pre-Bid Meeting: NOVEMBER 06, 2014 at 9:30 am: 9075 Park Avenue, Manassas, VA 20110. You must sign in the front office before attending the meeting. Only bids from those in attendance will be accepted. Bring cameras and measuring devices. This is your only opportunity to visit the site. Bidder is responsible for all measurements and coverage distances. Bid Due Date: NOVEMBER 20, 2014 BY 2:00 pm our clock. There is no public opening. Submit to:
Manassas City Public Schools Central Office/Purchasing Department Attn: Linda Trimble, CPPO, CPPB 8700 Centreville Road, Suite 400 Manassas, VA 20110
Email and Fax are accepted pending the Bidder is submitting a complete response including all required forms. Mark Envelopes: IRFP-15-14 NETWORK CAMERA SYSTEM / HAYDON ES Comments: All bids shall be validated. No bids will be accepted after the due date and time. Bids received after the bid due date and time will be filed unopened. Manassas City Public Schools reserves the right to reject any and all bids or any part and to waive any formalities or informalities to make an award in the best interest of MCPS. Submittal of a bid does not create any right in or expectation to a contract with Manassas City Public Schools. MCPS declares that it will not incur financial obligations for any costs by any company in preparation of their bid. Bid Documents: Available at our website: www.mcpsva.org and the state bid system www.eva.virginia.gov Point of Contact: For all questions and inquiries - Linda Trimble, Purchasing Agent,
[email protected] or fax 703-257-8825 or phone 571-377-6042. Important: At no time shall a vendor, its agents, representatives, contact or otherwise communicate with MCPS staff, evaluation committee, superintendent or school board.
_________________________________ Linda Trimble, CPPO, CPPB Purchasing Agent
Publish Dates: MCPS Website EVA website
10/29/14 10/29/14
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IRFP-15-14 NETWORK SECURITY CAMERA SYSTEM BID REQUIREMENTS/SELECTION CRITERIA I.
INTRODUCTION
A. General Manassas City Public Schools (MCPS) is a public school system in the suburbs of the greater Washington D.C. metropolitan area. Manassas is an independent City consisting of about ten square miles, separate from but within the geographic boundaries of Prince William County, Virginia. Manassas City has approximately 40,000 residents and the school division provides services to approximately 7,200 students from pre-K to grade 12. MCPS was established in 1977 and is governed by seven (7) elected school board members. The School Division operates five elementary schools, one intermediate school, one middle school and one high school. Staff includes 1 superintendent and approximately 1030 full time equivalent instructional, administrative and support positions. The Central Office is located at 8700 Centreville Road, Suite 400, Manassas, VA 20110. B. Background MCPS is in the process of either upgrading or installing new camera systems at each of the school locations. Most of the work at each locations have been completed. The remaining site is R.C. Haydon Elementary. The purpose of the camera system is to keep our kids and staff safe. The camera system must capture “activity” at all times, it cannot fail. Vendor shall propose the best solution for maximum coverage of hallways, restroom doorways, front main office, multi-purpose room, exit doors, playground, courtyard, receiving area, all parking areas and front entry. C. Objective MCPS is interested in receiving your best office from the outset. Bids will be objectively evaluated and awarded to the lowest responsible bid. D. Point of Contact: For all questions and inquiries - Linda Trimble, Purchasing Agent,
[email protected] or fax 703-257-8825 or phone 571-377-6042 Important: At no time shall a vendor, its agents, representatives, contact or otherwise communicate with MCPS, staff, superintendent or school board. II. SCOPE OF WORK Furnish, install and configure a new turnkey HikVision NVR Camera System, new IP cameras and new switches, cabling, connectors, surge protection and any require Ethernet spans. Vendor shall propose the best solution and submit a complete equipment and parts list with their bid. Work Hours: M – F, 3:30 – 9:30 pm. Weekends are available. No drilling or loud noise during school hours. MCPS is standardize on the HikVision product line. Bidder shall provide HikVision