Agenda packet — Colton City Council, September 6, 2022 (part 1 of 2)

1 CITY OF COLTON
City Hall, Council Chambers
650 N. La Cadena Drive
Colton, CA 92324
Website: www.coltonca.gov

Mayor Frank J. Navarro
Council Members:

David J. Toro - District 1
Ernest R. Cisneros - District 2
Kenneth J. Koperski - District 3
Dr. Luis S. Gonzalez - District 4
John R. Echevarria - District 5
Isaac T. Suchil - District 6

City Treasurer Aurelio De La Torre

City Manager William R. Smith
City Attorney Carlos Campos
City Clerk Carolina R. Padilla

AGENDA

CITY COUNCIL,

COLTON UTILITY AUTHORITY, COLTON PUBLIC FINANCING AUTHORITY,

COLTON HOUSING AUTHORITY

REGULAR MEETING
TUESDAY, SEPTEMBER 6, 2022 – 5:00 P.M.

CITY HALL, COUNCIL CHAMBERS
CLOSED SESSION - 5:00 p.m.

CLOSED SESSION CALLED TO ORDER

ROLL CALL
PUBLIC COMMENT - Closed Session
A. CONFERENCE WITH LEGAL COUNSEL- ANTICIPATED LITIGATION Significant Exposure to Litigation, Pursuant to Government Code Section 54956.9(d)(2)/(e)(1) One (1) Potential Case
B. CLOSED SESSION - CITY MANAGER EVALUATION
Public Employee Performance Evaluation
Title: City Manager

CITY ATTORNEY ORAL REPORT ON CLOSED SESSION ACTIONS

2 RULES OF DECORUM

To help conduct the business of the City Council in an orderly fashion, the City Council has adopted rules pertaining to decorum and order, as provided for in the City Council Manual of Procedure. The City Council will strictly enforce these rules in order to allow full expression of ideas and opinions by councilmembers, staff and the public. Generally, the City's rules of decorum prohibit comments or actions which willfully disrupt the meeting. All remarks and questions shall be addressed to the Council as a whole and not to any particular member. No individual Councilmember or member of the City staff shall be questioned without first obtaining permission from the Pr esiding Officer. The City Council asks that all persons - including councilmembers, staff and the public - act and speak respectfully.

OPEN SESSION
6:00 P.M.

OPEN SESSION CALLED TO ORDER
INVOCATION Pastor Don Duenez - Echoes of Love Ministry FLAG SALUTE American Legion Post 155 Members Louie Barrera and Steve Ferrance

ROLL CALL

CEREMONIAL MATTERS
Presentations, Awards, Proclamations
 Proclamation - Purple Heart City
 Recognition - Colton Police Officer Edgar Perez for Life Saving Actions

MAYOR AND COUNCIL ITEMS

GIFT DISCLOSURES
Prior to rendering a decision in any proceeding involving a license, permit, contract or other entitlement pending before the city council, any council member who has received been promised a gift or gifts aggregating $50.00 or more in value within the preceding twelve months from a party or participant in the proceeding shall disclose that fact either orally or in writing during open session. This disclosure shall be made part of the official public record of the proceeding, either as part of the minutes of the meeting or as a separate writing filed with the city. (CMC Section 2.04.030) AB 1234 ORAL REPORTS
Members of the city council shall provide brief reports on meetings attended at the expense of the city. (GC Section 53232.3(d))

APPOINTMENTS

3 MAYOR AND COUNCIL DISCUSSION ITEMS

PUBLIC HEARINGS
To speak on public hearing items, it is requested that you obtain a card from the City Clerk and complete it by noting the agenda item number, as well as whether you are in favor, opposition or neither, and give it to the City Clerk. The applicant will be allowed 5 minutes to address the Council and all other persons will be allowed 3 minutes; provided, however, that the presiding officer shall have certain discretion to extend or limit time as provided for in the City Council Manual of Procedure. (1) Continued Public Hearing - Street Vacation: Terrace Avenue & De Berry Avenue - TIME AND PLACE FIXED

TO CONSIDER A PUBLIC HEARING TO APPROVE AND ADOPT A RESOLUTION OF THE CITY COUNCIL O F

COLTON, CALIFORNIA, CONDITIONALLY VACATING PORTIONS OF SOUTH TERRACE AVENUE AND DE BEERY STREET, RESOLUTION NO. R-94-22.
[Staff Person: Brian Dickinson]

(Public Hearing Continued from August 2, 2022)

Mayor announces the Public Hearing Open.

City Clerk submits the Affidavit of Publication and reports on protests or objections thereto.

Staff Presentation.

Public Comment.

After hearing public comment, on motion by Councilmember __________, seconded by Councilmember _________, the Public Hearing is terminated.

MOTION __________ SECOND __________

BUSINESS ITEMS
There are no business items.

PUBLIC COMMENT Limit 3 Minutes
This is the portion of the meeting specifically set aside to invite your comments regarding Consent Calendar items and other general comments about matters not on the agenda; however, any matter that requires action will be referred to staff for investigation and report at a subsequent Council meeting. The Council is prohibited by law from discussing or taking immediate action on items during this public comment period.

Persons desiring to submit paperwork to the City Council Members shall provide copy of any paperwork to the City Clerk for the Official Record.

Speakers will be limited to 3 minutes; provided, however, that the presiding officer shall have certain discretion to extend or limit time as provided for in the City Council Manual of Procedure.

4 CONSENT CALENDAR
All matters listed under the Consent Calendar are considered by the City Council to be routine and will all be enacted by one motion. There will be no separate discussion of these items prior to the time the City Council votes on the motion, unless councilmembers, staff or the public request that specific items be discussed and/or removed for separate discussions or action.

(2) Minutes - Approval of Minutes for the City Council Regular Meeting held on August 16, 2022. [Staff Person: Carolina Padilla]
(3) Warrants - Approve voucher numbers 200412 to 200495 dated 07/27/2022 and totaling $75,590.58; voucher numbers 200411, 200496 to 200625 dated 07/28/2022 and totaling $1,303,230.91; voucher numbers 200626 to 200776 dated 08/04/2022 and totaling $747,162.60; voucher numbers 200777 to 200886 dated 08/11/2022 and totaling $608,606.25; wires dated 08/08/2022 and totalin g $17,862,914.38; a payroll disbursement listing dated 06/11/2022 to 06/24/2022 and totaling $1,281,432.24 and a payroll disbursement listing dated 06/25/2022 to 07/08/2022 and totaling $1,071,306.20. [Staff Person: Stacey Dabbs]
(4) Contract Award - DM Contracting - Approve Award of Contract to DM Contracting Inc. for the Reconstruction of Sludge Bed Concrete Wall Project.
[Staff Person: Brian Dickinson]
(5) Easements - Electric Utility - Accept and Approve the Recordation of Grant of Easement for Electr ic Purposes at 705 Colton Avenue, 831 Colton Avenue, and 1140 S. Mt. Vernon. [Staff Person: Brian Dickinson]
(6) Easement - SRM Colton LLC - Approve Grant of Water Utilities Easement at 833 Valley Blvd. [Staff Person: Brian Dickinson]
(7) Grant Award - State of California - Approve Resolution to accept the Equitable Community Revitalization Grant (ECRG) Award from the State of California Department of Toxic Substance Control (DTSC), RESOLUTION R-98-22.
[Staff Person: Brian Dickinson]
(8) Purchase - E.H. Wachs - Approve Purchase of Valve Maintenance Trailer from E.H. Wachs. [Staff Person: Brian Dickinson]
(9) Purchase - Animal Services Vehicle - Authorize the Purchase of One New Marked Animal Services Utility Vehicle, and Related Emergency Equipment.
[Staff Person: Hank Dominguez]
(10) Purchase - Badger Meter - Approve Purchase of Water Meter Registers from Badger Meter. [Staff Person: Brian Dickinson]
(11) Purchase - Flock Safety Group Inc. / Insight Enterprises Inc. - Approve Purchase of Citywide Vehicle Surveillance System and Automated License Plate Reader from Flock Safety Group Inc. through Insight Enterprises Inc.
[Staff Person: Hank Dominguez]

MAYOR AND COUNCIL ORAL REPORTS AND COMMENTS
Comments from Mayor and Council on various issues and activities throughout the community. Comments shall be limited to 5 Minutes per speaker.

CITY MANAGER'S REPORTS

ADJOURNMENT

5 I, Stephanie Vargas, the Deputy City Clerk, hereby certify that a true and correct, accurate copy of the foregoing agenda was posted , at least seventy-two (72) hours prior to the meeting per Government Code 54954.2, at the following locations:

City of Colton City Hall 650 N. La Cadena Drive
City of Colton Website, www.coltonca.gov <http://www.coltonca.gov>

PROCEDURES FOR ADDRESSING CITY COUNCIL

For the Official Record, it is requested that you obtain a card from the City Clerk and complete it by noting a specific item number on the Agenda, if applicable, or you can identify the subject that you wish to address under the Public Comment portion of the Agenda. The City Council encourages public input on all City issues within the Rules of Decorum. Speakers will be limited to the time periods provided on the Agenda; provided, however, that the presiding officer shall have certain discretio n to extend or limit time as provided for in the City Council Manual of Procedure.

RULES OF DECORUM

To help conduct the business of the City Council in an orderly fashion, the City Council has adopted rules pertaining to decorum and order, as provided fo r in the City Council Manual of Procedure. The City Council will strictly enforce these rules in order to allow full expression of ideas and opinions by councilmembers, staff and the public. Generally, the City's rules of decorum prohibit comments or act ions which willfully disrupt the meeting. All remarks and questions shall be addressed to the Council as a whole and not to any particular member. No individual Councilmember or member of the City staff shall be questioned without first obtaining permission from the Presiding Officer. The City Council asks that all persons - including councilmembers, staff and the public - act and speak respectfully.

NOTICE TO PUBLIC

Staff reports or other written documentation relating to each item referred to, on th e Agenda, are available for public inspection at the following locations: Office of the City Clerk, 650 N. La Cadena Drive, Colton, CA; City of Colton Public Library, 656 9 th St., Colton, CA; or the City of Colton Internet Website, www.coltonca.gov. Any person having questions concerning any item on the Agenda may call the City Clerk at 370 -5191 to make inquiry concerning the nature of the item described on the Agenda. The City Clerk shall direct inquiries to the appropriate office.

All matters listed under the Consent Calendar are considered by the City Council to be routine and will all be enacted by one motion. There will be no separate discussion of these items prior to the time the City Council votes on the moti on, unless councilmembers, staff or the public request that specific items be discussed and/or removed for separate discussions or action.

6 In compliance with the American with Disabilities Act, if you need special assistance to participate in a City Meeting, please contact the City Clerk’s Office at 909-370-5001. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.

LEGAL CHALLENGES

If you challenge in court any discussi on or action taken concerning an item on this Agenda, you may be limited to raising only those issues you or someone else raised during the meeting or in written correspondence delivered to the City at or prior to the City's consideration of the item at the meeting.

MANUAL OF PROCEDURE

The City Council adopted its Manual of Procedure pursuant to Resolution No. R -150-07; Amended by Minute Action on December 2, 2014 and adopted by Resolution No. R -03-15 on January 20, 2015. Copies are available in the Office of the City Clerk.

ITEM NO. 1

STAFF REPORT

DATE: SEPTEMBER 6, 2022
TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
FROM: BILL SMITH, CITY MANAGER
PREPARED BY: BRIAN DICKINSON, PUBLIC WORKS AND UTILITY SERVICES

DIRECTOR
SUBJECT: TIME AND PLACE FIXED TO CONSIDER A PUBLIC HEARING TO

APPROVE AND ADOPT A RESOLUTION OF THE CITY COUNCIL

OF COLTON, CALIFORNIA, CONDITIONALLY VACATING

PORTIONS OF SOUTH TERRACE AVENUE AND DE BEERY
STREET, RESOLUTION NO. R-94-22.

RECOMMENDED ACTION

Staff recommends that the City Council take the following action:

Continue the Public Hearing to Adopt a Resolution Conditionally Vacating Certain Portions of South Terrace Avenue and De Berry Street, in connection with the Barton Road Logistics project (DAP No. 001-602), including a determination that such vacation is consistent with the City’s General Plan until October 04, 2022.

BACKGROUND

The City is working with the applicant on finalizing the legal descriptions and plot plans for the new proposed utility easements required as part of the right -of-way vacation areas on portions of Terrace Avenue and De Berry Street.

ISSUES/ANALYSIS

To best address new utility easements required as part of the right -of-way vacation areas of portion of Terrace Avenue and De Berry Street, and to reserve utility e asements on existing utility locations, City staff recommends keeping the Public Hearing open until a hearing date set for October 04, 2022, at which time the City Council will hear any public comments on the

1.1 Packet Pg. 7
Staff Report to the Mayor and City Council
Public Hearing - Street Vacation: Terrace Avenue & De Berry Avenue September 6, 2022

Page 2 ends

proposed vacation. Staff is recommending that t he City Council adopt the attached Resolution Vacating Certain Portions of South Terrace Avenue and De Berry Street, determine that the vacation is consistent with the City’s General Plan, and direct staff to record the Resolution of Vacation with the County Recorder’s office, pursuant to Streets & Highways Code § 8325.

FISCAL IMPACTS

None at this time.

ALTERNATIVES

Provide alternative direction to staff.

ATTACHMENT

1. Resolution R-94-22

2. Exhibit A & B - Legal Description and Plot Plan

3. Quitclaim Deed - City of Colton to Hager-Barton Road (Area A)(14789077.2)

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RESOLUTION NO. R-94-22

A RESOLUTION OF THE CITY COUNCIL OF COLTON, CALIFORNIA VACATING

CERTAIN PORTIONS OF SOUTH TERRACE AVENUE AND DE BERRY STREET PURSUANT TO STREETS AND HIGHWAYS CODE SECTIONS 8320 ET SEQ.,

AND DETERMINING THAT SUCH VACATION IS CONSISTENT WITH THE CITY’S GENERAL PLAN

WHEREAS, the City of Colton ("City") is presently engaged in issuing various entitlements and approvals relating to redevelopment of a warehouse logistics center in the Light Industrial (M-1) District in the City (the “Project”); and

WHEREAS, the applicant has requested that the City vacate certain portions of South Terrace Avenue and De Berry Street (as described and depicted in Exhibits A and B to this Resolution, and made a part hereof by this reference) (the “Vacated Area”); and

WHEREAS, this vacation of a City-owned street is made pursuant to the requirements of California Streets and Highways Code sections 8320 et seq., General Vacation Procedure; and

WHEREAS, the Vacated Area is no longer needed for public right of way or alley purposes, and is unnecessary for present or prospective public use; and

WHEREAS, there are existing public utilities and easements for public utilities in the Vacated Area and appurtenant rights thereto that will be reserved for the City and other public agencies in accordance with California Streets and Highways Code Section 8340; and

WHEREAS, there are no other in-place public utility facilities that are in use and would be affected by the vacation; and

WHEREAS, Section 8313(b) of the Streets and Highways Code and Section 65402 of the Government Code require that any proposed vacation be reviewed for conformity with the City’s General Plan; and

WHEREAS, the Planning Commission, on December 14, 2021, and City Cou ncil, on August 2, 2022, have determined that this vacation is consistent with and in conformity with the General Plan of the City of Colton; and

WHEREAS, on July 19, 2022, the City Council adopted Resolution No. R -87-22 (“Resolution of Intent”) to vacate the Vacated Area, as more particularly described in said Resolution; and

WHEREAS, the Resolution of Intent gave notice that on October 4, 2022 at 6:00 p.m., in the Colton City Council Chambers, the City Council would hear any and all persons interested in or objecting to the proposed vacation of the Vacated Area; and

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Attachment: Resolution R-94-22 (3765 : Public Hearing - Street Vacation: Terrace Avenue & De Berry Avenue)

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WHEREAS, proper notice giving the date, time and place of the public hearing was published in the manner prescribed by law; and

WHEREAS, notices of the proposed vacation of the Vacated Area, stating the purpose of the Resolution of Intent and the time and place set for the public hearing, were posted in the Vacated Area in the manner prescribed by law; and

WHEREAS, on October 4, 2022, a t 6:00 p.m. in the City Council Chambers, the City Council heard any and all persons interested in or objecting to the proposed vacation of said portions of the public right-of-way.

WHEREAS, the Mayor is hereby authorized to execute and deliver quitclaim deeds evidencing city’s transfer of any interest in the subject vacated area to the fee owners.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Colton:

SECTION 1. General Plan Consistency. The City Council hereby finds that vacation of the Vacated Area, as more specifically described and depicted in the attached Exhibits A and B, is consistent and in conformity with the General Plan of the City of Colton. Specifically, the vacation is consistent with the General Plan in that the Vacated Area although depicted in the Mobility Element of the General Plan as being part of the City’s Circulation Plan, the Vacated Area described in the Mobility Element is not needed for future use.

SECTION 2. Findings of No Need for Vacated Area . The Va cated Area as described and depicted in Exhibits A and B of this Resolution is not necessary for prospective vehicular traffic, non -vehicular traffic, or other public street purposes. To support this finding, staff obtained letters of non-objection from the affected utilities, ensured that the developer worked with the Elsinore Valley Municipal Water District (EVMWD) to maintain continued access to EVMWD’s adjacent property, and verified that vacating the area in question will not otherwise cut off access to any person’s property or terminate a public service easement being used for the purpose for which it was dedicated.

SECTION 3. Order of Vacation . Based on the above stated facts, conclusions, and findings, the City Council hereby vacates the Vacated Area described and depicted in Exhibits A and B to this Resolution.

SECTION 4. Reservation of Easements . The City Council hereby reserves for the benefit of the public, Southern California Gas Company, AT&T, Colton Water, Colton Wastewater, Colton Electr ic, and Lumen Technologies, and their successors, heirs, and assigns, an easement in, upon, over, and across the entire area proposed to be vacated, to construct, place, operate, inspect, maintain, enlarge, repair, replace, and remove any existing and futu re facilities, and necessary fixtures and appurtenances, and said easement shall include rights of ingress and egress thereto.

SECTION 5. Recordation of Resolution. The City Clerk is directed to cause a certified copy of this Resolution of Vacation to be recorded in the office of the San Bernardino County Recorder.

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Attachment: Resolution R-94-22 (3765 : Public Hearing - Street Vacation: Terrace Avenue & De Berry Avenue)

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SECTION 6 Effective Date. This Resolution shall become effective immediately upon its adoption.

PASSED, APPROVED AND ADOPTED THIS 4th DAY OF OCTOBER 2022.

_____________________________
FRANK J. NAVARRO
Mayor

ATTEST:

_____________________________
CAROLINA R. PADILLA
City Clerk

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Attachment: Resolution R-94-22 (3765 : Public Hearing - Street Vacation: Terrace Avenue & De Berry Avenue)

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Attachment: Exhibit A & B - Legal Description and Plot Plan (3765 : Public Hearing - Street Vacation: Terrace Avenue & De Berry Avenue)

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Attachment: Exhibit A & B - Legal Description and Plot Plan (3765 : Public Hearing - Street Vacation: Terrace Avenue & De Berry Avenue)

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Attachment: Exhibit A & B - Legal Description and Plot Plan (3765 : Public Hearing - Street Vacation: Terrace Avenue & De Berry Avenue)

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Attachment: Exhibit A & B - Legal Description and Plot Plan (3765 : Public Hearing - Street Vacation: Terrace Avenue & De Berry Avenue)

RECORDING REQUESTED BY:

AND WHEN RECORDED MAIL TO:

Hager Pacific Properties
4100 Newport Place Drive, Suite 700
Newport Beach, CA 92660
Attention: Robert Neal

)
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SPACE ABOVE THIS LINE FOR RECORDER'S USE

THE UNDERSIGNED GRANTOR DECLARES:

DOCUMENTARY TRANSFER TAX IS $0 NOT APPLICABLE

Exempt per R&T 11911 & 11925 – This is a quitclaim of easement and consideration is less than $100.

CITY TAX is $-0-
[ ] computed on full value of property conveyed, or
[ ] computed on full value less value of liens or encumbrances remaining at time of sale. [x] City of Colton
[x] Realty not sold

QUITCLAIM DEED
FOR A VALUABLE CONSIDERATION, receipt of which is hereby acknowledged, City of Colton, a California municipal corporation (collectively, the “ Grantor”), hereby REMISES, RELEASES and FOREVER QUITCLAIMS to Pacific West Management, a California general partnership, Producer Industrial Partners, LLC, a California limited liabil ity company, and the Robert J.

Neal and Bernarda A. Neal Revocable Trust (collectively, “ Grantee”), all of its right, title and interest in and to the real property legally described on Exhibit “C-1” attached hereto and depicted on Exhibit “C- 2” attached hereto.

IT IS UNDERSTOOD THAT THE RIGHTS ARE BEING TRANSFERRED IN AN “AS -IS, WHERE-IS” CONDITION, WITHOUT WARRANTY AS TO FITNESS FOR USE, FITNESS FOR

A PARTICULAR USE, OR CONDITION OF THE PROPERTY AND THAT THE GRANTOR HAS

NO OBLIGATION TO CORRECT ANY CONDI TION OF THE PROPERTY, WHETHER

KNOWN OR UNKNOWN, BEFORE OR AFTER THE RECORDING OF THIS QUITCLAIM DEED.

Dated: July ____, 2022
GRANTOR:

City of Colton,
a California municipal corporation

By: ________________________
Name: Frank J. Navarro
Its: Mayor
Date: ________________________

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Attachment: Quitclaim Deed - City of Colton to Hager-Barton Road (Area A)(14789077.2) (3765 : Public Hearing - Street Vacation: Terrace

Attest:

By: ________________________

Name: Carolina Padilla
Its: City Clerk

Date: ________________, 2022

Approved as to Form:

By: ________________________
Name: Carlos L. Campos
Best Best & Krieger LLP
Its: City Attorney

Date: ________________, 2022

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Attachment: Quitclaim Deed - City of Colton to Hager-Barton Road (Area A)(14789077.2) (3765 : Public Hearing - Street Vacation: Terrace

A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.

State of California )
County of _____________________ )

On ____________________, before me, ____________________________, a Notary Public, personally appeared _______________________________, who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature

State of California )
County of _____________________ )

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature

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Attachment: Quitclaim Deed - City of Colton to Hager-Barton Road (Area A)(14789077.2) (3765 : Public Hearing - Street Vacation: Terrace

State of California )
County of _____________________ )

On ____________________, before me, ____________________________, a Notary Public, personally appeared _______________________________, who proved to me on the basis of satisfactory evidence to be the person(s) whos e name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of w hich the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature

State of California )
County of _____________________ )

On ____________________, before me, ____________________________, a Notary Public, personally appeared _______________________________, who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/a re subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the perso n(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature

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Attachment: Quitclaim Deed - City of Colton to Hager-Barton Road (Area A)(14789077.2) (3765 : Public Hearing - Street Vacation: Terrace

State of California )
County of _____________________ )

On ____________________, before me, ____________________________, a Notary Public, personally appeared _______________________________, who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/a re subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the perso n(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature

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Attachment: Quitclaim Deed - City of Colton to Hager-Barton Road (Area A)(14789077.2) (3765 : Public Hearing - Street Vacation: Terrace

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Attachment: Quitclaim Deed - City of Colton to Hager-Barton Road (Area A)(14789077.2) (3765 : Public Hearing - Street Vacation: Terrace 080645\14789077v2

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Attachment: Quitclaim Deed - City of Colton to Hager-Barton Road (Area A)(14789077.2) (3765 : Public Hearing - Street Vacation: Terrace

ITEM NO. 2

STAFF REPORT

DATE: SEPTEMBER 6, 2022
TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
FROM: BILL SMITH, CITY MANAGER
PREPARED BY: CAROLINA PADILLA, CITY CLERK
SUBJECT: APPROVAL OF MINUTES FOR THE CITY COUNCIL REGULAR MEETING HELD ON AUGUST 16, 2022.

RECOMMENDED ACTION

Staff recommends that the City Council take the following action:

Approval of Minutes for the City Council Regular Meeting held on August 16, 2022.

BACKGROUND

Minutes for the City Council Regular Meeting held on August 16, 2022.

FISCAL IMPACTS

None

ATTACHMENT

1. 08-16-2022 Draft Minutes
2 Packet Pg. 23
2022 AUGUST 16 CC/CUA/CPFA/CHA MEETING 1 -

CITY COUNCIL/COLTON UTILITY AUTHORITY/

COLTON PUBLIC FINANCING AUTHORITY AND COLTON HOUSING AUTHORITY

REGULAR MEETING MINUTES

August 16 2022

Regular Meeting held on the above-given date at 6:00 p.m. in City Hall, located at 650 North La Cadena Drive, Colton, California with Mayor Navarro presiding.

INVOCATION: Pastor Eric Strutz - The Door Church
FLAG SALUTE: Mayor Pro Temp Kenneth Koperski (Veteran)

CITY COUNCIL ROLL CALL

Council Members Present Staff Present
Frank J. Navarro, Mayor William R. Smith, City Manager David J. Toro Carlos Campos, City Attorney
Ernest R. Cisneros Carolina R. Padilla, City Clerk Kenneth J. Koperski, Mayor Pro Tem
Dr. Luis S. González
John R. Echevarria
Isaac T. Suchil

Council Members Absent
None

CEREMONIAL MATTERS
Presentations, Awards, Proclamations

 Recognition - 135th Birthday Celebration Sponsors
Heidi Struts, Recreation Services Manager, in troduced the City of Colton 135 Birthday Celebration Sponsors; Mayor Navarro presented each sponsor a Certifi cate of Recognition on behalf of the City of Colton City Council; in addition, Joe Baca, Jr. Fifth District Supervisor presented each a Certificate of Recognition on behalf of the Fifth District and the San Bernardino County Board of Supervisors:

 AMKO RECYCLING
 ECOLOGY RECYCLING SERVICES, LLC
 CR&R INCORPORATED ENVIRONMENTAL SERVICES
 RHYTHM TECH PRODUCTIONS, LLC
 BEST, BEST & KREIGER
 SAN BERNARDINO COUNTY SUPERVISOR JOE BACA JR.
 ARROWHEAD REGIONAL MEDICAL CENTER

 Recognition - VolunTEEN Program Participants
Heidi Struts, Recreation Services Manager, introduced the VolunTEEN Program Participants ; Mayor Navarro presented each participant a Certificate of Recognition on behalf of the City of Colton City Council; in addition, Joe Baca, Jr. Fifth District Supervisor presented each a Certificate of Recognition on behalf of the Fifth District and the San Bernardino County Board of Supervisors:

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Attachment: 08-16-2022 Draft Minutes (3767 : Draft Minutes 08-16-2022) 2022 AUGUST 16 CC/CUA/CPFA/CHA MEETING 2 -
 Jacob Bautista – 163.5 hours
 Sarah Bautista – 164 hours
 Vincent Campa – 150 hours
 Jennalee DeGidio – 167 hours
 Adrian Fernandez – 150.5 hours
 Angelica Gallardo-Murillo – 150.25
 Clarissa Mondragon – 150.75 hours
 Isaac Perez – 151 hours
 David Romero – 173 hours

***************************************************************************

MAYOR AND COUNCIL ITEMS

POSSIBLE CONFLICT OF INTEREST DISCLOSURES FOR THE COUNCIL MEETING OF AUGUST 16 2022.

GIFT DISCLOSURES
Mayor Navarro asked the members present if there were any agenda items that were a conflict of interest pursuant to CMC Section 2.04.030. None disclosed.

AB 1234 ORAL REPORTS
Mayor Navarro asked the members present if there were any brief reports on meetings attended at the expense of the City. (GC Section 53232.3(d). None disclosed.

***************************************************************************

PUBLIC HEARINGS
None

BUSINESS ITEMS
None

*************************************************************************** Public Comment
The following community members addressed the Council: Tim Elliff.

***************************************************************************

CONSENT CALENDAR
Mayor Navarro presents the Consent Calendar Items 1 through 10.

City Manager announce d the following changes /corrections of the Consent Calendar: CM González informed Council he would be voting NO on Item #7.

Motion and Second by MPT Koperski/CM Echevarria to approve the Consent Calendar Items 1 through 10; CM González voting NO on Item #7.

Vote: Unanimous

(1) Minutes - Approval of Minutes for the City Council Regular Meeting held on August 02, 2022, on file in the Office of the City Clerk.

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(2) Warrants - Approve voucher numbers 200236 to 200304 dated 07/14//2022 and totaling $678,926.15; replacement check number 200305 for $51.71; voucher numbers 200306 to 200410 dated 07//21/2022 and totaling $725,463.46.

(3) City Treasurer's Report - Receive and File City Treasurer's Report for May 2022.

(4) Contract Amendment - City Manager - Approve a Contract Amendment with William R. Smith for City Manager Services.

(5) Contract Award - Workers Compensation TPA Services - Approve Contract for Workers Compensation Third Party Administrator (TPA) Services to AdminSure for Pre-7/1/22 Claims.

(6) Contract Award & Reimbursement Agreement - CASC - Approve Contract for Environmental Services with CASC Engineering Consultants and Reimbursement Agreement with Applicant for Rezone/General Plan Amendment Application.

(7) Contract Amendment - Sagecrest Planning + Environmental - Approve a Contract Amendment with Sagecrest Planning + Environmental to Provide Project Management and Entitlement Services.

(8) Contract Amendment - Willdan Engineering - Approve a Contract Amendment with Willdan Engineering for Building Inspection, Permit Technician Support, and Code Compliance Support.

(9) Contract Award - STC Traffic Inc. - Award of Engineering Design Contract to STC Traffic, Inc. for the Washington Street Class II Bicycle Route Project and the San Bernardino Ave. Street Improvement Project.

(10) Purchase - Police Vehicles - Approve Purchase of New Police Vehicles through the Sourcewell Contract (National Auto Fleet Group).

MAYOR AND COUNCIL ORAL REPORTS AND COMMENTS
Comments from Mayor, Council and City Treasurer on various issues and activities throughout the community.

CITY MANAGER'S REPORTS
None

ADJOURNMENT
At 6:40 p.m. Mayor Navarro adjourned the Regular Council Meeting in Memorium of John Romero and Ciclyn Reid Wilson.

_________________________________
Carolina R. Padilla
City Clerk

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ITEM NO. 3

STAFF REPORT

DATE: SEPTEMBER 6, 2022
TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
FROM: BILL SMITH, CITY MANAGER
PREPARED BY: STACEY DABBS, FINANCE DIRECTOR
SUBJECT: APPROVE VOUCHER NUMBERS 200412 TO 200495 DATED 07/27/2022 AND TOTALING $75,590.58; VOUCHER NUMBERS
200411, 200496 TO 200625 DATED 07/28/2022 AND TOTALING
$1,303,230.91; VOUCHER NUMBERS 200626 TO 200776 DATED
08/04/2022 AND TOTALING $747,162.60; VOUCHER NUMBERS
200777 TO 200886 DATED 08/11/2022 AND TOTALING $608,606.25; WIRES DATED 08/08/2022 AND TOTALING $17,862,914.38; A
PAYROLL DISBURSEMENT LISTING DATED 06/11/2022 TO
06/24/2022 AND TOTALING $1,281,432.24 AND A PAYROLL
DISBURSEMENT LISTING DATED 06/25/2022 TO 07/08/2022 AND TOTALING $1,071,306.20.

RECOMMENDED ACTION

Staff recommends that the City Council take the following action:

Approve voucher numbers 200412 to 200495 dated 07/27/2022 and totaling $75,590.58; voucher numbers 200411, 200496 to 200625 dated 07/28/2022 and totaling $1,303,230.91; voucher numbers 200626 to 200776 dated 08/04/2022 and totaling $747,162.60; voucher numbers 200777 to 200886 dated 08/11/2022 and totaling $608,606.25; wires dated 08/08/2022 and totaling $17,862,914.38; a payroll disbursement listing dated 06/11/2022 to 06/24/2022 and totaling $1,281,432.24 and a payroll disbursement listing dated 06/25/2022 to 07/08/2022 and totaling $1,071,306.20.

BACKGROUND

The California Government Code requires that the legislative body ratify all vouchers issued in the course of conducting City business.

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September 6, 2022

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ISSUES/ANALYSIS

All vouchers and related backup documentation have been reviewed by the City Treasurer.

FISCAL IMPACTS

None.

ALTERNATIVES

1. Provide alternative direction to staff.

ATTACHMENT

1. Fund Number and Title Legend

2. Voucher lists

3. Voucher lists continued

4. Payroll Registers
3 Packet Pg. 28
City of Colton
Fund Number and Title Legend
Fund Title Fund Title
100 GENERAL FUND 701 LLMD #2
150 TREASURERS ACCOUNT GROUP 702 LLMD #1
206 COMMUN ITY CHILD CARE 703 CFO 87-1 DEBT SERV ICE
209 DSF FLY CONSERVATION 704 CFO 87-1 CONSTRUCT ION
210 SPECIAL GAS TAX 707 CFO 88-1 DEBT SERV ICE
211 LIBRARY GRANT FUND 708 CFO 88-1 CONSTRUCTION
212 STATE TRAFFIC RELIEF FUND 709 DSF FLY CONSERVATION
213 S.Y.E.T .P. GRANT 722 STORM WATER
214 POLLUT ION REDUCT ION FUND 733 CFO 89-1 CONSTRUCT ION 215 COMMUNITY DEV ACT FUND 734 CFO 89-2 CONSTRUCT ION
216 CDBG HOUS ING REHAB FUND 744 CFO 89-1 DEBT SERV ICE 217 DRUG/GANG INTERVENTION 745 CFO 89-2 DEBT SERV ICE
218 MEASURE I FUND 750 AQUA MANSA CFO
219 STATE AID- CAPITAL PROJECTS 754 SB COUNTY HOSPITAL
220 Vi Tep 762 TRUST AND AGENCY
225 MISC GRANTS 766 DEFERRED COMPENSAT ION
240 HOST CITY FEES - CIP 781 CFO 90-1 DEBT SERVICE
247 Quimby In Lieu Fees 782 CFO 90-1 CONSTRUCT ION
248 PARK DEVELOPMENT FUND 850 Redeve lopment Obligation Retirement Fund 249 TRAFF IC IMPACT FUND 851 Successor Agency Administration 250 NEW FAC ILITIES DEVELOPMENT FEE 855 Hous ing Auth - RM PARK DEVELOPMENT 251 CIVIC CENTER DEVELOPMENT FEE 856 Housing Auth - RANCHO MED BOND PROCEEDS 252 FIRE FAC ILITY DEVELOPMENT FEE 857 LMI Asset Fund
253 POLICE FACILITY DEVELOPMENT FEE 864 Housing Auth - LOW/MOD BOND PROCEEDS 261 ASSET FORFEITURE 865 Housing Auth - RANCHO MED CHFA 326 AD 94-1 DEBT SERVICE 866 ECONOM IC DEVELOPMENT
332 1971 SEWER BONDS, A & C 867 Consolidation Proj_08 -09 350 PFA Debt Fund 870 Housing Auth - RM PARK OPERAT IONS 357 POB-Non Enterprise 871 Successor Agcy-RANCHO/M ILL PROJECT AREA 358 PENS ION OBLIGATION DEBT SERV ICE 872 Succe ssor Agcy-RANCHO/MILL DEBT SERV ICE 359 CORP YARD DEBT SERV ICE 873 Successor Agcy-RDA II PROJECT FUND 363 1978-2 ASSESSMENT DIST . 874 Housing Auth - LOW/MOD DEBT SERV ICE 364 WATER IMPRVMNT DIST A 875 Housing Auth - LOW/MOD BOND PROCEEDS 379 AD 1979-1 DEBT SERV ICE 876 Successor Agcy-SANTA ANA RIV BND PROCEED 427 AD 94-1 CONSTRUCT ION 877 Successor Agcy-SANTA ANA RIVER CIP 450 Capita l Improvement Project s 878 RDA FIXED ASSETS GROUP 451 Colton Crossing Fund 879 Successor Agcy-WEST VALLEY CIP 453 STREET IMPROVEMENTS PRGM 881 Successor Agcy-MT VERNON BOND PROCEEDS 457 CAP ITAL IMPROVEMENT 882 Successo r Agcy-MT VERNON CIP 469 EQU IPMENT REPLACEMENT 885 Successor Agcy -MT VERNON DEBT SERV ICE 520 ELECTR IC UTILITY 886 RDA ADM INISTRAT ION
521 WATER UTILITY 887 COOLEY RANCH - now 894
522 WAS TEWATER UTILITY 888 MT VERNON - now 882
523 SOLID WASTE 889 WEST VALLEY - now 879
524 CEMETERY 890 Successor Agcy-RDA - LONG TERM DEBT GRP 525 RECYCLING 891 Successo r Agcy-RDA I DEBT SERV ICE FUND 526 PUBLIC BENEFIT FUND 892 Successor Agcy-RDA I - CAP ITAL PROJECTS 527 WASTEWATER UTILITY - GRAND TERRACE 893 Successor Agcy -RDA II DEBT SERV ICE FUND 551 WATER DEVELOPMENT 894 Successor Agcy -COOLEY RANCH PRO JECT 552 SEWER DEVELOPMENT 895 Successor Agcy-COOLEY RANCH DEBT SERV 560 CEMETARY ENDOWMENT CARE 896 SANTA ANA RIVER - now 877 605 Facility & Equipment Maintenance Fund 897 Successor Agcy-SANTA ANA RIVER DEBT SVC 606 INFORMATION SERV ICES FUND 898 Housing Auth - LOW/MOD CAPITAL PROJECTS 607 INSURANCE FUND 899 Successor Agcy-WEST VALLEY PRJ - DBT SV 608 AUTOMOT IVE SHOP 941 GENERAL LONG -TERM DEBT
610 AUTOMOT IVE SHOPS 958 GENERAL FIXED ASSETS
990 GASB 34

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ITEM NO. 4

STAFF REPORT

DATE: SEPTEMBER 6, 2022
TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
FROM: BILL SMITH, CITY MANAGER
PREPARED BY: BRIAN DICKINSON, PUBLIC WORKS AND UTILITY SERVICES

DIRECTOR
SUBJECT: APPROVE AWARD OF CONTRACT TO DM CONTRACTING INC.

FOR THE RECONSTRUCTION OF SLUDGE BED CONCRETE
WALL PROJECT.

RECOMMENDED ACTION

Staff recommends that the City Council take the following action:

Authorize the award of construction contract for the Reconstruction of Sludge Bed Concrete Wall Proje ct to DM Contracting, Inc. as the lowest responsive and responsible bidder for $136,050.00.

BACKGROUND

The City of Colton (“City”) owns, operates, and maintains a wastewater collection, pumping, and treatment system that serves the City, neighboring Cit y of Grand Terrace, and unincorporated County areas. The plant utilizes a conventional and extended aeration secondary treatment process to produce treated effluent in compliance with Regional Water Quality Control Board regulations.

The City’s Wastewater Treatment Plant generates an average of 15,000 tons of sludge annually.

Sewage sludge is a byproduct of wastewater treatment. The sludge is compose d of organic matter from human waste, food waste particles, microorganisms, trace chemicals and inorganic solids from products and medicine we use. Sludge is required to be dry prior to disposal. Several retaining walls around the existing sludge drying beds structure need repair and replacement due to age.