System and NVR Server Solution with 10% growth and video storage for 30 consecutive days. Work includes providing all equipment, labor, materials, run/terminate cables, install all cameras, set up workstation laptop, testing, training, warranty, support and service for maximum coverage inside and outside of the school. Vendor shall conform to industry standards. There are 3 IT closets. See Exhibit 1 Floor Plan. Proposal shall be the latest technology with proven performance. IP dome camera shall conform to ONVIF and PSIA standards and provide integrated support. Equipment shall be highest quality, very low maintenance, easy to access, durable, weather proof outside, reliable and lowest cost:
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• • • • • • • • • • • • • •
Full playground coverage Cameras shall be fixed with various angle lens for 100% coverage. Do not quote pan-tilt zoom. Avoid glare Auto adjustable for light level: low light/day/night IP cameras: Cameras should run 24/7 however archive by motion and real time streaming No blind spots High resolution for color picture quality/clarity (all cameras must be color) Best chip size for better camera images Install software on 3 units (locations TBD) Install heavy duty conduit. No exposed cable. Pull, terminate and connect cable: Category 6d Purple patch cables RJ 45 connectors Include all mounting brackets and switches Document (digital Excel spreadsheet format) equipment: serial number, mac address, IP address, location, patch panel port, switch port, closed number.
III. SUBMISSION OF BID PROPOSAL DUE DATE: NOVEMBER 20, 2014 BY 2:00 PM OUR CLOCK. Provide one (1) marked original and one (1) copy. Total of 2 complete sets. Address:
Manassas City Public Schools Purchasing Department ATTN: Linda Trimble, CPPO, CPPB 8700 Centreville Road, Suite 400 Manassas, VA 20110
MARK OUTSIDE OF ENVELOPE: IRFP-15-14 NETWORK CAMERA SYSTEM/ HAYDON ES IMPORTANT: Email and Fax are accepted pending the proposal is complete including all required forms. It is the vendor’s responsibility to confirm receipt of their bid prior to the due date and time. MCPS is not responsible for electronic failures either on submitting or receiving transmissions. Fax: 703-257-8825 Email:
[email protected]
IV. EVALUATION CRITERIA AND AWARD MCPS intends to award this bid in the best interest of the school division. The evaluation is based on the following criteria, not necessarily in order of important: Lowest pricing, quality, quantity, experience (references), availability of product, warranty, return policy, installation and support, servicing, level of responsiveness and compliance are factors in awarding a contract. MCPS reserves the right to: • reject any and all bids • accept other than the lowest price • waive minor defects or technicalities, formalities and informalities • accept in whole or in part such bid where it is deemed advisable • modify the specifications including reduction in equipment purchase or extension of project timeline • make an award on the basis of the apparent greatest benefit to MCPS • request the submission of bid modifications at any time before the award is made. Alter the scope of work reasonably and bid documents until a contract is executed. This is an accepted practice if all bids are over budget. MCPS reserves the right to make multiple awards if deemed in the best interest of MCPS. No bid may be withdrawn for a period of ninety (90) calendar days of the Bid Opening date. MCPS reserves the right to base its evaluation on a “Should Cost” analysis to reflect the real costs to MCPS arising out of or incidental to the award. Proposing firms should therefore avoid unbalanced pricing and other cost
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presentation tactics that attempt to understate, conceal or distort real costs or otherwise take advantage of a mere formula-oriented, non-judgmental type of cost or price analysis. MCPS shall look to substance more than format and shall perform its cost and price evaluation on the basis of probable real costs.
V.
ANTICIPATED SCHEDULE OF EVENTS Bid Issued Mandatory Pre-Bid Meeting Deadline for Questions HOLIDAY Offices are Closed Bid Due Date and Time Start Date Completion Date
VI.
All times are local and by our clock. 10/29/14 11/06/14 at 9:30 a.m. 11/07/14 11/11/14 11/20/14 by 2:00 pm December 2014 January 30, 2015
INSTRUCTIONS TO BIDDERS
1.
Bids will only be accepted on the forms provided. Do not re-type forms. Provide all requested information and authorized signature in ink.
2.
Bid unit prices and extended amounts when called for. In case of mathematical error in extensions, the unit price will prevail. If unable to bid, indicate “NO BID”.
3.
Taxes: MCPS is exempt from City, County, State and Federal Sales/Excise Taxes. Certificates are available on the school website. Any appropriate taxes shall be shown as a separate item in your Bid.
4.
Right to Investigate: MCPS reserves the right to investigate and confirm the Bidder's financial responsibility. Unfavorable responses to these investigations are grounds for rejection of the bid.
5.
No Commitment: This bid does not commit Manassas City Public Schools to award any costs or pay any costs, or to award any contract, or to pay any costs associated with or incurred in the preparation of a Bid or to procure or contract for services or supplies.
6.
Bid Representation: Each Bidder must sign the bid with their usual signature and shall give their full business address on the form provided in this Bid. Bids by partnerships shall be signed with the partnership name by one of the members or by an authorized representative. Bids by corporations shall be signed with the name of the corporation followed by the signature and designation of the President, Secretary, or other person authorized to bind it in the matter.
7.
Anti-Collusion: No officer or employee of Manassas City Public Schools, and no other public official, or employee, who may exercise any function or responsibilities in the review or approval of this undertaking shall have any personal or financial interest, direct or indirect, in any contract or negotiation process thereof. The above compliance request will be part of all MCPS contracts for this Service.
8.
Laws and Regulations: All applicable Virginia, Federal laws, MCPS, City and County ordinances, licenses and regulations shall apply to the award throughout and herein incorporated here by reference.
9.
Subcontracting: No portion of this Bid may be subcontracted without the prior written approval by MCPS.
10.
Sales Prohibited/ Conflict of Interest: No officer, employee, or member of MCPS Council, shall have a financial interest in the sale to MCPS of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with Manassas City Public Schools is prohibited.
11.
Modification or Withdrawal of Bids: Responses to this bid may be modified or withdrawn by written, email or fax notice prior to the exact hour as specified for receipt of bids. A bid may be withdrawn in person by the
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vendor or its authorized representative prior to the exact hour and date set for the receipt of bid. Telephone withdrawals are not permitted. 12.
All changes or modifications (adds, deletes, additional information, etc.) shall be distributed through written addendum and posted on the school division website. Verbal responses will not be considered.
13.
A bid with missing or inconsistent information may be considered non-responsive and may not be evaluated. Do not qualify or quantify your bid nor alter the bid format.
14.
Proprietary information is held in confidence until the date of an award. After that date, bids will become public record. Bidders may request parts of their bids to remain confidential and shall indicate in the bid and on the appropriate proprietary or financial pages. All information included in any Bid that is of a proprietary nature must be clearly marked as such. MCPS shall be held harmless from any claims arising from the release of proprietary information not clearly designated as such by the proposing firm.
15.
SUBMIT ONE (1) MARKED ORIGINAL AND ONE (1) MARKED COPY OF YOUR BID.
17.
Bids are validated. All bids received after the deadline are considered non-responsive and disqualified.
18.
Bids must be sealed. Must mark bid number IRFP-15-14 NETWORK CAMERA SYSTEM and bid due date and time on the outside envelope. No fax or email bids will be accepted.
19.
VENDOR REQUIREMENTS / CHECK LIST: Submit the following with your bid. A. Attend Mandatory Pre-Bid Meeting. B. Acknowledge Addendum: Check website www.mcpsva.org or call the Purchasing Office 571-377-6042 to confirm the number of Addenda issued. C. Attachments 1-5 – must complete, sign, and include in your bid. D. Deliver Bid to MCPS, Central Office, 8700 Centreville Road, Suite 400, Manassas, VA 20110 no later than NOVEMBER 20, 2014 BY 2:00 PM our clock. Bids submitted after the due date and time or to any other location will not be accepted and considered non-responsive. E. Pricing: Pricing shall be firm fixed delivered throughout the effective period. Bid shall be valid for ninety (90) calendar days after bid opening date. Bids shall not be withdrawn after bid due date. F. Additional Information relating to this bid, such as demonstrated quality and efficiency of products, awards or recognition G. References: Provide at least three (3) references of work similar in nature and size. Include contact name, telephone number, and detail service provided.