ISSUES/ANALYSIS
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September 6, 2022

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In accordance with Colton Municipal Code (CMC) S ection 3.08.090, City staff issued a Notice of Inviting Formal Bids for publication on July 22, 2022 and July 29, 2022. On August 4, 2022, The City received proposals from three contractors. The bids are as follows:

Bidder Total Bid
DM Contracting, Inc. $136,050.00
Three Peaks Corp $161,350.00
TSR Construction $174,000.00

Staff evaluated and reviewed each submitted bid. Staff recommends the award of a construction contract to DM Contracting, Inc. as the lowest responsive and responsib le bidder in the amount of $136,050.00.

FISCAL IMPACTS

The total amount for the construction of the Reconstruction of S ludge Bed Concrete Wall Project, including a 5% contingency, is $142,852.50. Sufficient appropriations are available in the FY2022-23 adopted budget in Wastewater Utility Fund Capital Improvement Account #522- 8200-8204-3890-0000-000.

ALTERNATIVES

Provide alternative direction to staff.
4 Packet Pg. 148

ITEM NO. 5

STAFF REPORT

DATE: SEPTEMBER 6, 2022
TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
FROM: BILL SMITH, CITY MANAGER
PREPARED BY: BRIAN DICKINSON, PUBLIC WORKS AND UTILITY SERVICES

DIRECTOR
SUBJECT: ACCEPT AND APPROVE THE RECORDATION OF GRANT OF EASEMENT FOR ELECTRIC PURPOSES AT 705 COLTON
AVENUE, 831 COLTON AVENUE, AND 1140 S. MT. VERNON.

RECOMMENDED ACTION

Staff recommends that the City Council take the following action:

Accept and approve the recordation of grant of easement for electric purposes at 705 Colton Ave, 831 Colton Ave, and 1140 S Mt Vernon.

BACKGROUND

Jay-Gees, LLC consists of a multi-tenant building, for which an application for electric service connection was submitted. This project is located at 705 Colton Ave (APN: 016 1-252-23).

Daniel Lee, Ok Ja Lee, Kelvin Lee is another applicant that submitted an application for electrical service. This project is for a new communication tower at 831 Colton Ave (APN:
0164-052-10). RR Cali Colton, LLC is another project that submitted an application for electrical service. This project is a new car wash building located at 1140 S Mt Vernon (APN: 0276 -144- 01).

ISSUES/ANALYSIS

For all applications, the owner constructed or will construct the electric improvements necessary for these projects. In order to maintain the new electric utility service at these locations, the owners of these properties need to provide an easement to Colton Electric. The owners have agreed to grant easements to the City of Colton as shown on the attached exhi bits. The purpose of the easements is for access, repair, and maintenance of the electric improvements. The 5 Packet Pg. 149
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Easements - Electric Utility
September 6, 2022

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description and location of the easements are shown in Exhibit A (Jay -Gees, LLC), Exhibit B (Daniel Lee, Ok Ja Lee, Kelvin Lee), and Exhibit C (RR Cali Colton, LLC).

FISCAL IMPACTS

This action will not have a financial impact to the City.

ALTERNATIVES

1. Provide alternative direction to staff.

ATTACHMENT

1. Exhibit A

2. Exhibit B

3. Exhibit C
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Attachment: Exhibit A (3764 : Easements - Electric Utility)

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Attachment: Exhibit A (3764 : Easements - Electric Utility) E

LEGAL DESCRIPTION

ELECTRICAL EASEMENT
Portion APN: 0161-252-23
A 10-FEET STRIP OF LAND WITHIN THAT PORTION OF PARCEL 1 OF PARCEL MAP NO. 19675, IN THE CITY OF COLTON, RECORDED IN PARCEL MAP BOOK 247, PAGES 73 AND 74, RECORDS OF SAN BERNARDINO COUNTY, STATE OF CALIFORNIA. THE CENTERLINE OF SAID STRIP OF LAND DESCRIBED AS FOLLOWS:

COMMENCING AT THE NORTHEAST CORNER OF PARCEL 1 OF PARCEL MAP NO.19675 IN THE CITY OF COLTON, RECORDED IN PACEL MAP BOOK 247, PAGES 73 AND 74, RECORDS OF SAN BERNARDINO COUNTY; THENCE SOUTH 48°25'23" WEST, ALONG THE EASTERLY LINE OF SAID PARCEL 1, A DISTANCE OF

92.55 FEET; THENCE NORTH 41°34'37" WEST A DISTANCE OF 3.85 FEET TO THE POINT OF BEGINNING; THENCE NORTH 48°25'23" EAST, PARALLEL WITH SAID EASTERLY LINE, A DISTANCE OF 49.61 FEET TO THE BEGINNING OF A 25.00 FOOT RADIUS TANGENT CURVE, CONCAVE TO THE NORTHWEST; THENCE NORTHEASTERLY, ALONG SAID CURVE, THROUGH A CENTRAL ANGLE OF 38°42'49" AN ARC DISTANCE OF

16.89 FEET; THENCE TANGENT TO SAID CURVE, NORTH 9°42'34" EAST A DISTANCE OF 8.83 FEET TO THE BEGINNING OF A 12.50 FOOT RADIUS TANGENT CURVE, CONCAVE TO THE SOUTHWEST; THENCE NORTHWESTERLY, ALONG SAID CURVE, THROUGH A CENTRAL ANGLE OF 49°33'27" AN ARC DISTANCE OF

10.81 FEET TO A POINT ON THE NORTH LINE OF SAID PARCEL 1, SAID POINT IS 31.11 FEET FROM SAID NORTHEAST CORNER OF PARCEL 1, MEASURED ALONG SAID NORTH LINE OF PARCEL 1. SAID POINT ALSO BEING THE POINT OF TERMINUS.

THE SIDELINES OF SAID CENTERLINE SALL BE PROLONGED OR SHORTENED TO MEET AT ANGLE POINTS.

EXCEPT THOSE PORTIONS OF COLTON AVENUE AND ALLEY AS SHOWN ON SAID PARCEL MAP 19675. (See Exhibit B )
Prepared under my supervision:

Henry C. Poquiz _________
L.S. 6048 Date

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Attachment: Exhibit A (3764 : Easements - Electric Utility)

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Attachment: Exhibit B (3764 : Easements - Electric Utility)

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Attachment: Exhibit C (3764 : Easements - Electric Utility)

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Attachment: Exhibit C (3764 : Easements - Electric Utility)

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Attachment: Exhibit C (3764 : Easements - Electric Utility)

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Attachment: Exhibit C (3764 : Easements - Electric Utility)

ITEM NO. 6

STAFF REPORT

DATE: SEPTEMBER 6, 2022
TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
FROM: BILL SMITH, CITY MANAGER
PREPARED BY: BRIAN DICKINSON, PUBLIC WORKS AND UTILITY SERVICES

DIRECTOR
SUBJECT: APPROVE GRANT OF WATER UTILITIES EASEMENT AT 833 VALLEY BLVD.

RECOMMENDED ACTION

Staff recommends that the City Council take the following action:

Approve the recordation of a grant of water utilities easement for water main purposes from SRM Colton LLC, located at 833 W Valley Blvd Colton CA 92324 (Assessor’s Parcel No. 0162- 272-21).

BACKGROUND

SRM Colton LLC submitted an application for installation of six (6) new water meter s for the existing commercial units located at 833 W. Valley Boulevard. The developments are required to dedicate utilities easements.

ISSUES/ANALYSIS

In order to provide the six (6) new water meters and service laterals, it will require installation of an 8-inch water main loop crossing the property and an easement for the extension of the water main line is necessary . The looped water system is recommended to minimize water quality issues normally associated with dead-end mains.

Conditions of approval state that the developer is required to obtain a water utilities easement recorded prior to the approval of the engin eering plans. The proposed easement was reviewed and accepted by the Public Works and Utilities Department.

6 Packet Pg. 162
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Easement - SRM Colton LLC
September 6, 2022

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FISCAL IMPACTS

No financial impact for this action. The funding for the design, plan checking, construction, inspection, and maintenance of propos ed water main line within the property’s site and adjacent city owned property and respective Grant of Easement recordation filing fees would be at the complete expense of the developer.

ALTERNATIVES

Provide alternative direction to staff.

ATTACHMENT

1. Exhibit A - Easement Plats
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Attachment: Exhibit A - Easement Plats (3758 : Easement - SRM Colton LLC)

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Attachment: Exhibit A - Easement Plats (3758 : Easement - SRM Colton LLC)

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Attachment: Exhibit A - Easement Plats (3758 : Easement - SRM Colton LLC)

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Attachment: Exhibit A - Easement Plats (3758 : Easement - SRM Colton LLC)

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Attachment: Exhibit A - Easement Plats (3758 : Easement - SRM Colton LLC)

ITEM NO. 7

STAFF REPORT

DATE: SEPTEMBER 6, 2022
TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
FROM: BILL SMITH, CITY MANAGER
PREPARED BY: BRIAN DICKINSON, PUBLIC WORKS AND UTILITY SERVICES

DIRECTOR
SUBJECT: APPROVE RESOLUTION TO ACCEPT THE EQUITABLE

COMMUNITY REVITALIZATION GRANT (ECRG) AWARD FROM

THE STATE OF CALIFORNIA DEPARTMENT OF TOXIC
SUBSTANCE CONTROL (DTSC), RESOLUTION R-98-22.

RECOMMENDED ACTION

Staff recommends that the City Council take the following action:

1. Approval of Resolution No. R -98-22 to authorize the acceptance of a grant award from the Department of Toxic Substance Control; and

2. Amend the FY2022-23 budget in creasing revenues and appropriations for $ 280,000 to account for the grant acceptance; and

3. Authorize the City Manager or his designee to execute in the name of the City of Colton all grant documents, including but not limited to, applications, agreements, amendments and requests for payment, necessary for this grant project.

BACKGROUND

On March 1, 2022, the City Counci l authorized the grant writing services from Blais & Associates to apply for the California Environmental Protection Agency Equitable Community Revitalization Grant (ECRG) through the Department of Toxic Substance Control (DTSC).

DTSC purpose of the grant was to fund the following:

 Community-Wide Assessments: To obtain information about environmental conditions at four or more sites within a study area. Recipients may use the funds for preliminary 7 Packet Pg. 169
Staff Report to the Mayor and City Council
Grant Award - State of California Department of Toxic Subtance Control September 6, 2022

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environmental planning, including All Appropriate Inquiri es (AAI) or Phase I Environmental Site Assessments, Phase II Environmental Site Assessments, as well as for public engagement activities meant to elicit community input on cleanup and reuse of the sites.

 Environmental Investigations: Investigation and/or cleanup planning at a specific site that is slated for reuse. Work includes All Appropriate Inquiries (AAI) or Phase I Environmental Site Assessments, Phase II Environmental Site Assessments, Preliminary Endangerment Assessments (PEA), supplemental or oth er necessary site investigations, health and ecological risk assessments, work to evaluate different cleanup methods, pilot tests to assess a potential remedial technology, and preparation of a cleanup plan.

 Environmental Cleanups: Includes planning, impl ementation and reporting costs for the environmental cleanup, pilot tests and sampling/analysis to design the cleanup, public engagement and cleanup -related California Environmental Quality Act (CEQA) activities. A regulatory-approved cleanup plan is requ ired to submit an Environmental Cleanup Application. If you do not have an approved cleanup plan, submit an Environmental Investigation Application.

 Applicants must own property or have legal access.

 Sites that are the subject of the application must b e of interest to the applicant for facilitating expansion or reuse, promoting the general welfare of the community (i.e., job creation, increase tax base, greenspace, housing), or demonstrate public input, and that the end use is the “highest and best use” for the property.

The City of Colton applied for the funding to mitigate a land use covenant on the City owned property, Assessor Parcel Number (APN) 163-041-38 located at the City’s corporate yard.

On July 1 2022, DTSC contacted the City of Colton as t he selected inaugural grantee for the Equitable Community Revitalization Grant (ECRG) in the amount of $280,000.

ISSUES/ANALYSIS

The City of Colton has been working on a preconstruction design for a future Zero Net Energy (ZNE) Public Works and Utilities building in the current location of 160 S. 10 th Street. During the initi al Geotechnical request for proposals (RFP) a land covenant/deed restriction was discovered on Assessor Parcel Number 163-041-38 in the City’s corporate yard.

Phase I Environmental has been completed for this location. The grant fund award will pay for Phase II Environmental Site Assessment . Upon completion, this will make the City eligible for future Environmental Cleanup grants if required after Phase II investigation. The result of Phase 7 Packet Pg. 170
Staff Report to the Mayor and City Council
Grant Award - State of California Department of Toxic Subtance Control September 6, 2022

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II can either have the covenant removed or mediate the issue to have future greenspace usability as the project proceeds.

FISCAL IMPACTS

Resolution R-98-22 will amend the Fiscal Year 2022-23 Budget to:

1. Increase appropriation s by $280,000 in Electric Utility Fund Capital Improvement Expenditure Account 520-8000-8001-3890-0107-000 (Capital Improvement)

2. Increase revenue in Electric Utility Fund Grant Account N umber 520 -1821-000 by $280,000

ALTERNATIVES

1. Provide alternative direction to staff.

ATTACHMENT

1. 9-6-2022_Resolution R-98-2022
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RESOLUTION NO. R-98-22

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COLTON

AUTHORIZING THE ACCEPTANCE OF GRANT AWARD FROM THE

DEPARTMENT OF TOXIC SUBSTANCE CONTROL AND AMEND THE
FY2022-23 BUDGET IN THE AMOUNT OF $280,000

WHEREAS, On March 1, 2022, the City Council authorized the grant writing services from Blais & Associates to apply for the California Environmental Protection Agency Equitable Community Revitalization Grant (ECR G) through the Department of Toxic Substance Control (DTSC), and;
WHEREAS, The City of Colton applied for the funding to mitigate a land use covenant on the City owned property, Assessor Parcel Number (APN) 163 -041-38 located at the City’s corporate yard
WHEREAS, On July 1 2022, DTSC contacted the City of Colton as the selected inaugural grantee for the Equitable Community Revitalization Grant (ECRG) in the amount of $280,000, and; WHEREAS, The City of Colton has been working on a preconstruction design for a future Zero Net Energy (ZNE) Public Works and Utilities building in the current location of 160 S. 10 th Street. During the initial Geotechnical request for bids (RFP) a land covenant/deed restriction was discovered on Assessor Parcel Number 163-041-38 in the City yard, and; WHEREAS, Phase I Environmental has been completed for this location. The grant fund award will pay for Phase II Environmental Site Assessment. Upon completion, this will make the City eligible for future Environmental Cleanup grants if required after Phase II investigation. The result of Phase II can either have the covenant removed or mediate the issue to have future greenspace usability as the project proceeds, and;
WHEREAS, In the Fiscal Year budget, 2023 Colton Electric Division (CED) will increase revenues in account 520-1821-000 by accepting the grant award of $280,000 and increase appropriations in CEDs expenditure account 520-8000-8001-3890-0107-000 (Capital Improvement).

NOW, THEREFORE , the City Council of the City of Colton, State of California do hereby resolved as follows:

SECTION 1. Approve Resolution No. R -98-22 to authorize the acceptance of a grant award

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from the Department of Department of Toxic Substance Control; and SECTION 2. Amend the adopted FY2023 budget to:
 Increase appropriations by $280,000 in Electric Utility Fund Capital Improvement Expenditure Account 520-8000-8001-3890-0107-000 (Capital Improvement)  Increase revenue in Electric Utility Fund Grant Account Number 520 -1821-000 by $280,000
SECTION 3. Authorize the City Manager or his designee to execute in the name of the City of Colton all grant documents, including but not limited to, applications, agreements, amendments and requests for payment, necessary for this grant project.

PASSED, APPROVED AND ADOPTED THIS 9TH DAY OF SEPTEMBER 2022.

__________________________________
FRANK J. NAVARRO
Mayor
ATTEST:

______________________________
CAROLINA R. PADILLA
City Clerk

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Attachment: 9-6-2022_Resolution R-98-2022 (3763 : Grant Award - State of California Department of Toxic Subtance Control)

ITEM NO. 8

STAFF REPORT

DATE: SEPTEMBER 6, 2022
TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
FROM: BILL SMITH, CITY MANAGER
PREPARED BY: BRIAN DICKINSON, PUBLIC WORKS AND UTILITY SERVICES

DIRECTOR
SUBJECT: APPROVE PURCHASE OF VALVE MAINTENANCE TRAILER
FROM E.H. WACHS.

RECOMMENDED ACTION

Staff recommends that the City Council take the following action:

Approve the purchase of Valve Maintenance Trailer for $85,359.55 from E.H. Wachs.

BACKGROUND

The City of Colton Water System has 4,255 valves and more than 1,500 fire hydrants. As Best Management Practice for system reliability and water quality, system valves should be exercised on a triennial basis, and fire hydrants should be flushed regularly to reduce potential colored water issues.

The existing valve maintenance trailer is 25 years old, and the valve maintenance and vacuum equipment is failing due to age. By purchasing a valve maintenance trailer, staff will be able to resume valve exercise maintenance and fire hydrant flushing more efficient ly, thereby by providing system operations reliability in the event of an emergency shut -down, and also improving system water quality.

ISSUES/ANALYSIS

In accordance with Colton Municipal Code Section 3.08.120, Water Operations staff utilized the informal bidding procedure to request proposals from the following three vendors for the same Valve Maintenance Trailer . The City received the following cost proposals for the valve maintenance trailer:
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Purchase - E.H. Wachs
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Vendor Cost Proposal
E.H. Wachs $85,359.55
Plumbers Depot $86,663.69
Wachs Utility Services No Response

E.H. Wachs is the apparent low bidder.

FISCAL IMPACTS

Sufficient appropriations are available in the FY 2022 -23 approved budget, in the Water Division, Automobile, Account Number 521 -8100-8101-4910-0000-000 for the purchase of Valve Maintenance Trailer.

ALTERNATIVES

1. Provide alternative direction to staff.

ATTACHMENT

1. E.H. Wachs Valve Maintenance Trailer Quote 07.13.2022 8 Packet Pg. 175

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Attachment: E.H. Wachs Valve Maintenance Trailer Quote 07.13.2022 (3751 : Purchase - E.H. Wachs)

ITEM NO. 9

STAFF REPORT

DATE: SEPTEMBER 6, 2022
TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
FROM: BILL SMITH, CITY MANAGER
PREPARED BY: HANK DOMINGUEZ, POLICE CHIEF
SUBJECT: AUTHORIZE THE PURCHASE OF ONE NEW MARKED ANIMAL

SERVICES UTILITY VEHICLE, AND RELATED EMERGENCY
EQUIPMENT.

RECOMMENDED ACTION

Staff recommends that the City Council take the following action:

It is recommended that the City Council Approve the piggyback award (Statewide Contract Vendor for Fleet Vehicles) to purchase one new Ford F350 in the total amount not to exceed $50,000; and approve the purchase and installation of a fabricated utility bed from California Truck Equipment Company in the total amount not to exceed $50,000; and to direct City Manager or designee to enter i nto contracts to implement the same that are approved by the City Attorney and contain such provisions as required by Coronavirus State and Local Fiscal Recovery Funds (SLFRF) program established by the American Rescue Plan Act and 2 CFR Part 200.

BACKGROUND

The Police Department currently has one animal services vehicle which is used by the two Animal Services Officers (ASOs) on a continuous seven -day work schedule. The vehicle is a 2016-year model with over 164,000 miles. The vehicle has several mecha nical problems, including major issues with the diesel particulate system. The vehicle’s reliability is not suitable for seven -day use, the utility component has issues with erosion, and the roof mounted air conditioning unit. Due to the age of the vehicle , it has had numerous trips to the Ford dealership for the above-mentioned problems. It is imperative ASOs have safe and reliable vehicles for the transportation of live animals.

ISSUES/ANALYSIS
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Purchase - Animal Services Vehicle
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The Police Department's animal services vehicle is diesel powered and is a 2016 model with over 164,000 miles on it. The vehicle has had its engine repaired numerous times due to diesel related issues because the vehicle constantly has to idle. The idling is necessary to keep the roof mounted air conditioning u nit running for animals in the utility bed cool. Unfortunately, the constant idling of the diesel engine has caused numerous problems, especially with the SCR and DEF systems. The vehicle has been in and out of the dealership throughout the last few years costing the department thousands of dollars in repair bills, and affecting the quality of service to our community. When the animal services truck is down for repair the animal services officers have no choice but to drive a community service truck, and often have to transport animals to the veterinary’s office or animal shelter using a large animal crate in the bed of the truck. Although this method of transporting a live animal is legal, it is not ideal for a sick or injured animal especially in very hot or inclement weather.

The metal utility bed has rust damage inside the housing compartments, the doors are corroded and often stick, and the air conditioning unit is again in need of repair.

Staff has researched the different types of vehicles, and re commends the purchase of a gas powered vehicle due to the constant use and need to keep the engine running to provide optimum temperatures to the inside animal area. Additionally, staff recommends the purchase of an appropriate utility bed that promotes rust prevention, and is safe for the transportation of animals.

Staff has received three quotes for the construction of the animal services body.

1. Diamond Truck Body Manufacturing located in Stockton CA was $45,555.85

2. Trivan Truck Body located in Ferndale WA was $43,390.00

3. California Truck Equipment Co. located in Downey CA was $48,878.50

Staff has determined that the quote of California Truck Equipment Co. is most advantageous to the City because the cost of transporting the vehicle to and from either com peting firm would be far in excess of the price difference and would likely render any warranty work cost prohibitive.

California Truck Equipment Company is the closest in proximity to the city allowing for easier delivery, possible warranty repair work, and chassis installation. Due to the current problems with supply chain issues (materials, labor shortages, inflation, etc.), will cause to be included in any such contract a material escalation clause permitting the contractor to recover demonstrated material escalation provided that the total compensation shall not to exceed $50,000. City staff recommends that the City contract under this process, and not under the informal purchasing procedures for informal bids or request for proposals otherwise requir ed by Section 3.08.120 of the City’s Purchasing Ordinance, because (1) such process complies with the small purchases procurement process set forth in 2 CFR § 200.320 that is required by the anticipated funding source and (2) it is in the best interest of the City and its administrative operations to dispense with public bidding where, as here, City staff has already obtained quotes from those firms providing the services within its reasonable geographic vicinity and therefore any further solicitation process is unlikely to produce any public benefit. 9 Packet Pg. 178
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Purchase - Animal Services Vehicle
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The State of California has completed formal bid processes for the vehicle, which provides for "piggy backing" by other agencies.

Section 3.08.140(C) of the City’s Purchasing Ordinance allows the City to ent er into agreements with other agencies for the purchase of supplies, services, and equipment. In such instances, waives the competitive bidding requirement, either formal or informal, for non -public projects when it has been determined that a competitive b id procedure has been conducted by another public agency, and the price to the City is equal to or better than the price to the public agency.

The City’s Municipal Ordinance allows the City Manager to enter into agreements with other agencies for the purchase of supplies, services, and equipment. In such instances, the procedures of that agency shall satisfy all City requirements for the bid and award of those purchases.

The State of California Department of General Services contract provides current mo del year Fleet Vehicles – Vans and SUV’s, Trucks at contract pricing to the State of California and local governmental agencies in accordance with the requirements of Contract #1 -22-23-20F. This allows local law enforcement to purchase vehicles from state approved dealerships under contract pricing. This will save the City of Colton the cost of the bid process, formal or informal, and allow us to take advantage of current pricing, as well as a volume discount afforded through the State contact.

FISCAL IMPACTS

The budget for the City of Colton for the Fiscal Year commencing July 1, 2022 and ending June 30, 2023 was approved and adopted. Currently sufficient appropriations are available in Local Fiscal Recovery Fund Vehicle Acct #219-2338-1000-4910-0000-000 for the purchase.

ALTERNATIVES

Provide alternative direction to staff.

ATTACHMENT

1. State_Contract_New

2. 4394_001
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ITEM NO. 10

STAFF REPORT

DATE: SEPTEMBER 6, 2022
TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
FROM: BILL SMITH, CITY MANAGER
PREPARED BY: BRIAN DICKINSON, PUBLIC WORKS AND UTILITY SERVICES

DIRECTOR
SUBJECT: APPROVE PURCHASE OF WATER METER REGISTERS FROM BADGER METER.

RECOMMENDED ACTION

Staff recommends that the City Council take the following action:

Approve the purchase of Water Meter Registers in an amount not to exceed $217,287.03 from Badger Meter.

BACKGROUND

The City of Colton has approximately 10,800 water meters in service for residential, commercial, industrial and institution customers. There are two components to the water meter, the body and the register. The meter body typically has a 20 year life span. The register, which records th e amount of water passing through , is equipped with a wire which connects to the Automated Meter reading unit.

From time to time the connecting wire on the Water Meter Register, which connects to the Automated Meter reading unit gets damaged either by gr ound squirrels or vandalized, thereby not allowing the meter register to communicate the read to the reading and billing software.

During the installation of the new Automated Meter reading end points it was discovered that there were several meter registe rs that had damaged connecting wires which could not be repaired, thereby requiring a new register with connecting wire. Previously , the City would purchase meter registers for the various sized meters in the system. The City currently utilizes Badger Meters. The manufacturer now also offers digital programmable meter registers, which are a universal fit for all meter sizes. The City will be purchasing this style, as it allows the City to only keep one style of register in stock.
10 Packet Pg. 211
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Purchase - Badger Meter
September 6, 2022

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ISSUES/ANALYSIS

On July 7 , 2022, bids were adve rtised on the City’s Bidnet site in accordance with Colton Municipal Code Section 3.08.110. Bids were received on July 27, 2022.

Only one bid was received:

Badger Meter - $217,287.03

FISCAL IMPACTS

Sufficient appropriations are available in the FY 2022 -23 approved budget, in the Wastewater Division, Operatio ns Equipment, Account Number 521 -8100-8101-4940-0000-000 for the purchase of Water Meter Registers.

ALTERNATIVES

Provide alternative direction to staff.

ATTACHMENT

1. RFB for Water Meter Registers 7-7-22

2. Badger Meter Register Bid 07.27.2022
10 Packet Pg. 212

REQUEST FOR BID (RFB)

WATER METER REPLACEMENT REGISTERS

City of Colton Public Works and Utility Services
160 S. 10th Street
Colton, CA 92324
Phone (909) 370-5065
Date: 07/7/2022

CITY OF COLTON Request for Bid
WATER DIVISION Bid Issue Date: 7/7/2022 160 S. 10th Street Closing Date: 7/27/2022 @ 3:00pm PST Ph: 909-370-5065 Contact: Brian A. Dickinson City Website: www.coltonca.gov Email: [email protected]

RETURN BID TO ADDRESS ABOVE

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City of Colton Request for Bid
Water Division Closing Date: 7/27/2022 @ 3:00 P.M.

INSTRUCTIONS TO BIDDERS

I. Prices/Notations – All prices/notations must be typewritten or written in ink. No erasures permitted.

Mistakes shall be crossed out, corrections made adjacent and initialed by person signing document. Each item shall be bid separately.

II. Format – Use the documents provi ded. If you decide to submit more than one bid (i.e., alternatives), photocopy our documents.

III. Pricing/Terms/Tax – All pricing shall be quoted F.O.B. destination (e.g. cash terms less than 20 days should be considered net excluding applicable tax). The City pays California Sales Tax and is exempt from Federal excise tax. In the event of an extension error, the unit price shall prevail.

IV. Other Terms and Conditions – The terms and conditions as indicated in this document and/or attached are hereby included with full force and like effect as if set forth herein. Copies of the applicable Terms and Conditions may be obtained by contacting the City of Colton, Water Division at the number shown above and requesting a copy be faxed or mailed to you.

V. Period of Firm Pricing – Unless stated otherwise elsewhere in this document, prices shall be firm for 90 days after the closing date for award. After award, pricing shall be good for a one year period, from the date of award and issuance of City of Colton Purchase O rder, for purchases on an as needed basis for one year.

VI. Specification/Changes – Wherever brand names are used, the words “or equal” shall be considered to appear and be a part of the specification. If you are quoting another make or model, cross out ou r nomenclature and insert yours. If no make or model is stipulated, insert yours. Attach applicable specifications and/or brochures. Variations in manufacturers, design, etc., may be acceptable, bidders are encouraged to offer them as alternatives; howe ver, the City reserves the right to reject those alternatives as non-responsive.

VII. Recycled Material – Wherever possible, the City of Colton is looking for items made from, or containing in part, recycled material. Bidders are encouraged to bid items conta ining recycled material as an alternative for the items specified; however, the City reserves the right to reject those alternatives as non- responsive.

Method of Award – The City reserves the right to reject any or all bids, to waive any discrepancy or minor deviation. The lowest responsive responsible bidder shall be dete rmined based on the required bid Pricing, and delivery, forms , determined by the City to be most a dvantageous, to the City. As indicated in the Pricing Forms attached hereto as Appendix B, the City requests pricing for purchase of specified material on an as needed basis for a one year period.

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City of Colton Request for Bid
Water Division Closing Date: 7/27/2022 @ 3:00 P.M.

INSTRUCTIONS TO BIDDERS (Continued)

VIII. Return of Bid/Closing Date/Return to – The bid response shall be delivered to Brian Dickinson, Public Works and Utility Services Director, located at 160 S. 10th Street, Colton, CA 92324 on or before July 27, 2022 at 3:00 p.m. Bid responses not received by Office of the Public Works Department by the closing date and time indicated above will not be accepted. The closing date and time and the RFB title referenced above shall appear on the outside of the sealed envelope. A duly executed copy of the B idders proposal and statement signature page of this bid document must accompany your response. The City will not be responsible for and will not accept late bids or delayed mail delivery or courier services.

IX. Local Preference – The City of Colton has adopted a local preference program for those bidders located within the City of Colton. A one percent (1%) price preference may be applied to the total bid price during evaluation of the bid responses. To qualify as a local business, the business must have fixed offices within the geographical boundaries of the City of Colton and must credit all sales taxes paid resulting from this RFB to that City of Colton location.

X. Delivery Terms – All product shall be quoted F.O.B. destination prepay and add freight. Vendor shall provide all information in the area provided below. The City reserves the right to designate the carrier(s) Ship to address.

XI. Cancellation of Procurement Process – The procurement process may be cancelled after opening, but prior to award if the City determines that cancellation is in the best interest of the City for reasons (but not limited to) such as: 1) Inadequate, ambiguous, or otherwise deficient specifications that were cited in the RFB, 2) the services are no longer required, 3) bid/proposal responses received are at an unreasonable cost, 4) bid/proposal did not independently arrive in open competition, were collusive, or were not submitted in good faith, and 5) the City determines, after analysis of the bids/proposals, that its needs can be satisfied through a less expensive method

XII. Estimated Quantities for Bid/No City Obligation. Bidders are advised and by submitting a bid/proposal expressly acknowledge that the estimated quantities set forth in the Pricing Forms are solely for the purpose of comparing bids only, and that final compensation under the contract will be based upon the actual quantities of work and materials satisfactorily completed/provided . The City, at all times, shall in its sole discretion, determine the actual quantities to be provided by the bidder, and the bidder shall only be compensated for the actual quantities requested by the City in writing.

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City of Colton Request for Bid
Water Division Closing Date: 7/27/2022 @ 3:00 P.M.

GENERAL CONDITIONS

1. DELIVERY: If delivery of the commodity or service cannot be made exactly as specified and at the time and price shown, notify the City’s Water Division immediately. Do not make changes without approval (909) 370-5065.

2. MISCELLANEOUS CHARGES: No charges for tran sportation, containers, packaging, etc., will be allowed unless so specified in this order.

3. FREIGHT CHARGES: All pricing shall be bid F.O.B. destination. If bidder bids an alternate bid as F.O.B. point of origin, and the City agr ees to accept F.O.B. point of origin, bidder must prepay charges and add to invoice, original copy of paid express or freight bill must be attached to invoice.

4. HOLD HARMLESS: The vendor shall indemnify and hold the City of Colton, its officers, agents and employees, harmless from all claims, actions, proceedings, causes, damages and liabilities, including attorney fees, caused by defect(s) in the item(s) purchased hereunder, or resulting from the use of any copy righted or un- copyrighted composition, secret process, patented or unpatented invention, article or appliance furnished or used under this order.

5. EXCISE TAX: If federal excise tax is applicable to the transaction, it must be so stated and excluded from the price of the article. The City of Colton, as a governmental agency, is exempt from the payment of said tax and will issue an exemption certificate upon request.

6. SALES AND USE TAXES: Sales tax must be shown on the invoice as a separate item. On out-of-state purchases, the vendor must show his Use Tax Permit Number issued by the California State Board of Equalization, which authorized him to charge and collect California sales tax.

7. PURCHASE AGREEMENT DOCUMENTS: A City of Colton Purchase Order, with be the official City of Colton Purchase Agreement. A copy of the Notice Inviting Bids, the Bid or Request for Quotation, and copy of these General Conditions and the Specifications of the Bid/Request for Quote will remain on file in the City’s Purchasing Division, and it is understood this will be the purchase agreement when accepted by City Council. All material or service supplied by the Contractor shall conform to the applicable requirements of a General Law City, City Ordinances, and all applicable Stat e and Federal Laws, as well as conforming to the Specifications contained herein.

8. DEFAULT BY SUPPLIER: In case of default by supplier, the City reserves the right to procure the articles or services from the other sources and to hold the supplier responsible for any excess costs occasioned to the City thereby.

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City of Colton Request for Bid
Water Division Closing Date: 7/27/2022 @ 3:00 P.M.

GENERAL CONDITIONS (Continued)

9. INSPECTION AND ACCEPTANCE: Inspection and acceptance will be at destination, unless otherwise provided. Until delivery and acceptance, and after any rejections, risk of loss will be on the vendor unless loss results from the negligence of the City of Colton. Notwithstanding the requirements for any City inspection and test contained in specifications applicable to this purchase order, except where specialized inspections or tests are specified for performance solely by the City, the vendor shall perform or have performed the inspections and tests required to substantiate that the supplies and services provided under the purchase order conform to the drawings, specif ications and contract requirements listed herein, including if applicable the technical requirements for the manufacturers’ part numbers specified herein.

10. VARIATION IN QUANTITY: No variation in the quantity of any item called for in th e City of Colton issued purchase order will be accepted unless such variation has been caused by conditions of loading, shipping, or packing, or allowances in manufacturing processes, and then only to the extent, if any, specified elsewhere in the City of Colton purchase order.

11. PAYMENTS: Invoices shall contain the following information: purchase order number, item number, description of supplies or services, sizes, quantities, unit prices and extended totals.

Bill of lading number weight of shipment will be shown for shipments on Government Bills of Lading. Unless otherwise specified, payment will be made on partial deliveries accepted by the City when the amount due on such deliveries so warrants. Payment terms are NET/30 unless vendor otherwise quotes. All Cash Disc ounts shall be taken and computed from the date of delivery or completion and acceptance of the material, or from date of receipt of invoice, whichever is latest.

12. COMMERCIAL WARRANTY: The vendor agrees that the supplies or services furnished under this purchase order shall be covered by the most favorable commercial warranties the vendor gives to any customer for such supplies or services and the rights and remedies provided herein are in addition to and do not limit any rights afforded to the City by any other clause of this purchase order.

13. ASSIGNMENT OF CLAIMS: Claims for monies due or to become due under this purchase order shall be assigned only pursuant to prior written consent of the City Manager or his designated representative.

14. MATERIAL SAFETY DATA SHEET: It is mandatory for a manufacturer, supplier, or distributor, to supply an MSDS with the first shipment of hazardous material. Also, at any time the content of an MSDS is revised, the vendor is required to provide new informat ion relevant to the specific material.

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City of Colton Request for Bid
Water Division Closing Date: 7/27/2022 @ 3:00 P.M.

GENERAL CONDITIONS (Continued)

15. TERMINATION: The City has the right to terminate this agreement with five (5) days written notice.

16. RECYCLED MATERIAL: Wherever possible, the City of Colton is looking for items made from, or containing in part, recycled material. Bidders are encouraged to bid items containing recycled material as an alternative for the items specified; however, the City reserves the right to reject those alternatives as non-responsive.

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City of Colton Request for Bid
Water Division Closing Date: 7/27/2022 @ 3:00 P.M.

APPENDIX A – ADDITONAL INFORMATION

1. Method of Award

The City will use the following criteria in determining the lowest responsive and responsible vendor:

a. Lowest overall cost as indicated in the Pricing Forms attached as Appendix A.

b. Adherence to specifications as detailed in this RFB.

c. Prompt payment discounts on 20 days or more.

d. Delivery Timeframe.

2. Scope of Services

The contractor shall provide as set forth in Exhibits A and B to this RFB.

3. Clarifications/Questions

a. All questions, clarifications, or comments shall be put in writing and must be received by the City no later than 6:00 PM , July 14, 2022, and shall be sent by e -mail to Brian A.

Dickinson at [email protected].

b. Inquires received after July 14, 2022 will not be accepted.

c. Responses to questions will be emailed by the City, as an addendum, no later than July 20, 2022.

4. Submission of Bids

a. All bids are to be submitted to the Public Works and Utility Services Office, attn.: Brian Dickinson, Public Works and Utility Services Director, located at 160 S. 10th Street, Colton, CA 92324 on or before July 27, 2022 at 3:00 P.M.. Bids received after this time will be rejected by the City as non-responsive.

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City of Colton Request for Bid
Water Division Closing Date: 7/27/2022 @ 3:00 P.M.

APPENDIX A – ADDITIONAL INFORMATION (Continued)

b. Bids shall be addressed as follows:

City of Colon
160 S. 10th Street
Colton CA 92324
Sealed Bid for Water Meter Registers,
Attn: Brian Dickinson, Public Works and Utility Services Director Bid Opening – July 27, 2022 at 3:00 P.M, Do not open with Regular Mail.

c. The bid package shall be address as specified above, bearing the Bidder’s name and address and clearly marked.

d. Bidder shall submit a bid package consisting of: 1) one (1) original bid package, including requested pricing for water meter registers as set forth in Appendix A, 2) one (1) copy of the bid package, 3) Completed Bidders Proposal and Statement Form..

5. Price Form

a. Bidder shall complete and submit all required Price Forms (Appendix A) in their entirety, including all items listed and total amount, and the completed Proposal and Statement Form.

b. All Unit pricing and total costs shall be all- inclusive of all expenses and costs associated with providing such products and services. The propos ed costs shall include, but not be limited to, all labor, materials, equipment.

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City of Colton Request for Bid
Water Division Closing Date: 7/27/2022 @ 3:00 P.M.

APPENDIX A

Scope and Pricing Form

The City is requesting pricing for Badger Meter Registers with pigtail wiring . The City will, at its sole discretion, determine which pricing option, and which corresponding time period is in the City’s best interest, and award bid in accordance with Section 1, Method of Award, of Appendix A to this RFB.

SCOPE:

The scope of work includes the following:

1. Furnish and delivery of Badger Water Meter Registers with wire as identified in bid schedule.

ONE YEAR PERIOD ON AN AS NEEDED BASIS

BID SCHEDULE
Item Description Qty UOM Unit Price Amount

1 Furnish & deliver Badger Model HR -E
LCD Encoder with in -line connector for
connection to AMI End Points.

2,050

Each

$
Tax
Total Amount

All bid prices shall be all inclusive, including but not limited to, all sales tax and all other applicable taxes, fees, and charges. Quantities are listed for pricing estimates and bid comparison purposes only. Purchases will be made on an as needed basis.

Delivery Time Frame: ___________________________

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City of Colton Request for Bid
Water Division Closing Date: 7/27/2022 @ 3:00 P.M.

CITY OF COLTON
BIDDER’S PROPOSAL AND STATEMENT
To the Honorable City Council
City of Colton
Colton, California, 92324

Honorable Council:

The undersigned proposes and agrees to furnish to the City of Colton the items and/or services as designated, and at the prices shown, on the attached Bid Sheet.

Delivery to be completed within ______ days from date of contract award.

Factory authorized service for the equipment to be furnished is available, if applicable, at the following location:
_______________________________________________________________________

The undersigned understands that the City of Colton shall have the right to accept or reject any or all bids.

Form of agreement will be a City of Colton Purchase Order.

Bids may be withdrawn, altered and resubmitted until the time and date set for receipt of bid. Bids may not be withdrawn, altered or resubmitted within 90 days thereafter.

Please list below any exceptions you are taking to the items listed on the attached bid sheet by item number. __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________

Please provide the name of your Company’s President and the name of the local representative:

Company President:__________________________________
Local Representative:_______________________________

_____________________________________
Company
By:__________________________________
Signature
_____________________________________
Address
_____________________________________
Phone

Date:________________________________

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ITEM NO. 11

STAFF REPORT

DATE: SEPTEMBER 6, 2022
TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
FROM: BILL SMITH, CITY MANAGER
PREPARED BY: HANK DOMINGUEZ, POLICE CHIEF
SUBJECT: APPROVE PURCHASE OF CITYWIDE VEHICLE SURVEILLANCE

SYSTEM AND AUTOMATED LICENSE PLATE READER FROM
FLOCK SAFETY GROUP INC. THROUGH INSIGHT ENTERPRISES
INC.

RECOMMENDED ACTION

Staff recommends that the City Council take the following action:

Approval of Automated License Plate Readers (ALPR) from the Flock Safety Group Inc. (Flock), using ARPA funds for the initial purchase and installation of the system. Ongoing yearly costs for maintenance, storage and access will be funded through the Police Department Budget.

BACKGROUND

On May 17, 2022, the City Council approved and adopted the City’s FY 2022-2023 budget. Part of the budget included $114,000 in a capital improvement, specifically for a citywide vehicle surveillance s ystem and automated license plat e reader (ALPR). In an ef fort to improve our technology-based investigati ve capabilities, the Colton Police Department began exploring ALPR technology. It was determined Flock Safety Group, Inc. could provide wide scale deployment of ALPR cameras to the City of Colton.

ISSUES/ANALYSIS

The Automated License Plate Reader Syste m is a deployment of cameras throughout an area to provide greater coverage and more detailed information for law enforcement. The Flock Safety Group, Inc. proposed lease would include 40 cameras spread throughout the City in high crime areas, ingresses, a nd egresses on major thoroughfares in the City. Flock Safety Group, Inc.’s 11 Packet Pg. 235
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Purchase - Flock Safety Group Inc. / Insight Enterprises Inc.

September 6, 2022

Page 2 ends

cameras capture date, time, location, license plate (state, partial, paper, and no plate), vehicle details (type and color), as well as objects (bicycle, animals, and people).

Unlike other fixed or mobile ALPR devices, the Flock system provides the ability to cover more area of the City with system maintenance provided by the vendor rather than City staff. The Flock program is an all -inclusive model for deploying the APLR cameras. Flock Safety is the sole manufacturer and developer of the Flock Safety Camera. There are several other differences between Flock and other ALPR companies. Most notably, they are the only manufacturer and service provider that leases ALPR services. Others require the city to purchase equipment.

The key benefits of Flock are that they charge an annual flat rate lease per camera of $2,500, which is wireless, free of infrastructure setup, and has the option for solar or direct power. They also include a two-year warranty, Criminal Justice Information Services (CJIS) compliant cloud - based hosting, unlimited user licenses, ongoing software enhancements, camera setup, mounting, shipping, handling, and a cellular connection. The Flock lease program prevents the City from being burdened with maintaining costly equipment at the end of the agreement, which could require replacement.

Section 3.08.140(C) of the City’s Purchasing Ordinance allows the City to enter into agreements with other agencies for the purchase of supplies, services, and equipment. In such instances, waives the competitive bidding requirement, either formal or informal, for non -public projects when it has been determined that a competitive bid procedure has been conducted by another public agency, and the price to the City is equal to or better than the price to the public agency.

The City’s Municipal Ordinance allows the City Manager to enter into agreements with other agencies for the purchase of supplies, services, and equipment. In such insta nces, the procedures of that agency shall satisfy all City requirements for the bid and award of those purchases.

Staff recommends purchasing the ALPR from Flock Safety Group, Inc. using the OMNIA Partners, competitive bidding process with other similar business. OMNIA Partners has already completed a competitive bidding process with other similar business. The following was taken from the Competitive Solicitation Document from OMNIA, “…on behalf of itself and all states, local governments, school dist ricts, and higher education institutions in the United States of America, and other government agencies and nonprofit organizations (herein “Participating Public Agencies”) is soliciting proposals from qualified suppliers to enter into a Master Agreement for a complete line of Technology Products, Services, Solutions and Related Products and Services (herein “Products and Services”). (Page 1, Paragraph 1) Under the law enforcement specific section of the same document it states, “Law Enforcement: Public safety solutions such as in-car video, body worn cameras, license plate recognition, mobile computing, city surveillance, and digital evidence management.” (Page 6, paragraph 8)

FISCAL IMPACTS

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The budget for the city of Colton for the fiscal year commen cing July 1, 2022 and ending June 30, 2023 was approved and adopted. Currently sufficient funds are available for the initial purchase and installation in Local Fiscal Recovery Fund Account # 21 9-2328-1000-4910.

Estimated on-going annual costs of $100,000 for maintenance, storage, and system access will be included in the Police Department’s General Fund budget in subsequent fiscal years.

ALTERNATIVES

Provide alternative direction to staff.

ATTACHMENT

1. Flock RFP OMNIA

2. Contract Renewal

3. Colton_PD_x_Flock_Safety_-_InsightOMNIA_Quot
11 Packet Pg. 237

COMPETITIVE SOLICITATION

BY FAIRFAX COUNTY

FOR

TECHNOLOGY PRODUCTS, SERVICES, SOLUTIONS, AND RELATED

PRODUCTS AND SERVICES

ON BEHALF OF ITSELF AND OTHER GOVERNMENT AGENCIES

AND MADE AVAILABLE THROUGH THE U.S. COMMUNITIES

GOVERNMENT PURCHASING ALLIANCE

RFP #2000001701

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PRE-PROPOSAL CONFERENCE

RFP2000001701

An optional pre-proposal conference w ill be held on Augus t 26, 2015 at 10:30 A.M. at the Fairfax County Government Center, 12000 Government Center Parkway, Conference Room 4/5, Fairfax, Virginia 22035. The purpose of this conference is to allow potential offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

While attendance at this conference w ill not be a prerequisite to submitting a proposal, offerors who inte nd to submit a proposal are encouraged to attend.

Bring a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

All questions pertaining to this RFP should be submitted in writing to the contract specialist, Kristy D. Varda at [email protected] or [email protected] prior to the pre-proposal conference by close of business, August 21, 2015.

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FAIRFAX
COUNTY

V I R G I N I A TELEPHONE: (703) 324-3201 FAX: (703) 324-3228 TTY: 1-800-828-1140

ISSUE DATE:

August 12, 2015
REQUEST FOR PROPOSAL NUMBER:
2000001701
TITLE: Technology Products Services Solutions
DEPARTMENT:

Purchasing & Supply
Management
DUE DATE/TIME:

September 17, 2015 / 2:00 P.M.

CONTRACT SPECIALIST: Kristy Varda at 703-324-
3217; [email protected]
Proposals - In accordance with the following and in compliance with all terms and conditions, unless otherwise noted, the undersigned offers and agrees, if the proposal is accepted, to furnish items or serv ices for which prices are quoted, delivere d or furnished to designated points within the time specified. It is understood and agreed that with respect to all terms and conditions accepted by Fairfax County the items or services offered and accompanying attachments shall constitute a contract.

Note: Fairfax County does not discriminate against fa ith-based organizations in accordance with the Code of Virginia , § 2.2- 4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other bas is prohibited by state law relating to discrimination in employment in the performance of its procurement activity.

NAME AND ADDRESS OF FIRM:

Telephone/Fax No.:

E-Mail Address:

Federal Employer Identification No or

Federal Social Security No.(Sole
Proprietor)

Prompt Payment Discount:

__% for payment within ___days/net
___ days

State Corporation Commission (SCC)
Identification No.

By signing this proposal, Offeror certifies, acknowledges, understands, and agrees to be bound by the conditions set forth in the General Conditions and Instructions to Bidders as described in Appendix A, the Certification Regarding Ethics in Public Contracting set forth in Appendix B, and by any other relevant certifications set forth in Appendix B.

BUSINESS CLASSIFICATION – Described in Appendix B - CHECK ONE:  LARGE (Y)  SMALL (B)  MINORITY-OWNED SMALL (X)  MINORITY OWNED LARGE (V)  WOMEN-OWNED SMALL (C)  WOMEN OWNED LARGE (A)  NON PROFIT (9)
CHECK ONE:  INDIVIDUAL  PARTNERSHIP  CORPORATION State in which Incorporated:

Vendor Legally Authorized Signature Date

Print Name and Title
Sealed proposals subject to terms and conditions of this Request for Proposal will be received by the Fairfax County Purchasing Agent at 12000 Government Cent er Parkway, Suite 427, Fairfax, Virgin ia 22035-0013 until the date/time specified above.

AN EQUAL OPPORTUNITY PURCHASING ORGANIZATION
(DPSM32) rev 08/2013

DEPARTMENT OF PURCHASING & SUPPLY MANAGEMENT
12000 GOVERNMENT CENTER PARKWAY, SUITE 427
FAIRFAX, VIRGINIA 22035-0013

www.fairfaxcounty.gov/dpsm

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Table of Contents

Introduction and Background ........................................................................................ 1 General Definition of Products and Services .................................................................. 1 U.S. Communities ........................................................................................................... 7 Special Provisions ........................................................................................................ 11 Appendix A (General Conditions and Instructions to Bidders) ...................................... 28 Appendix B .................................................................................................................... 40 Offeror Data Sheet ........................................................................................................ 40 Virginia State Corporation Commission Registration Information ................................. 41 Business, Professional and Occupational License ....................................................... 42 Certification Regarding Debarment or Suspension ....................................................... 43 Certification Regarding Ethics in Public Contracting 44 Business Classification ................................................................................................. 45 Subcontractor(s) Notification Form ............................................................................... 46 Appendix C (References) .............................................................................................. 47 Appendix D (Supplier Qualifications and Supplier Information) ..................................... 48 Commitments ................................................................................................................ 48 U.S. Communities Administration Agreement Instructions ........................................... 52 Supplier Worksheet ....................................................................................................... 53 New Supplier Implementation Checklist ....................................................................... 54 Supplier Information ...................................................................................................... 56 Appendix E (Master Intergovernmental Cooperative Purchasing Agreement) .............. 61 Appendix F (Administration Agreement) ........................................................................ 63 Appendix G .................................................................................................................... 76 State Notice Addendum ................................................................................................ 76 FEMA Standard Terms and Conditions Addendum ...................................................... 95 Community Development Block Grant Addendum ....................................................... 97 Attachment 1 (Scenarios) .............................................................................................. 98

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INTRODUCTION AND BACKGROUND

1 1. MASTER AGREEMENT

Fairfax County (herein “Lead Public Agency”) on behalf of itself and all states, local governments, school districts, and higher education in stitutions in the United States of America, and other government agencies and nonprofit organizations (herein “Participating Public Agencies”) is soliciting proposals from qualified suppliers to enter into a Master Agreem ent for a complete line of Technology Products, Services, Solutions and Related Products and Services (herein “Products and Services”).

2. OBJECTIVES

2.1. Provide a comprehensive competitively so licited Master Agreement offering Products and Services to Participating Public Agencies;

2.2. Establish the Master Agreement as a Supplier’s primary offering to Participating Public Agencies;

2.3. Achieve cost savings for Suppliers and Particip ating Public Agencies through a single competitive solicitation process that eliminates the need for multiple bids or proposals;

2.4. Combine the volumes of Participating Public Agencies to achieve cost effective pricing;

2.5. Reduce the administrative and overhead costs of Suppliers a nd Participating Public Agencies through state of the art ordering and delivery systems;

2.6. Provide Participating Public Agencies with environmentally responsible products and services.

3. GENERAL DEFINITION OF PRODUCTS AND/OR SERVICES

3.1. Offerors are to propose the broadest possible selection of TECHNOLGOY PRODUCTS, SERVICES, SOLUTIONS, AND RELATED PROD UCTS AND SERVCES they offer. The intent of this solicitation is to provide Partici pating Public Agencies with products and services to meet their various needs. Therefore, the Offerors should have demonstrated experience in providing the Products and Services as defined in this RFP, including but not limited to:

3.1.1. Technology Products: A complete portfolio of technology products such as desktops, laptops, tablets, PDA’s, servers, storage, ruggedized devices, thin clients, printers, monitors, multifunction printers, scanners, plotters, projectors, video conferencing, teleconferencing, analog phones, VoIP phones, conference phones, audiovisual equipment such as computer- video interfaces, switchers, matrix switchers, distribution amplifiers, video scalers, scan converters, processing devices Ethernet control interfaces and high resolution cables, instructional equipment, security equipment, cabling, modems, wired and wireless networking, networking to support server, storage and client applications such as routers and switches, software, computer accessories, computer components, power protection, data protection, video cameras, virtualization products, systems and network management tools, database products, data center facilities (racks, fire suppression, electrical, HVAC, generator, physical access controls) as well as any other technology products available from Offeror.

3.1.2. Technology Services and Solutions: A complete portfolio of technology services and solutions such as systems configuration, testing, software copying, hardware and software installation, upgrades and/or maintenance, system integration, network integration, extended warranties, warranty service, staff augmentation and any other services and solutions available from Offeror. Specific requirements will be developed on a task order basis and may include, but is not limited to, services and solutions such as:

 Virtualization: Transform data center with virtualization to consolidate servers, reduce energy consumption, increase IT capacity, add system flexibility and prepare for cloud computing.

 Physical Security: Security solutions seaports, airports, water and wastewater, transportation, critical infrastructure, perimeter defense, physical and logical access

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2 control, identity management, antiterrorism protection, automated alarms and alerts, integration with databases containing critical security information, cyber security and asset management, endpoint security and other network security and IT security.

 Communications: Communication solutions to converge voice, data and video communications onto a single, secure IP-based network.

 Cloud: Cloud solutions for scalable com puting and storage capacity and rapid self- provisioning computing capabilities. This may include, but is not limited to, Cloud Infrastructure as a Service (IaaS), Cloud Software as a Service (SaaS) and Cloud Platform as a Service (PaaS).

 Infrastructure: Infrastructure solution s such as data center management, network modernization and migration, desktop virtualization, risk and vulnerability management, and IT service management.

 Data Management: Data management solution which uses technologies such as thin provisioning, de-duplication and automated storage tiering to improve storage utilization.

 Visual Communications: Visual communicat ions that integrate audio, video, voice and presentation capabilities.

 UCC (Unified Communications and Collaboration): UCC video teleconferencing solutions that provide for critical infrastructure, emergency operations centers, command rooms, fusion centers, training rooms, and classrooms.

 Broadcast Studio: Broadcast studio soluti ons for staff that oversee communications and public broadcast efforts which provide integration (system design engineering), fabrication, budgeting, scheduling, engineering, architectural planning (technical grounding, power distribution and facility load requirements), and equipment specification (video, audio, network and storage technologies).

 Law Enforcement: Public safety solutions such as in-car video, body worn cameras, license plate recognition, mobile computing, city surveillance, and digital evidence management.

 Mobility: Mobility services to keep users connected, responsive and secure such as email protection, download prevention, containerize content on devices, self- destructing content, and content linked back to the user.

 Asset Management: Asset management solutions to identify and manage installed software, hardware and license entitlements.

 Data Protection: Data protection to protect, backup, recover and archive data and applications.

 Energy and Water Conservation: Energy and water conservation solutions to deploy advanced metering infrastructure (AMI) systems designed to measure, collect, analyze and monitor usage real time. Examples of projects include automated meter projects, SCADA (Supervisory Control and Data Acquisition) projects, and security projects.

 Financial Services: Financing options such as lease, lease to own, lease with option to own, and IT as a Service.

 Other Services and Solutions : Services and solutions not listed above that may be proposed by Offeror.

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3 3.1.3. Cisco Products, Services and Solutions

3.1.3.1. Cisco Products: A complete offering of Cisco products including, but not limited to, application networking services products, blade switches, cloud and systems management, collaboration endpoints, conferencing, connected safety and security, customer collaboration, data center management and automation, data center switches, infrastructure software, interfaces and modules, networking software, optical networking, routers, security, servers, service exchange, storage networking, switches, unified communications, video, wireless, and any other products offered by Cisco.

3.1.3.2. Cisco Services and Solutions: A complete offering of Cisco services and solutions including, but not limited to, cloud and systems management services, collaboration services, collaboration endpoints services, conferencing services, data center and virtualization services, enterprise network services, routing services, security services, services for application networking services, storage networking services, switching services, unified communication services, unified computing services, video services, wireless services and any other services and solutions offered by Cisco.

3.1.4. HP Products, Services and Solutions

3.1.4.1. HP Products: A complete offering of HP products including, but not limited to:
 Computers: Desktops, laptops, tablets, monitors, workstations, accessories, point of sale computers for retail environments, thin client software portfolio, digital signage and any other computer equipment and software available from HP.
 Networking: Data center networking , software-defined networking, switches, wireless networking, campus networking and any other networking available from HP.
 Servers: Blade servers, scalable serv ers, integrity mission-critical servers, rack and tower servers and any other servers available from HP.  Software: Application lifecycle m anagement, big data analytics, business service management, enterprise security, hybrid cloud management, information governance, information management, IT service management, mobile solutions, operations management, software-defined data center, DevOps solutions and any other software available from HP.  Storage: Primary storage, backup, re covery and archive storage, enterprise application storage, primary storage, software-defined storage, Simply StoreIT solutions and any other storage available from HP.

3.1.4.2. HP Services and Solutions: A complete offering of HP services and solutions including, but not limited to, analytics and data management, applications services, business process services, data center, workload and cloud services, enterprise security services, IT financing and asset recovery services, mobility and workplace services, support services, technology consulting, computing services, big data solutions, cloud solutions, mobility solutions, security solutions, converged systems solutions, small and midsize organization solutions, total access education solutions, and any other services and solutions offered by HP.

3.1.5. Dell Products, Services and Solutions

3.1.5.1. Dell Products:
 General Products: A complete offering of Dell products including, but not limited to, laptops, notebooks, PDA’s, desktops, workstations, thin clients, monitors, servers, accessories, battery back-up, power or surge, cables, data storage and drives, networking, digital imaging such as cameras and scanners, memory and system components, office equipment, sound and multimedia, telecommunications products, video monitors, cards and projectors, interactive whiteboards, DVD’s, books, music and video,

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4  Software: A complete offering of Dell software including, but not limited to, information management, data protection, data center and cloud management, mobile workforce management, security, platforms and any other software offered by Dell.

3.1.5.2. Dell Services and Solutions: A complete offering of Dell services and solutions including, but not limited to, support services, application modernization, application services, business process outsourcing, digital business services, cloud-based services, information security services, financing and leasing, IT consulting, managed services, training services, cloud solutions, data center solutions, security solutions, big data, information and data management, mobility and security solutions and any other services and solutions offered by Dell.

3.1.6. Panasonic Products, Services and Solutions

3.1.6.1. Panasonic Products:
 Communications: A complete offering of Panasonic communication systems including, but not limited to, busines s communication systems, HD visual communication systems, IP phones and any other communications products, applications and accessories offered by Panasonic.
 Security Systems: A complete offering of Panasonic security systems including, but not limited to, network ca meras, video recorders, interfaces, software and converters, analog cameras, digital video recorders, switchers and controllers, remote head cameras, module cameras, wearable cameras, security viewer application and any othe r security systems and accessories offered by Panasonic.
 Personal Computers: A complete offe ring of Panasonic computers including, but not limited to, rugged, semi-rugged and business-rugged Toughbooks and Toughpads and any other personal com puters and accessories offered by Panasonic.
 Professional AV: A complete offering of Panasonic professional AV equipment including, but not limited to broadcast and professional AV equipment such as camcorders, camera systems, switchers and mixers, monitors and accessories, visual syst ems such as projectors, professional displays and accessories, sound syst ems such as public address systems, infrared wireless microphone syst ems and RAMSA audio systems and any other professional AV and accessories offered by Panasonic.  Terminals: A complete offering of Panasonic terminals including, but not limited to, handheld tablets, point of sale workstations and any other terminals offered by Panasonic.
 Soft Module Products: A complete offering of Panasonic soft module products including, but not limited to, audio and video processing software, voice recognition software, image recognition software and any other soft module products offered by Panasonic.
 Recording Media: A complete offering of Panasonic recording media including, but not limited to, SD cards for professional camcorders, SD memory cards for industrial use, bl ue-ray disc, ADA (advanced disc for archive, DV cassettes and any other recording media offered by Panasonic.

3.1.6.2. Panasonic Services and Solutions: A complete offering of Panasonic services and solutions including, but not limited to, installation, product configurations, product support, warranties, insurance, railway industry solutions and any other services and solutions offered by Panasonic.

3.1.7. EMC² Products, Services and Solutions

3.1.7.1. EMC² Products:
 Big Data: A complete offering of EMC² Big Data products including, but not

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5 limited to, storage, analytics, applications and any other Big Data products offered by EMC².
 Cloud: A complete offering of EMC² cloud products including, but not limited to, applications, data protection, infrastructure, security, cloud enabled solutions and any other cloud products offered by EMC².  Convergent Infrastructure: A comp lete offering of EMC² convergent infrastructure products including, but not limited to, blocks, racks, appliances, reference architecture and any other convergent infrastructure products offered by EMC².
 Storage: A complete offering of EMC² storage products including, but not limited to, primary storage, software-defined storage, enterprise applications storage, storage for small and medium organizations, data protection products and any other storage products offered by EMC².  Security: A complete offering of EMC² security products including, but not limited to, authentication, data loss prevention, data protection, fraud prevention, governance, risk and compliance, identity and access management, network analytics, security information and event management, cyber security framework, incident response assistance, and any other security products offered by EMC².

3.1.7.2. EMC² Services and Solutions:
 Big Data: A complete offering of EMC² Big Data consulting, services and solutions.
 Cloud: A complete offering of EMC² cloud management, support, services and solutions.
 Content Management: A compete offering of EMC² content management services and solutions including, but not limited to, process management, capture, customer communications, collaboration, pervasive governance and any other content management services and solutions offered by EMC².  Data Protection Solutions: A complete offering of EMC² data protection solutions including, but not limited to, data protection solutions for Oracle, data protection solutions for Microsoft, data protection solutions for SAP, data protection solutions for VMware, data protection solutions for EMC Enterprise Hybrid Cloud, data protection solutions for Big Data, deduplication solutions, desktop, laptop and remote office solutions, disaster recovery solutions, mainframe tape replacement solutions, tape replacement solutions and any other data protection services and solutions offered by EMC².  Infrastructure Management: A comple te offering of EMC² infrastructure management services and solutions including, but not limited to, data center automation, IT operations management, IT performance management, configuration and compliance management, storage resource management, applications performance management, Vblock platform management and any other infrastructure management services and solutions offered by EMC².  Security: A complete offering of EMC² security services and solutions including, but not limited to, advance security operations, authentication, data loss prevention, fraud prevention, network monitoring and any other security services and solutions offered by EMC².
 General Services and Solutions: A complete offering of any additional EMC² services and solutions including, but not limited to, installation, support, warranties, training, and any other services and solutions offered by EMC².

3.1.8. CommVault Products, Services and Solutions

3.1.8.1. CommVault Products: A complete offering of CommVault software including Simpana software, but not limited to, backup and recovery, virtual machine, integration, replication, OnePass Back up and Archive, deduplication, reporting and insights, workflow automation, content-based retention, self-service access, search and eDiscovery, legal hold, ContentStore, and any other products offered by

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6 CommVault.

3.1.8.2. CommVault Solutions, Services and Support: A complete offering of CommVault solutions, services and support including, but not limited to, data and information management, enterprise applications, bundled appliances, solutions for specialized industries such as healthcare, governm ent and education, consulting services, professional services, support and training and any other solutions, services and support offered by CommVault.

3.1.9. Symantec Products, Services and Solutions

3.1.9.1. Symantec Products: A complete offering of Symantec security products including, but not limited to, advanced threat protection, code signing, control compliance suite, data loss prevention, DeepSight security intelligence, email security, encryption, endpoint management (Altiris), internet of things, endpoint protection, incident response, managed security services, mobile security and management, Norton, protection suite, SSL certificates, user authentication and any other security products offered by Symantec.

3.1.9.2. Symantec Services and Solutions: A complete offering of Symantec services and solutions including, but not limited to, consulting, education services, managed services, support services, appliance services, licensing, technical support, training and certification, threat protection solutions, information protection solutions, cyber security services, enterprise mobility management, and any other services and solutions offered by Symantec.

3.1.10. Veritas Products, Services and Solutions

3.1.10.1. Veritas Products: A complete offering of Veritas Information Management products including, but not limited to, archiving and eDiscovery, backup exec, information fabric technology platform, InfoScale, NetBackup, NetBackup appliances, storage foundation high availability, system recovery and any other offered by Veritas.

3.1.10.2. Veritas Services and Solutions: A complete offering of Veritas services and solutions including, but not limited to, consulting, education services, managed services, support services, appliance services, licensing, technical support training and certification, and any other services and solutions offered by Veritas.

3.1.11. VMware Products, Services and Solutions

3.1.11.1. VMware Products: A complete offering of VMware products including, but not limited to, data center and cloud infrastructure, networking and security, storage and availability, hyper-converged infrastructure, data center and cloud management, personal desktop software, business mobility software, desktop and application virtualization software, enterprise mobility management software and any other products offered by VMware.

3.1.11.2. VMware Services and Solutions: A complete offering of VMware services and solutions including, but not limited to, cloud computing, software-defined data center, virtualization, business mobility, data center virtualization and hybrid cloud extensibility, streamlined and automated data center operations, application and infrastructure delivery automation, security controls native to infrastructure, high availability and resilient infrastructure, and any other services and solutions offered by VMware.

3.1.12. Apple Products, Services and Solution: A complete offering of Apple products, services and solutions including, but not limited to, MacBook, MacBook Air, MacBook Pro, iMac, Mac Pro, Mac mini, ipad mini, ipad, iphone, watch, ipod, Apple TV, accessories for all products, apps, servers, music, support and any other products, services or solutions offered by Apple.

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7 3.1.13. Google Products, Services and Solutions: A complete offering of Google product, services and solutions including, but not limited to, Apps for work, cloud platform, maps for work, search for work, chrome for work, android for work, Google business solutions and any other products, services and solutions offered by Google.

3.1.14. Amazon Web Services Products, Services and Solutions

3.1.14.1. Amazon Web Services Products and Services: A complete offering of Amazon Web Services products and services including, but not limited to, global compute, storage, database, analytics, application and deployment services to power web and mobile applications, data processing and warehousing, storage and archive, as well as any other products and services offered by Amazon Web Services.

3.1.14.2. Amazon Web Services Solutions: A complete offering of Amazon Web Services solutions including, but not limited to, cloud based solutions for websites, backup and recovery, archiving, disaster recovery, development and test, big data, high performance, databases, digital marketing, e-commerce, media and entertainment, mobile services, internet of things, enterprise IT, business applications, content delivery, health and any other solutions offered by Amazon Web Services.

3.1.15. Microsoft Products, Services and Solutions:

3.1.15.1. Microsoft Products:
 Devices: A complete offering of Microsoft devices including, but not limited to, Surface products, PC’s and tablets, Xbox, Lumia Phones, Microsoft Band, Microsoft HoloLens, Microsoft Surface Hub, accessories and any other devices offered by Microsoft.
 Software and Apps: A complete offe ring of Microsoft software and apps, including but not limited to, Office, Windows, other software and services such as Microsoft Health, Microsoft Security Essentials, Skype, Internet Explorer, OneDrive, Outlook, OneNote, Bing, Visual Studio, Visio, Project, and MSN, apps, games, downloads, Developer and IT Pro, Business and Enterprise such as cloud platform, data availability, business analytics, customer relationship management, Enterprise Mobility Suite, Enterprise resource and planning, business software and apps such as Microsoft Dynamics, Microsoft Power BI, Microsoft SQL Server, Windows Server, Microsoft System Center, Visual Studio, Microsoft Azure, Microsoft Social Engagement, Windows Embedded, Microsoft Intune, OneDrive for Business, Exchange Server, SharePoint and any other software and apps offered by Microsoft.

3.1.15.2. Microsoft Services and Solutions: A complete offering of Microsoft services and solutions including, but not limited to, support, licensing and any other services and solutions offered by Microsoft.

3.1.16. Citrix Products, Services and Solutions:

3.1.16.1. Citrix Products: A complete offering of Citrix products, including but not limited to, Workspace Suite, Workspace Cloud, GoToMeeting, GoToTraining, GoToWebinar, OpenVoice, Podio, receiver for universal access from any device, XenMobile, ShareFile, Worx Moblie Apps, GoToAssist, Concierge, XenApp, XenClient, XenDesktop, NetScaler, CloudBridge, CloudPlatform, XenServer, CloudPortal Business Manager and any other products offered by Citrix.

3.1.16.2. Citrix Services and Solutions: A complete offering of Citrix services and solutions including, but not limited to, application and desktop virtualization, enterprise mobility management, file sync and sharing, cloud networking, collaboration, cloud services and any other services and solutions offered by Citrix.

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8 3.1.17. NetApp Products, Services and Solutions:

3.1.17.1. NetApp Products: A complete offering of NetApp products, including but not limited to, hybrid data storage, software and converged infrastructure, enterprise all-flash data storage, software and converged infrastructure, hardware and software for cloud storage and any other products offered by NetApp.

3.1.17.2. NetApp Services and Solutions: A complete offering of NetApp services and solutions to build a cloud-ready data center, accelerate enterprise application performance, protect and recover data, strategy, design, deploy and transition, operations, training, certification, support and any other services and solutions offered by NetApp.

3.1.18. Related Products. Services and Solutions: Any related companies’ products, services and solutions available from Offeror.

4. U.S. COMMUNITIES

U.S. Communities Government Purc hasing Alliance (herein “U.S. Comm unities”) assists Participating Public Agencies to reduce the cost of purchased goods and services throug h strategic sourcing that combines the volumes and the purchasing power of public agencies nationwide. This is accomplished through an award of competitively solicited contra cts for high quality products and services by large and well recognized public agencies (herein “Lead Public Ag encies”). The contracts provide for use by not only the respective Lead Public Agency, but also by other Participating Public Agencies.

National Sponsors

U.S. Communities is jointly sponsored by the Nati onal Association of Counties (NACo), the National League of Cities (NLC), the Association of School Business Officials International (ASBO) and the United States Conference of Mayors (USCM) (herein “National Sponsors”).

Advisory Board

The U.S. Communities Advisory Board is made up of key government purchasing officials from across the United States.

Each Advisory Board Member is expected to actively participate in product bids and selection, participate in policy direction, and share expertise and purchasing innovations.

Current U.S. Communities Advisory Board Members

Auburn University, AL Hennepin County, MN
City and County of Denver, CO Los Angeles County, CA
City of Chicago, IL Maricopa County, AZ
City of Houston, TX Miami-Dade County, FL
City of Kansas City, MO Nassau BOCES, NY
City of Los Angeles, CA North Carolina State University, NC City of San Antonio, TX Ocean City, NJ
City of Seattle, WA Onondaga County, NY
Cobb County, GA Port of Portland, OR
Denver Public Schools, CO Prince William County Schools, VA Emory University, GA Salem-Keizer School District, OR
Fairfax County, VA San Diego Unified School District, CA Fresno Unified School District, CA State of Iowa
Great Valley School District, PA The School District of Collier County, FL

Participating Public Agencies

Today more than 55,000 public agencies utilize U.S. Communities contracts and suppliers to procure over $1.8 Billion Dollars in products and services annually. Each month more than 500 new public

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INTRODUCTION AND BACKGROUND

9 agencies register to participate. The continuing rapid growth of public agency participation is fueled by the program's proven track record of providing public agencies unparalleled value.

The Supplier(s) must communicate directly with any Participating Public Agency concerning the placement of orders, issuance of the purchase order, contractual disputes, invoicing, and payment.

Fairfax County is acting as "Contracting Agent" for the Participating Public Agencies and shall not be held liable for any costs, damages, expenses, fees, liabiliti es, etc. incurred by any ot her Participating Public Agency.

Each Participating Public Agency enters into a Master Intergovernmental Cooperative Purchasing Agreement (MICPA) outlining the terms and conditions that allow access to the Lead Public Agencies’ Master Agreements. Under the term s of the MICPA, the procurement by the Participating Public Agency shall be construed to be in accordance with, and gov erned by, the laws of the state in which the Participating Public Agency resides. A copy of the MICPA is attached as Appendix E.

Estimated Volume

The estimated dollar volume of Products and Servic es purchased under the proposed Master Agreement is $500 million in sales annually. This estimate is based on the anticipated volume of the Lead Public Agency, the U.S. Communities Advisory Board member s, and current sales within the U.S. Communities program. While there is no minimum quantity of pr oducts and services requi red to be purchased under the proposed Master Agreement, Fairfax County and the U.S. Communities Advisory Board Members are committed to utilizing the Master Agreement. The Advisory Board members shall determine if the Master Agreement is of value to their agency, and will pr omote the Master Agreement among other public agencies nationwide and internationally. The Advisory Board in 2014 purchased more than $168 Million Dollars of products and services from existing U.S. Communities contracts.

Marketing Support

U. S. Communities provides marketing support for each Supplier’s products through the following:

 National Sponsors as referenced above.

 State Associations of Counties, Schools and Municipal Leagues.

 Administrative and marketing personnel that direct ly promote the U.S. Communities Suppliers to Participating Public Agencies through public agency meetings, direct mail, national publications, annual meetings and a network of K-12, City, County, Higher Education and State Associations.

 U.S. Communities provides Suppliers government sales training, and a host of online marketing and sales management tools to effectively increase sales through U.S. Communities.

Marketplace

U.S. Communities has developed an online Marketplace, which gives Participating Public Agencies the ability to purchase from many U.S. Communi ties contracts directly from our website. The Marketplace makes it easier for Participating Public Agencies to access many co ntracts through a single login and place orders using a procurement card, cr edit card or purchase order. Suppliers have the ability to add their products to the Marketplace at no cost.

Multiple Awards

Multiple awards may be issued as a result of the so licitation. Multiple Awards will ensure that any ensuing Master Agreements fulfill current and future requirements of the diverse and large number of Participating Public Agencies.

Evaluation of Proposals

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10 Proposals will be evaluated by the Lead Public Agency in accordance with, and subject to, the relevant statutes, ordinances, rules and regulations that govern its procurement practices.

U.S. Communities Advisory Board members and other Participating Public Agencies will assist the Lead Public Agency in evaluating proposals. The Supp lier(s) that respond(s) affirmatively meets the requirements of this Request for Proposal and provides the best overall value will be eligible for a contract award. U.S. Communities reserves the right to make available or not make available Master Agreements awarded by a Lead Public Agency to Participating Public Agencies.

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SPECIAL PROVISIONS

11 1. SCOPE OF SERVICES:

1.1 The purpose of this Request for Proposal is to solicit sealed proposals to establish a cooperative contract or cont racts through competitive negotiation for the provision of Technology Products, Services, Solutions, and Related Products and Services by the County of Fairfax, Virginia as well as other Participating Public Agencies.

2. PRE-PROPOSAL CONFERENCE:

2.1. An optional pre-proposal conference will be held on August 26, 2015 at 10:30 A.M. in the Fairfax County Government Center, Conferen ce Center Room 4/5, 12000 Government Center Parkway, Fairfax, Virginia. To r equest reasonable ADA accommodations, call the Department of Purchasing and Supply Management ADA representative at (703) 324-3201 or TTY 1-800-828-1140. Please allow seven working days in advance of the event to make the necessary arrangements.

2.2. The purpose of the pre-propos al conference is to give potential offerors an opportunity to ask questions and to obtain clarification about any aspect of this Request for Proposal. Offerors should submit any questions in writing pertaining to the RFP, in writing, prior to the pre- proposal conference to Kristy Varda at [email protected] or [email protected] prior to the pre-proposal conference by close of business, August 21, 2015.

3. CONTRACT PERIOD AND RENEWAL:

3.1. This contract will begin on date of award and terminate on the 3 rd anniversary of the award with the option to renew for 4 additional 1 year periods or any combination of time equally not more than 4 years.

3.2. The obligation of the County to pay compensa tion due the contractor under the contract or any other payment obligations under any cont ract awarded pursuant to this Request for Proposal is subject to appropriations by the Fa irfax County Board of Supervisors to satisfy payment of such obligations. The County’s obligations to make payments during subsequent fiscal years are dependent upon the same action. If such an appropriation is not made for any fiscal year, the contract shall terminate effe ctive at the end of the fiscal year for which funds were appropriated and the County will not be obligated to make any payments under the contract beyond the amount appropriat ed for payment obligations under the contract. The County will provi de the contractor with written notice of non-appropriation of funds within thirty (30) calendar days after ac tion is completed by the Board of Supervisors.

However, the County’s failure to provide such notice shall not extend the contract into a fiscal year in which sufficient funds have not been appropriated.

4. BACKGROUND:

4.1 Fairfax County (the County)

Fairfax County is located in the state of Virginia, near Washington, D.C. Its population is over 1 million, and it occupies an area of approximately 400 square miles.

The County’s fiscal year runs from July 1 to June 30. In the adopted budget for fiscal year 2016 (FY2016), combined General Fund Disbursements total $3.70 billion. The County currently holds an AAA bond rating from Standard and Poor’s, Moody’s, and Fitch.

Fairfax County Government (FCG) has over 50 departments located in over 200 facilities throughout the County. Currently, FCG facilities include the main government center campus (which houses the main county data center), tw enty three (23) Public Libraries, twenty three (23) Police locations, fifty one (51) Fire and Rescue locations, and in addition many more community, health, human services and park loca tions. FCG’s Department of Information

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12 Technology (DIT) manages, and implements all aspects of information technology solutions and supporting infrastructure that enable county ag encies to deliver information and services to citizens and the community and implement operational efficiencies. DIT establishes standards and architecture for the inform ation and communications systems that are implemented in county government agencies throughout the county.

FCG Enterprise Information Technology Environment: The County has developed an approach to its IT architecture that maximizes the return on IT investments, emphasizes and ensures reliability, scalability and security, while promoting standards-based acquisition that can be adapted across the enterprise. The Information Technology Plan is published annually by Fairfax County Department of Information Technology and delineates the standards for the major components of the IT architecture adopted and/or in use at the County. Providers should reference the plan when developing responses to IT system requirements. The IT Plan is available at http://www.fairfaxcounty.gov/dit/itplan/

5. PROGRAM REQUIREMENTS:

5.1. Qualified Offerors may be authorized rese llers of the Products and Services listed in Introduction and Background, paragraph 3, General Definition of Products and Services or direct manufacturers of the Products and Services.

5.1.1. Offerors who are resellers must represent, sell and service the Products and Services listed in Introduction and Background, paragraph 3, General Definition of Products and Services.