VII.
TERMS AND CONDITIONS
Award: Vendor shall be notified in writing of an award to acquire the goods or services. This notification can be in the form of a purchase order or contract. Term: The work shall begin by December 2014 and final completion by January 2015. Payment and Funding: Payments will be made within forty-five (45) days of receipt of approved delivery and invoice. Financial obligations of MCPS, payable after the current fiscal year July 1st, are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. Compliance with Purchase Order Terms and Conditions: As posted on our website. Insurance: The successful Bidder shall, during the term of this Agreement and until completion thereof, provide and maintain the following types and minimum insurance coverage follows:
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Type of Insurance
Minimum Limits of Liability
Standard Workers' Compensation & Employers' Liability Including Occupations Disease Coverage
Statutory in conformance with the compensation laws of the Commonwealth of VA
Comprehensive General Liability Insurance
$250,000 each person; $1,000,000 each occurrence
Comprehensive Automobile
$250,000 each person;
Errors and Omissions
$1,000,000 each occurrence
The successful Bidder shall affect the insurance policies in a company or companies and in a form satisfactory to the Owner. Before commencing any performance under this Agreement, successful Bidder shall deliver, to MCPS, Certificates of Insurance issued by the insurance company, and/or its duly authorized agents pertaining to the aforementioned insurance, and certifying that the policies stipulated above are in full force and effect. All policies and/or Certificates of Insurance shall include each individual entity as an additional named insured, except for Workers Compensation and Auto. Nothing herein shall be deemed or construed as a waiver of any of the protections to which the Agencies may be entitled. Workers' Compensation Insurance - The contractor shall provide workers' compensation insurance coverage for all persons employed to perform the work to be done under the contract and assure that all workers will receive the compensation for compensable injuries. A copy of the workers compensation policy is required to be submitted to MCPS prior to start of work. Modification of Agreement: No modification of award shall be binding upon MCPS unless make in writing and signed by authorized agents of both parties. Assignment/Subcontract: No portion of this Bid may be assigned or subcontracted without the prior written approval of MCPS. Termination for Cause: If the successful Bidder shall fail to fulfill in a timely and proper manner, it’s obligations, violate any of the covenants, agreements or stipulations of the award, MCPS shall have the right to terminate the agreement by giving written notice to the Bidder of such termination and specifying the effective date of termination. In that event, all finished and unfinished work, reports and/or materials prepared by the contractor, at the option of MCPS, become its property and the contractor shall be entitled to receive just compensation for any satisfactory work completed. The Bidder shall not be relieved of liability to MCPS for any damages sustained by virtue of the breach. MCPS may withhold payments until such time as the exact amount of damages due MCPS from the successful Bidder is determined. Termination For Convenience: MCPS may terminate the award at any time by giving written notice to the successful vendor of such termination and specifying the effective date, at least thirty (30) working days before the effective date of such termination. In that event, all finished and unfinished work, reports and/or materials prepared by the contractor, at the option of MCPS, become its property and the contractor shall be entitled to receive just compensation for any satisfactory work completed. If terminated by MCPS, the vendor will be paid an amount which bears the same ration to the total compensation for the services actually performed or materials furnished. Termination for Non-Appropriation: If funds are not appropriated for purposes of this Contract for any succeeding fiscal year subsequent to the one in which this Contract is entered into, then the School Board may terminate this Contract upon thirty (30) days written notice to the Contractor. The notice shall set forth the grounds for termination and its effective date. If the School Board terminates for non-appropriation, the School Board shall be liable only for payments due through the effective date of termination. Until the effective date of the termination, the Contractor shall continue to perform its duties under the Contract and is not excused from any portion of the Contract.