5.1.2. Offerors who are direct manufacturers may respond with their Products and Services only.

5.2. Qualified Offerors of the Products and Se rvices shall meet the following certification requirements and shall provide proof of certification from the manufacturer unless Offeror itself is a manufacturer of the Products and Services:

5.2.1. Cisco Gold Certified Partner

5.2.2. HP Gold or Platinum partner

5.2.3. Dell Partner Direct Pr eferred or Premier Partner

5.2.4. Panasonic Authorized Reseller Partner

5.2.5. EMC² Gold or Platinum Partner

5.2.6. CommVault Value-Added Reseller

5.2.7. Symantec Gold or Platinum Partner

5.2.8. VMware Enterpri se or Premier Partner

5.2.9. Microsoft Gold Certified Partner

5.2.10. Citrix Gold Solutions Advisor or Platinum Solutions Advisor

5.2.11. NetApp Platinum or Star Partner

5.3. If Offeror is a manufacturer of the Products and Services and has partner resellers/dealers/distributors that sell’s manufacturer’s Products and Services, then the partner resellers/dealers/distributors must agree to the terms and conditions of this RFP and Offeror shall provide documentation of such.

5.4. Offeror must have the resources to work with multiple entities at the same time.

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13 5.5. Throughout the life of this contract, the successful Offeror(s) will maintain expertise, resources and capabilities to perform the following

5.5.1. Provide commercial hardware, softwar e, peripherals and accessories as ordered under the task order;

5.5.2. Perform consulting, assessment, des ign, integration, installation, and managed Services and Solutions at the task order level;

5.5.3. Perform a wide range of professional, technical support and engineering services and solutions to support the mission and objectives of Fairfax County and Participating Public Agencies as authorized buyers of this contract;

5.5.4. Provide maintenance support of the services and solutions;

5.5.5. Provide ancillary support (logistics su pport, etc.) relating to provisions of the Products and Services listed in Introduction and Background, paragraph 3, General Definition of Products and Services;

5.5.6. Provide project management support for each deliverable under the contract; and

5.5.7. Provide project-specific and overall contract performance reporting, as required.

5.6. STAFF EXPERIENCE:

5.6.1. Offeror shall describe the credentials of staff and how they are certified and trained to provide the Products and Services required in Introduction and Background, paragraph 3, General Definition of Products and Services for Participating Public Agencies.

5.6.2. Offeror shall describe the number and ty pe of staff its company proposes to service this contract, i.e. technical, service, training, executive support, etc. and its hiring practices for such positions for Participating Public Agencies.

5.6.3. Offeror shall describe its methodology fo r training Participating Public Agency end users.

5.6.4. Offeror shall describe its experience with managing major government projects.

5.6.5. Offeror shall describe its processes for assigning staff to specific projects, along with the credentials of the staff members. Offeror should include how it will involve the County or other Participating Public Agencies to ensure projects are staffed to be successful.

5.7. CUSTOMER SERVICE:

The County is focused on customer service with a philosophy to provide all customers with quality Products and Services in a manner that is courteous, responsive, accessible and seamless. The Products and Services will be delivered by patience, understanding, good will and without regard to our own convenience. The selected Contractor will be expected to use these guidelines in developing the proposed solution:

 Accessible, courteous, responsive and s eamless customer service is of highest priority for the County and Participating Public Agencies;

 Accessible service means that citizens have easy access to the organization;

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14  Seamless customer service m eans that the Offeror’s employees know what they are doing, that information is accurate, that they have a good understanding of how to get problems and decisions made, that they are trained and evaluated for the jobs they are doing;

 Customer service goals must be measurable and regularly evaluated; and

 Continuous improvements in customer service must be made in order to make County and Participating Public Agency services accessible, responsive and as seamless as possible.

5.8. FINANCING OPTIONS:

Offeror should include any financing solutions and payment options available to Participating Public Agencies.

5.9. REPORTING REQUIREMENTS:

5.9.1. Monthly Reports: The Offeror shall fu rnish electronic monthly reports to the County and Participating Public Agency, to include the following information:
 New product information;
 Price sheets showing price decreases on discontinued Products;  Decreases on manufacturer’s prices on Products still to be manufactured;  System upgrades;
 Current pricing and Product lists;
 Software upgrades; and
 Special sales or promotions.

As reporting needs may change during the term of the Agreement, the County and Participating Public Agency reserve the right to request changes to the timing and content of the reports as well as additional reports.

5.9.2. Quarterly Reports: The Offeror sha ll furnish electronic quarterly usage reports showing a summary of the ordering and/or history of the County and each Participating Public Agency department for the previous quarter to the County and Participating Public Agency. The report must show at a minimum, purchase order number, description, part number, serial number, quantity, order number, cost, order date, ship date, total quantity of each item ordered during the period, the reporting period. The County and Participating Public Agency reserves the right to request additional information, if required, when reviewing such data.

5.9.3. Environmental Reporting Requirements: Upon request, the Offeror shall furnish periodic environmental impact reports (i.e. usage, disposal, environmental impact, energy efficiency, changes in manufacturing techniques, etc.) with respect to the Products and Services.

5.10. SUPPORT AND MAINTENANCE:

Each Offeror must provide a complete maintenance and support plan including emergency and non-emergency intervals, as well as periodic routine schedules. Routine maintenance and associated costs must be quoted and shall include but not be limited to:
 Error or defect correction;
 Updates;
 Telephone assistance; and
 Service hours and response times.

5.11. REPRESENTATION S AND WARRANTIES:

The Offeror represents, warrants and covenants that:

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15 5.11.1. The Products and Services shall satisf y all requirements set forth in the Agreement, including but not limited to any Appendices;

5.11.2. All work performed by the Offeror a nd/or its subcontractors pursuant to the Agreement shall meet highest industry standards, and shall be performed in a professional and workmanlike manner by staff with the necessary skills, experience and knowledge;

5.11.3. Neither the Products a nd Services nor any software or hardware provided by the Offeror under the Agreement will infringe or misappropriate any patent, copyright, trademark or trade secret rights of any third party;

5.11.4. The Offeror has taken and will continue to take precautions sufficient to ensure that it will not be prevented from performing all or part of its obligations under the Agreement by virtue of interruptions in the computer systems used by the Offeror;

5.11.5. All software and document ation provided by the Offeror or its subcontractors will have sufficient information and capabilities to enable the County to permit the public inspection and examination and to provide electronic copies of public records stored, manipulated or retrieved by the Products; and

5.11.6. All software and document ation provided by the Offeror or its subcontractors will have sufficient information to enable the County to create an index containing the following information with respect to each database used by the Products without extraordinary commitments of staff or resources: (i) annotated list of data fields:
name, description, and restricted field indicator; (ii) description of the format or record layout; (iii) frequency with which the database is updated; (iv) list of any data fields to which public access is restricted; (v) description of each form in which the database can be copied or reproduced; (vi) title of the database; (vii) owner of the data; (viii) narrative description of the database; (ix) person creating the index; and (x) purpose of the database. The Offeror agrees that the information set forth in the preceding sentence constitutes a public record and may be disclosed by the County without the Offeror’s consent.

5.12. BACKGROUND CHECKS:

The Offeror will provide proof and results of background checks (email or hard copy to an authorized Fairfax County representative) at the Offerors expense for Offeror and Offeror related personnel who work in a County owned/leased/rented facility. Background checks should be performed annually and include:

1. Social Security Number (SSN) – Trace and Verification

2. US Department of Treasury – S DN List and OFAC Sanctions Program

3. US Department of Justice – National Sex Offender Registry

4. Criminal Records – Felony conviction in last ten (10) years

5. Drug screening – Fairfax County is a Drug Free Zone.

6. TECHNICAL PROPOSAL INSTRUCTIONS:

Proposals should not contain extraneous information or promotional materials. Offerors should utilize lay person terms and common terminology wherever possible. Proposals should cover the topics outlined in this section and emphasize the Offeror’s methodology and approach to the work.

Proposals will be evaluated on the basis of inform ation presented by the Offeror and the evaluation criteria listed in this RFP.

The County encourages the use of recycled products, therefore, it is urged that proposals be submitted on paper made from or with recycled c ontent and be printed on both sides. Thumb drive copies submitted must be free of viruses, malware, Trojans, worms, rootkits, spyware, adware, etc.

Those who submit thumb drives that contain viruses, malware, Troj ans, worms, rootkits, spyware,

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16 adware, etc. may be liable for resulting damages and their proposals may be rejected.

6.1. The Offeror must submit the Technical Proposal in a separate binder containing the following information divided by tabs. This information will be considered the minimum content of the proposal.

Tab 1 – COVER LETTER: The cover letter will provide a brief history of the Offeror and its organization. The letter will indicate the principal or officer of the Offeror organization who will be the County’s primary point of contact duri ng negotiations. This individual must have the authority to negotiate all aspects of the scope of services and provisions on behalf of the Offeror. An officer authorized to bind the Offeror to the terms and conditions of this RFP must sign the cover letter transmitting the proposal.

Tab 2 – EXECUTIVE SUMMARY:

The Offeror will provide an Executive Summary that presents in brief, concise terms a summary level description of the contents of the Proposal.

Tab 3 – OFFEROR PROFILE:

The Offeror must provide a profile of its organization and all other companies who will be providing products or services through a subcon tracting arrangement with the Offeror. At a minimum, the Offeror will provide the following information:
 Name of firm submitting proposal
 Main office address, telephone number, fax number
 Primary contact email address and website address
 If a corporation, when and where incorporated
 List any dba’s
 List any appropriate Federal, State and Organization registration numbers  Number of years in business
 Total number of employees

Tab 4 PROPOSAL:

The Offeror shall provide a statement of all of the programs and services proposed, including conclusions and generalized recommendations. Proposals should be all-inclusive, detailing Offeror’s best offer. Following is a framework and questions to guide your organizations suggested solution. Please address the following as completely as possible for each component of the Project in Introduction and Background, Paragraph 3, General Definition of Products and Services and Special Provisions, Paragraph 5, Program Requirements.

 Include a complete listing of programs and services proposed in the same order as Introduction and Background, Paragraph 3, General Definition of Products and Services.

 Process: What steps will your or ganization take to ensure that the transition/implementation for the Project runs smoothly?

 Transition Plan: If applicable to the Produc t or Service, the Offeror shall prepare and submit to the County for approval a comprehensive and detailed Transition Plan, which describes in detail all tasks and resources associated with the transition of the Products and Services to the Offeror with minimum disruption to the County’s operations.

 Project Plan: Submit a Project Plan (prefer ably in MS Project format) to describe, to the best of your ability, all times, tasks and resources associated with the implementation of the Project.

 Client Relationship Management: Describe the communications scheme that your organization will use to keep the County informed about the progress of the Project.

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17  Risk Management: Describe the risks associated with the Project or associated Agreement. What contingencies have been built in to mitigate those risks?

Tab 5 OFFEROR QUALIFICATIONS AND EXPERIENCE:

1. The Offeror shall describe its qualifications and experience related to the programs and services proposed. Describe Offeror’s ability to meet or exceed requirements in the Special Provisions, Paragraph 5, Program Requirements.

2. Offeror shall identify and provide the same information for all subcontractors or joint venture partners and identify their role in your proposed solution.

3. Offeror shall include copies of any app licable End User License Agreements (EULA) and Service Level Agreements (SLA).

Tab 6 NATIONAL QUALIFICATIONS (Appendix D):

1. Supplier Qualifications, Offeror must in clude a narrative of its understanding and acceptance of the Supplier Commitments.

2. Completed and signed Supplier Qualific ation Worksheet for National Program Consideration.

3. Detailed response to each element of the SUPPLIER INFORMATION on pages 56-60 (Appendix D).

Tab 7 – FINANCIAL STATEMENTS:

The Offeror shall provide an income statement and balance sheet from the two most recent reporting periods.

Tab 8 – APPENDIX B DOCUMENTS:

Offeror Data Sheet

Virginia State Corporation Commission Registration Information

Business, Professional and Occupational License

Certification Regarding Debarment or Suspension

Certification Regarding Ethi cs in Public Contracting

Business Classification

Subcontractor(s) Notification Form

Tab 9 – REFERENCES

The Offeror shall complete Appendix C, References.

Tab 10 – U.S. COMMUNITIES AD MINISTRATION AGREEMENT, signed unaltered (Appendix F):

7. COST PROPOSAL INSTRUCTIONS:

7.1. The offeror must submit a cost proposal in a separate binder fully supported by cost and pricing data adequate to establish the reasonableness of the proposed fee.

7.2. Prices may be proposed by region, zone or other categorization.

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18 7.3. The following information should be s ubmitted as part of the cost proposal:

Tab 1 – PROPOSED PRODUCT PRICING:

For any proposed products, Offeror shall provide the following.

1. It is preferred that Offeror provide product pricing using a fixed percentage (%) discount off a MANUFACTURER PRICE LIST or other objec tively verifiable criteria. The Offeror shall provide copies of the MANUFACTURER PR ICE LIST or other objectively verifiable criteria.

If this is not feasible, Offeror may provi de detailed cost breakdown of their proposed pricing structure to include direct, indirec t, general & administrative, overhead and profit cost details. Along with this data, offerors must submit a justification as to why a Manufacturer Price List or other objectively veri fiable criteria is not available. All costs shall be substantiated by an actual invoice indicating the amount paid for products.

Any price reductions, special offerings, sales or promotions occurring during the term of the Agreement, shall be passed on to the County and Participating Public Agencies as soon as they are announced by the manufactu rer or Contractor and shall be considered part of the Agreement.

2. Offeror, if a reseller/dealer/distributor, sha ll provide a listing of all manufacturers it offers with the discount percentage(s) by manufacturer.

Tab 2 – PROPOSED SERVICES AND SOLUTIONS:

For any proposed services or solutions, Offeror shall provide the following.

1. For any proposed services and solutions , Offeror must provide a detailed price breakdown for each service or solution separate ly as well as totals for services provided together, if prices differ.

2. All prices offered in the cost proposal sha ll include labor, supervision, equipment, travel and any other incidentals to complete the solution, application or service.

3. Labor categories shall be displayed on a cost per hour, either all inclusive or cost per position (director, technical architect, project manager, etc.).

Tab 3 Additional Offerings:

1. Detail any additional pricing incentives, disc ounts or rebates that may be available such as for large volume, bundled solutions, appl ications, products and services, etc., to Participating Public Agencies.

2. Detail any additional pricing discounts fo r the purchase of products and services for groups of Participating Public Agencies in a lo cal geographic area that desire to combine requirements, i.e. local city, county, school district, housing authority, transit authority, etc.

3. Provide the methodology of how you will substantiate and justify any requests for adjustment in cost of solutions, applications, products, and services during the term of the contract. Please refer to paragraph 9.

Tab 4 Scenarios:

1. Offerors are asked to take the pricing offered in Tabs 1 through 3 and apply it to the scenarios listed in Attachment 1.

2. Response to scenarios must identify the te chnical capabilities to meet the scenario along with the cost of these technical capabilities.

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19 3. Scenarios are examples of what might be purc hased off a contract of this nature and will be used to evaluate offerors cost reasonableness.

8. CONSULTATION SERVICES:

8.1. The contractor’s staff must be available for consultation with County staff on an as-needed basis between 8:00 AM and 5:00 PM, Eastern Time, Monday through Friday.

9. PRICING:

9.1. The pricing structure, discounts and fee(s) w ill remain firm and will include all charges that may be incurred in fulfilling the requirements of the contract during the first 365 days.

Changes in cost for any subsequent contract years may be based on the Consumer Price Index (CPI-U), Table 10, U.S. City Averages, the Producer Price Index (PPI) or other relevant indices.

9.2. The request for a change in the pricing st ructure, discounts and fees shall include as a minimum, (1) the cause for the adjustment; (2 ) proposed effective date; and, (3) the amount of the change requested with documentati on to support the requested adjustment (i.e., appropriate Bureau of Labor St atistics, Consumer Price Index (CPI-U), change in manufacturer's price, etc.).

9.3. Price decreases shall be made in accordance with paragraph 43 of the General Conditions & Instructions to Offerors.

10. TRADE SECRETS/PROPRIETARY INFORMATION:

10.1. Trade secrets or proprietary information submitted by an offeror in connection with a procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, offerors must invoke the protections of this section prior to or upon submission of the data or other materials.

10.2. The offeror must identify the data or other materials to be protected and state the reasons why protection is necessary. Disposition of material after award(s) should be stated by the offeror.

11. CONTACT FOR CONTRACTUAL MATTERS:

11.1. All communications and requests for informatio n and clarifications shall be directed to the following procurement official:

Kristy D. Varda, CPPB, Contract Specialist
Department of Purchasing and Supply Management
Telephone: (703) 324-3217
[email protected]

11.2. No attempt shall be made by any offeror to contact members of the Selection Advisory Committee (SAC) about this procurement (see paragraph 16.3).

12. REQUIRED SUBMITTALS:

12.1. Each Offeror responding to this Request for Proposal must supply all the documentation required in the RFP. Failure to provide documentation with the Offeror's response to the RFP may result in the disqualification of the Offeror's proposal.

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20 13. SUBMISSION OF PROPOSAL:

13.1. One (1) original (duly marked), one (1) hard copy and two (2) electronic thumb drive copies of the Technical proposal, and one (1) original (duly marked), one (1) hard copy and two (2) electronic thumb drive copies of the Cost prop osal shall be delivered to the following address in sealed envelopes or packages with the prop osal number, title and the offerors name and address on the outside. All submitted copies (hard and electronic) must be identical. The offeror must include a notarized statement that the thumb drive version is a true copy of the printed version. Electronically stamped delivery receipts are available.

Department of Purchasing and Supply Management
12000 Government Center Parkway, Suite 427
Fairfax, Virginia 22035-0013
Telephone: 703-324-3201

13.2. Offerors are reminded that changes to the request for proposal, in the form of addenda, are often issued between the issue date and within three (3) days before the due date of the solicitation. All addenda MUST be signed and submitted to the Department of Purchasing and Supply Management, 12000 Government Center Parkway, Suite 427, Fairfax, VA 22035 before the due date/time or must accompany the proposal. Notice of addenda will be posted on eVA and the DPSM current solicitation webpage.

It is the Offeror’s responsibility to
monitor the web page for the most current addenda at www.fairfaxcounty.gov/solicitation.

13.3. It is the Offeror's responsibility to clearly i dentify and to describe the services being offered in response to the Request for Proposal. Offe rors are cautioned that organization of their response, as well as thoroughness is critical to the County's evaluation process. The RFP forms must be completed legibly and in their entirety; and all required supplemental information must be furnished and presented in an organized, comprehensive and easy to follow manner.

13.4. Unnecessarily elaborate brochures of other pr esentations beyond that sufficient to present a complete and effective proposal is not des ired. Elaborate artwork, expensive paper, bindings, visual and other presentation aids ar e not required. The County encourages the use of recycled paper, therefore it is urged t hat proposals be submitted on paper made from or with recycled content and be printed on both sides.

13.5. The submitted proposals shall be as follows:

Each original and copy of the Technical proposal shall consist of:

a. Cover sheet (DPSM32)

b. Technical proposal as required in the Special Provisions, paragraph 6, TECHNICAL PROPOSAL INSTRUCTIONS.

Each original and copy of the Cost proposal shall consist of:

a. Cover sheet (DPSM32)

b. Cost proposal as required in t he Special Provisions paragraph 7, COST PROPOSAL INSTRUCTIONS.

13.6. By executing the cover sheet (DPSM32), O fferor acknowledges that they have read this Request for Proposal, understand it, and agree to be bound by its terms and conditions.

Proposals may be submitted by mail or delivered in person.

13.7. The County will be receiving proposals periodica lly throughout the contract period. The date and time for subsequent submission opportunities will be established at the sole discretion of the County. Each opportunity for submi ssion will be advertised as required by the Fairfax County Purchasing Resolution.

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21 14. LATE PROPOSALS:

14.1 Proposals received in the Office of the County Purchasing Agent after the date and time prescribed in each posting of the RFP shall not be considered for contract award and shall be returned to the offeror.

15. PERIOD THAT PROPOSALS REMAIN VALID:

15.1 Proposals will remain valid for a period of one-hundred and eighty day s (180) calendar days after the date specified for receipt of proposals.

16. BASIS FOR AWARD:

16.1. This Request for Proposal is being utilized for competitive negotiation. Under the competitive negotiation process, a contract may be awar ded to the responsible offeror(s) whose proposal(s) is/are determined to be the most advantageous to the County, taking into consideration price and the evaluation factors set forth in the Request for Proposal. The County reserves the right to make multiple awards as a result of this solicitation.

16.2. A Selection Advisory Committee has been est ablished to review and evaluate all proposals submitted in response to this Request for Proposal. The Committee shall conduct a preliminary evaluation of all proposals on the basis of the information provided with the proposal, and the evaluation criteria listed below. Based upon this review, the cost proposals of the highest rated offeror(s) will then be reviewed.

16.3. No Offeror, including any of their represen tatives, subcontr actors, affiliates and interested parties, shall contact any member of the Se lection Advisory Committee or any person involved in the evaluation of the proposals. Se lection Advisory Committee members will refer any and all calls related to this procurement to the procurement official named in 11.1 above.

Failure to comply with this directive may, at t he sole discretion of the County, result in the disqualification of an offeror from the procurement process.

16.4. Based on the results of the preliminary eval uation, the highest rated offeror(s) may be invited by the County Purchasing Agent to make or al presentations to the Selection Advisory Committee. This committee will then conduct a fi nal evaluation of the proposals. Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors involved in t he Request for Proposal, including price if so stated in the Request for Proposal. Negotiations shall then be conducted with each of the offerors so selected. After negotiations have been conducted with each offeror so selected, the County shall select t he offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror.

16.5. Should the County determine in writing and in it s sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The Committee will make appropriate recommendations to the Count y Executive and Board of Supervisors, if appropriate, prior to actual award of contract.

16.6. Proposal Evaluation Criteria

The following factors will be considered in the award of this contract:

a. Proven experience of the firm’s success in providing in providing 35 points the Products and Services on a nationwide basis in a timely manner, including depth of response to PROPOSAL and QUALIFICATIONS of work as outlined in Special Provisions, Paragraph 5 Program Requirements as well as the financial stability of the firm and references of the firm.

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22 b. Offeror’s understanding and acceptance of SUPPLIER 30 points

COMMITMENTS, SUPPLIER WORKSHEET AND SUPPLIER

INFORMATION

c. Offeror’s Products and Services offerings 10 points

d. Reasonableness of cost proposal(s) 25 points

16.7. Fairfax County reserves the right to make on-site visitations to as sess the capabilities of individual offerors and to contact references provided with the proposal.

16.8. The County Purchasing Agent may arrange for di scussions with firms submitting proposals, if required, for the purpose of obtaining additional information or clarification.

16.9. Offerors are advised that, in the event of re ceipt of an adequate number of proposals, which, in the opinion of the County Purchasing Agent, require no clarifications and/or supplementary information, such proposals may be evaluated without further discussion. Consequently, offerors should provide complete, thorough proposals with the offerors most favorable terms.

Should proposals require additional clarification and/or supplementary information, offerors should submit such additional material in a timely manner.

16.10. Proposals which, after discussion and s ubmission of additional clarification and/or supplementary information, are determined to m eet the specifications of this Request for Proposal will be classified as "acceptable". Proposals found not to be acceptable will be classified as "unacceptable" and no further discussion concerning same will be conducted.

16.11. The County may cancel this Request for Proposal or reject proposals at any time prior to an award, and is not required to furnish a statem ent of the reasons why a particular proposal was not deemed to be the most advantageous.

17. INSURANCE:

17.1 The contractor is responsible for its work and for all materials, tools, equipment, appliances, and property of any and all description used in connection with the project, whether owned by the contractor or by the Coun ty. The contractor assumes a ll risks of direct and indirect damage or injury to any person or property w herever located, resulting from any action, omission, commission or operation under the contract, or in connection in any way whatsoever with the contracted work.

17.2 The Contractor shall, during the continuance of all work under t he Contract provide the following:

a. Maintain statutory Worker's Compensation and Employer's Liability insurance in limits of not less than $100,000 to protect the Contract or from any liability or damages for any injuries (including death and disability) to an y and all of its employees, volunteers, or subcontractors, including any and all liability or damage which may arise by virtue of any statute or law in force within the Commonwealth of Virginia, or which may be hereinafter enacted.

b. The contractor agrees to maintain Commerc ial General Liability insu rance in the amount of $1,000,000 per occurrence/aggregate, to protect the contractor, its subcontractors, and the interest of the County, against any and all in juries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under the contract or in connection with contracted work. The Ge neral Liability insurance shall also include the Broad Form Property Damage endorsement, in addition to coverage’s for explosion, collapse, and underground hazards, where required.

c. The contractor agrees to maintain ow ned, non-owned, and hired Automobile Liability insurance, in the amount of $1,000,000 per occurrence/aggregate, including property damage, covering all owned, non-owned borrowe d, leased, or rented vehicles operated

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23 by the Contractor. In addition, all mobile equipment used by the Contractor in connection with the contracted work w ill be insured under either a standard Automobile Liability policy, or a Comprehensive General Liability policy.

d. The contractor agrees to maintain Professional Liability insurance in the amount of $1,000,000 per occurrence/aggregate to cover each individual professional staff.

e. Liability insurance may be arranged by G eneral Liability and Automobile Liability policies for the full limits required, or by a combi nation of underlying Liability policies for lesser limits with the remaining limits provided by an Excess or Umbrella Liability policy.

f. Rating Requirements:

1. The Contractor agrees to provide insurance issued by companies admitted within the Commonwealth of Virginia, with the Best's Key Rating of at least A: VI.

2. European markets including those based in London, and the domestic surplus lines markets that operate on a non-admitted ba sis are exempt from this requirement provided that the contractor's broker can provide financial data to establish that a market is equal to or exceeds the financial strengths associated with the A.M. Best's rating of A:VI or better.

g. Indemnification : Article 63 of the General Conditions and Instructions to Bidders (Appendix A) shall apply.

h. The Contractor will provide an original, signed Certificat e of Insurance ci ting the contract number and such endorsements as prescribed herein, and shall have it filed with the County Purchasing Agent and/or Risk Manager before any work is started.

i. If the Contractor delivers services from a C ounty-leased facility, the Contractor is required to carry property insurance on all equipment, to include County-owned installed and maintained equipment used by the contractor while in their care, custody and control for use under this contract.

17.3. No change, cancellation, or non-renewal shall be made in any insurance coverage without a forty-five day written notice to the County Purchasing Agent and/or Risk Manager. The Contractor shall furnish a new certificate prior to any change or cancellation date. The failure of the Contractor to deliver a new and valid certificate will result in suspension of all payments until the new certificate is furnished.

17.4. Precaution shall be ex ercised at all times for the protec tion of persons (including employees) and property.

18. METHOD OF ORDERING:

18.1 The County may use two (2) different methods of placing orders from the final contract:

Purchase Orders (PO’s) and approved County procurement cards.

18.2. A Purchase Order (PO) may be issued to t he contractor on behalf of the County agency ordering the items/services covered under this contract. An issued PO will become part of the resulting contract. The purchase order indicates that sufficient funds have been obligated as required by Title 15.2-1238 of the Code of the Commonwealth of Virginia.

18.3. Procurement Card orders and payments may also be made by the use of a Fairfax County or Fairfax County Public Schools “Procurement” Card. The Procurement Card is currently a Master Card. Contractors are encouraged to accept this method of receiving orders.

18.4. Regardless of the method of ordering used, solely the contract and any modification determine performance time and dates.

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24 18.5. Performance under this contract is not to begin until receipt of the purchase order, Procurement Card order, or other notification to proceed by the County Purchasing Agent and/or County agency to proceed. Purchase requisitions shall not be used for placing orders.

19. REPORTS AND INVOICING:

19.1. The Contractor must maintain all records in compliance with federal and state regulations.

The Contractor(s) must submit to each progra m administrator, monthly statistical reports and an annual tabulated report.

19.2. The Contractor must invoice each County department using the final contract separately.

Invoices for all users of the contract must meet County requirements, unless otherwise indicated. The Contractor must send each de partment an itemized monthly invoice (or as agreed to between the parties), which must include the information listed below:

a. Employee name;
b. The name of the County department;
c. Date of services
d. Contract and/or Purchase order number;
e. The type of services; and,
f. The itemized cost for each item/service.

19.3. County departments must receive monthly in voices by the 10th of each month following the month the Contractor provided t he service. In addition, the Contractor will provide each County department a monthly and year-to-date util ization report which lists all information shown above in paragraph 19.2, a-f. The Contract or will mail the invoices and the utilization reports to the individuals identified in the final contract.

20. PAYMENTS:

20.1 The County will pay the Cont ractor based upon completion, acceptance, and approval by the County.

21. CHANGES:

21.1. Fairfax County may, at any time, by writt en order, require changes in the services to be performed by the Contractor. If such chan ges cause an increase or decrease in the Contractors cost of, or time required for, perform ance of any services under this contract, an equitable adjustment shall be made and the contract shall be modified in writing accordingly.

The County Purchasing Agent must approve all work that is beyond the scope of this Request for Proposal.

21.2. No services for which an additional cost or fee will be charged by the Contractor shall be furnished without the prior written authorization of the Fairfax County Purchasing Agent.

22. DELAYS AND SUSPENSIONS:

22.1. The County may direct the Contractor, in writi ng, to suspend, delay, or interrupt all or any part of the work of this contract for the period of time deemed appropriate for the convenience of the County. The County will ext end the Contractor's time of completion by a period of time that in the discretion of the Purchasing Agent is reasonably suited for completion of work.

The County may further amend the contract by mutual agreement for any increase in the cost of performance of the contract (excluding profit) resulting solely from the delay or suspension of the contract. No adjustment shall be made under this clause for any delay or interruption resulting from any other cause, including the fault or negligence of the Contractor.

22.2. If the County does not direct the Contractor, in writing, to suspend, delay, or interrupt the contract, the Contractor must give the Count y Purchasing Agent written notice if Fairfax County fails to provide data or services t hat are required for contract completion by the Contractor. The County may extend the Contractor 's time of completion by a period of time

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25 that in the discretion of the Purchasing Agent is reasonably suited for completion of work.

22.3. The Contractor shall continue its work on other ph ases of the project or contract, if in the sole discretion of the Purchasing Agent such wo rk is not impacted by the County’s delay, suspension, or interruption. All changes to the work plan or project milestones shall be reflected in writing as a contract amendment.

23. ACCESS TO AND INSPECTION OF WORK:

23.1. The Fairfax County Purchasing Agent and using agencies will, at all times, have access to the work being performed under this contract wherever it may be in progress or preparation.

24. PROJECT AUDITS:

24.1. The Contractor shall maintain books, record s and documents of all costs and data in support of the services provided. Fairfax County or it s authorized representative shall have the right to audit the books, records and documents of the contractor under the following conditions:

a. If the contract is terminated for any reason in accordance with the provisions of these contract documents in order to arrive at equitable termination costs;

b. In the event of a disagreement between the contractor and the County on the amount due the Contractor under the terms of this contract;

c. To check or substantiate any amounts invo iced or paid which are required to reflect the costs of services, or the Contractor's efficiency or effectiveness under this contract; and,

d. If it becomes necessary to determine the Coun ty's rights and the contractor's obligations under the contract or to ascertain facts relati ve to any claim against the Contractor that may result in a charge against the County.

24.2. These provisions for an audit shall give Fairfax County unlimited access during normal working hours to the Contractor's books and records under the conditions stated above.

24.3. Unless otherwise provided by applicable stat ute, the contractor, from the effective date of final payment or termination hereunder, shall preserve and make available to Fairfax County for a period of three (3) years thereafter, at all reasonable times at the office of the Contractor but without direct charge to the County, all its books, records documents and other evidence bearing on the costs and expenses of the services relating to the work hereunder.

24.4. Fairfax County's right to audit and the preser vation of records shall terminate at the end of three (3) years as stated herein. The Contractor shall include this "Right of Audit and Preservation of Records" clause in all subcontracts issued by it and they shall require same to be inserted by all lower tier subcontractors in their subcontracts, for any portion of the work.

24.5. Should the Contractor fail to include this clause in any such contract or lower tier contract, or otherwise fail to insure Fairfax County's ri ghts hereunder, the Contra ctor shall be liable to Fairfax County for all reasonable costs, expense s and attorney's fees which Fairfax County may have to incur in order to obtain an audit or inspection of or the restoration of records which would have otherwise been available to Fairfax County from said persons under this clause. Such audit may be conducted by Fairfax County or its authorized representative.

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26 25. DATA SOURCES:

25.1. The County will provide the Contractor a ll available data possessed by the County that relates to this contract. However, the Contractor is responsible for all costs for acquiring other data or processing, analyzing or evaluating County data.

26. SAFEGUARDS OF INFORMATION:

26.1. Unless approved in writing by the County Pu rchasing Agent, the Contractor may not sell or give to any individual or organization any inform ation, reports, or ot her materials given to, prepared or assembled by the Contractor under the final contract.

27. ORDER OF PRECEDENCE:

27.1. In the event of conflict, the Acceptance Agreement (provided at contract award) and the Special Provisions of this contract shall ta ke precedence over the General Conditions and Instructions to Bidders, (Appendix A).

28. SUBCONTRACTING:

28.1. If one or more subcontractors are required, the contractor is encouraged to utilize small, minority-owned, and women-owned business ent erprises. For assistance in finding subcontractors, contact the Virginia Department of Business Assistance http://www.dba.state.va.us; the Virginia Department of Minority Business Enterprise http://www.dmbe.state.va.us/; local chambers of commerce and other business organizations.

28.2. As part of the contract award, the prime contractor agrees to provide the names and addresses of each subcontractor, that subcontractor's status as defined by Fairfax County, as a small, minority-owned and/or woman-owned business, and the type and dollar value of the subcontracted goods/services provided. Reference Appendix B to this solicitation.

29. USE OF CONTRACT BY OTHER PUBLIC BODIES:

29.1. Reference Paragraph 75, General Conditions and Instructions to Bidders, Cooperative Purchasing. Offerors are advised that the resultant contract(s) may be extended, with the authorization of the Offeror, to other public bodies , or public agencies or institutions of the United States to permit their us e of the contract at the same prices and/or discounts and terms of the resulting contract. If any other publ ic body decides to use the final contract, the Contractor(s) must deal directly with that pub lic body concerning the placement of orders, issuance of purchase orders, contractual dis putes, invoicing and payment. The County of Fairfax acts only as the "Contracting Agent" for these public bodies.

29.2. It is the Contractors responsibility to notif y the public body(s) of the availability of the contract(s).

29.3. Other public bodies desiring to use this contract will need to make their own legal determinations as to whether the use of this contract is consistent with their laws, regulations, and other policies.

29.4. Each public body has the option of executing a separate contract with the Contractor(s).

Public bodies may add terms and conditions required by statute, ordinances, and regulations, to the extent that they do not conflict with the contracts terms and conditions. If, when preparing such a contract, the general terms and conditions of a public body are unacceptable to the Contractor, t he Contractor may withdraw it s extension of the award to that public body.

29.5. Fairfax County shall not be held liable for any costs or damages incurred by another public body as a result of any award extended to that public body by the Contractor.

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27 30. NEWS RELEASE BY VENDORS:

30.1. As a matter of policy, the County does not endor se the products or services of a contractor.

News releases concerning any resultant contract from this solicitation will not be made by a contractor without the prior written approval of the County. All proposed news releases will be routed to the Purchasing Agent for review and approval.

31. AMERICANS WITH DISABILITIES ACT REQUIREMENTS:

31.1. Fairfax County Government is fully committed to the Americans with Disabilities Act (ADA) which guarantees non-discrimination and equal access for persons with disabilities in employment, public accommodations, transportation, and all County programs, activities and services. Fairfax County government contract ors, subcontractors, vendors, and/or suppliers are subject to this ADA policy. All individuals having any County contractual agreement must make the same commitment. Your acceptance of this contract acknowledges your commitment and compliance with ADA.

31.2. Fairfax County is committed to a policy of nondi scrimination in all County programs, services, and activities and will provide reasonable accommodations upon request. Bidders requesting special accommodations should call the Depa rtment ADA representat ive at (703) 324-3201 or TTY 1-800-828-1140. Please allow seven (7 ) working days in advance of the event to make the necessary arrangements.

32. HIPAA COMPLIANCE:

32.1. Fairfax County Government has designated certain health care components as covered by the Health Insurance Portability and Accountabilit y Act of 1996. The successful vendor will be designated a business associate pursuant to 45 CFR part 164.504(e) of those agencies identified as health care components of the County, including the Fairfax-Falls Church Community Services Board, upon award of contract. The successful vendor shall be required to execute a Fairfax County Business Associat e Agreement and must adhere to all relevant federal, state, and local confidentiality and privacy laws, regulations, and contractual provisions of that agreement. These laws and regulations include, but are not limited to: (1) HIPAA – 42 USC 201, et seq., and 45 CFR Part s 160 and 164; and (2) Va Code – Title 32.1, Health, § 32.1-1 et seq. The vendor shall have in place appropriate administrative, technical, and physical safeguards to ensure the privac y and confidentiality of protected health information.

32.2. Further informati on regarding HIPAA Compliance is available on the County’s website at http://www.fairfaxcounty.gov/HIPAA.

33. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER:

33.1 Pursuant to Code of Virginia , §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonw ealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issu ed to it by the State Corporation Commission (SCC). Any bidder or offe ror that is not required to be authorized to transact business in the Commonwealth as a fore ign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized. Any bidder or offeror that fails to provide the required information may not receive an award.

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Appendix A

28 COUNTY OF FAIRFAX

COMMONWEALTH OF VIRGINIA

GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS

(Vendor: The general rules and conditions which follow apply to a ll purchases and become a definite part of each formal solicit ation and resulting contract award issued by the DEPARTMENT OF PURCHASING & SUPPLY MANAGEMENT, unless otherwise specified. Bidders or their authorized repr esentatives are expected to inform themse lves fully as to the conditions, requireme nts, and specifications before submitting bids; failure to do so will be at the bidder's own risk and relief cannot be secured on th e plea of error.)

Subject to all State and local laws, policies, resolutions, and regulations and all rules, regul ations and limitations imposed by legislation of the Federal Governmen t, bids on all solicitations issued by the DEPARTMENT OF PURCHASING & SUPPLY MANAGEMENT will bind bidders to applicable conditions and requirements herein set forth unless otherwise specified in the solicitation.

l. AUTHORITY -The Purchasing Agent has the sole responsibility and authority for negotiating, placing and when necessary modifying every solicitation, contract and purchase order (except for c apital construction projects) issued by the County of Fa irfax.

In the discharge of these responsibilities, the Purchasing Agent may be assisted by assigned buyers. Unless specifically delega ted by the County Purchasing Agent, no other County officer or empl oyee is authorized to order supplies or services, enter into purchase negotiations or contracts, or in any way obligate the government of the County of Fairfax for an indebtedness. Any purchase ordered or contract made which is contrary to these provisions and authorit ies shall be of no effect and void and the County shall not be bound thereby.

2. DEFINITIONS -

AGENCY: Any Department, Agency, Authority, Commission, Board or other unit in the Administrative Service of the County.

BEST VALUE: As predetermined in the solicitation, means the ov erall combination of quality, pr ice, and various elements of required services that in total are optimal relative to a public body’s needs.

BID: The offer of a bidder to provide s pecific goods or services at specified pric es and/or other conditi ons specified in the solicitation.

BIDDER/OFFEROR: Any individual, company, firm, corporation, partnership or other organization bidding on solicitations issued by the Purchasing Agent and offering to enter into contracts with t he County. The term "bidder" will be used throughout this docu ment and shall be construed to mean "offeror" where appropriate.

CONSULTANT SERVICES: Any type of services required by the C ounty, but not furnished by its own employees, which is in its nature so unique that it should be obtained by negotiation on the basis of demonstrated competence and qualification for the ty pe of service required and at fair and reasonable compensation, rather than by competitive sealed bidding.

CONTRACTOR: Any individual, company, firm , corporation, partnership or other organization to whom an award is made by the County.

COUNTY: County of Fairfax.

GOODS: All material, equipment, supplies, printing, and automated data processing/information technology hardware and software.

INFORMALITY: A minor defect or variation of a bid or proposal from the exact requirements of the invitation to bid or the request for proposal which does not affect the price, quality, quantity or delivery schedule for the goods, serv ices or construction being procured.

INVITATION FOR BID (IFB): A request which is made to prospect ive suppliers (bidders) for thei r quotation on goods or services desired by the County. The issuance of an IFB will contain or in corporate by reference the specifications and contractual term s and conditions applicable to the procurement.

PROFESSIONAL SERVICES: Any type of professional service perfo rmed by an independent contractor within the practice of accounting, actuarial services, arch itecture, dentistry, land surveying, landscape architecture, law, medicine, optometry, pharmacy, or professional engineering (which shall be pr ocured as set forth in the Code of Virginia §2.2-4301 in the definition of compet itive negotiation at paragraph 3 (a), and in conformance with the Fairfax County Purchasing Resolution).

PURCHASING AGENT: The Purchasing Agent employed by the Board of Supervisors of Fairfax County, Virginia.

QUICK QUOTE (QQ): A method of competitive bidding for the pur chase or lease of goods, non prof essional services or for the purchase of insurance, construction, or construction management when the estimated cost thereof shall be less the $50,000.

REQUEST FOR PROPOSAL (RFP): A request for an offer from prospec tive offerors which will indicate the general terms which are sought to be procured from the offeror. The RFP will specify t he evaluation factors to be used an d will contain or incorporate by reference other contractual terms and conditions applicable to the procurement.

RESPONSIBLE BIDDER/OFFEROR: An individual, company, firm , corporation, partnership or other organization having the

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29 capability in all respects to perform fully the contract requi rements, and also having the moral and business integrity and rel iability which will assure good faith performance, and having been prequalifi ed, if required. (Reference paragraph 24, General Conditio ns and Instructions to Bidders).

RESPONSIVE BIDDER/OFFEROR: An individual, company, firm, corporation, partnership or other organization having submitted a bid which conforms in all material respects to the invitation for bid or request for proposal.

SERVICES: Any work performed by an independent contractor wherein the service rendered does not consist primarily of acquisition of equipment or materials, or the rental of equipment, materials and supplies.

SOLICITATION: The process of notifying prospective bidders that t he County wishes to receive bids on a set of requirements to provide goods or services. The notification of County requirements may consist of public advertising (newspaper, County Web Si te, or other electronic notification), the mailing of Notices of So licitation, Invitation for Bid (I FB) or Request for Proposal (RF P), the public posting of notices, issuance of an Open Market Procurement (OMP), or telephone calls to prospective bidders.

STATE: Commonwealth of Virginia.

CONDITIONS OF BIDDING

3. BID FORMS -Unless otherwise specified in the solicitation, all bids shall be submitted on the forms provided, to include the bid Cover Sheet and Pricing Schedule(s), properly signed in ink in the proper spaces a nd submitted in a sealed envelope or package.

The item pages of the Pricing Schedule which do not include any items for which a bid is required need not be included in the submission of a bid.

Should the bid prices and/or any other submissions differ on the copy of the submitted bid, the ORIGINAL copy shall prevail.

4. LATE BIDS & MODIFICATIONS OF BIDS -

a. Any bid/modification received at the office designated in the solicitation after the exact time specified for receipt of the bid/modification is considered a late bid/ modification. A late bid/modification w ill not be considered for award except under the following conditions only:

1. It was sent by registered or certified mail not later than the fifth (5th) calendar date prior to the date specified for receipt of the bid/modification; or

2. The bid/modification was sent by mail and it is determined by the County Purchasing Agent that the late receipt was due solely to mishandling by the County after receipt at the address specified in the solicitation.

b. If an emergency or unanticipated event or closing interrupt s or suspends normal County business operations so that bids cannot be received at the County office designated for receipt of bi ds by the exact time specified in the solicitation, the due date/time specified for receipt of bids will be deemed to be exten ded to the same time of day specified in the solicitation on the first work day on which normal County business operations resume.

c. The official time used for receipt of bids/modifications is the Bid Clerk’s time and date stamp clock located in the Department of Purchasing and Supply Management. All bidders ar e responsible for ensuring all bids/modifications are received prior to the scheduled due date/time.

d. A late hand-carried bid, or any other late bid not submitted by mail, shall not be considered for award.

5. WITHDRAWAL OF BIDS -

a. A bidder for a public construction cont ract, other than a contract for constructi on or maintenance of public highways, may withdraw his or 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 t he mistake was a clerical mist ake 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, whic h unintentional arithmetic error or unintentional omission can be clearly shown by objective evidence draw n from inspection of original work papers, documents and materials used in the preparation of the bid sought to be withdrawn. If a bid contains both clerical and j udgment mistakes, a bidder may withdraw his bid from consideration if the price bid would have been substantially lower than the other bids due solely to the clerical mistake, that was 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 shall be clearly shown by objective evidence drawn from inspection of original work papers, documents and ma terials used in the preparation of the bi d sought to be withdrawn. The bidder shall give notice in writing to the Purchasing Agent of his or her claim of right to withdraw his or her bid within two (2) business days after the conclusion of the bid opening procedure and shall submit original work papers with such notice.

b. A bidder for a contract other than for public constructi on may request withdrawal of his or her bid under the following circumstances:

1. Requests for withdrawal of bids prior to opening of such bids shall be transmitted to the County Purchasing Agent in writing.

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30 2. Requests for withdrawal of bids after opening of such bids but prior to award shall be transmitted to the County Purchasing Agent, in writing, accompanied by full document ation supporting the request. If the request is based on a claim of error, documentation must show the basis of the error. Such documentation may take the form of supplier quotations, vendor work sheets, etc. If bid bonds were tendered with the bid, the County may exercise its right of collection.

c. No bid may be withdrawn under this paragraph when the result would be the awarding of the contract on another bid of the same bidder or of another bidder in which the ownership of the withdrawing bidder is more than five percent.

d. If a bid is withdrawn under the authority of this paragraph, the lowest remaining bid shall be deemed to be the low bid.

e. No bidder who is permitted to withdraw a bid shall, for co mpensation, supply any material or labor to or perform any subcontract 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.

f. If the county denies the withdrawal of a bid under the provisi ons of this paragraph, it shall notify the bidder in writing s tating the reasons for its decision and award the contract to such bi dder at the bid price, provided such bidder is a responsible and responsive bidder.

g. Work papers, documents, and materials submitted in support of a withdrawal of bids may be considered as trade secrets or proprietary information subject to the conditions of the Virginia Freedom of Information Act.

6. ERRORS IN BIDS -When an error is made in extending total prices, the uni t bid price will govern. Erasures in bids must be initialed by the bidder. Carelessness in quoting prices, or in preparation of bid otherwise, will not relieve the bidder. Bidd ers are cautioned to recheck their bids for possi ble error. Errors discovered after pu blic opening cannot be corrected and the bidder will be required to perform if his or her bid is accepted.

7. MAILING OF BIDS – All bids and proposals submitted in response to a Fairfax County solicitation shall be submitted in a sealed envelope or package identified with the solicitation number, title, bidder’s name and address, and due date/time of opening/closing clearly marked on the outside of such envelope or package.

8. COMPLETENESS -To be responsive, a bid must include all information required by the solicitation.

9. ACCEPTANCE OF BIDS/BINDING 90 DAYS -Unless otherwise specified, all formal bids submitted shall be binding for ninety (90) calendar days following bid opening date, unless extended by mutual consent of all parties.

10. CONDITIONAL BIDS -Conditional bids are subject to rejection in whole or in part.

11. BIDS FOR ALL OR PART -Unless otherwise specified by the County Purchas ing Agent or by the bidder, the Purchasing Agent reserves the right to make award on all items in the aggregate or on any of the items on an individual basis, whichever is in t he best interest of the County. A bidder may restrict his or her bi d to consideration in the aggregate by so stating but shall name a single unit price on each item bid. Any bid in which the bidder names a total price for a ll the articles without quoting a unit price for each and every separate item may not be considered for award.

12. AREA BIDS -For the purchase and delivery of cert ain goods and services the County may be divided into Areas (e.g., Areas I, II, III, and IV). When such goods and services are included in the Pricing Schedule, bidders may bid on all areas or an indivi dual area. A map showing the areas of the County will be furnished with the solicitation when required.

13. TIME FOR RECEIVING BID -Bids received prior to the time of opening will be securely kept, unopened. The representative of the Purchasing Agent assigned to open them will decide when the spec ified time has arrived, and no bid received thereafter will be considered, except as provided in paragraph 4, General Conditions and Instructions to Bidders. No responsibility will attach t o the Purchasing Agent or his or her representat ive for the premature opening of a bid not properly addressed and identified. Unless specifically authorized in the solicitation, telegraphic, electronic, or facsimile bids/modifications will not be considered.

14. BID OPENING -All bids received in response to an Invitation for Bid (IFB) will be opened at the date, time and place specified, read publicly, and made available for inspec tion as provided in paragraph 68, General Conditions and Instructions to Bidders.

Tabulations of bids received are posted on the Department of Purchasing & Supply Management Bulletin Board as well as the County’s web site: http://www.fairfaxcounty.gov/dpsm/bidtab.htm.Proposals received in response to a Request for Proposal (RFP) will be made available as provided in paragraph 68, General Conditions and Instructions to Bidders.

15. OMISSIONS & DISCREPANCIES -Any items or parts of any equipment listed in th is solicitation which are not fully described or are omitted from such specification, and which are clearly nec essary for the completion of such equipment and its appurtenances , shall be considered a part of such equipment although not directly specified or called for in the specifications.

Should a bidder find discrepancies or ambiguities in, or omissions from, the solicitation, including the drawings and/or specifications, he or she shall notify the Purchasing Agent at least five (5) days prior to the date set for the opening of bids. If necessary , the Purchasing Agent will send a written addendum fo r clarification to all bidders no later than three (3) days before the date set for opening of bids. Notifications regarding specifications will not be considered if received within five days of the date set for opening of bids.

16. RESPONSE TO SOLICITATIONS -In the event a vendor cannot submit a bid on a so licitation, he or she is requested to return the solicitation cover sheet with an explanation as to why he or she is unable to bid on these requirements.

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31 17. BIDDER INTERESTED IN MORE THAN ONE BID -If more than one bid is offered by any one party, either directly or by or in the name of his or her clerk, partner, or other persons, all such bids may be rejected. A party who has quoted prices on work, materials, or supplies to a bidder is not thereby disqualified fr om quoting prices to other bidde rs or firms submitting a bid d irectly for the work, materials or supplies.

18. TAX EXEMPTION -The County is exempt from the payment of any federal ex cise or any Virginia sales tax. The price bid must be net, exclusive of taxes. However, when under established tra de practice any federal excise tax is included in the list price , a bidder may quote the list price and shall show separately the amount of federal tax, either as a flat sum or as a percentage of the list price, which shall be deducted by the County. Fairfax Count y's Federal Excise Tax Exemption Number is 54-74-0127K.

Contractors located outside the Commonwealth of Virginia are adv ised that when materials are picked up by the County at their place of business, they may charge and collect their own local/st ate sales tax. Materials used in the performance of construct ion contracts are subject to Virginia Sales/Use Tax as described in Section 630-10-27J of the Virginia Retail Sales and Use Tax Regulations.

19. PROHIBITION AGAINST UNIFORM PRICING -The County Purchasing Agent shall encourage open and competitive bidding by all possible means and shall endeavor to obtain the maximum degr ee of open competition on all purchase transactions using th e competitive sealed bidding, competitive negotiation, or open market methods of procurement. In submitting a bid each bidder sh all, by virtue of submitting a bid, guarantee that he or she has not been a party with other bidders to an agreement to bid a fixed or uniform price. Violation of this impli ed guarantee shall render void the bids of par ticipating bidders. Any disclosure to or acquisition by a competitive bidder, in advance of the opening of the bids, of the terms or conditions of the bid submitted by another comp etitor may render the entire proceedings void and may require re-advertising for bids.

SPECIFICATIONS

20. QUESTIONS CONCERNING SPECIFICATIONS -Any information relative to interpreta tion of specifications and drawings shall be requested of the Purchasing Agent, in writing, in ample time before the opening of bids. No inquiries, if received by the Purchasing Agent within five (5) days of the date set for t he opening of bids, will be given any consideration. Any material interpretation of a specification, as determined by the Count y Purchasing Agent, will be expressed in the form of an addendum t o the specification which will be sent to a ll prospective bidders no later than three (3) days before the date set for receipt of bids. Oral answers will not be authoritative.

21. BRAND NAME OR EQUAL ITEMS -Unless otherwise provided in the invitation fo r bid, the name of a certain brand, make or manufacturer does not restrict bidders to the specific brand, make or manufacturer named; it conveys the general style, type, character, and quality of the article desired, and any article wh ich the County in its sole discretion determines to be the equ al of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted.

22. FORMAL SPECIFICATIONS -When a solicitation contains a specification which states no s ubstitutes, no deviation therefrom will be permitted and the bidder will be required to furnish articles in conformity with that specification.

The bidder shall abide by and comply with the true intent of th e specifications and not take adv antage of any unintentional err or or omission, but shall fully complete every part as the true int ent and meaning of the specificat ions and drawings. Whenever the mention is made of any articles, material , or workmanship to be in accordance wi th laws, ordinances, building codes, underwrite r's
codes, A.S.T.M. regulations or similar ex pressions, the requirements of these laws, ordinances, etc., shal l be construed as to the minimum requirements of these specifications.

23. FEDERAL SPECIFICATIONS -Any Federal Specifications referred to herein may be obtained from the GSA Federal Supply Service Bureau - Specification Section, 470 East L'Enfant Pl aza, S.W., Suite #8100, Washington, D.C. 20407 (Voice: 1-202-619- 8925, Fax: 1-202-619-8978).

AWARD

24. AWARD OR REJECTION OF BIDS -The Purchasing Agent shall award the contra ct to the lowest responsive and responsible bidder complying with all provisions of the IFB, provided the bi d price is reasonable and it is in the best interest of the Cou nty to accept it. Awards made in response to a RFP will be made to the highest qualified offeror whose proposal is determined, in writing, to be the most advantageous to the County taking into considerat ion the evaluation factors set forth in the RFP. The Purchasin g Agent reserves the right to award a contra ct by individual items, in the aggregate, or in combination thereof, or to reject any or all bids and to waive any informality in bids re ceived whenever such rejection or waiver is in the best interest of the County. Aw ard may be made to as many bidders as deemed necessary to fulfill the anticipated requirements of Fairfax County. The Purchasing Agent also reserves the right to reject the bid of a bidder deemed to be a non-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 pe rform the contract or provide the service required; b. Whether the bidder can perform the contract or provide the se rvice promptly, or within the time specified, without delay or interference;
c. The character, integrity, reputation, j udgment, experience and efficiency of the bidder; d. The quality of performance of previous contracts or services; e. The previous and existing compliance by the bidder with laws and ordinances relating to the contract or services; f. The sufficiency of the financial resources and ability of the bi dder to perform the contract or provide the service; g. The quality, availability and adaptability of the goods or services to the particular use required; h. The ability of the bidder to provide future maintenance and service for the use of the subject of the contract; i. The number and scope of the c onditions attached to the bid;

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32 j. Whether the bidder is in arrears to the County on debt or contract or is a defaulter on surety to the County or whether the bidder's County taxes or assessments are delinquent; and k. Such other information as may be secured by the Count y Purchasing Agent having a beari ng on the decision to award the contract. If an apparent low bidder is not awarded a contract for reasons of nonresponsibility, the County Purchasing Agent shall so notify that bidder and shall have recorded the reasons in the contract file.

25. NOTICE OF ACCEPTANCE/CONTRACT DOCUMENTS -A written award (or Acceptance Agreement) mailed (or otherwise furnished) to the successful bidder within the time for acceptanc e specified in the solicitation shall be deemed to result in a binding contract. The following documents which are included in the soli citation shall be incorporated by reference in the resulting c ontract and become a part of said contract:

a. County of Fairfax Solicitation Form/Acceptance Agreement (Cover Sheet) and other documents which may be incorporated by reference, if applicable,
b. General Conditions and Instructions to Bidders,
c. Special Provisions and Specifications,
d. Pricing Schedule,
e. Any Addenda/Amendments/Memoranda of Negotiations

26. TIE-BIDS – If all bids are for the same total amount or unit pric e (including authorized discounts and delivery times), and if the public interest will not permit the delay of readvertisement for bids, the County Purchasing Agent is authorized to award the c ontract to the resident Fairfax County tie bidder whose firm has its prin cipal place of business in the County, or if there be none, to the resident Virginia tie bidder, or if there be none, to one of the tie bidders by drawing lots in public; or the County Purchasin g Agent may purchase the goods or services in the open market except that the price paid shall not exceed the lowest contract bid price submitted for the same goods or services. The decision of the County to make award to one or more such bidders shall be final.

27. PROMPT PAYMENT DISCOUNT -

a. Unless otherwise specified in the solicitation, prompt paym ent discounts requiring payment in less than fifteen (15) days will not be considered in evaluating a bid fo r award. However, even though not consi dered in the evaluation, such discounts will be taken if payment is to be made within the discount period.

b. In connection with any discount offered, time will be comput ed from the date of delivery of the supplies to the carrier when delivery, inspection and acceptance are at the point of orig in; or, from date of delivery, inspection and acceptance at destination; or, from date correct invoice or voucher is received in the office specif ied by the County, if the latter is later than the date of acceptance. In the event the bidder does not indicate a prompt payment discount, it shall be construed to mean NET 30 days.

For the purpose of earning the discount, payment is deemed to be m ade as of the date of mailing of the County check or issuance of an Electronic Funds Transfer.

28. INSPECTION-ACCEPTANCE-For determining acceptance of supplies in acco rdance 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 supplie s and services conform to the contract r equirements. Acceptance shall occur only after receipt and inspection provided such inspection, as appropriate, is accomplished within a reasonable time.

29. DEFINITE BID QUANTITIES -Where definite quantities are specifically stat ed, acceptance will bind the County to order quantities specified and to pay for, at contract prices, all such supplies or services delivered that meet specifications and c onditions of the contract. However, the County will not be required to acc ept delivery of any balances unordered, as of the contract expi ration
date, unless the Contractor furnished the Purchasing Agent with a statement of unordered balances not later than ten (10) days after the termination date of the contract.

30. REQUIREMENT BID QUANTITIES -On "Requirement" bids, acceptance will bind the County to pay for, at unit bid prices, only quantities ordered and delivered. Where the County specifies esti mated quantities, the Contractor shall not be required to del iver more than ten (10) percent in excess of the estimated quantity of each item, unless otherwise agreed upon.

CONTRACT PROVISIONS

31. 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 deliver ies of entire contract requirements, or upon termination by the County for Convenience or Cause.

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.

32. TERMINATION FOR CONVENIENCE -A contract may be terminated in whole or in part by the County in accordance with this clause whenever the County Purchasing Agent shall determine that such a termination is in the best interest of the County. Any such termination shall be effected by delivery to the Contractor at least five (5) working days prior to the termination date o f a Notice of Termination specifying the extent to which performance s hall be terminated and the date upon which termination becomes effective. An equitable adjustment in t he contract price shall be made for completed service, but no amount shall be allowed f or anticipated profit on unperformed services.

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33 33. TERMINATION OF CONTRACT FOR CAUSE -

a. If, through any cause, the Contractor shall fail to fulfill in a timely and proper manner his or her obligations under this contract, or if the Contractor violates any of the covenants, agr eements, or stipulations of th is contract, in addition to the County’s remedies under the contract and all other rights available at law or in equity, the County shall have the right to immediately terminate this contract. Su ch termination shall be effected by deliv ering a notice of termination to the Contractor at any time specifying the effective date of such termination. In such event all finished or unfinished documents, data, studies, surveys, drawings, maps, models, and reports prepared by the Contractor under the contract shall, at the option of the County, become its property and the Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents.
b. Notwithstanding the above, the Contractor shall not be relie ved of liability to the County for damages sustained by the County by virtue of any breach of contract by the Contractor for the purpose of set off until such time as the exact amount of damages due to the County from the Contractor is determined.

34. CONTRACT ALTERATIONS -No alterations in the terms of a contract shall be valid or binding upon the County unless made in writing and signed by the Purchasing Agent or his or her authorized agent.

35. SUBLETTING OF CONTRACT OR ASSIGNMENT OF CONTRACT FUNDS -It is mutually understood and agreed that the Contractor shall not assign, transfer, convey, sublet or otherwise dispose of his or her contractual duties to any other person, firm or corporation, without the previous written consent of the Purchasing Agent. If the Cont ractor desires to assign his or her righ t to payment of the contract, Contractor shall notify the Purchasing A gent immediately, in writing, of such assignment of right to payment. In no case shall such assignment of contract relieve the Contractor from his or her obligations or change the terms o f the contract.

36. FUNDING -A contract shall be deemed binding only to the extent of appropriations available to each Agency for the purchase of goods and services.

37. DELIVERY/SERVICE FAILURES -Failure of a Contractor to deliver goods or se rvices within the time specified, or within reasonable time as interpreted by the Purchas ing Agent, or failure to make replacement s/corrections of rejected articles/servic es when so requested, immediately or as directed by the Purchasi ng Agent, shall constitute authorit y for the Purchasing Agent to purchase in the open market articl es/services of comparable grade /quality to replace the services, articles rejected, and/or not delivered. On all such purchases, the Contractor shall reimbur se the County, within a reasonable time specified by the Purchas ing Agent, for any expense incurred in excess of contract prices. Such purchases shall be deducted from the contract quantities if applicable. Should public necessity demand it, the County reserves the right to use or consume articles deliver ed or services performed which are substandard in quality, subject to an adjustment in price to be determined by the Purchasing Agent.

38. NON-LIABILITY -The Contractor shall not be liable in damages for delay in shipment or failure to deliver when such delay or failure is the result of fire, flood, strike, the transportation carrier, act of God, act of Government, act of an alien enemy or by any other circumstances which, in the Purchasing Agent's opinion, are beyond the control of the Contractor. Under such circumstanc es, however, the Purchasing Agent may, at his or her discretion, cancel the contract.

39. NEW GOODS, FRESH STOCK -All Contractors, unless otherwise specifically stated, shall provide new commodities, fresh stock, latest model, design or pack.

40. NON-DISCRIMINATION -During the performance of this contract, the Contractor agrees as follows:

a. The Contractor will not discriminate against any employee or ap plicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by st ate law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably nece ssary to the normal operation of the Contractor. The Contractor agrees to post in conspic uous 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 th at such Contractor is an equal opportunity employer.
c. Notices, advertisements and solicitations placed in accor dance 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 pa ragraphs a, b, and c above in every subcontract or purchase order of over $10,000 so that the provisions will be binding upon each subcontractor or vendor. e. Contractor and Subcontractor hereunder shall, throughout t he term of this contract, comply with the Human Rights Ordinance, Chapter 11 of the Code of the County of Fairfax, Virginia, as reenacted or amended.

41. SMALL AND MINORITY BUSINESS UTILIZATION

a. It is the policy of the County of Fairfax as declared by the Fairfax County Board of Supervisors' adoption of a Small and Minority Business Enterprise Program, April 6, 1981, that Fairfax County and its employees undertake every effort to increase opportunity for utilization of small or minority businesses in all aspects of procurement to the maximum extent feasible.

B Where it is practicable for any portion of the awarded contract to be subcontracted to other suppliers, the contractor is encouraged to offer such subcontracting opportunities to small, women and minority businesses. c. Where Federal grants or monies are involved it is the policy of Fairfax County, through its agents and employees, to comply with the requirements set forth in the U.S. Office of Management and Budget Circular No. A-102, uniform administrative requirements for Grants and Cooperative Agreements with State and Local Governments, as they pertain to small and minority business utilization.

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34 42. GUARANTEES & WARRANTIES -All guarantees and warranties required shall be furnished by the Contractor and shall be delivered to the Purchasing Agent before final payment on the contract is made. Unless otherwise stated, manufacturer's standa rd warranty applies.

43. PRICE REDUCTION -If at any time after the date of the bid the Contra ctor makes a general price reduction in the comparable price of any material covered by the contract to customer s generally, an equivalent price reduction based on similar quantities and/or considerations shall apply to this contract for the duration of the contract period (or until the price is further reduc ed). 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 pric e reduction" shall mean any horizontal reduct ion in the price of an article or servic e offered (1) to Contractor's customers generally, or (2) in the Contract or's price schedule for the class of customers, i.e., wholesaler s, jobbers, retailers, etc., which was used as th e basis for bidding on this solicitation. An occasional sale at a lower price, o r sale of distressed merchandise at a lower price, woul d not be considered a "general price reducti on" under this provision. The Contrac tor shall submit his or her invoice 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 additi on will within ten days of any general price reduction notify the Purchasing Agent of such reduction by letter. FAILURE TO DO SO 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.

The Contractor, if requested, shall furnish, within ten days a fter the end of the contract period, a statement certifying eithe r (1) that no general price reduction, as defi ned above, was made after the date of the bid, or (2) if any such general price reductions w ere made, that as provided above, they were r eported to the Purchasing Agent within ten (10) days and ordering offices were billed at the reduced prices. Where one or more such general price reductions were made, the st atement furnished by the Contractor shall include with respect to each price reduction (1) the date when noti ce of any such reduction was issued, (2) the effective date of the reduction, and (3) the date when the Purchasing Agent was notified of any such reduction.

44. CHANGES -Should it become proper or necessary in the execution of this contract to make any change in design, or to make any alterations which will increase the ex pense, the Purchasing Agent shall determine an equitable adjustment. No payment shall be made to the Contractor for any extra material or services, or of any greater amount of money than stipulated to be paid in t he contract, unless some changes in or additions to the contract requiring additional outla y by the Contractor shall first have be en expressly authorized and ordered in writing by contract amendment or otherwise furnished by the Purchasing Agent.

45. PLACING OF ORDERS -Orders against contracts will be placed with the Contractor on a Purchase Order (or Procurement Card) executed and released by the Purchasing Agent or his or her designee. The Purchase Order must bear the appropriate contract number and date. Where Blanket Purchase Agreements (BPAs) have been exec uted and a Blanket Purchase Order has been released by the Purchasing Agent, telephonic orders may be placed directly with the Contractor by authorized personnel in the ordering Agency.

DELIVERY PROVISIONS

46. 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 shi pping containers are to be used, each container must be marked

with the purchase order number, name of the Contractor, the name of the item, the item number, and the quantity contained there in.

Deliveries must be made within t he hours of 8:00 AM - 3:00 PM. Deliveries at any other time will not be accepted unless specif ic arrangements have been previously made with the receiver at th e delivery point. No deliveries will be accepted on Saturdays, Sundays and holidays, unless previous arrangements have been made. It shall be the responsibility of the Contractor to insure compliance with these instructions for items that are drop-shipped.

47. RESPONSIBILITY FOR SUPPLIES TENDERED -Unless otherwise specified in the solicitation, the Contractor shall be responsible for the materials or supplies covered by the contra ct until they are delivered at the designated point, but the Con tractor shall bear all risk on rejected materials or supplies after notice of rejection. Rejected materials or supplies must be remove d 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 de livery. If rejected materials are not removed by the Contractor within ten (10) da ys after date of notification, the County may return the rejected material s or supplies to the Contractor at his or her risk and expense or dispose of them as its own property.

48. INSPECTIONS -Inspection and acceptance of materials or supplies will be made after delivery at dest inations herein specified unless otherwise stated. If inspection is made after delivery at destination herein specified, the County will bear the expens e of inspection except for the value of samples used in case of reje ction. Final inspection shall be conclusive except in regard to latent defects, fraud or such gross mistakes as to 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 and accept or reject materials or supplies shall not i mpose liability on the County for such materials or supplies as are not in accordance with the specifications.

49. COMPLIANCE -Delivery must be made as ordered and in accordance wi th 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 delay in receipt of goods by the purchaser shall rest with the Contractor. Any request for exten sion 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. Should the Contractor be delayed by the County, there shall be added to the time of completion a time equal to the period of such delay caused by the County. However, t he contractor shall not be entitled to claim damages or extra compensation for such delay or suspension. These conditions may vary fo r construction contracts. S ee Special Provisions for t he individual solicitation.

50. POINT OF DESTINATION-All materials shipped to the County must be shipped F.O.B. DESTINATION unless otherwise stated in the contract or purchase order. The materials must be delivered to the "Ship to" address indicated on the purchase order.

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35 51. ADDITIONAL CHARGES -Unless bought F.O.B. "shipping point" and Contractor prepays transportation, no delivery charges shall be added to invoices except when express delivery is autho rized and substituted on orders for the method specified in the contract. In such cases, difference between freight or mail and express charges may be added to invoice.

52. 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 o f delivery. Containers become the property of the County unless otherwise specified by bidder.

53. WEIGHT CHECKING -Deliveries shall be subject to re-weighing over official sealed scales designated by the County.

Payments shall be made on the basis of net weight of materials de livered. Normal shrinkage may be allowed in such instances where shrinkage is possible. Net weights only, exclusive of containers or wrapping, shall be paid for by the County.

54. DEMURRAGE AND RE-SPOTTING -The County will be responsible for demurrage charges only when such charges accrue because of the County's negligence in unloadi ng the materials. The County will pay railroad charges due to the re-spotting of cars, only when such re-spotting is ordered by the County.

55. REPLACEMENT -Materials or components that have been rejected by the Purchasing Agent, in accordance with the terms of a contract, shall be replaced by the Contractor at no cost to the County.

56. 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. The Purchase Order Number,

2. The Name of the Article and Stock Number (Supplier's),

3. The Fairfax County Identification Number (FCIN), if specified in the order,

4. The Quantity Ordered,

5. The Quantity Shipped,

6. The Quantity Back Ordered,

7. The Name of the Contractor.

Contractors are cautioned that failure to comply with these c onditions shall be considered suffici ent reason for refusal to acc ept the goods.

BILLING

57. BILLING -Billing for the Fairfax County Public Schools and for County agencies: Unless otherwise s pecified on the contract or purchase order (PO), invoices are to be submitted, in DUPLICATE, for each purchas e order immediately upon completion of the shipment or services. If shipment is made by freight or expr ess, the original Bill of Lading, properly receipted, must be atta ched to the invoice. Invoices should be mailed to the "BILL TO" address on the PO or to the appropriate address specified in the contract.

PAYMENTS

58. 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. Fairfax County reserves the right to withhold any or all payments o r portions thereof for Contractor's failure to perform in accordance with the provision of the contract or any modifications thereto.

59. 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, up to 5 percent (5%) of the value of the entire order may be retained until completion of contract.

60. PAYMENT FOR EQUIPMENT, INSTALLATION, AND TESTING -When equipment requires installation (which shall also be interpreted to mean erection and/or setting up or placing in posit ion, service, or use) and test, and where such installation o r testing is delayed, payment may be made on the basis of 50% of the cont ract price when such equipment is delivered on the site. A furt her allowance of 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 Co ntractor or if the equipment must be installed but testing is not requir ed, payment may be made on the basis of 75% at the time of deliv ery and the balance shall be paid after satisfactory test or installation is completed.

GENERAL

61. GENERAL GUARANTY -Contractor agrees to:

a. Save the County, its agents and employees harmless from liability of any nature or kind for the use of any copyrighted or uncopyrighted composition; secret process, patented or unpatented ; invention; article or appli ance furnished or used in the performance of a contract for which the Contractor is not the patentee, assignee, licensee or owner. b. Protect the County against latent defective material or workmanship and to repair or r eplace 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 or her own work or to the work of other contractors, for which his or her workers are responsible. d. Pay for all permits, licenses and fees and give all notices and comply with all la ws, ordinances, rules and regulations of t he County.
e. Protect the County from loss or damage to County owned property while it is in the custody of the Contractor.

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36 62. SERVICE CONTRACT GUARANTY -Contractor agrees to:

a. Furnish services described in the solicitation and resultant contract at the times and places and in the manner and subject to conditions therein set forth provided that the County may reduce the said services at any time. b. Enter upon the performance of services with all due diligenc e and dispatch, assiduously press to its complete performance, and exercise therein the highest degree of skill and competence. c. All work and services rendered in strict conformance to all laws, statues, and ordinances and the applicable rules, regulations, methods and procedures of all government boards, bureaus, offices and other agents. d. Allow services to be inspected or reviewed by an employ ee of the County at any reasonable time and place selected by the County. Fairfax County shall be under no obligation to compen sate Contractor for any services not rendered in strict conformity with the contract.
e. Stipulate that the presence of a Count y Inspector shall not lessen the obligation of the Contractor for performance in accordance with the contract requirements, or be deemed a def ense on the part of the Contractor for infraction thereof.

The Inspector is not authorized to revoke, alter, enlarge, re lax, 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. Notification of an omission or failure will be documented by the Purchasing Agent.

63. INDEMNIFICATION -Contractor shall indemnify, keep and save harmless the County, its agents, officials, employees and volunteers against claims of injuries, death, damage to property , theft, patent claims, suits, liabilities, judgments, cost and expenses which may otherwise accrue against the County in consequence of the granting of a contract or which may otherwise result therefrom, if it shall be determined that the act was caused thr ough negligence or error, or omission of the Contractor or his or her employees, or that of the subcontractor or his or her employees, if any; and the Contractor shall, at his or her own expense, a ppear, defend and pay all charges of attorneys and all costs and other ex penses arising therefrom or incurred in connection therewith; and if any judgment shall be rendered against the County in any such action, the Contractor shall, at his or her own expense, satis fy and discharge the same. Contractor expressly understands and agrees that any performance bond or insurance protection required by this contract, or otherwise pr ovided by the Contractor, shall in no way limit the responsibility to indemnify, keep and save ha rmless and defend the County as herein provided.

64. OFFICIALS NOT TO BENEFIT-

a. Each bidder or offeror shall certify, upon signing a bid or proposal, that to the best of his or her knowledge no Fairfax County 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 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 a financial 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, the County Executive, as a prerequisite to payment pursuant to the contract, or at any other time, may require the Contractor to furnish, under oath, answers to any interrogatories related to such possible benefit. c. In the event the bidder or offeror has knowledge of benefit s as outlined above, this information should be submitted with the bid or proposal. If the above does not apply at time of award of contract and becomes known after inception of a contract, the bidder or offeror shall address the disclosure of such fa cts to the Fairfax County Purchasing Agent, 12000 Government Center Parkway, Suite 427, Fairfax, Virginia 22035-0013. Relevant Invitation/Request for Proposal Number (see cover sheet) should be referenced in the disclosure.

65. LICENSE REQUIREMENT -All firms doing business in Fairfax County, shall obtain a license as required by Chapter 4, Article 7, of The Code of the County of Fairfax, Virginia, as amended, en titled "Business, Professional and Occupational Licensing (BPOL) Tax." Questions concer ning the BPOL Tax should be directed to the Department of Tax Administration, telephone (703) 222-8234 or visit: http://www.fairfaxcounty.gov/dta/business_tax.htm. The BPOL Tax number must be indicated in the space provided on the Cover Sheet, "Fairfax License Tax No." when appropriate.

66. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A contractor organized as a stock or nonstock corporation, limited liability company, business trust, or limit ed partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described above that enters into a contract with a Fairfax County pursuant to the Fairfax County Purchasing Resolu tion shall not allow its existenc e to lapse or its certificate of authority or registration to transact busines s in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. Fairfax County may void any contract with a business entity if the busin ess entity fails to remain in compliance with the provisions of this section.

67. COVENANT AGAINST CONTINGENT FEES -The Contractor warrants that no person or selling agency 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, the County shall have the right to terminate or suspend this contract without liability to the County 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.

68. VIRGINIA FREEDOM OF INFORMATION ACT -All proceedings, records, contracts and other public records relating to procurement transactions shall be open to the inspection of any ci tizen, or any interested person, firm or corporation, in acco rdance with the Virginia Freedom of Information Act (Reference Section 4.D., of the Fairfax County Purchasing Resolution)

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37 BIDDER/CONTRACTOR REMEDIES

69. INELIGIBILITY-

a. Any person or firm suspended or debarred from participation in County procurement shall be notified in writing by the County Purchasing Agent.

1. The Notice of Suspension shall state the reasons for th e actions taken and such decis ion shall be final unless the person or firm appeals within thirty (30) days of receipt of the Notice by instituting legal action as provided in the Code of Virginia.

2. The Notice of Debarment shall state the reasons for t he actions taken and the decision shall be final unless the person or firm appeals within thirty (30) days of receipt of the not ice by instituting legal action as provided in the Code of Virginia.

b. The County Purchasing Agent shall have the authority to sus pend or debar a person or firm from bidding on any contract for the causes stated below:

1. Conviction for commission of a criminal offense as an inci dent to obtaining or attempting to obtain a public or private contract or subcontract, or in the performance of such contract or subcontract;

2. Conviction under state or federal statutes of embezzlement, the ft, forgery, bribery, falsification or destruction of records, receiving stolen property, or any other offense indicati ng a lack of business integr ity or business honesty which currently, seriously, and directly affects responsibility as a County contractor;

3. Conviction under the state or federal antitrust statutes arising out of the submission of bids or proposals;

4. Violation of contract provisions, as set forth below, of a character which is regarded by the County Purchasing Agent to be so serious as to justify suspension or debarment action:

(a) failure without good cause to perform in accordance with the specifications or within the time limit provided in the contract; or
(b) a recent record of failure to perform or of unsatisfactory performance in accordance with the terms of one or more contracts; provided, that failure to perform or unsatisfactory performance caused by acts beyond the control of the contractor shall not be considered to be a basis for suspension or debarment;

5. Any other cause the County Purchasing Agent determines to be so serious and compelling as to affect responsibility as a contractor, such as debarment by another governmental entity for any cause listed her ein, or because of prior reprimands;

6. The contractor has abandoned performance or been termi nated for default on any other Fairfax County project;

7. The contractor is in default on any surety bond or written guarantee on which Fairfax County is an obligee.

c. If, upon appeal, it is determined that the action taken by the C ounty Purchasing Agent was arbitr ary or capricious, or not i n accordance with the Constitution of Virginia , statutes or regulations, the sole relief available to the person or firm shall be restoration of eligibility. The person or firm may not institute legal action until all statutory requirements have been met.