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Cancellation/Remedies: MCPS reserves the right to cancel any order resulting from this BID with a sixty (60) day written notice if the vendor has failed to comply with the terms specified, has been notified in writing of such failures and has failed to remedy the problem after each written notification. In the event of cancellation based on lack of contract compliance, MCPS will not be subject to any early termination or cancellation charges. Governing Law: The laws of the Commonwealth of VA shall govern any contract executed between the successful contractor and MCPS. Further, the place of performance and transaction of business shall be deemed to be in Prince William County, VA. In the event of litigation, the exclusive venue and place of jurisdiction shall be the Commonwealth of VA, and more specifically, Prince William County, VA. Taxes And Licenses By The Awarded Contractor: Contractor shall promptly pay, when they are due, all taxes, excises, license fees, and permit fees of whatever nature applicable to work which it performs under this agreement and shall take out and keep current all required municipal, county, state or federal licenses required to perform this work. Contractor shall furnish MCPS upon request, duplicate receipts or other satisfactory evidence showing or certifying to the proper payment of all required licenses and taxes. Contractor shall promptly pay, when due, all bills, debts and obligations it incurs performing work under this agreement and to allow no lien, mortgage, judgment, or execution to be filed against Lane, facilities, or improvements owned by MCPS. Ownership Of Contract Products: All products produced from the awarded contract shall be the sole property of MCPS. The work results and the reports will be considered confidential and proprietary and cannot be released by the Contractor without prior written consent of Manassas City Public Schools. Indemnification: The Contractor agrees to indemnify and to hold MCPS and its agents harmless for, from and against any and all claims, suits, expenses, damages or other liabilities, including reasonable attorney fees and court costs arising out of damage or injury to persons, entities, or property causes or sustained by any person or persons as a result of the negligent performance or failure of the Contractor to provide services pursuant to the terms of this Agreement. Independent Contractor: The firm is an independent contractor. Notwithstanding any provision appearing in this Bid, all personnel assigned by the firm to perform work under the terms of this DQ and any subsequent agreement shall be, and remain at all times, employees or agents of the firm for all purposes. The firm shall make no representation that it is the employee of MCPS for any purpose. Cooperative Purchasing Effort: Other governmental agencies including state agencies, special districts, counties, municipalities and school districts, etc., may be extended the opportunity to utilize this Bid with the agreement of the successful vendor(s). Each agency/group desiring to acquire services off this Bid shall establish its own contract, issue its own orders, be invoiced and make its own payments and request its own exemption certificates as required by the agency/group. It is understood and agreed that MCPS is not a legally binding party to any contractual agreement made between an agency and the Vendor as a result of this solicitation.
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ATTACHMENT 1 IRFP-15-14 EQUIPMENT LIST AND PRICE SCHEDULE
I. EQUIPMENT AND PRICING Submit complete equipment/parts/cable list and pricing. Add pages as needed. Item 1
Quantity
Description
Unit Price
Total
2 3 4 5 6 7 8 9 10 11 12 13 $ TOTAL IP License INSTALLATION
$
TOTAL COMBINED
$
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ll. STATE FULL WARRANTY (Manufacturer, Parts, Labor, Reseller):
II. ACKNOWLEDGEMENT OF ADDENDUM (Must check each addenda issued.) #1 __________
#2 __________
#3 __________
#4 __________
IV. VISA is the preferred payment method. Do you accept Visa for payment without extra fees?
Yes ________
No _________
V. CHECK LIST - Have you completed and submitted with your BID? Check if included: • • • • • •
Attachment 1, Equipment & Price Schedule Attachment 2, Vendor Information Attachment 3, References Attachment 4, VPPA Rider Attachment 5, Certification Form Submit by November 20, 2014 by 2:00 pm
_____ _____ _____ _____ _____ _____
VI. INSTALLATION: 1. Is the installation performed by a Sub-Contractor? If so, provide the contact information and a minimum of three (3) current references.