70. APPEAL OF DENIAL OF WITHDRAWAL OF BID-

a. A decision denying withdrawal of a bi d submitted by a bidder or offeror sha ll be final and conclusive unless the bidder appeals the decision within ten (10) days after receipt of the dec ision by instituting legal acti on as provided in the Code of Virginia. The bidder or offeror may not institute legal action until all statutory requirements have been met.

b. If no bid bond was posted, a bidder refused withdrawal of bid un der the provisions of Article 2, Section 4 a.9, of the Fairf ax County Purchasing Resolution, prior to appealing, shall deliver to the County a certified check or cash bond in the amount of the difference between the bid sought to be withdrawn and the next low bid. Such security shall be released only upon a final determination that the bidder was entitled to withdraw the bid.

c. If, upon appeal, it is determined that the decision refusing withdr awal of the bid was arbitrary or capricious, the sole rel ief shall be withdrawal of the bid.

71. APPEAL OF DETERMINATION OF NONRESPONSIBILITY-

a. Any bidder who, despite being the apparent low bidder, is deter mined not to be a responsible bidder for a particular County contract shall be notified in writing by the County Purchasing Agent. Such notice shall state the basis for the determination, which shall be final unless the bidder appeals the decision within ten (10) days of receipt of the notice by instituting legal action as provided in the Code of Virginia. The bidder may not institute legal action until all statutory requirements have been met.

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General Conditions and Instructions to Bidders

38 b. If, upon appeal, it is determined that the decision of the County Purchasing Agent was arbitrary or capricious and the award for the particular County contract in question has not been made, the sole relief available to the bidder shall be a finding that the bidder is a responsible bidder for the County contract in question. Where the award has been made and performance has begun, the County may declare the contract void upon a finding that this action is in the best interest of the public. Where a contract is declared void, the performing contractor shall be compensated for the cost of performance up to the time of such declaration. In no event shall the performing contractor be entitled to lost profits.

72. PROTEST OF AWARD OR DECISION TO AWARD-

a. Any bidder or offeror may protest the award or decision to aw ard a contract by submitting a protest in writing to the County Purchasing Agent, or an official designated by the County of Fairfax, no later than ten (10) days after the award or the announcement of the decision to award, whic hever occurs first. Any potential bidder or offeror on a contract negotiated on a sole source or emergency basis who desires to protest the aw ard or decision to award such contract shall submit such protest in the same manner no later than ten days after posting or publication of the notice of such contract as provided in Article 3, Section 4, of the Fairfax County Purchasing Resolution. However, if the protest of any actual or potential bidder or offeror depends in whole or in part upon information contained in public records pertaining to the procurement transaction which are subject to inspection under Article 2, Section 4d of the Fairfax County Purchasing Resolution, then the time within which the protest must be submitted shall expire ten days after thos e records are available for inspection by such bidder or offeror under Article 2, Section 4d, or at such later time as provided herein. No protest shall lie for a claim that the selected bidder or offeror is not a responsible bidder or offeror. The written protest shall include the basis for th e protest and the relief sought. The County Pu rchasing Agent shall issue a decision in writing within ten (10) days of the receipt of the protest stating the reasons for the action tak en. This decision shall be final unless the bidder or offeror appeals within ten (10) days of receipt of the written decision by instituting legal action as provided in the Code of Virginia.

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

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

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

73. CONTRACTUAL DISPUTES-

a. Any dispute concerning a question of fact as a result of a c ontract with the County which is not disposed of by agreement shall be decided by the County Purchasing Agent, who shall re duce his decision to writing and mail or otherwise forward a copy to the contractor within ninety (90) days. The decisi on of the County Purchasing Agent shall be final and conclusive unless the contractor appeals within six (6) months of the date of the final written decision by instituting legal action as provided in the Code of Virginia. A contractor may not inst itute legal action, prior to receipt of the County Purchasing Agent’s decision on the claim, unless the County Purchasing Agent fails to render such decision within the time specified.

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

74. LEGAL ACTION- No bidder, offeror, potential bidder or offeror, or cont ractor shall institute any legal action until all statutory requirements have been met.

75. COOPERATIVE PURCHASING- The County may participate in, sponsor, conduc t or administer a cooperative procurement agreement on behalf of or in conjunction with one or more other public bodies, or public agencies or institutions or localities of the several states, of the United States or its territories, or the District of Columbia, for the purpose of combining requirements to increase efficiency or reduce administrative expenses in any acquisition of goods and services. Except for contracts for professional services, a public body may purchas e from another public body’s contract even if it did not participate in the request for prop osal (RFP) or invitation for bid (IFB), if the RFP or IFB specif ied that the procurement was being conducted on behalf of other publ ic bodies. Nothing herein shall prohibit the assessment or payment by direct or indirect means of any administrative fee that wil l allow for participation in any such arrangement.

76. PROFESSIONAL AFFILIATION -The Department of Purchasing & Supply Mana gement holds membership in the National Institute of Governmental Purchasing, Inc., a non-profit, educational and technical organization that includes among its goals and objectives the study, discussion, and recommendation of improv ements in governmental purchasing and the interchange of ideas and experiences on local state, and national governmental purchasing problems.

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General Conditions and Instructions to Bidders

39 77. DRUG FREE WORKPLACE- During the performance of a contract, the contract or agrees to (i) provi de a drug-free workplace for the contractor's employees; (ii) post in conspicuous places, avai lable to employees and applicants for employment, a statem ent notifying employees that the unlawful manufacture, sale, distribut ion, dispensation, possession, or use of a controlled substan ce 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 advertisem ents for employees placed by or on behalf of the contractor tha t the contractor maintains a drug-free workplace; and (iv) include the pr ovisions of the foregoing clauses in every subcontract of ov er $10,000, so that the provisions will be bindi ng upon each subcontractor or vendor. For t he purposes of this section, "drug-free workplace" means a site for the performance of work done in conj unction with a specific contract awarded to a contractor in accordance with this section, the employees of whom are prohi bited from engaging in the unlawful manufacture, sale, distributio n, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

78. VENUE: This contract and its terms, including, but not limited to, the parties’ obligations under it, the performance due from each party under it, and the remedies avail able to each party for breach of it, shall be governed by, construed and interpreted in accordance with the laws of the Commonwealth of Virginia. Any juri sdiction’s choice of law, conflic t of laws, rules, or provisi ons, including those of the Commonwealth of Virginia that would cause the application of any laws other than those of the Commonwealth of Virginia shall not apply. Any and all disputes , claims and causes of action arising out of or in connection with this contract or any performance hereunder, shall be brought in the app licable court of Fairfax County, Virginia, or in the United S tates District Court, Eastern District of Virginia, Alexandria Division.

79. IMMIGRATION REFORM AND CONTROL ACT: Contractor agrees that it does not, and shall not during the performance of the contract for goods and services in the Commonwealth, knowi ngly employ an unauthorized ali en as defined in the Federal Immigration Reform and Control Act of 1986.

80. CONTRACTOR NOT TO BENEFIT: Contractor agrees that the goods and/or serv ices provided to Fairfax County pursuant to this Agreement are for the benefit of Fairfax County and that Cont ractor shall not undertake any actions or efforts stemming fr om or related to this Agreement that shall inure to the detriment of Fairfax County. Any information provided to the Contractor for t he performance of this Contract shall not be used for any other purpose without the written consent of the Purchasing Agent.

APPROVED:

/S/ David P. Bobzien ____________________

COUNTY ATTORNEY

/S/ Cathy A. Muse __ ________ _____

COUNTY PURCHASING AGENT

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Appendix B

40 OFFEROR DATA SHEET

N A M E O F O F F E R O R :

A D D R E S S :

E-MAIL ADDRESS: ___________________________________________

Name and e-mail addresses of both service and fiscal representatives (Key Personnel) who would handle this account.

Service Representative:

Telephone Number: ( )
E-Mail Address: ______ _______________________________

Fiscal Representative:

Telephone Number: ( )
E-Mail Address: ______ ________________________________

Payment Address, if different from above:

Fairfax County Bidder or Supplier Number (if applicable)

________________________________________

(Note: Vendors can register for the number above at: www.fairfaxcounty.gov/vendorportal)

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Appendix B

41 VIRGINIA STATE CORPORATION COMMISSION (SCC)

REGISTRATION INFORMATION

The bidder:

□ is a corporation or other business entity with the followin g SCC identification number:
________________________________ -OR-

□ is not a corporation, limit ed liability company, limited par tnership, registered limited liability partnership, or business trust -OR-

□ is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and custom ary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia bef ore they become contracts, and not counting any incidental presence of the bidder in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from bidder’s out-of-state location) -OR-

□ is an out-of-state business entity that is incl uding with this bid/proposal an opinion of legal counsel which accurately and comp letely discloses the undersigned bidder’s current contacts with Virginia and describes why whose contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1- 757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.

Please check the following box if you have not checked any of the foregoing options but currently have pending before the SCC an application for aut hority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for bids: □

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Appendix B

42 BUSINESS, PROFESSIONAL AND OCCUPATIONAL LICENSE

All firms located or operating in Fairfax County must obtain a Business, Professional and Occupational License (BPOL) as required by Chapter 4, Article 7, of the Code of the County of Fairfax, Virginia. In order for the Department of Tax Administration to determine your BPOL requirement prior to contract award, it is necessary for you to provide the following information:

 If you currently have a Fairfax County business license, please submit a copy with your proposal.

 Do you have an office in: Virginia  Yes  No
Fairfax County  Yes  No

 Date business began/will begin work in Fairfax County

A detailed description of the business activity that will take place in Fairfax County. If business is located outside of Fairfax County, give the percentage of work actually to be done in the County

Signature Date

Complete and return this form or a copy of your current Fairfax County Business License with your proposal.

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Appendix B

43 CERTIFICATION REGARDING DEBARMENT OR SUSPENSION

In compliance with contracts and grants agreements applicable under the U.S. Federal Awards Program, the following certification is required by all offerors submitting a proposal in response to this Request for Proposal:

1. The Offeror certifies, to the best of its knowledge and belief, that neither the Offeror nor its Principals are suspended, debarred, proposed for debarment, or declared ineligible for the award of contracts from the United Stat es federal government procurement or nonprocurement programs, or are listed in the List of Parties Excluded from Federal Procurement and Nonprocurement Programs issued by the General Services Administration.

2. “Principals,” for the purposes of this certification, means officers, directors, owners, partners, and persons having primary management or supervisory responsibilities within a business entity (e.g., general manager, plant manager, head of a subsidiary, division, or business segment, and similar positions).

3. The Offeror shall provide immediate written notice to the Fairfax County Purchasing Agent if, at any time prior to award, the Offeror learns that this certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

4. This certification is a material representation of fact upon which reliance will be placed when making the award. If it is later determined that the Offeror rendered an erroneous certification, in addition to other remedies available to Fairfax County government, the Fairfax County Purchasing Agent may terminate the contract resulting from this solicitation for default.

Printed Name of
Representative:

_______________________________

Signature/Date: _______________________________/_______________

Company Name: _______________________________

Address: _______________________________

City/State/Zip: _______________________________

SSN or TIN No: _______________________________

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Appendix B

44 Certification Regarding Ethics in Public Contracting

In submitting this bid or proposal, and signing below, Bidder/Offeror certifies the following in connection with a bid, proposal, or contract:

Check one:

1. I have not given any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal or minimal value to any public employee or official have official responsibility for a procurement transaction.

2. I have given a payment, loan, subscription, advance, deposit of money, services or anything of more than nominal or minimal value to a public employee or official have official responsibility for a procurement transaction, but I received consideration in substantially equal or greater value in exchange.

If 2 is selected, please complete the following:

Recipient: _____________________________________________________ Date of Gift: _____________________________________________________ Description of the gift and its value:
______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Description of the consideration received in exchange and its value:
______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________

Printed Name of Bidder/Offeror Representative: _______________________________ Signature/Date: ____________________________________ / _______________ Company Name: _____________________________________________________ Company Address: _____________________________________________________ City/State/Zip: _____________________________________________________

This certification supplements but does not replace the requirements set forth in paragraph 64 (OFFICIALS NOT TO BENEFIT) of the General Conditions and Instructions to Bidders included in this solicitation.

\\s17PROLAWPGC01\Documents\128407\SAH\671335.docx

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Appendix B

45 BUSINESS CLASSIFICATION

YOU MUST CLASSIFY YOUR BU SINESS/ORGANIZATION BY MARK ING THE APPROPRIATE BOXES ON THE COVER SHEET (DPSM32). This designation is required of all business/organizations including publicly traded corporations, non-profits, sheltered work shops, government organizations, partnerships, sole proprietorships, etc.

DEFINITIONS

Small Business – means a business, independently owned or oper ated by one or more i ndividuals who are U.S. citizens or legal resi dent aliens, and together with a ffiliates, has 250 or fewer empl oyees, or average annual gross receipts of $10 million or less averaged over the previous three years. One or more of the individual owners shall control both the management and daily business operations of the small business.

Minority-Owned Business - means a business concern that is at least 51% owned by one or more minority individuals who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals who are U.S. citizens or legal resident aliens, and both the management and daily business operations are controlled by one or more minority individuals.

Woman-Owned Business – means a business that is at least 51% owned by one or more women who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership intere st is owned by one or more women who are U.S. citizens or legal resident aliens, and both the management and daily business operations are controlled by one or more women.

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Appendix B

46 COUNTY OF FAIRFAX

DEPARTMENT OF PURCHASING & SUPPLY MANAGEMENT

SMALL AND MINORITY BUSINESS ENTERPRISE PROGRAM
12000 Government Center Parkway, Suite 427
Fairfax, Virginia 22035-0013
Fax: 703-324-3228

SUBCONTRACTOR (S) NOTIFICATION FORM

Contract Number/Title:

Prime Contractors Name:

Prime Contractor’s Classification: ________________________________________

You are required to provide the County with names, addresses, anticipated dollar amount and small/minority classification of ea ch first-tier subcontractor (ref. paragraph 28, Special Provisions). Please complete this form and return it with your submission.

Please check here if you are not using a subcontractor: _____

SUBCONTRACTOR(S)
NAME

STREET ADDRESS CITY STATE ZIP CODE ANTICIPATED DOLLAR
AMOUNT
VENDOR

CLASSIFICATION

Complete and return this form with your proposal.

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Appendix C

REFERENCES

47 Provide 3 references, preferably public agencies, where Products or Services have been performed in the last 12 months. If additional space is required, provide on a separate sheet.

Reference 1
Company Name: _________________________ Phone: ______________________ Contact: _________________________ Email: ______________________ Title: _________________________ Address: ______________________ ______________________
Description of technology products and solutions provided:

Contract Award Date: ______________________ Completion Date: ________________

Initial Contract Amount: $_____________ Final Contract Amount: $__________

************************************************************************************* Reference 2
Company Name: _________________________ Phone: ______________________ Contact: _________________________ Email: ______________________ Title: _________________________ Address: ______________________ ______________________
Description of technology products and solutions provided:

Contract Award Date: ______________________ Completion Date: ________________

Initial Contract Amount: $_____________ Final Contract Amount: $__________

************************************************************************************ Reference 3
Company Name: _________________________ Phone: ______________________ Contact: _________________________ Email: ______________________ Title: _________________________ Address: ______________________ ______________________
Description of technology products and solutions provided:

Contract Award Date: ______________________ Completion Date: ________________

Initial Contract Amount: $_____________ Final Contract Amount: $__________

************************************************************************************

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APPENDIX D

SUPPLIER QUALIFICATIONS AND SUPPLIER INFORMATION

48 COMMITMENTS

U.S. Communities views the relationship with an awarded Supplier as an opportunity to provide maximum benefit to both the Participating Public Agencies and to the Supplier.

The successful foundation of the partnership requires commitments from both U.S.

Communities and the Supplier. U.S. Communities requires the Supplier to make the four commitments set forth below (Corporate, Pricing, Economy, Sales) to ensure that Supplier is providing the highest level of public benefit to Participating Public Agencies:

(a) Corporate Commitment.

(i) The pricing, terms and conditions of the Master Agreement shall, at all times, be Supplier’s primary contractual offering of Products and Services to Public Agencies. All of Supplier’s direct and indirect marketing and sales efforts to Public Agencies shall demonstrate that the Master Agreement is Supplier’s primary offering and not just one of Supplier’s contract options.

(ii) Supplier’s sales force (inc luding inside, direct and/or authorized dealers, distributors and representatives) shall always present the Master Agreement when marketing Products or Services to Public Agencies.

(iii) Supplier shall advise all Public Agencies that are existing customers of Supplier as to the pricing and other value offered through the Master Agreement.

(iv) Upon authorization by a P ublic Agency, Supplier shall transition such Public Agency to the pricing, terms and conditions of the Master Agreement.

(v) Supplier shall ensure that the U.S. Communities program and the Master Agreement are actively supported by Supplier’s senior executive management.

(vi) Supplier shall provide a national/senior management level representative with the authority and responsibility to ensure that the Supplier’s Commitments are maintained at all times. Supplier shall also designate a lead referral contact person who shall be responsible for receiving communications from U.S. Communities concerning new Participating Public Agency registrations and for ensuring timely follow-up by Supplier’s staff to requests for contact from Participating Public Agencies. Supplier shall also provide the personnel necessary to implement and support a supplier-based internet web page dedicated to Supplier’s U.S.

Communities program and linked to U.S. Communities’ website and shall implement and support such web page.

(vii) Supplier shall demonstrate in its procurement solicitation response and throughout the term of the Master Agreement that national/senior management fully supports the U.S. Communities program and its commitments and requirements.

National/Senior management is defined as the executive(s) with companywide authority.

(viii) Where Supplier has an existing contract for Products and Services with a state, Supplier shall notify the state of the Master Agreement and transition the state to the pricing, terms and conditions of the Master Agreement upon the state’s request.

Regardless of whether the state decides to transition to the Master Agreement, Supplier shall primarily offer the Master Agreement to all Public Agencies located within the state.

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APPENDIX D

SUPPLIER QUALIFICATIONS AND SUPPLIER INFORMATION

49 ( b ) Pricing Commitment.

(i) Supplier represents to U.S. Communities that the pricing offered under the Master Agreement is the lowest overall available pricing (net to purchaser) on Products and Services that it offers to Public Agencies. Supplier’s pricing shall be evaluated on either an overall project basis or the Public Agency’s actual usage for more frequently purchased Products and Services.

(ii) Contracts Offering Lower Pric es. If a pre-existing contract and/or a Public Agency’s unique buying pattern provide one or more Public Agencies a lower price than that offered under the Master Agreement, Supplier shall match that lower pricing under the Master Agreement and inform the eligible Public Agencies that the lower pricing is available under the Master Agreement. If an eligible Public Agency requests to be transitioned to the Master Agreement, Supplier shall do so and report the Public Agency’s purchases made under the Master Agreement going forward. The price match only applies to the eligible Public Agencies. Below are three examples of Supplier’s obligation to match the pricing under Supplier’s contracts offering lower prices.

(A) Supplier holds a state cont ract with lower pricing that is available to all Public Agencies within the state. Supplier would be required to match the lower state pricing under the Master Agreement and make it available to all Public Agencies within the state.

(B) Supplier holds a regional cooperative contract with lower pricing that is available only to the ten cooperative members. Supplier would be required to match the lower cooperative pricing under the Master Agreement and make it available to the ten cooperative members.

(C) Supplier holds a contract with an individual Public Agency. The Public Agency contract does not contain any cooperative language and therefore other Public Agencies are not eligible to utilize the contract. Supplier would be required to match the lower pricing under the Master Agreement and make it available only to the individual Public Agency.

(iii) Deviating Buying Patterns. Occasionally U.S. Communities and Supplier may interact with a Public Agency that has a buying pattern or terms and conditions that considerably deviate from the normal Public Agency buying pattern and terms and conditions, and causes Supplier’s pricing under the Master Agreement to be higher than an alternative contract held by Supplier. This could be created by a unique end-user preference or requirements. In the event that this situation occurs, Supplier may address the issue by lowering the price under the Master Agreement on the item(s) causing the large deviation for that Public Agency. Supplier would not be required to lower the price for other Public Agencies.

(iv) Supplier’s Options in Responding to a Third Party
Procurement Solicitation. While it is the objective of U.S. Communities to encourage Public Agencies to piggyback on to the Master Agreement rather than issue their own procurement solicitations, U.S. Communities recognizes that for various reasons some Public Agencies will issue their own solicitations. The following options are available to Supplier when responding to a Public Agency solicitation:

(A) Supplier may opt not to respond to the procurement
solicitation. Supplier may make the Master Agreement available to the Public Agency as a comparison to its solicitation responses.

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APPENDIX D

SUPPLIER QUALIFICATIONS AND SUPPLIER INFORMATION

50 (B) Supplier may respond with the pricing, terms and conditions of the Master Agreement. If Supplier is awarded the contract, the sales would be reported as sales under the Master Agreement.

(C) If competitive conditions require pricing lower than the standard Master Agreement pricing, Supplier may submit lower pricing through the Master Agreement. If Supplier is awarded the contract, the sales would be reported as sales under the Master Agreement. Supplier would not be required to extend the lower price to other Public Agencies.

(D) Supplier may respond to the procurement solicitation with pricing that is higher (net to buyer) than the pricing offered under the Master Agreement. If awarded a contract, Supplier shall still be bound by all obligations set forth in this Section 3.3, including, without limitation, the requirement to continue to advise the awarding Public Agency of the pricing, terms and conditions of the Master Agreement.

(E) Supplier may respond to the procurement solicitation with pricing that is higher (net to buyer) than the pricing offered under the Master Agreement and if an alternative response is permitted, Supplier may offer the pricing under the Master Agreement as an alternative for consideration.

( c ) Economy Commitment. Supplier shall demonstrate the benefits, including the pricing advantage, of the Master Agreement over alternative options, including competitive solicitation pricing and shall proactively offer the terms and pricing under the Master Agreement to Public Agencies as a more effective alternative to the cost and time associated with such alternate bids and solicitations.

( d ) Sales Commitment. Supplier shall market the Master Agreement through Supplier’s sales force or dealer network that is properly trained, engaged and committed to offering the Master Agreement as Supplier’s primary offering to Public Agencies. Supplier’s sales force compensation and incentives shall be greater than or equal to the compensation and incentives earned under other contracts to Public Agencies.

(i) Supplier Sales. Supplier sha ll be responsible for proactive direct sales of Supplier’s Products and Services to Public Agencies and the timely follow-up to sales leads identified by U.S. Communities. Use of product catalogs, targeted advertising, direct mail and other sales initiatives are encouraged. All of Supplier’s sales materials targeted towards Public Agencies shall include the U.S. Communities logo. U.S. Communities hereby grants to Supplier, during the term of this Agreement, a non-exclusive, revocable, non-transferable, license to use the U.S. Communities name, trademark, and logo solely to perform its obligations under this Agreement, and for no other purpose. Any goodwill, rights, or benefits derived from Supplier's use of the U.S. Communities name, trademark, or logo shall inure to the benefit of U.S.

Communities. U.S. Communities shall provide Supplier with its logo and the standards to be employed in the use of the logo. During the term of the Agreement, the Supplier shall provide U.S. Communities with its logo and the standards to be employed in the use of the logo for purposes of reproducing and using Supplier’s name and logo in connection with the advertising, marketing and promotion of the Master Agreement to Public Agencies. Supplier shall assist U.S.

Communities by providing camera-ready logos and by participating in related trade shows and conferences. At a minimum, Supplier's sales initiatives shall communicate that (i) the Master Agreement was competitively solicited by the Lead Public Agency, (ii) the Master Agreement provides the best government pricing, (iii) there is no cost to Participating Public Agencies, and (iv) the Master Agreement is a non-exclusive contract.

(ii) Branding and Logo Compliance . Supplier shall be responsible

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51 for complying with the U.S. Communities branding and logo standards and guidelines. Prior to use by Supplier, all U.S. Communities related marketing material must be submitted to U.S.

Communities for review and approval.

(iii) Sales Force Training. Supp lier shall train its national sales force on the Master Agreement and U.S. Communities program. U.S. Communities shall be available to train regional or district managers and generally assist with the education of sales personnel.

(iv) Participating Public Agen cy Access. Supplier shall establish the following communication links to facilitate customer access and communication:

(A) A dedicated U.S. Communities internet web-based
homepage containing:

(1) U.S. Communities standard logo with Founding
Co-Sponsors logos;
(2) Copy of original procurement solicitation;
(3) Copy of Master Agreement including any
amendments;
(4) Summary of Products and Services pricing;
(5) Electronic link to U.S. Communities’ online
registration page; and
(6) Other promotional material as requested by U.S.

C o m m u n i t i e s .

(B) A dedicated toll-free national hotline for inquiries regarding U.S. Communities.

(v) Electronic Registration. Supplier shall be responsible for ensuring that each Public Agency has completed U.S. Communities’ online registration process prior to processing the Public Agency’s first sales order.

(vi) Supplier’s Performance Review. Upon request by U.S.

Communities, Supplier shall participate in a performance review meeting with U.S. Communities to evaluate Supplier’s performance of the covenants set forth in this Agreement.

(vii) Supplier Content. Supplier may, from time to time, provide certain graphics, media, and other content to U.S. Communities (collectively "Supplier Content") for use on U.S. Communities websites and for general marketing and publicity purposes. During the term of the Agreement, Supplier hereby grants to U.S. Communities and its affiliates a non- exclusive, worldwide, free, transferrable, license to reproduce, modify, distribute, publically perform, publically display, and use Supplier Content in connection with U.S. Communities websites and for general marketing and publicity purposes, with the right to sublicense each and every such right. Supplier warrants that: (a) Supplier is the owner of or otherwise has the unrestricted right to grant the rights in and to Supplier Content as contemplated hereunder; and (b) the use of Supplier Content and any other materials or services provided to U.S. Communities as contemplated hereunder will not violate, infringe, or misappropriate the intellectual property rights or other rights of any third party.

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SUPPLIER QUALIFICATIONS AND SUPPLIER INFORMATION

52 U.S. COMMUNITIES ADMINISTRATION AGREEMENT INSTRUCTIONS

The Supplier is required to execute the U.S. Communities Administration Agreement unaltered (attached hereto as Appendix F) prior to the aw ard of the U.S. Communities contract. The Agreement outlines the Supplier’s general duties and responsibilities in implementing the U.S.

Communities contract.

The executed U.S. Communities Administration Agreement is required to be submitted with the supplier’s proposal without exception or alteration. Failure to do so will result in disqualification.

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53 SUPPLIER WORKSHEET FOR NATIONAL PROGRAM CONSIDERATION

Suppliers are required to meet spec ific qualifications. Please respond in the spaces provided after each qualification statement below:

A. State if pricing for all Prod ucts/Services offered will be the most competitive pricing offered by your organization to Participating Public Agencies nationally.

YES____ NO____

B. Does your company have the ability to pr ovide service to any Participating Public Agencies in the contiguous 48 states, and the ability to deliver service in Alaska and Hawaii?
YES____ NO____

C. Does your company have a national sales fo rce, dealer network or distributor with the ability to call on Participating Public Agencies in at least 35 U.S. states? YES____ NO____

D. Did your company have sale s greater than $100 million last year in the United States? YES____ NO____

E. Does your company have exis ting capacity to provide electronic and ecommerce ordering and billing?
YES____ NO____

F. Will your company assign a dedicated Senior Management level Account Manager to support the resulting U.S. Communities program contract? YES____ NO____

G. Does your company agree to respond to all agency referrals from U.S. Communities within 2 business days?
YES____ NO____

H. Does your company maintain records of your overall Participating Public Agencies’ sales that you can and will share with U.S. Communities to monitor program implementation progress?
YES____ NO____

I. Will your company commit to the following program implementation schedule? YES____ NO____

J. Will the U.S. Communities program contract be your lead public offering to Participating Public Agencies?
YES____ NO____

_________________________________________________________________________ Submitted by:
________________________________ ___________________________________ (Printed Name) (Signature)

________________________________ ___________________________________ (Title) (Date)

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54 NEW SUPPLIER IMPLEMENTATION CHECKLIST

New Supplier Implementation Checklist
Target
Completion
After
Award

1. First Conference Call One Week
Initial Kick Off Call to discuss expectations
Establish initial contact people & roles/responsibilities Supplier Log‐In Credentials established

2. Executed Legal Documents One Week
U.S. Communities Admin Agreement
Lead Public Agency Agreement signed

3. Program Contact Requirements One Week
Supplier contacts communicated to U.S. Communities Staff Dedicated email
Dedicated toll free number
Dedicated fax number

4. Second Conference Call Two Weeks
Set Contract Launch Date & Outline Kick Off Plan
Establish WebEx Training Dates
Review Contract Commitments
Complete Supplier Set Up Form
Complete User Account and User ID Form
Identify Dates for Senior Management Meeting

5. Marketing Kick Off Call Two Weeks
Overview of Marketing Requirements
Establish Timeline for Marketing Deliverables
Set Weekly Marketing Call

6. Initial NAM & Staff Training Meetings
Three
Weeks
Discuss expectations, roles & responsibilities
Introduce and review web‐based tools
Review process & expectations of Lead Referral contact with NAM & identified LRC

7. Senior Management Meeting
Four
Weeks
Implementation Process Progress Report
U.S. Communities & Vendor Organizational Overview
Supplier Manager to review & further discuss commitments

8. Review Top Joint Target Opportunities Five Weeks
Top 10 Local Contracts
Review top U.S. Communities PPA's

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55 9. Web Development
Initiate IT contact Two Weeks
Initiate E‐Commerce Conversation Two Weeks
Product Upload to U.S. Communities site Five Weeks

10. Sales Training & Roll Out
Program Manager briefing ‐ Coordinate with NAM Five Weeks Initial remote WebEx training for all sales ‐ Coordinate with NAM Four Weeks Initiate contact with Advisory Board (AB) members Six Weeks Determine PM & Local Metro teams strategy sessions Six Weeks

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Appendix D

SUPPLIER QUALIFICATIONS AND SUPPLIER INFORMATION

56 Please respond to the following requests for information about your company:

Company

1. Provide the total number and location of sale s persons employed by your company in the United States.

Example:

NUMBER OF SALES

REPRESENTATIVES CITY STATE
13 Phoenix AZ
6T u c s o n A Z
10 Los Angeles CA
12 San Francisco CA
6S a n Diego CA
5S a c r a m e n t o C A
3F r e s n o C A
Etc. Etc.

Total: 366

2. Describe how the above sales persons would be utilized in selling this contract, including the time commitment each sales person will devote to selling this contract.

3. Provide the company annual sales for 2 012, 2013 and 2014 in the United States; Sales reporting should be segmented into the following categories:

Segment 2012 Sales 2013 Sales 2014 Sales
Cities
Counties
K‐12 (Pubic/Private)
Higher Education (Public/Private)
States
Other Public Sector and Nonprofits
Federal
Private Sector
Total Supplier Sales
SUPPLIER ANNUAL SALES IN THE UNITED STATE FOR 2012, 2013, AND 2014

4. Provide annual sales for 2012, 2013 an d 2014 in the United States for the proposed Products and/or Services; Sales reporting should be segmented into the following categories:

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SUPPLIER QUALIFICATIONS AND SUPPLIER INFORMATION

57 Segment 2012 Sales 2013 Sales 2014 Sales
Cities
Counties
K‐12 (Pubic/Private)
Higher Education (Public/Private)
States
Other Public Sector and Nonprofits
Federal
Private Sector
Total Supplier Sales
SUPPLIER ANNUAL SALES IN THE UNITED STATE FOR 2012, 2013, AND 2014

5. Submit your current Federa l Identification Number and latest Dun & Bradstreet report.

6. Provide a list with contact information of your company’s ten largest public agency customers. U.S. Communities Advisory Board Members are to be excluded from the list provided.

Distribution

1. Describe how your company proposes to distribute the Products nationwide.

2. Identify all other companies that will be in volved in processing, handling or shipping the Product to the end user.

3. State the effectiveness of t he proposed distribution in providing the lowest cost to the end user.

4. Provide the number, size and location of your company’s distribution facilities, warehouses and retail network as applicable.

5. Provide the number and location of support centers (if applicable).

6. If applicable, describe your company’s ability to do business with manufacturer/dealer/distribution organizations that are either small or MWBE businesses as defined by the Small Business Administration.

a. If applicable, describe other ways your company can be sensitive to a Participating Public Agency’s desire to utilize local and/or MWBE companies, such as number of local employees and offices in a particular geographic area, companies your firm is using that may be local (i.e. local delivery truck company), your company’s diversity of owner employees, etc.

b. If applicable, provide details on any prod ucts or services being offered by your company where the manufacturer or service provider is either a small or MWBE business as defined by the Small Business Administration. Provide product/service name, company name and small/MWBE designation.

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58 Marketing

1. Outline your company’s plan for marketing the Products to state and local government agencies nationwide.

2. Explain how your company will educate it s national sales force about the Master Agreement.

3. Explain how your company will market and transition the Master Agreement into the primary offering to Participating Public Agencies.

4. Explain how your company plans to market the Master Agreement to existing government customers and transition these customers to the Master Agreement. Please provide the amount of purchases of existing public agency clients that your company will transition to the U.S. Communities contract for the initial three years of the contract in the following format within your proposal.

a. $________.00 will be transitioned in year one.
b. $________.00 will be transitioned in year two.
c. $________.00 will be transitioned in year three.

National Staffing Plan

1. A staffing plan is required which describes the Offeror’s proposed staff distribution to implement and manage this contract throughout the term of the contract. At a minimum, this plan should include the following:

a. Identify the key personnel who will lead and support the implementation period of the contract outlined in Appendix D, New Supplier Implementation Checklist, along with the amount of time to be devoted to implementation;

b. Identify the key personnel who are to be engaged in this contract throughout the term of the contract and their relationship to the contracting organization;

c. Provide a chart that shows 1) the ti me commitment of each professional staff member that will be devoted to the contract, 2) each member’s role in maintaining and growing the contract; and 3) a timeline of each member’s involvement throughout the contract.

2. Provide an organizational chart of your company.

3. Submit the resumes of the below personnel:

a. The person your company proposes to serve as the National Accounts Manager,

b. Each person that will be dedicated full time to U.S. Communities account management, and

c. Key executive personnel that will be supporting the program.

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SUPPLIER QUALIFICATIONS AND SUPPLIER INFORMATION

59 Products, Services and Solutions

1. Provide a description of the Products, Serv ices and Solutions to be provided by the major product category set forth in Introduction and Background, Paragraph 5, General Definition of Products and Services of the RFP. The primary objective is for each Supplier to provide its complete product, service and solutions offerings so that Participating Public Agencies may order a range of product as appropriate for their needs.

2. Describe any special programs that your company offers that will improve customers’ ability to access Products, on-time delivery or other innovative strategies.

3. Describe the capacity of your company to broaden the scope of the contract and keep the product offerings current and ensure that latest products, standards and technology for the Products and Services.

Quality

1. Describe your company’s quality control processes.

2. Describe your problem escalation process.

3. How are customer complaints measured and categorized? What processes are in place to know that a problem has been resolved?

4. Describe and provide all pr oduct or service warranties.

Administration

1. Describe your company’s capacity to em ploy telephone, ecommerce, etc., with a specific proposal for processing orders under the Master Agreement.

2. State which forms of ordering allow the use of a procurement card and the accepted banking (credit card) affiliation.

3. Describe your company’s internal ma nagement system for processing orders from point of customer contact through delivery and billing. Please state if you use a single system or platform for all phases of ordering, processing, delivery and billing.

4. Describe your company’s ecommerce capabilities:

a. Include details about your company’s ability to create punch out sites and accept orders electronically (cXML, OCI, etc.).

b. Provide detail on where your company has integrated with a pubic agency’s ERP (Oracle, Infor Lawson, SAP, etc.) system in the past and include some details about the resources you have in place to support these integrations. List, by ERP provider, the following information: name of public agency, ERP system used, “go live” date, net sales per calendar year since “go live”, and percentage of agency sales being processed through this connection.

5. Describe any existing multi- state cooperative purchasing programs, including the entity’s name(s), contact person(s), contact information and annual volume.

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SUPPLIER QUALIFICATIONS AND SUPPLIER INFORMATION

60 6. Describe the capacity of your company to report monthly sales under the Master Agreement by Participating Public Agency within each U.S. state.

7. Describe the capacity of your company to provide management reports, i.e. commodity histories, procurement card histories, green spend, etc. for each Participating Public Agency.

8. Please provide any suggested improvements and alternatives for doing business with your company that will make this arrangement more cost effective for your company and Participating Public Agencies.

Environmental

1. Provide a brief description of any company environmental initiatives, including your company’s environmental strategy, your investment in being an environmentally preferable product leader, and any resources dedicated to your environmental strategy.

2. Describe your company’s process for defini ng green products or sustainable processes.

3. Provide a green product listing. Descri be any environmental attributes (recycled materials, energy efficiency, biodegradable, low-toxicity, etc.) or certifications achieved for each product.

4. Describe your product’s recyclability. De scribe any buy back or take back options offered. Describe your company’s efforts to reduce or reuse packaging and minimize environmental footprint in the shipping process.

5. What percentage of your offering is envir onmentally preferable and what are your plans to improve this offering?

Additional Information

Please use this opportunity to describe any/all other features, advantage s and benefits of your organization that you feel will provide additional value and benefit to a Participating Public Agency.

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Appendix E

MASTER INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENT

61 This agreement is made between certain gover nment agencies that execute a Lead Public Agency Certificate (‘Lead Public Agencies”) to be appended and made a part hereof and other government agencies (“Participating Public Agencies”) that agree to the terms and conditions hereof through the U.S. Communities registration and made a part hereof.

RECITALS

WHEREAS, after a competitive soli citation and selection process by Lead Public Agencies, a number of Suppliers have entered into Master Agreements to provide a variety of goods, products and services based on national and international volumes (herein “Products and Services”);

WHEREAS, Master Agreements are made available by Lead Public Agen cies through U.S.

Communities and provide that Participating Public Agencies may purchase Products and Services on the same terms, conditions and pricing as the Lead Public Agency, subject to any applicable local purchasing ordinances and the laws of the State of purchase;

WHEREAS, the parties desire to comply with the requirements and formalities of the Intergovernmental Cooperation Act as may be applicable to the laws of the State of purchase;

WHEREAS, the parties hereto desire to conserve resources and reduce procurement cost;

WHEREAS, the parties hereto desire to improve the efficiency, effectiveness and economy of the procurement of necessary Products and Services;

NOW, THEREFORE, in consideration of the mutual promises contained in this agreement, and of the mutual benefits to result, the parties agree as follows:

1. That each party will facilitate the cooperative procurement of Products and Services.

2. That the procurement of Pr oducts and Services subject to th is agreement shall be conducted in accordance with and subject to the relevant statutes, ordinances, rules and regulations that govern each party’s procurement practices.

3. That the cooperative use of solicitations obt ained by a party to this agreement shall be in accordance with the terms and conditions of the solicitation, except as modification of those terms and conditions is otherwise allowed or required by applicable law.

4. That the Lead Public Agencies will make av ailable, upon reasonable request and subject to convenience, information which may assist in improving the effectiveness, efficiency and economy of Participating Public Agencies procurement of Products and Services

5. That a procuring party will make timely payments to the Supp lier for Products and Services received in accordance with the terms and conditions of the procurement. Payment, inspections and acceptance of Products and Serv ices ordered by the procuring party shall be the exclusive obligation of such procuring party. Disputes betw een procuring party and Supplier are to be resolved in accord with the law and venue rules of the State of purchase.

6. The procuring party shall not use this agreement as a method for obtaining additional concessions or reduced prices for similar products or services.

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Appendix E

MASTER INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENT

62 7. The procuring party shall be responsible for the ordering of Products and Services under this agreement. A non-procuring party shall not be liable in any fashion for any violation by a procuring party, and the procuring party sha ll hold non-procuring party harmless from any liability that may arise from action or inaction of the procuring party.

8. The exercise of any rights or remedies by the procuring party shall be the exclusive obligation of such procuring party.

9. This agreement shall remain in effect until termination by a party giving 30 days written notice to U.S. Communities at 2999 Oak Road, Suite 710, Walnut Creek, CA 94597.

10. This agreement shall take effect after execution of the Lead Public Agency Certificate or Participating Public Agency Registration, as applicable.

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Appendix F

ADMINISTRATION AGREEMENT

63 This ADMINISTRATION AGREEMENT (“Agr eement”) is made as of ________________, by and between U.S. COMMUNITIES GOVERNMENT PURCHASING ALLIANCE (“U.S.

Communities”) and _______________________ (“Supplier”).

RECITALS

WHEREAS, (“Lead Public Agency”) has entered into a certain Master Agreement dated as of even date herewith, referenced as Agreement No. _______, by and between Lead Public Agency and Supplier (as amended from time to time in accordance with the terms thereof, the “Master Agreement”) for the purchase of ___________________ (the “Products and Services”);

WHEREAS, the Master Agreement provides that any state, county, city, special district, local government, school district, private K-12 school, technical or vocational school, higher education institution (including community colleges, colleges and universities, both public and private), other government agency or nonprofit organization (each a “Public Agency” and collectively, “Public Agencies”) may purchase Products and Services at the prices indicated in the Master Agreement upon prior registration with U.S. Communities, in which case the Public Agency becomes a “Participating Public Agency”;

WHEREAS, U.S. Communities has the adminis trative and legal capacity to administer purchases under the Master Agreement to Participating Public Agencies;

WHEREAS, U.S. Communities serves as the administrative agent for Lead Public Agency and other lead public agencies in connection with other master agreements offered by U.S. Communities;

WHEREAS, Lead Public Agency desires U. S. Communities to proceed with administration of the Master Agreement on the same basis as other master agreements;

WHEREAS, “U.S. Communities Government Purchasing Alliance” is a trade name licensed by U.S. Communities Purchasing & Finance Agency; and

WHEREAS, U.S. Communities and Supplier desire to enter into this Agreement to make available the Master Agreement to Participating Public Agencies.

NOW, THEREFORE, in consideration of the payments to be made hereunder and the mutual covenants contained in this Agreement, U.S. Communities and Supplier hereby agree as follows:

ARTICLE I

GENERAL TERMS AND CONDITIONS

1.1 The Master Agreement, attached hereto as Exhibit A and incorporated herein by reference as though fully set forth herein, and the terms and conditions contained therein shall apply to this Agreement except as expressly changed or modified by this Agreement.

1.2 U.S. Communities shall be affo rded all of the rights, privileges and indemnifications afforded to Lead Public Agency under the Master Agreement, and such rights, privileges and indemnifications shall accrue and apply with equal effect to U.S. Communities under this Agreement including, without limitation, Supplier’s obligation to provide insurance and certain indemnifications to Lead Public Agency.

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ADMINISTRATION AGREEMENT

64 1.3 Supplier shall perform all duties, responsibilities and obligations required under the Master Agreement in the time and manner specified by the Master Agreement.

1.4 U.S. Communities shall perform all of its duties, responsibilities and obligations as administrator of purchases under the Master Agreement as set forth herein, and Supplier acknowledges that U.S. Communities shall act in the capacity of administrator of purchases under the Master Agreement.

1.5 With respect to any purchases made by Lead Public Agency or any Participating Public Agency pursuant to the Master Agreement, U.S. Communities (a) shall not be construed as a dealer, re-marketer, representative, partner, or agent of any type of Supplier, Lead Public Agency or such Participating Public Agency, (b) shall not be obligated, liable or responsible (i) for any orders made by Lead Public Agency, any Participating Public Agency or any employee of Lead Public Agency or a Participating Public Agency under the Master Agreement, or (ii) for any payments required to be made with respect to such order, and (c) shall not be obligated, liable or responsible for any failure by a Participating Public Agency to (i) comply with procedures or requirements of applicable law, or (ii) obtain the due authorization and approval necessary to purchase under the Master Agreement. U.S. Communities makes no representations or guaranties with respect to any minimum purchases required to be made by Lead Public Agency, any Participating Public Agency, or any employee of Lead Public Agency or a Participating Public Agency under this Agreement or the Master Agreement.

ARTICLE II

TERM OF AGREEMENT

2.1 This Agreement is effective as of ____________________ and shall terminate upon termination of the Master Agreement or any earlier termination in accordance with the terms of this Agreement, provided, however, that the obligation to pay all amounts owed by Supplier to U.S. Communities through the termination of this Agreement and all indemnifications afforded by Supplier to U.S. Communities shall survive the term of this Agreement.

ARTICLE III

REPRESENTATIONS AND COVENANTS

3.1 U.S. Communities views the relationsh ip with Supplier as an opportunity to provide benefits to both Public Agencies and Supplier. The successful foundation of the relationship requires certain representations and covenants from both U.S. Communities and Supplier.

3.2 U.S. Communities’ Repr esentations and Covenants.

(a) Marketing. U.S. Communities shall proactively market the Master Agreement to Public Agencies using resources such as a network of major sponsors including the National League of Cities (NLC), National Association of Counties (NACo), United States Conference of Mayors (USCM), and the Association of School Business Officials (ASBO) (collectively, the “Founding Co-Sponsors”) and individual state-level sponsors. In addition, the U.S. Communities staff shall enhance Supplier’s marketing efforts through meetings with Public Agencies, participation in key events and tradeshows and by providing online tools to Supplier’s sales force.

(b) Training and Knowledge Management Support. U.S. Communities shall provide support for the education, training and engagement of Supplier’s sales force as provided

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ADMINISTRATION AGREEMENT

65 herein. Through its staff (each, a “Program Manager” and collectively, the “Program Managers”), U.S. Communities shall conduct training sessions with Supplier and shall conduct calls jointly with Supplier to Public Agencies. U.S. Communities shall also provide Supplier with access to U.S.

Communities’ private intranet website which provides presentations, documents and information to assist Supplier’s sales force in effectively promoting the Master Agreement.

3.3 Supplier’s Representations and Covenant s. Supplier hereby represents and covenants as follows in order to ensure that S upplier is providing the highest level of public benefit to Participating Public Agencies (suc h representations and covenants are sometimes referred to as “Supplier’s Commitments” and are comprised of the Corporate Commitment, Pricing Commitment, Economy Commitment and Sales Commitment):

(a) Corporate Commitment.

(i) The pricing, terms and conditions of the Master Agreement shall, at all times, be Supplier’s primary contractual offering of Products and Services to Public Agencies. All of Supplier’s direct and indirect marketing and sales efforts to Public Agencies shall demonstrate that the Master Agreement is Su pplier’s primary offering and not just one of Supplier’s contract options.

(iii) Supplier shall advise all Public Agencies that are existing customers of Supplier as to the pricing and other value offered through the Master Agreement.

(iv) Upon authorization by a P ublic Agency, Supplier shall transition such Public Agency to the pricing, terms and conditions of the Master Agreement.

(v) Supplier shall ensure that the U.S. Communities program and the Master Agreement are actively supported by Supplier’s senior executive management.

Communities program and linked to U.S. Communities’ website and shall implement and support such web page.

(vii) Supplier sha ll demonstrate in its procurement solicitation response and throughout the term of the Mast er Agreement that national/senior management fully supports the U.S. Communities prog ram and its commitments and requirements.

National/Senior management is defined as the executive(s) with companywide authority.

Regardless of whether the state decides to tran sition to the Master Agreement, Supplier shall primarily offer the Master Agreement to all Public Agencies located within the state.

( b ) Pricing Commitment.

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ADMINISTRATION AGREEMENT

66 (i) Supplier represents to U.S. Communities that the pricing offered under the Master Agreement is the lowest overall available pricing (net to purchaser) on Products and Services that it offers to Public Agencies. Supplier’s pricing shall be evaluated on either an overall project basis or the Public Agency’s actual usage for more frequently purchased Products and Services.

(A) Supplier may opt not to respond to the procurement
solicitation. Supplier may make the Master Agreement available to the Public Agency as a comparison to its solicitation responses.

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67 (B) Supplier may respond with the pricing, terms and conditions of the Master Agreement. If Supplier is awarded the contract, the sales would be reported as sales under the Master Agreement.

(ii) Branding and Logo Compliance . Supplier shall be responsible for complying with the U.S. Communities branding and logo standards and guidelines. Prior to

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68 use by Supplier, all U.S. Communities related marketing material must be submitted to U.S.

Communities for review and approval.

(iii) Sales Force Training. Supplie r shall train its national sales force on the Master Agreement and U.S. Communities pr ogram. U.S. Communities shall be available to train regional or district managers and generally assist with the education of sales personnel.

(iv) Participating Public Agen cy Access. Supplier shall establish the following communication links to facilitate customer access and communication:

(A) A dedicated U.S. Communities internet web-based
homepage containing:

C o m m u n i t i e s .

(B) A dedicated toll-free national hotline for inquiries regarding U.S. Communities.

(vi) Supplier’s Performance Review. Upon request by U.S.

Communities, Supplier shall participate in a performance review meeting with U.S. Communities to evaluate Supplier’s performance of the covenants set forth in this Agreement.

3.4 Breach of Supplier’s Representations and Covenants. The representations and covenants set forth in this Agreement are the foundation of the relationship between U.S. Communities and Supplier. If Supplier is found to be in violation of, or non-

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ADMINISTRATION AGREEMENT

69 compliance with, one or more of the representations and covenants set forth in this Agreement, Supplier shall have ninety (90) days from the notice of default to cure such violation or non- compliance and, if Supplier fails to cure such violation or non-compliance within such notice period, it shall be deemed a cause for immediate termination of the Master Agreement at Lead Public Agency’s sole discretion or this Agreement at U.S. Communities’ sole discretion.

3.5 Indemnity. Supplier hereby agrees to indemnify and defend U.S.

Communities, and its parent companies, subsidiaries, affiliates, shareholders, member, manager, officers, directors, employees, agents, and representatives from and against any and all claims, costs, proceedings, demands, losses, damages, and expenses (including, without limitation, reasonable attorney's fees and legal costs) of any kind or nature, arising from or relating to, any actual or alleged breach of any of Supplier's representations, warranties, or covenants in this Agreement.

ARTICLE IV

PRICING AUDITS

4.1 Supplier shall, at Supplier’s sole expense, maintain an accounting of all purchases made by Lead Public Agency and Participating Public Agencies under the Master Agreement. U.S. Communities and Lead Public Agency each reserve the right to audit the accounting for a period of three (3) years from the time such purchases are made. This audit right shall survive termination of this Agreement for a period of one (1) year from the effective date of termination. U.S. Communities shall have the authority to conduct random audits of Supplier’s pricing that is offered to Participating Public Agencies at U.S. Communities’ sole cost and expense. Notwithstanding the foregoing, in the event that U.S. Communities is made aware of any pricing being offered to three (3) or more Participating Public Agencies that is materially inconsistent with the pricing under the Master Agreement, U.S. Communities shall have the ability to conduct a reasonable audit of Supplier’s pricing at Supplier’s sole cost and expense during regular business hours upon reasonable notice. U.S. Communities may conduct the audit internally or may engage a third-party auditing firm on a non-contingent basis. Supplier shall solely be responsible for the cost of the audit up to the first $50,000 and U.S. Communities and Supplier shall each be responsible for fifty percent (50%) of the audit costs that exceed $50,000.

In the event of an audit, the requested materials shall be provided in the format and at the location where kept in the ordinary course of business by Supplier.

ARTICLE V

FEES & REPORTING

5.1 Administrative Fees. Supplier shall pay to U.S. Communities a monthly administrative fee based upon the total sales price of all purchases shipped and billed pursuant to the Master Agreement, excluding taxes, in the amount of two percent (2%) of aggregate purchases made during each calendar month (individually and collectively, “Administrative Fees”). Supplier’s annual sales shall be measured on a calendar year basis. All Administrative Fees shall be payable in U.S. Dollars and shall be made by wire to U.S. Communities, or its designee or trustee as may be directed in writing by U.S. Communities. Administrative Fees shall be due and payable within thirty (30) days of the end of each calendar month for purchases shipped and billed during such calendar month. U.S. Communities agrees to pay to Lead Public Agency five percent (5%) of all Administrative Fees received from Supplier to help offset Lead Public Agency’s costs incurred in connection with managing the Master Agreement nationally.

5.2 Sales Reports. Within thirty (30) days of the end of each calendar month,

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70 Supplier shall deliver to U.S. Communities an electronic accounting report, in the format prescribed by Exhibit B, attached hereto, summarizing all purchases made under the Master Agreement during such calendar month (“Sales Report”). All purchases indicated in the Sales Report shall be denominated in U.S. Dollars. All purchases shipped and billed pursuant to the Master Agreement for the applicable calendar month shall be included in the Sales Report. U.S.

Communities reserves the right upon reasonable advance notice to Supplier to change the prescribed report format to accommodate the distribution of the Administrative Fees to its program sponsors and state associations.

(a) Monthly Sales Reports shall include all sales reporting under the Master Agreement, and a breakout of Environmental Preferable (Green) sales reporting. Supplier must make reasonable attempts at filling in all required information and contact U.S. Communities with a plan to correct any deficiencies of data field population.

(b) Submitted reports shall be verified by U.S. Communities against its registration database. Any data that is inconsistent with the registration database shall be changed prior to processing.

5.3 Exception Reporting/Sales Reports Audi ts. U.S. Communities or its designee may, at its sole discretion, compare Supplier’s Sales Reports with Participating Public Agency records or other sales analysis performed by Participating Public Agencies, sponsors, advisory board members or U.S. Communities staff. If there is a material discrepancy between the Sales Report and such records or sales analysis as determined by U.S. Communities, U.S.

Communities shall notify Supplier in writing and Supplier shall have thirty (30) days from the date of such notice to resolve the discrepancy to U.S. Communities’ reasonable satisfaction. Upon resolution of the discrepancy, Supplier shall remit payment to U.S. Communities’ trustee within fifteen (15) calendar days. Any questions regarding an exception report should be directed to U.S. Communities in writing to [email protected]. If Supplier does not resolve the discrepancy to U.S. Communities’ reasonable satisfaction within thirty (30) days, U.S.

Communities shall have the right to engage outside services to conduct an independent audit of Supplier’s reports. Supplier shall solely be responsible for the cost of the audit up to the first $50,000 and U.S. Communities and Supplier shall each be responsible for fifty percent (50%) of the audit costs that exceed $50,000.

5.4 Online Reporting. Within sixty (60) days of the end of each calendar quarter, U.S. Communities shall provide online reporting to Supplier containing Supplier’s sales reporting for such calendar quarter. Supplier shall contact U.S. Communities within fifteen (15) days of receiving notification of the online reporting and report to U.S. Communities any concerns or disputes regarding the reports, including but not limited to concerns regarding the following:

Report Name Follow up with U.S. Communities
5 Qtr Drop Sales Analysis Financial & Reporting Manager Zero States Sales Report Program Manager
Registered Agency Without Sales Report Program Manager

Supplier shall have access to the above reports thro ugh the U.S. Communities intranet website.

The following additional reports are also available to Supplier and are useful in resolving reporting issues and enabling Supplier to better manage its Master Agreement:

(i) Agency Sales by Population/Enrollment Report
(ii) Hot Prospect Sales Report
(iii) New Lea d Sales Report
(iv) State Comparison Sales Report
(v) Advisory Board Usage Report
(vi) Various Agency Type Comparison Reports

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ADMINISTRATION AGREEMENT

71 (vii) Sales Report Builder

5.5 Supplier’s Failure to Provide Reports or Pay Administrative Fees. Failure to provide a Sales Report or pay Administrative Fees within the time and in the manner specified herein shall be regarded as a material breach under this Agreement and if not cured within thirty (30) days of written notice to Supplier, shall be deemed a cause for termination of the Master Agreement at Lead Public Agency’s sole discretion or this Agreement at U.S. Communities’ sole discretion. All Administrative Fees not paid within thirty (30) days of the end of the previous calendar month shall bear interest at the rate of one and one-half percent (1.5%) per month until paid in full.

ARTICLE VI

MISCELLANEOUS

6.1 Entire Agreement. This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the subject matter hereof, and no other agreement, statement, or promise relating to the subject matter of this Agreement which is not contained herein shall be valid or binding.

6.2 Attorney’s Fees. If any action at law or in equity is brought to enforce or interpret the provisions of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees and costs in addition to any other relief to which such party may be entitled.

6.3 Assignment.

(a) Supplier. Neither this Agreement nor any rights or obligations hereunder shall be assignable by Supplier without prior written consent of U.S. Communities, and any assignment without such consent shall be void.

(b) U.S. Communities. This Agreement and any rights or obligations hereunder may be assigned by U.S. Communities in U.S. Communities’ sole discretion, to an existing or newly established legal entity that has the authority and capacity to perform U.S.

Communities’ obligations hereunder.

6.4 Notices. All reports, notices or other communications given hereunder shall be delivered by first-class mail, postage prepaid, or overnight delivery requiring signature on receipt to the addresses as set forth below. U.S. Communities may, by written notice delivered to Supplier, designate any different address to which subsequent reports, notices or other communications shall be sent.

U.S. Communities: U.S. Communities
2999 Oak Road, Suite 710
Walnut Creek, California 94597
Attn: Program Manager Administration

Supplier: ________________________________
________________________________
________________________________
________________________________
Attn: U.S. Communities Program Manager

6.5 Severability. If any provision of this Agreement shall be deemed to be, or shall in fact be, illegal, inoperative or unenforceable, t he same shall not affect any other provision or provisions herein contained or render the sa me invalid, inoperative or unenforceable to any

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ADMINISTRATION AGREEMENT

72 extent whatever.

6.6 Waiver. Any failure of a party to enforce, for any period of time, any of the provisions under this Agreement shall not be constr ued as a waiver of such provisions or of the right of said party thereafter to enforce each and every provision under this Agreement.

6.7 Counterparts. This Agreement may be ex ecuted in several counterparts, each of which shall be an original and all of which shall constitute but one and the same instrument.

6.8 Modifications. This Agreement may not be effectively amended, changed, modified, altered or terminated without the prior written consent of the parties hereto.

6.9 Governing Law; Arbitration. This Agreement will be governed by and interpreted in accordance with the laws of the State of California without regard to any conflict of laws principles. Any dispute, claim, or controversy arising out of or relating to this Agreement or the breach, termination, enforcement, interpretation or validity thereof, including the determination of the scope or applicability of this dispute resolution clause, shall be determined by arbitration in Walnut Creek, California, before one (1) arbitrator. The arbitration shall be administered by JAMS pursuant to its Comprehensive Arbitration Rules and Procedures. Judgment on the award may be entered in any court having jurisdiction. This clause shall not preclude parties from seeking provisional remedies in aid of arbitration from a court of appropriate jurisdiction. The prevailing party will be entitled to recover its reasonable attorneys' fees and arbitration costs from the other party. The arbitration award shall be final and binding. Each party commits that prior to commencement of arbitration proceedings, the parties shall submit the dispute to JAMS for mediation. The parties will cooperate with JAMS and with one another in selecting a mediator from JAMS panel of neutrals, and in promptly scheduling the mediation proceedings. The parties covenant that they will participate in the mediation in good faith, and that they will share equally in its costs. The mediation will be conducted by each party designating a duly authorized officer or other representative to represent the party with the authority to bind the party, and that the parties agree to exchange informally such information as is reasonably necessary and relevant to the issues being mediated. All offers, promises, conduct, and statements, whether oral or written, made in the course of the mediation by any of the parties, their agents, employees, experts, and attorneys, and by the mediator or any JAMS employees, are confidential, privileged, and inadmissible for any purpose, including impeachment, in any arbitration or other proceeding involving the parties, provided that evidence that is otherwise admissible or discoverable shall not be rendered inadmissible or non-discoverable as a result of its use in the mediation. If the dispute is not resolved within thirty (30) days from the date of the submission of the dispute to mediation (or such later date as the parties may mutually agree in writing), the administration of the arbitration shall proceed. The mediation may continue, if the parties so agree, after the appointment of the arbitrator. Unless otherwise agreed by the parties, the mediator shall be disqualified from serving as arbitrator in the case. The pendency of a mediation shall not preclude a party from seeking provisional remedies in aid of the arbitration from a court of appropriate jurisdiction, and the parties agree not to defend against any application for provisional relief on the ground that a mediation is pending.

6.10 Successors and Assigns. This Agr eement shall inure to the benefit of and shall be binding upon U.S. Communities, Supplier and any successor and assign thereto; subject, however, to the limitations contained herein.

[Remainder of Page Intentionally Left Blank – Signatures Follow]

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ADMINISTRATION AGREEMENT

73 IN WITNESS WHEREOF, U.S. Communities has caused this Agreement to be executed in its name and Supplier has caused this Agreement to be executed in its name, all as of the date first written above.

U.S. Communities:

U.S. COMMUNITIES GOVERNMENT PURCHASING ALLIANCE

By _______________________________

Name: _______________________________

Title: _______________________________

Supplier:

_____________________________________

By _______________________________

Name: _______________________________

Title: _______________________________

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74 EXHIBIT A

MASTER AGREEMENT

(Fairfax County Master Agreement to be attached at time of award.)

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75 EXHIBIT B

SALES REPORT FORMAT

Appendix B - US (Data Format)
TIN Supplier ID Account No. Agency Name Dept Name Address City State Zip Agency Type Year Qtr Month Amount 956000735 160 89518997 CITY OF LA/MGMT EMPL SVCS Purchasing 555 RAMIREZ ST STE 312 LOS ANGELES CA 90012 20 2012 2 5 1525.50 956000222 160 34868035 LOS ANGELES COUNTY Facilities 350 S FIGUEROA ST STE 700 LOS ANGELES CA 90071 3 0 2012 2 5 1603.64 956000735 160 89496461 CITY OF LA/ENVIRON AFFAIR Purchasing 555 RAMIREZ ST STE 312 LOS ANGELE S CA 90012 20 2012 2 5 1625.05 956000735 160 89374835 CITY OF LA/COMMUNITY DEV Purchasing 555 RAMIREZ ST STE 312 LOS ANGELES CA 90012 20 2012 2 5 45090.79 066002010 160 328NA0001053 GROTON TOWN OF PUBLIC WORKS Water 123 A St. GROTON CT 06340 20 2012 2 5 318.00 066001854 160 328NA0001051 GROTON CITY OF Administration 123 A St. GROTON CT 06340 20 2012 2 5 212.00 Column Name Required Data Type Length Example Comment
TIN Optional Text 9 956000735 No Dash, Do not omit leading zero.

Supplier ID Yes Number 3 111 See Supplier ID Table Below Account No. Optional Text 25 max
Agency Name Yes Text 255 max
Dept Name Optional Text 255 max
Address Yes Text 255 max
City Yes Text 255 max Los Angeles Must be a valid City name State Yes Text 2 CA
Zip Yes Text 5 90071 No Dash, Do not omit leading zero, Valid zip code Agency Type Yes Number 2 30 See Agency Type Table Below Year Yes Number 4 2010
Qtr Yes Number 1 4
Month Yes Number 2
Amount Yes Number variable 45090.79 Two digit decimal point, no $ sign or commas Agency Type ID Agency Type Description
10 K-12
11 Community College
12 College and University
20 City
21 City Special District
22 Consolidated City/County
30 County
31 County Special District
40 Federal
41 Crown Corporations
50 Housing Authority
80 State Agency
81 Independent Special District
82 Non-Profit
84 Other
A
gency Type Table
Sales Report Template

SALES REPORT DATA FORMAT
Depends on supplier account no.

Los Angeles County
Purchasing Dept
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STATE NOTICE ADDENDUM

76 Pursuant to certain state notice provisions the following public agencies and political subdivisions of the referenced public agencies are eligible to access the contract award made pursuant to this solicitation. Public agencies and political subdivisions are hereby given notice of the foregoing request for proposal for purposes of complying with the procedural requirements of said statutes:

Nationwide:

http://www.usa.gov/Agencies/Local_Government/Cities.shtml

Other states:

State of Oregon, State of Hawaii, State of Washington

State: HI
Account Type: HI Counties, Cities, Colleges
Hawaii County
Honolulu County
Kauai County
Maui County
Kalawao County
Aiea
Anahola
Barbers Point N A S
Camp H M Smith
Captain Cook
Eleele
Ewa Beach
Fort Shafter
Haiku
Hakalau
Haleiwa
Hana
Hanalei
Hanamaulu
Hanapepe
Hauula
Hawaii National Park
Hawaiian Ocean View
Hawi
Hickam AFB
Hilo
Holualoa
Honaunau
Honokaa
Honolulu
Honomu
Hoolehua
Kaaawa
Kahuku
Kahului
Kailua
Kailua Kona
Kalaheo
Kalaupapa
Kamuela
Kaneohe
Kapaa
Kapaau
Kapolei
Kaumakani
Kaunakakai
Kawela Bay
Keaau
Kealakekua
Kealia
Keauhou
Kekaha
Kihei
Kilauea
Koloa
Kualapuu
Kula
Kunia
Kurtistown
Lahaina

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STATE NOTICE ADDENDUM

77 Laie
Lanai City
Laupahoehoe
Lawai
Lihue
M C B H Kaneohe Bay
Makawao
Makaweli
Maunaloa
Mililani
Mountain View
Naalehu
Ninole
Ocean View
Ookala
Paauhau
Paauilo
Pahala
Pahoa
Paia
Papaaloa
Papaikou
Pearl City
Pearl Harbor
Pepeekeo
Princeville
Pukalani
Puunene
Schofield Barracks
Tripler Army Medical Center
Volvano
Wahiawa
Waialua
Waianae
Waikoloa
Wailuku
Waimanalo
Waimea
Waipahu
Wake Island
Wheeler Army Airfield
Brigham Young
University ‐ Hawaii
Chaminade University of Honolulu
Hawaii Business College
Hawaii Pacific University
Hawaii Technology Institute
Heald College ‐ Honolulu
Remington College ‐ Honolulu Campus
University of Phoenix ‐ Hawaii Campus
Hawaii Community College
Honolulu Community College
Kapiolani Community College
Kauai Community College
Leeward Community College
Maui Community College
University of Hawaii at Hilo
University of Hawaii at Manoa
Windward Community College

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STATE NOTICE ADDENDUM

78 State: HI (122 records)
Account Type: K‐12 (16 records)
Malama Honua Public Charter School
ST JOHN THE BAPTIST
Waimanalo Elementary and Intermediate
School
Kailua High School
PACIFIC BUDDHIST ACADEMY
HAWAII TECHNOLOGY ACADEMY
CONGREGATION OF CHRISTIAN BROTHERS OF
HAWAII, INC.

MARYKNOLL SCHOOL
ISLAND SCHOOL
STATE OF HAWAII, DEPT. OF EDUCATION
KE KULA O S. M. KAMAKAU
KAMEHAMEHA SCHOOLS
HANAHAU`OLI SCHOOL
EMMANUAL LUTHERAN SCHOOL
School Lunch Program
Our Savior Lutheran School
Account Type: County (5 records)
BOARD OF WATER SUPPLY
MAUI COUNTY COUNCIL
Kauai County Council
Honolulu Fire Department
COUNTY OF MAUI
Account Type: Non‐Profit (70 records)
Lanai Community Health Center
Maui High Band Booster Club
Naalehu Assembly of God
outrigger canoe club
One Kalakaua
Native Hawaiian Hospitality Association
St. Theresa School
Hawaii Peace and Justice
Kauai Youth Basketball Association
NA HALE O MAUI
LEEWARD HABITAT FOR HUMANITY
WAIANAE COMMUNITY OUTREACH
NA LEI ALOHA FOUNDATION
HAWAII FAMILY LAW CLINIC DBA ALA KUOLA
BUILDING INDUSTRY ASSOCIATION OF HAWAII
UNIVERSITY OF HAWAII FEDERAL CREDIT
UNION
LANAKILA REHABILITATION CENTER INC.

POLYNESIAN CULTURAL CENTER
CTR FOR CULTURAL AND TECH INTERCHNG
BETW EAST AND WEST
BISHOP MUSEUM
ALOCHOLIC REHABILITATION SVS OF HI INC
DBA HINA MAUKA
ASSOSIATION OF OWNERS OF KUKUI PLAZA
MAUI ECONOMIC DEVELOPMENT BOARD
NETWORK ENTERPRISES, INC.

HONOLULU HABITAT FOR HUMANITY

ALOHACARE
ORI ANUENUE HALE, INC.

IUPAT, DISTRICT COUNCIL 50
GOODWILL INDUSTRIES OF HAWAII, INC.

HAROLD K.L. CASTLE FOUNDATION
MAUI ECONOMIC OPPORTUNITY, INC.

EAH, INC.

PARTNERS IN DEVELOPMENT FOUNDATION
HABITAT FOR HUMANITY MAUI
W. M. KECK OBSERVATORY
HAWAII EMPLOYERS COUNCIL
HAWAII STATE FCU
MAUI COUNTY FCU
PUNAHOU SCHOOL
YMCA OF

HONOLULU
EASTER SEALS HAWAII
AMERICAN LUNG ASSOCIATION
Pohaha I Ka Lani
Hawaii Area Committee
Lanai Federal Credit Union
READ TO ME INTERNATIONAL FOUNDATION
MAUI FAMILY YMCA
WAILUKU FEDERAL CREDIT UNION
ST. THERESA CHURCH
HALE MAHAOLU
West Maui Community Federal Credit Union
Hawaii Island Humane Society

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STATE NOTICE ADDENDUM

79 Kama'aina Care Inc
International Archaeological Research
Institute, Inc.

Community Empowerment Resources
Tutu and Me Traveling Preschool
First United Methodist Church
AOAO Royal Capitol Plaza
Kumpang Lanai
Child and Family Service
MARINE SURF WAIKIKI, INC.

Hawaii Health Connector
Hawaii Carpenters Market Recovery Program
Fund
Puu Heleakala Community Association
Saint Louis School
Kailua Racquet Club, Ltd.

Homewise Inc.

Hawaii Baptist Academy
Kroc Center Hawaii
Kupu
Account Type: College and University (8
records)
University of the Nations
ARGOSY UNIVERSITY
HAWAII PACIFIC UNIVERSITY
UNIVERSITY OF HAWAII AT MANOA
RESEARCH CORPORATION OF THE UNIVERSITY
OF HAWAII
BRIGHAM YOUNG UNIVERSITY ‐ HAWAII
University Clinical Research and Association
CHAMINADE UNIVERSITY OF HONOLULU
Account Type: Other (7 records)
Hawaii Information Consortium
Leeward Community Church
E Malama In Keiki O Lanai
Keawala'i Congregational Church
Lanai Community Hospital
Angels at Play Preschool & Kindergarten
Queen Emma Gardens AOAO
Account Type: Community College (2
records)
Honolulu Community College
COLLEGE OF THE MARSHALL ISLANDS
Account Type: State Agency (10 records)
DOT Airports Division Hilo International Airport
Judiciary ‐ State of Hawaii
ADMIN. SERVICES OFFICE
SOH‐ JUDICIARY CONTRACTS AND PURCH
STATE DEPARTMENT OF DEFENSE
HAWAII CHILD SUPPORT ENFORCEMENT
AGENCY
HAWAII HEALTH SYSTEMS CORPORATION
HAWAII AGRICULTURE RESEARCH CENTER
STATE OF HAWAII
Third Judicial Circuit ‐ State of Hawaii
Account Type: Consolidated City/County (2
records)
CITY AND COUNTY OF HONOLULU
Lanai Youth Center
Account Type: Federal (2 records)
US Navy
Defense Information System Agency
State: OR (1,221 records)
Account Type: K‐12 (215 records)
Warrenton Hammond School
Columbia Academy
VALLEY CATHOLIC SCHL
CROOK COUNTY SCHOOL DISTRICT
CORBETT SCHL DIST #39
Bethel School District #52
St. Therese Parish/School
Portland YouthBuilders
Wallowa County ESD
Fern Ridge School District 28J
Knova Learning
New Horizon Christian School
MOLALLA RIVER ACADEMY
HIGH DESERT EDUCATION SERVICE DISTRICT
SOUTHWEST CHARTER SCHOOL
WHITEAKER MONTESSORI SCHOOL
CASCADES ACADEMY OF CENTRAL OREGON

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STATE NOTICE ADDENDUM

80 NEAH‐KAH‐NIE DISTRICT NO.56
INTER MOUNTAIN ESD
STANFIELD SCHOOL DISTRICT
LA GRANDE SCHOOL DISTRICT
CASCADE SCHOOL DISTRICT
DUFUR SCHOOL DISTRICT NO.29
hillsboro school district
GASTON SCHOOL DISTRICT 511J
BEAVERTON SCHOOL DISTRICT
COUNTY OF YAMHILL SCHOOL DISTRICT 29
WILLAMINA SCHOOL DISTRICT
MCMINNVILLE SCHOOL DISTRICT NO.40
Sheridan School District 48J
THE CATLIN GABEL SCHOOL
NORTH WASCO CTY SCHOOL DISTRICT 21 ‐

CHENOWITH
CENTRAL CATHOLIC HIGH SCHOOL
CANYONVILLE CHRISTIAN ACADEMY
OUR LADY OF THE LAKE SCHOOL
NYSSA SCHOOL DISTRICT NO. 26
ARLINGTON SCHOOL DISTRICT NO. 3
LIVINGSTONE ADVENTIST ACADEMY
Santiam Canyon SD 129J
WEST HILLS COMMUNITY CHURCH
BANKS SCHOOL DISTRICT
WILLAMETTE EDUCATION SERVICE DISTRICT
BAKER COUNTY SCHOOL DIST. 16J ‐ MALHEUR
ESD
HARNEY EDUCATION SERVICE DISTRICT
GREATER ALBANY PUBLIC SCHOOL DISTRICT
LAKE OSWEGO SCHOOL DISTRICT 7J
SOUTHERN OREGON EDUCATION SERVICE

DISTRICT
SILVER FALLS SCHOOL DISTRICT
St Helens School District
DAYTON SCHOOL DISTRICT NO.8
Amity School District 4‐J
SCAPPOOSE SCHOOL DISTRICT 1J
REEDSPORT SCHOOL DISTRICT
FOREST GROVE SCHOOL DISTRICT
DAVID DOUGLAS SCHOOL DISTRICT
LOWELL SCHOOL DISTRICT NO.71
TIGARD‐TUALATIN SCHOOL DISTRICT
SHERWOOD SCHOOL DISTRICT 88J
RAINIER SCHOOL DISTRICT
NORTH CLACKAMAS SCHOOL DISTRICT
MONROE SCHOOL DISTRICT NO.1J
CHILDPEACE MONTESSORI
HEAD START OF LANE COUNTY
HARNEY COUNTY SCHOOL DIST. NO.3
NESTUCCA VALLEY SCHOOL DISTRICT NO.101
ARCHBISHOP FRANCIS NORBERT BLANCHET
SCHOOL
LEBANON COMMUNITY SCHOOLS NO.9
MT.SCOTT LEARNING CENTERS
SEVEN PEAKS SCHOOL
DE LA SALLE N CATHOLIC HS
MULTISENSORY LEARNING ACADEMY
MITCH CHARTER SCHOOL
REALMS CHARTER SCHOOL
BAKER SCHOOL DISTRICT 5‐J
PHILOMATH SCHOOL DISTRICT
CLACKAMAS EDUCATION SERVICE DISTRICT
CANBY SCHOOL DISTRICT
OREGON TRAIL SCHOOL DISTRICT NO.46
WEST LINN WILSONVILLE SCHOOL DISTRICT
MOLALLA RIVER SCHOOL DISTRICT NO.35
ESTACADA SCHOOL DISTRICT NO.108
GLADSTONE SCHOOL DISTRICT
ASTORIA SCHOOL DISTRICT 1C
SEASIDE SCHOOL DISTRICT 10
NORTHWEST REGIONAL EDUCATION SERVICE

DISTRICT
VERNONIA SCHOOL DISTRICT 47J
SOUTH COAST EDUCATION SERVICE DISTRICT
COOS BAY SCHOOL DISTRICT NO.9
COOS BAY SCHOOL DISTRICT
NORTH BEND SCHOOL DISTRICT 13
COQUILLE SCHOOL DISTRICT 8
MYRTLE POINT SCHOOL DISTRICT NO.41
BANDON SCHOOL DISTRICT
BROOKING HARBOR SCHOOL DISTRICT NO.17‐
C
REDMOND SCHOOL DISTRICT
DESCHUTES COUNTY SD NO.6 ‐ SISTERS SD
DOUGLAS EDUCATION SERVICE DISTRICT
ROSEBURG PUBLIC SCHOOLS
GLIDE SCHOOL DISTRICT NO.12

11.a
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Appendix G

STATE NOTICE ADDENDUM

81 SOUTH UMPQUA SCHOOL DISTRICT #19
YONCALLA SCHOOL DISTRICT NO.32
ELKTON SCHOOL DISTRICT NO.34
DOUGLAS COUNTY SCHOOL DISTRICT 116
HOOD RIVER COUNTY SCHOOL DISTRICT
PHOENIX‐TALENT SCHOOL DISTRICT NO.4
CENTRAL POINT SCHOOL DISTRICT NO. 6
JACKSON CO SCHOOL DIST NO.9
ROGUE RIVER SCHOOL DISTRICT NO.35
MEDFORD SCHOOL DISTRICT 549C
CULVER SCHOOL DISTRICT NO.

JEFFERSON COUNTY SCHOOL DISTRICT 509‐J
GRANTS PASS SCHOOL DISTRICT 7
LOST RIVER JR/SR HIGH SCHOOL
KLAMATH FALLS CITY SCHOOLS
LANE COUNTY SCHOOL DISTRICT 4J
SPRINGFIELD SCHOOL DISTRICT NO.19
CRESWELL SCHOOL DISTRICT
SOUTH LANE SCHOOL DISTRICT 45J3
LANE COUNTY SCHOOL DISTRICT 69
SIUSLAW SCHOOL DISTRICT
SWEET HOME SCHOOL DISTRICT NO.55
LINN CO. SCHOOL DIST. 95C ‐ SCIO SD
ONTARIO MIDDLE SCHOOL
GERVAIS SCHOOL DIST. #1
NORTH SANTIAM SCHOOL DISTRICT 29J
JEFFERSON SCHOOL DISTRICT
SALEM‐KEIZER PUBLIC SCHOOLS
MT. ANGEL SCHOOL DISTRICT NO.91
MARION COUNTY SCHOOL DISTRICT 103 ‐
WASHINGTON ES
MORROW COUNTY SCHOOL DISTRICT
MULTNOMAH EDUCATION SERVICE DISTRICT
GRESHAM‐BARLOW SCHOOL DISTRICT
DALLAS SCHOOL DISTRICT NO. 2
CENTRAL SCHOOL DISTRICT 13J
St. Mary Catholic School
CROSSROADS CHRISTIAN SCHOOL
ST. ANTHONY SCHOOL
HERITAGE CHRISTIAN SCHOOL
BEND‐LA PINE SCHOOL DISTRICT
GLENDALE SCHOOL DISTRICT
LINCOLN COUNTY SCHOOL DISTRICT
PORTLAND PUBLIC SCHOOLS
REYNOLDS SCHOOL DISTRICT
CENTENNIAL SCHOOL DISTRICT
NOBEL LEARNING COMMUNITIES
St. Stephen's Academy
Salem‐Keizer 24J
McKay High School
Pine Eagle Charter School
Waldo Middle School
hermiston school district
Clear Creek Middle School
Marist High School
Victory Academy
Vale School District No. 84
St. Mary School
Junction City High School
Three Rivers School District
Fern Ridge School District
JESUIT HIGH SCHL EXEC OFC
LASALLE HIGH SCHOOL
Southwest Christian School
Willamette Christian School
Westside Christian High School
CS LEWIS ACADEMY
Portland America School
Forest Hills Lutheran School
Mosier Community School
Koreducators Lep High
Warrenton Hammond School District
Sutherlin School District
Malheur Elementary School District
Ontario School District
Parkrose School District 3
Riverdale School District 51J
Tillamook School District
Madeleine School
Union School District
Helix School District
Molalla River jSchool District
Corvallis School District 509J
Falls City School District #57
Portland Christian Schools
LUCKIAMUTE VALLEY CHARTER SCHOOLS
Deer Creek Elementary School
Yamhill Carlton School District

11.a
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Appendix G

STATE NOTICE ADDENDUM

82 HARRISBURG SCHL DIST
CENTRAL CURRY SCHL DIST#1
BNAI BRITH CAMP
OREGON FOOD BANK
ABIQUA SCHL
Salem keizar school district
Athena Weston School District 29RJ
Imbler School District #11
monument school
PENDLETON SCHOOL DISTRICT #16R
Ohara Catholic School
St. Paul School District
St Paul Parish School
EagleRidge High School
Grant Community School
Northwest Academy
Sunny Wolf Charter School
MCKENZIE SCHOOL DISTRICT 068
L'Etoiile French Immersion School
LA GRANDE SCHOOL DISTRICT 001
Marist Catholic High School
Elgin school dist.