2. How long will it take to complete the job from issuance of the Purchase Order?
IV. Signature acknowledges Bidder: has read these documents thoroughly before submitting a bid, will fulfill the obligations in accordance to the specifications, terms and conditions, is submitting without collusion with any other individual or firm and ensures validity of the bid for at least ninety (90) days. FIRM: _______________________________________________________________ Authorized Signature: ___________________________________________________ Print Name: ____________________________________________________________ Title: __________________________________________________________________
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ATTACHMENT 2 VENDOR INFORMATION BID SIGNATURE PAGE, SUBMIT WITH YOUR BID IRFP-15-14 Required vendor information with all Bid responses along with a completed and signed W-9 form: Legal Business Name: D/B/A: Address: City, State, Zip: Phone: Fax: Tax ID#: ___________________________________________________________ Years in Business: length of time you have been in business providing this type of good or service: Any Litigation, judgments or liens pending or filed against your firm in the last 18 months, if yes, Explain? If none, state “none”.
Contact Information for Bid Purposes: Name: Title: Phone: E-mail Address:
Fax:
STATE CORPORATION COMMISSION (SCC) IDENTIFICATION NUMBER: The bidder agrees, if this proposal is accepted by MCPS, for such services and/or items, that the offeror has met the requirements of the Virginia Public Procurement Act Section 2.2-4311.2. Please complete the following by checking the appropriate line that applies and providing the requested information: 1. Bidder is a Virginia business entity organized and authorized to transact business in Virginia by the SCC. The bidder’s identification number issued by the SCC is . (The SCC # is NOT your federal tax ID number). 2. Bidder is an out-of-state (foreign) business entity that is authorized to transact business in Virginia by the SCC and such bidder’s identification number issued to it by the SCC is . 3. Bidder does not have an identification issued to it by the SCC and such bidder is not required to be authorized to transact business in Virginia by the SCC for the following reason(s): _____________________________. AUTHORIZED SIGNATURE: By signing here, Bidder is providing correct information, agrees to the terms and conditions. Name,Sign,Title: ________________________________________________________________________________
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ATTACHMENT 3 REFERENCES SUBMIT THIS FORM WITH YOUR BID Provide at least three (3) current or recent projects of similar scope and size, school or government preferred, that your firm has completed:
A. Company: Phone:(
Contact: )
Fax: (_
_)
Brief Description: Completion Date:
$
Email Address:
B. Company: Phone:(
_Contact: )
Fax: (_
_)
Brief Description: Completion Date:
$
Email Address:
C. Company: Phone:(
_Contact: )
Fax: (_
_)
Brief Description: Completion Date:
$
Email Address:
Authorized Signed: Print Name:
Email:
_Title: Date:
Phone:
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ATTACHMENT 4: VPPA RIDER: The following provisions apply to any agreement between Contractor and Customer when Customer is a Virginia public body subject to the Virginia Public Procurement Act, Va. Code § 2.2-4300, et seq., to the extent applicable to the circumstances: 1. Equal Opportunity Employment: a. During the performance of the Agreement, the Contractor agrees as follows: (i) The Contractor shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by federal or state law relating to discrimination in employment, except where there is a bona-fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. (ii) The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, shall state that Contractor is an equal opportunity employer. (iii) Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the notice, advertisement, and solicitation requirements of this paragraph. b. The Contractor shall cause to be included the provisions of the foregoing paragraphs a.(i), a.(ii), and a.(iii) (substituting the subcontractor or vendor for Contractor as the obligated party) in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. 2. Drug-Free Workplace: a. During the performance of the Agreement, 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 drugfree workplace; and (iv) cause to be included the provisions of the foregoing clauses (substituting the subcontractor or vendor for the Contractor as the obligated party) in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. b. For the purposes of this paragraph 2, "drug-free workplace" means a site for the performance of work done in connection with the Agreement by Contractor where its employees are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the Agreement. 3. Certifications Regarding Felons and Sex Offenders. If Customer is a Virginia public school board, pursuant to Code of Virginia § 22.1-296.1.C., Contractor certifies that it and any of its employees who will have direct contact with any of Customer's students have not been convicted of a felony or any offence involving sexual molestation or physical or sexual abuse or rape of a child. Contractor shall promptly report to the Customer any change that would make this certification no longer accurate. 4. No Employment of Unauthorized Aliens. Contractor represents and warrants that Contractor does not, and shall not during the performance of this Agreement, knowingly employ any unauthorized alien as defined in Federal Immigration Reform and Control Act 1986. 5. Statement of Nondiscrimination Against Faith-Based Organizations. Customer does not discriminate against faith-based organizations. (See Va. Code § 2.2-4343.1) 6. Prompt Payment Requirements: a. Within seven days after Contractor receives amounts paid for work subject to the Agreement performed by any “subcontractor”, as defined in Code of Virginia § 2.2-4347, Contractor shall take one of the two following actions: (i) Pay the subcontractor for the proportionate share of the total payment received from Owner attributable to the work performed by the subcontractor; or (ii) Notify Owner and the subcontractor in writing of Contractor’s intent to withhold all or part of the subcontractor’s payment and the reason for nonpayment b. Contractor shall provide its Federal employer identification number with each application to Owner for payment. c. Contractor shall pay interest to any “subcontractor” on all amounts owed by Contractor that remain unpaid after seven days following receipt by Contractor of payment from Owner for work performed by such subcontractor relating to the Agreement except as to amounts withheld as allowed by 6(a)(ii). d. Unless otherwise provided under the terms of the Agreement, interest shall accrue at the rate of 1% per month. e. Contractor shall include in its subcontracts a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor. f. No obligation imposed by this paragraph 6 shall be construed to create any obligation of Customer. Under Code of Virginia §2.2-4354, no modification to the Agreement may be made for the purpose of providing reimbursement for the interest charge, and Contractor shall not invoice Customer for any such charge. 7. Authorization to Conduct Business in Virginia: The provisions of Va. Code § 2.2-4311.2 are incorporated by reference. If Contractor is a business entity described in Va. Code § 2.2-4311.2.A, Contractor must be authorized to transact business in Virginia if required by law to be so authorized and shall not allow its existence or certificate authority or registration to transact business to lapse or be revoked or cancelled during the term of this Agreement.
ACKNOWLEDGMENT that Vendor has read this document and will abide by the Provisions contained herein. Vendor Name___________________________________________________________________________________ Authorized Rep Signature_________________________________________________________________________ Date__________________________________________________________________________________________
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ATTACHMENT 5 CERTIFIED DOCUMENTS SUBMIT THIS FORM WITH YOUR BID VIRGINIA CONFLICTS OF INTEREST AND PUBLIC PROCUREMENT This Solicitation is subject to the provisions of §§ 2.2-3100 et seq. of the Virginia Code, the Virginia State and Local Government Conflict of Interests Act, and Sections 2.2-4300 et seq. of the Code, the Virginia Public Procurement Act (VPPA). The Vendor ( ) is or ( ) is not aware of any information bearing on the existence of any potential conflicts of interest or violation of ethics in public contracting provisions of the VPPA, Virginia Code §§2.2-4367 through 2.2-4377. If the Vendor checks the “is” blank, the Vendor shall provide details in a separate document attached to this Solicitation. List names and addresses of any persons having an ownership interest of 3% or more in the above named business entity who are either related to or are an officer, employee, or appointee of the City of Manassas School Board or its governing body: I f none, state “NONE”. NAME
ADDRESS
COLLUSION CERTIFICATION: I certify that this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Bid for the same services, materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. I understand collusion is a violation of the State and Federal law and can result in fines, prison sentences, and civil damage awards. I hereby certify that the responses to the above representations, certifications, and other statements are accurate and complete. I have examined all bid documents. I agree to abide by all conditions of this Bid and certify that I am authorized to sign for the Offeror.
ACKNOWLEDGEMENT AND CERTIFY ALL OF THE ABOVE
_________________________________________________________ Authorized Signature
_________________________________________________________ Title _________________________________________________________
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