PLEASANT HILL SCH DIST #1
Ukiah School District 80R
North Powder Charter School
French American School
Mastery Learning Institute
North Lake School District 14
Early College High School
Account Type: County (46 records)
GILLIAM COUNTY OREGON
HOUSING AUTHORITY OF CLACKAMAS COUNTY
UMATILLA COUNTY, OREGON
MULTNOMAH LAW LIBRARY
clackamas county
CLATSOP COUNTY
COLUMBIA COUNTY, OREGON
coos county
CROOK COUNTY ROAD DEPARTMENT
CURRY COUNTY OREGON
DESCHUTES COUNTY
GILLIAM COUNTY
GRANT COUNTY, OREGON
HARNEY COUNTY SHERIFFS OFFICE
HOOD RIVER COUNTY
jackson county
josephine county
klamath county
LANE COUNTY
LINN COUNTY
MARION COUNTY , SALEM, OREGON
MULTNOMAH COUNTY
SHERMAN COUNTY
WASCO COUNTY
YAMHILL COUNTY
WALLOWA COUNTY
ASSOCIATION OF OREGON COUNTIES
NAMI LANE COUNTY
BENTON COUNTY
DOUGLAS COUNTY
JEFFERSON COUNTY
LAKE COUNTY
LINCOLN COUNTY
POLK COUNTY
UNION COUNTY
WASHINGTON COUNTY
MORROW COUNTY
NORCOR Juvenile Detention
Tillamook County Estuary
Job Council
BAKER CNTY GOVT
TILLAMOOK CNTY
Wheeler County
Lane County Sheriff's Office
Clackamas County Juvenile Dept
City of Seaside Police Department
Account Type: Non‐Profit (563 records)
Tamarack Aquatic Center
Seven Feathers Casino
St Paul Baptist Church
Long Tom Watershed Council
San Martin Deporres Catholic Church
Portland Parks Foundation
Cedar Hills Baptist Church
Unitarian Universalist Church in Eugene
Emmanuel Bible Church

11.a
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Appendix G

STATE NOTICE ADDENDUM

83 Oregon Farm Bureau
Mt Emily Safe Center
Salem First Presbyterian Church
Rolling Hills Baptist Church
Baker Elks
Gates Community Church of Christ
PIP Corps LLC
Turtle Ridge Wildlife Center
Grande Ronde Model Watershed Foundation
Western Environmental Law Center
Mercy Flights, Inc.

The Christian Church of Hillsboro Oregonb
HHoly Trinity Greek Orthodox Cathedral
MECOP Inc.

Beaverton Christians Church
Oregon Humanities
St. Pius X School
Community Connection of Northeast Oregon,
Inc.

St Mark Presbyterian Church
Living Opportunities, Inc.

Coos Art Museum
OETC
Blanchet House of Hospitality
Merchants Exchange of Portland, Oregon
Coalition for a Livable Future
Central Oregon Visitors Association
Soroptimist International of Gold Beach, OR
Real Life Christian Church
Dayton Christian Church
Delphian School
AVON
EPUD‐Emerald People's Utility District
Human Solutions, Inc.

The Wallace Medical Concern
Boys & Girls Club of Salem, Marion & Polk
Counties
The Ross Ragland Theater and Cultural Center
Cascade Health Solutions
Umpqua Community Health Center
ALZHEIMERS NETWORK OF OREGON
NATIONAL WILD TURKEY FEDERATION
TILLAMOOK ESTUARIES PARTNERSHIP
LIFEWORKS NW
COLLEGE HOUSING NORTHWEST
PARALYZED VETERANS OF AMERICA
Independent Development Enterprise Alliance
MID‐WILLAMETTE VALLEY COMMUNITY
ACTION AGENCY, INC
HALFWAY HOUSE SERVICES, INC.

REDMOND PROFICIENCY ACADEMY
OHSU FOUNDATION

SHELTERCARE
PRINGLE CREEK SUSTAINABLE LIVING CENTER
PACIFIC INSTITUTES FOR RESEARCH
Mental Health for Children, Inc.

The Dreaming Zebra Foundation
LAUREL HILL CENTER
THE OREGON COMMUNITY FOUNDATION
OCHIN
WE CARE OREGON
SE
WORKS
ENTERPRISE FOR EMPLOYMENT AND

EDUCATION
OMNIMEDIX INSTITUTE
PORTLAND BUSINESS ALLIANCE
GATEWAY TO COLLEGE NATIONAL NETWORK
FOUNDATIONS FOR A BETTER OREGON
GOAL ONE COALITION
ATHENA LIBRARY FRIENDS ASSOCIATION
Coastal Family Health Center
CENTER FOR COMMUNITY CHANGE
STAND FOR CHILDREN
ST. VINCENT DEPAUL OF LANE COUNTY
EAST SIDE FOURSQUARE CHURCH
CORVALLIS MOUNTAIN RESCUE UNIT
InventSuccess
SHERIDAN JAPANESE SCHOOL FOUNDATION
The Blosser Center for Dyslexia Resources
MOSAIC CHURCH
HOUSING AUTHORITY OF LINCOLN COUNTY
RENEWABLE NORTHWEST PROJECT
INTERNATIONAL SUSTAINABLE DEVELOPMENT

FOUNDATION
CONSERVATION BIOLOGY INSTITUTE
THE NATIONAL ASSOCIATION OF CREDIT
MANAGEMENT‐OREGON, INC.

BLACHLY LANE ELECTRIC COOPERATIVE
MORNING STAR MISSIONARY BAPTIST

11.a
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Appendix G

STATE NOTICE ADDENDUM

84 CHURCH
NORTHWEST FOOD PROCESSORS

ASSOCIATION
INDEPENDENT INSURANCE AGENTS AND
BROKERS OF OREGON
OREGON EDUCATION ASSOCIATION
HEARING AND SPEECH INSTITUTE INC
SALEM ELECTRIC
MORRISON CHILD AND FAMILY SERVICES
JUNIOR ACHIEVEMENT
CENTRAL BIBLE CHURCH
MID COLUMBIA MEDICAL CENTER‐GREAT 'N
SMALL
TRILLIUM FAMILY SERVICES, INC.

YWCA SALEM
PORTLAND ART MUSEUM
SAINT JAMES CATHOLIC CHURCH
SOUTHERN OREGON HUMANE SOCIETY
VOLUNTEERS OF AMERICA OREGON
CENTRAL DOUGLAS COUNTY FAMILY YMCA
METROPOLITAN FAMILY SERVICE
OREGON MUSUEM OF SCIENCE AND INDUSTRY
FIRST UNITARIAN CHURCH
ST. ANTHONY CHURCH
Good Shepherd Medical Center
Salem Academy
GEN CONF OF SDA CHURCH WESTERN OR
PORTLAND ADVENTIST ACADEMY
ST VINCENT DE PAUL
OUTSIDE IN
UNITED CEREBRAL PALSY OF OR AND SW WA
WILLAMETTE VIEW INC.

PORTLAND HABILITATION CENTER, INC.

OREGON STATE UNIVERSITY ALUMNI

ASSOCIATION
Rose Villa
NORTHWEST LINE JOINT APPRENTICESHIP &
TRAINING COMMITTEE
BOYS AND GIRLS CLUBS OF PORTLAND
METROPOLITAN AREA
Oregon Research Institute
WILLAMETTE LUTHERAN HOMES, INC
LANE MEMORIAL BLOOD BANK
PORTLAND JEWISH ACADEMY
LANECO FEDERAL CREDIT UNION
GRANT PARK CHURCH
ST. MARYS OF MEDFORD, INC.

US CONFERENCE OF MENONNITE BRETHREN

CHURCHES
FAITHFUL SAVIOR MINISTRIES
OREGON CITY CHURCH OF THE NAZARENE
OREGON COAST COMMUNITY ACTION
EDUCATION NORTHWEST
COMMUNITY ACTION TEAM, INC.

EUGENE SYMPHONY ASSOCIATION, INC.

STAR OF HOPE ACTIVITY CENTER INC.

SPARC ENTERPRISES
SOUTHERN OREGON CHILD AND FAMILY
COUNCIL, INC.

SALEM ALLIANCE CHURCH
Lane Council of Governments
FORD FAMILY FOUNDATION
TRAILS CLUB
NEWBERG FRIENDS CHURCH
WOODBURN AREA CHAMBER OF COMMERCE
CONTEMPORARY CRAFTS MUSEUM AND

GALLERY
CITY BIBLE CHURCH
OREGON LIONS SIGHT & HEARING

FOUNDATION
PORTLAND WOMENS CRISIS LINE
THE SALVATION ARMY ‐ CASCADE DIVISION
WILLAMETTE FAMILY
WHITE BIRD CLINIC
GOODWILL INDUSTRIES OF LANE AND SOUTH
COAST COUNTIES
PLANNED PARENTHOOD OF SOUTHWESTERN
OREGON
HOUSING NORTHWEST
OREGON ENVIRONMENTAL COUNCIL
MEALS ON WHEELS PEOPLE, INC.

FAITH CENTER
Bob Belloni Ranch, Inc.

GOOD SHEPHERD COMMUNITIES
SACRED HEART CATHOLIC DAUGHTERS
HELP NOW! ADVOCACY CENTER
TENAS ILLAHEE CHILDCARE CENTER
SUNRISE ENTERPRISES
LOOKING GLASS YOUTH AND FAMILY SERVICES
SERENITY LANE

11.a
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Appendix G

STATE NOTICE ADDENDUM

85 EAST HILL CHURCH
LA GRANDE UNITED METHODIST CHURCH
COAST REHABILITATION SERVICES
Edwards Center Inc
ALVORD‐TAYLOR INDEPENDENT LIVING

SERVICES
NEW HOPE COMMUNITY CHURCH
KLAMATH HOUSING AUTHORITY
QUADRIPLEGICS UNITED AGAINST
DEPENDENCY, INC.

SPONSORS, INC.

COLUMBIA COMMUNITY MENTAL HEALTH
ADDICTIONS RECOVERY CENTER, INC
METRO HOME SAFETY REPAIR PROGRAM
OREGON SUPPORTED LIVING PROGRAM
SOUTH COAST HOSPICE, INC.

ALLFOURONE/CRESTVIEW CONFERENCE CTR.

The International School
REBUILDING TOGETHER ‐ PORTLAND INC.

PENDLETON ACADEMIES
PACIFIC FISHERY MANAGEMENT COUNCIL
DOGS FOR THE DEAF, INC.

PUBLIC DEFENDER SERVICES OF LANE COUNTY,
INC.

EMMAUS CHRISTIAN SCHOOL
DELIGHT VALLEY CHURCH OF CHRIST
SAINT CATHERINE OF SIENA CHURCH
PORT CITY DEVELOPMENT CENTER
VIRGINIA GARCIA MEMORIAL HEALTH CENTER
CENTRAL CITY CONCERN
CANBY FOURSQUARE CHURCH
EMERALD PUD
VERMONT HILLS FAMILY LIFE CENTER
BENTON HOSPICE SERVICE
INTERNATIONAL SOCIETY FOR TECHNOLOGY IN

EDUCATION
COMMUNITY CANCER CENTER
OPEN MEADOW ALTERNATIVE SCHOOLS, INC.

CASCADIA BEHAVIORAL HEALTHCARE
WILD SALMON CENTER
BROAD BASE PROGRAMS INC.

SUNNYSIDE FOURSQUARE CHURCH
TRAINING EMPLOYMENT CONSORTIUM
RELEVANT LIFE CHURCH
211INFO
SONRISE CHURCH
LIVING WAY FELLOWSHIP
Women's Safety & Resource Center
SEXUAL ASSAULT RESOURCE CENTER
IRCO
NORTHWEST YOUTH CORPS
TILLAMOOK CNTY WOMENS CRISIS CENTER
SECURITY FIRST CHILD DEVELOPMENT CENTER
CLASSROOM LAW PROJEC
T
YOUTH GUIDANCE ASSOC.

PREGNANCY RESOUCE CENTERS OF GRETER

PORTLAND
ELMIRA CHURCH OF CHRIST
JASPER MOUNTAIN
ACUMENTRA HEALTH
WORKSYSTEMS INC
COVENANT CHRISTIAN HOOD RIVER
OREGON DONOR PROGRAM
NAMI OREGON
OLIVET BAPTIST CHURCH
SILVERTON AREA COMMUNITY AID
CONFEDERATED TRIBES OF GRAND RONDE

NEIGHBORIMPACT
CATHOLIC COMMUNITY SERVICES
NEW AVENUES FOR YOUTH INC
LA CLINICA DEL CARINO FAMILY HEALTH CARE
CENTER
DECISION SCIENCE RESEARCH INSTITUTE, INC.

WESTERN STATES CENTER
HIV ALLIANCE,
INC
PARTNERSHIPS IN COMMUNITY LIVING, INC.

FANCONI ANEMIA RESEARCH FUND INC.

BLIND ENTERPRISES OF OREGON
OREGON BALLET THEATRE
SMART
All God's Children International
FARMWORKER HOUISNG DEV CORP
UMPQUA COMMUNITY DEVELOPMENT

CORPORATION
REGIONAL ARTS AND CULTURE COUNCIL
THE EARLY EDUCATION PROGRAM, INC.

MACDONALD CENTER
EVERGREEN AVIATION MUSEUM AND CAP.

MICHAEL KING.

SELF ENHANCEMENT INC.

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Appendix G

STATE NOTICE ADDENDUM

86 FRIENDS OF THE CHILDREN
SOUTH LANE FAMILY NURSERY DBA FAMILY
RELIEF NURSE
COMMUNITY VETERINARY CENTER
PORTLAND SCHOOLS FOUNDATION
SUSTAINABLE NORTHWEST
OREGON DEATH WITH DIGNITY
BIRCH COMMUNITY SERVICES, INC.

BAY AREA FIRST STEP, INC.

OSLC COMMUNITY PROGRAMS
EN AVANT, INC.

ASHLAND COMMUNITY HOSPITAL
NORTHWEST ENERGY EFFICIENCY ALLIANCE
BONNEVILLE ENVIRONMENTAL FOUNDATION
SUMMIT VIEW COVENANT CHURCH
SALMON‐SAFE INC.

BETHEL CHURCH OF GOD
PROVIDENCE HOOD RIVER MEMORIAL

HOSPITAL
SAINT ANDREW NATIVITY SCHOOL
BARLOW YOUTH FOOTBALL
SPOTLIGHT THEATRE OF PLEASANT HILL
FAMILIES FIRST OF GRANT COUNTY, INC.

TOUCHSTONE PARENT ORGANIZATION
CANCER CARE RESOURCES
CASCADIA REGION GREEN BUILDING COUNCIL
SHERMAN DEVELOPMENT LEAGUE, INC.

SCIENCEWORKS
WORD OF LIFE COMMUNITY CHURCH
SOCIAL VENTURE PARTNERS PORTLAND
OREGON PROGRESS FORUM
CENTER FOR RESEARCH TO PRACTICE
WESTERN RIVERS CONSERVANCY
UNITED WAY OF THE COLUMBIA WILLAMETTE
EUGENE BALLET COMPANY
EAST WEST MINISTRIES INTERNATIONAL
SISKIYOU INITIATIVE
EDUCATIONAL POLICY IMPROVEMENT CENTER
North Pacific District of Foursquare Churches
CATHOLIC CHARITIES
FIRST CHURCH OF THE NAZARENE
WESTSIDE BAPTIST CHURCH
Housing Development Center
Little Promises Chlildren's Program
UNION GOSPEL MISSION
GRACE BAPTIST CHURCH
COMMUNITY ACTION ORGANIZATION
OUTSIDE IN
MAKING MEMORIES BREAST CANCER
FOUNDATION, INC.

ELAW
COMMUNITY HEALTH CENTER, INC
Greater Portland INC
Boys & Girls Club of Corvallis
Southeast Uplift Neighborhood Coalition
First United Presbyterian Church
PDX Wildlife
Jackson‐Josephine 4‐C Council
North Coast Family Fellowship
Childswork Learning Center
New Artists Performing Arts Productions, Inc.

Relief Nursery
St. Mary's Episcopal Church
Viking Sal Senior Center
Boys and Girls Club of the rogue valley
DrupalCon Inc., DBA Drupal Association
Albany Partnership for Housing and
Community Development
Hermiston Christian Center & School
Dress for Success Oregon
Beaverton Rock Creek Foursquare Church
St Paul Catholic Church
St Mary's Catholic School and Parish
Polk Soil and Water Conservation District
Street Ministry
La Grande Church of the Nazarene
Spruce Villa, Inc.

House of Prayer for All Nations
Sacred Heart Catholic Church
African American Health Coaliton, Inc.

Happy Canyon Company
Village Home Education Resource Center
Monet's Children's Circle
Cascade Housing Association
Dayspring Fellowship
Northwest Habitat Institute
Winding Waters Medical Clinic
First Baptist Church

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Appendix G

STATE NOTICE ADDENDUM

87 The Nature Conservancy, Willamette Valley
Field Office
Serenity Lane Health Services
Portland Community Reinvestment Initiatives,
Inc.

GeerCrest Farm & Historical Society
College United Methodist Church
NEDCO
Salem Evangelical Church
Daystar Education, Inc.

Oregon Social Learning Center
Pain Society of Oregon
environmental law alliance worldwide
Community in Action
Safe Harbors
FIRST CHRISTIAN CHURCH
Pacific Classical Ballet
Depaul Industries
African American Health Coalition
Jesus Prayer Book
Coalition Of Community Health
River Network
CCI Enterprises Inc
Oregon Nurses Association
GOODWILL INDUSTRIES OF THE COLUMBIA

WILLAMETTE
Mount Angel Abbey
YMCA OF ASHLAND
YMCA OF COLUMBIA‐WILLAMETTE
ASSOCIATION SERVICES
Multnomah Law Library
Friends Of Tryon Creek State P
Ontrack Inc.

Calvin Presbyterian Church
HOLT INTL CHILD
St John The Baptist Catholic
Portland Foursquare Church
Portland Christian Center
Church Extension Plan
Occu Afghanistan Relief Effort
EUGENE FAMILY YMCA
Christ The King Parish and School
Newberg Christian Church
First United Methodist Church
Zion Lutheran Church
Southwest Bible Church
Community Works Inc
Masonic Lodge Pearl 66
Molalla Nazarene Church
Transition Projects, Inc
St Michaels Episcopal Church
Saint Johns Catholich Church
Access Inc
Community Learning Center
Old Mill Center for Children and Families
Sunny Oaks Inc
Hospice Center Bend La Pine
Westside Foursquare Church
Relief Nursery Inc
Morning Star Community Church
MULTNOMAH DEFENDERS INC
Providence Health System
Holy Trinity Catholic Church
Holy Redeemer Catholic Church
Alliance Bible Church
CARE OREGON
Mid Columbia Childrens Council
HUMANE SOCIETY OF REDMOND
Our Redeemer Lutheran Church
Kbps Public Radio
Skyball Salem Keizer Youth Bas
Open Technology Center
Grace Chapel
CHILDREN'S MUSEUM 2ND
Solid Rock
West Chehalem Friends Church
Guide Dogs For The Blind
Aldersgate Camps and Retreats
St. Katherine's Catholic Church
The Alliance NW of the Christian & Missionary
Alliance
Bags of Love
Grand View Baptist Church
Green Electronics Council
Scottish Rite
Western Wood Products Association
THE NEXT DOOR
NATIONAL PSORIASIS FOUNDATION
NEW BEGINNINGS CHRISTIAN CENTER

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Appendix G

STATE NOTICE ADDENDUM

88 HIGHLAND UNITED CHURCH OF CHRIST
OREGON REPERTORY SINGERS
HIGHLAND HAVEN
FAIR SHARE RESEARCH AND EDUCATION FUND
Oregon Satsang Society, Inc., A chartered
Affiliate of ECKANKAR , ECKA
First Baptist Church of Enterprise
The Canby Center
Instituto de Cultura y Arte In Xochitl In Cuicatl
OSLC COMMUNITY PROGRAMS OCP
Oregon Nikkei Endowment
Eastern Oregon Alcoholism Foundation
Grantmakers for Education
The Spiral Gallery
The ALS Association Oregon and SW
Washington Chapter
Children's Relief Nursery
Home Builders
World of Speed
SW Community Health Center
Energy Trust of Oregon
St. Vincent de Paul Church
Fr. Bernard Youth Center
Oregon Psychoanalytic Center
Store to Door
Depaul Industries
North Coast Christian Church
Union County Economic Development Corp.

Camelto Theatre Company
Camp Fire Columbia
TAKE III OUTREACH
Rolling Hills Community Church
Summa Institute
Amani Center
Billy Webb Elks lodge #1050
Sandy Seventh‐day Adventist Church
Muddy Creek Charter School
A FAMILY FOR EVERY CHILD
1000 FRIENDS OF OREGON
NONPROFIT ASSOCIATION OF OREGON
FAMILY CARE INC
MEDICAL TEAMS INTL
Clean Slate Canine Rescue & Rehabilitation
St. Martins Episcopal church
Food for Lane County
columbia gorge discovery center and museum
NAMI of Washington County
The Dalles Art Association
Temple Beth Israel
Willamette Leadership Academy/Pioneer
Youth Corps Of Oregon
Rose Haven
Sexual Assault Support Services
The Inn Home for Boys, Inc.9138
Oregon Technical Assistance Corporation
Education Travel & Culture, Inc.

Rural Development Initiatives
Jason Lee Manor/UMRC
YMCA of Marion and Polk Counties
Faith Christian Fellowship
Brookings Elks Lodge
Fund For Christian Charity
Deer Meadow Assisted Living
Umpqua Basin Water Association
The Church of Christ of Latter Day Saints
300 Main Inc
Southwestern Oregon Public Defender
Services, Inc.

Albertina Kerr Centers
Dufur Christian Church
St. Matthew Catholic School
Serendipity Center Inc
Northwest Family Services
Network Charter School
Ride Connecton
Parenting Now!
USO Northwest
Norkenzie Christian Church
Evergreen Wings and Waves
Ascension Episcopal Parish
Center for Family Development
West Salem Foursquare Church
Mount Pisgah Arboretum
Lower Columbia Estuary Partnership
Oasis Shelter Home
Nehalem Bay House
p:ear
Health Share of Oregon

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Appendix G

STATE NOTICE ADDENDUM

89 St. Peter Catholic Church
Mid Willamette Valley Community Action
A Hope For Autism Foundation
Breast Friends
SEPTL Southeast Portland Tool Library
National Christian Community Foundation
Legal Aid Services of Oregon LITC
Willamette Valley Babe Ruth
Center For Continuous Improvement
SEIU Local 49
Emerald Media Group
Trillium Sprigs
Youth Dynamics
Ashland Art Center
Apostolic Church of Jesus Christ
DOUGLAS FOREST PROTECTIVE
Oregon Lyme Disease Network
Ecotrust
SPECIAL MOBILITY SERVICES
Historical Outreach Foundation
Teras Interventions and Counseling Inc
Salem Area Chamber of Commerce
First Congregational Chrch
OREGON STATE FAIR
Ronald McDonald House Charities of Oregon &
Southwest Washington
Center for Human Development
Bridges to Change
DePaul Treatment Centers, Inc.

Mission Increase Foundation
Curry Public Transit Inc
THREE RIVERS CASINO
Brookings Harbor Christian School
Yamhill Community Care Organization
Portland Japanese Garden
The Madeleine Parish
The Tucker‐Maxon Oral School
Southwest Neighborhoods, Inc
Wallowa Valley Center For Wellness
KIDS INTERVENTION AND DIAGNOSTIC CENTER
Portland Yacht Club
League of Women Voters
United Way of Lane County
Unithed Way
Portland Oregon Visitors Association
Southern Oregon Project Hope
Our United Villages
Samaritan Health Services Inc.

Kilchis House
Calvary Assembly of God
Lake Grove Presbyterian Church
Grace Lutheran School
Western Mennonite School
OEA CHOICE TRUST
American Tinnitus Association
Oregon Coast Aquarium, Inc.

Unitus Community Credit Union
St John the Baptist Greek Orthodox Church
COLUMBIA PACIFIC ECONOMIC DEVELOPMENT
DISTRICT OF OREGON
Oregon Rural Electric Cooperative Association
THE MILL CASINO
Account Type: College and University (32
records)
Oregon State University
Treasure Valley Community College
Unviersity of Oregon
OREGON UNIVERSITY SYSTEM
WESTERN STATES CHIROPRACTIC COLLEGE
GEORGE FOX UNIVERSITY
LEWIS AND CLARK COLLEGE
PACIFIC UNIVERSITY
REED COLLEGE
WILLAMETTE UNIVERSITY
LINFIELD COLLEGE
MULTNOMAH BIBLE COLLEGE
NORTHWEST CHRISTIAN COLLEGE
NATIONAL COLLEGE OF NATURAL MEDICINE
BLUE MOUNTAIN COMMUNITY COLLEGE
PORTLAND STATE UNIV.

CLACKAMAS COMMUNITY COLLEGE
MARYLHURST UNIVERSITY
OREGON HEALTH AND SCIENCE UNIVERSITY
BIRTHINGWAY COLLEGE OF MIDWIFERY
pacific u
UNIVERSITY OF OREGON
CONCORDIA UNIV

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Appendix G

STATE NOTICE ADDENDUM

90 Marylhurst University
Corban College
UNIVERSITY OF PORTLAND
Portland Actors Conservatory
University Of Oregon Athletics Department
Ecola Bible School
Beta Omega Alumnae
Oregon Institute of Technology
EASTERN OREGON UNIVERSITY
Account Type: Other (51 records)
Clackamas River Water Providers
eickhoff dev co inc
The Klamath Tribe
Cannon Beach Fire
Life Flight Network LLC
COVENANT RETIREMENT COMMUNITIES
PENTAGON FEDERAL CREDIT UNION
SAIF CORPORATION
GREATER HILLSBORO AREA CHAMBER OF

COMMERCE
LANE ELECTRIC COOPERATIVE
USAGENCIES CREDIT UNION
DOUGLAS ELECTRIC COOPERATIVE, INC.

ROGUE FEDERAL CREDIT UNION
PACIFIC CASCADE FEDERAL CREDIT UNION
LOCAL GOVERNMENT PERSONNEL INSTITUTE
GRANTS PASS MANAGEMENT SERVICES, DBA
SPIRIT WIRELESS
Kartini Clinic
OFFICE OF PUBLIC DEFENSE SERVICES
Clatskanie People's Utility District
MARION COUNTY HEALTH DEPT
Ricoh USA
Heartfelt Obstetrics & Gynecology
Coquille Economic Development Corporation
Cintas
CITY/COUNTY INSURANCE SERVICE
COMMUNITY CYCLING CENTER
Shangri La
Portland Impact
Eagle Fern Camp
KLAMATH FAMILY HEAD START
RIVER CITY DANCERS
Oregon Permit Technical Association
KEIZER EAGLES AERIE 3895
Pgma/Cathie Bourne
Sunrise Water
Burns Paiute Tribe
Oregon Public Broadcasting
La Grande Family Practice
SELCO Community Credit Union
Sphere MD
sunrise water authority
OREGON JUDICIAL DEPARTMENT
Confederated Tribes of Warm Springs
Halsey‐Shedd Fire District
Nez Perce Tribe
Obsidian Urgent Care, P.C.

First Presbyterian Church of La Grande
CONFLUENCE ENVIRONMENTAL CENTE
A&I Benefit Plan Administrators, Inc.
crescent grove cemetery
Account Type: City Special District (19
records)
Molalla Rural Fire Protection District
MONMOUTH ‐ INDEPENDENCE NETWORK
MALIN COMMUNITY PARK AND RECREATION

DISTRICT
TILLAMOOK PEOPLES UTILITY DISTRICT
GLADSTONE POLICE DEPARTMENT
GOLD BEACH POLICE DEPARTMENT
THE NEWPORT PARK AND RECREATION
CENTER
RIVERGROVE WATER DISTRICT
WEST VALLEY HOUSING AUTHORITY
TUALATIN VALLEY FIRE & RESCUE
GASTON RURAL FIRE DEPARTMENT
CITY COUNTY INSURANCE SERVICES
METRO
SUNSET EMPIRE PARK AND RECREATION
SPRINGFIELD UTILITY BOARD
Tillamook Urban Renewal Agency
Netarts Water District
City of Nehalem
Boardman
Rural Fire Protection District
Account Type: Independent Special District
(47 records)

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Appendix G

STATE NOTICE ADDENDUM

91 Silverton Fire District
Lewis and Clark Rural Fire Protection District
Rainbow Water District
Illinois Valley Fire District
PORT OF TILLAMOOK BAY
TRI‐COUNTY HEALTH CARE SAFETY NET

ENTERPRISE
METROPOLITAN EXPOSITION‐RECREATION

COMMISSION
REGIONAL AUTOMATED INFORMATION

NETWORK
OAK LODGE WATER DISTRICT
THE PORT OF PORTLAND
WILLAMALANE PARK AND RECREATION

DISTRICT
TUALATIN VALLEY WATER DISTRICT
UNION SOIL & WATER CONSERVATION

DISTRICT
LANE EDUCATION SERVICE DISTRICT
TUALATIN HILLS PARK AND RECREATION

DISTRICT
PORT OF SIUSLAW
CHEHALEM PARK AND RECREATION DISTRICT
PORT OF ST HELENS
LANE TRANSIT DISTRICT
CENTRAL OREGON INTERGOVERNMENTAL

COUNCIL
HOODLAND FIRE DISTRICT NO.74
MID COLUMBIA COUNCIL OF GOVERNMENTS
WEST MULTNOMAH SOIL AND WATER
CONSERVATION DISTRICT
SALEM AREA MASS TRANSIT DISTRICT
Banks Fire District #13
KLAMATH COUNTY 9‐1‐1
GLENDALE RURAL FIRE DISTRICT
COLUMBIA 911 COMMUNICATIONS DISTRICT
CLACKAMAS RIVER WATER
NW POWER POOL
Lowell Rural Fire Protection District
TriMet Transit
Estacada Rural Fire District
Keizer Fire District
State Accident Insurance Fund Corporation
Bend Metro Park & Recreation District
Port of Hood River
La Pine Park & Recreation District
Siuslaw Public Library District
Columbia River Fire & Rescue
Fern Ridge Library District
Seal Rock Water District
Rockwood Water P.U.D.

Tillamook Fire District
Tillamook County Transportation Dist
Central Lincoln People's Utility District
Jefferson Park and Recreation
Account Type: City (146 records)
City of Monmouth / Public Works
McMinnville Police Department
City of Sublimity
City of Central Point Parks and Recreation
Gearhart Fire Department
Brookings Fire / Rescue
City of Veneta
CITY OF DAMASCUS
Hermiston Fire & Emergency Svcs
CEDAR MILL COMMUNITY LIBRARY
CITY OF LAKE OSWEGO
EUGENE WATER & ELECTRIC BOARD
LEAGUE OF OREGON CITIES
CITY OF SANDY
CITY OF ASTORIA OREGON
CITY OF BEAVERTON
CITY OF BOARDMAN
CITY OF CANBY
CITY OF CANYONVILLE
CITY OF CENTRAL POINT POLICE DEPARTMENT
CITY OF CLATSKANIE
CITY OF CONDON
CITY OF COOS BAY
CITY OF CORVALLIS
CITY OF CRESWELL
CITY OF ECHO
CITY OF ESTACADA
CITY OF EUGENE
CITY OF FAIRVIEW
CITY OF GEARHART
CITY OF GOLD HILL
CITY OF GRANTS PASS

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Appendix G

STATE NOTICE ADDENDUM

92 CITY OF GRESHAM
CITY OF HILLSBORO
CITY OF HOOD RIVER
CITY OF JOHN DAY
CITY OF KLAMATH FALLS
CITY OF LA GRANDE
CITY OF MALIN
CITY OF MCMINNVILLE
CITY OF HALSEY
CITY OF MEDFORD
CITY OF MILL CITY
CITY OF MILWAUKIE
CITY OF MORO
CITY OF MOSIER
CITY OF NEWBERG
CITY OF OREGON CITY
CITY OF PILOT ROCK
CITY OF POWERS
RAINIER POLICE DEPARTMENT
CITY OF REEDSPORT
CITY OF RIDDLE
CITY OF SCAPPOOSE
CITY OF SEASIDE
CITY OF SILVERTON
CITY OF STAYTON
City of Troutdale
CITY OF TUALATIN, OREGON
CITY OF WARRENTON
CITY OF WEST LINN/PARKS
CITY OF WOODBURN
CITY OF TIGARD, OREGON
CITY OF AUMSVILLE
CITY OF PORT ORFORD
CITY OF EAGLE POINT
CITY OF WOOD VILLAGE
St. Helens, City of
CITY OF WINSTON
CITY OF COBURG
CITY OF NORTH PLAINS
CITY OF GERVAIS
CITY OF YACHATS
FLORENCE AREA CHAMBER OF COMMERCE
PORTLAND DEVELOPMENT COMMISSION
CITY OF CANNON BEACH OR
CITY OF ST. PAUL
CITY OF ADAIR VILLAGE
CITY OF WILSONVILLE
CITY OF HAPPY VALLEY
CITY OF SHADY COVE
CITY OF LAKESIDE
CITY OF MILLERSBURG
CITY OF GATES
KEIZER POLICE DEPARTMENT
CITY OF DUNDEE
CITY OF AURORA
THE CITY OF NEWPORT
CITY OF ALBANY
CITY OF ASHLAND
CITY OF LEBANON
CITY OF PORTLAND
CITY OF SALEM
CITY OF SPRINGFIELD
CITY OF BURNS
CITY OF COTTAGE GROVE
CITY OF DALLAS
CITY OF FALLS CITY
CITY OF PHOENIX
CITY OF PRAIRIE CITY
CITY OF REDMOND
CITY OF SHERWOOD
City of junction city
City of Florence
City of Dayton
City of Monmouth
City of Philomath
City of Sheridan
Seaside Public Library
City of Yoncalla
La Grande Police Department
Cove City Hall
NW PORTLAND INDIAN HEALTH BOARD
Portland Patrol Services
City Of Bend
City Of Coquille
City Of Molalla
ROCKWOOD WATER PEOPLE'S UTILITY

DISTRICT
City of St. Helens

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Appendix G

STATE NOTICE ADDENDUM

93 City of North Powder
City of Cornelius, OR
Toledo Police Department
City of Independence
City of Baker City
McMinnville Water & Light
City of Pendleton Parks & Recreation
CITY OF SWEETHOME
CITY OF THE DALLES
CLACKAMAS FIRE DIST#1
DESCHUTES PUBLIC LIBRARY
City of Ontario
City of Corvallis Parks and Recreation
North Lincoln Fire & Rescue #1
City of Harrisburg
Gladstone Public Library
Seaside Fire & Rescue
City of Union
City of Richland
CITY OF LINCOLN CITY
City of Donald
City of Milton‐Freewater
CITY OF SCIO
City of Forest Grove
City Govrnment
City of Mt. Angel
Albany Police Department
Account Type: County Special District (32
records)
Umatilla Electric Cooperative
WATER ENVIRONMENT SERVICES
Polk County Fire District No.1
Netarts‐Oceanside RFPD
UIUC
Rogue River Fire District
Aurora Rural FIre District
Tillamook County Emergency Communications
District
Southern Coos Hospital
Oregon Cascades West Council of
Governments
MULTONAH COUNTY DRAINAGE DISTRICT #1
PORT OF BANDON
OR INT'L PORT OF COOS BAY
MID‐COLUMBIA CENTER FOR LIVING
DESCHUTES COUNTY RFPD NO.2
YOUNGS RIVER LEWIS AND CLARK WATER

DISTRICT
PACIFIC STATES MARINE FISHERIES

COMMISSION
HOUSING AUTHORITY AND COMMUNITY
SERVICES AGENCY
CENTRAL OREGON IRRIGATION DISTRICT
MARION COUNTY FIRE DISTRCT #1
COLUMBIA RIVER PUD
SANDY FIRE DISTRICT NO. 72
BAY AREA HOSPITAL DISTRICT
NEAH KAH NIE WATER DISTRICT
PORT OF UMPQUA
EAST MULTNOMAH SOIL AND WATER

CONSERVANCY
Benton Soil & Water Conservation District
DESCHUTES PUBLIC LIBRARY SYSTEM
North Douglas County Fire & EMS
Crooked River Ranch Rural Fire Protection
District
PARROTT CREEK CHILD & FAM
South Lane County Fire And Rescue
Account Type: Community College (13
records)
CENTRAL OREGON COMMUNITY COLLEGE
LANE COMMUNITY COLLEGE
MT. HOOD COMMUNITY COLLEGE
LINN‐BENTON COMMUNITY COLLEGE
SOUTHWESTERN OREGON COMMUNITY

COLLEGE
PORTLAND COMMUNITY COLLEGE
CHEMEKETA COMMUNITY COLLEGE
COLUMBIA GORGE COMMUNITY COLLEGE
TILLAMOOK BAY COMMUNITY COLLEGE
KLAMATH COMMUNITY COLLEGE DISTRICT
Oregon Coast Community College
Clatsop Community College
North Portland Bible College
Account Type: State Agency (40 records)
Teacher Standards and Pracitices Commission
Oregon Forest Resources Institute

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Appendix G

STATE NOTICE ADDENDUM

94 Office of the Ong Term Care Ombudsman
Oregon State Lottery
OREGON TOURISM COMMISSION
OREGON STATE POLICE
OFFICE OF THE STATE TREASURER
OREGON DEPT. OF EDUCATION
SEIU LOCAL 503, OPEU
OREGON DEPARTMENT OF FORESTRY
OREGON STATE DEPT OF CORRECTIONS
OREGON CHILD DEVELOPMENT COALITION
OFFICE OF MEDICAL ASSISTANCE PROGRAMS
OREGON OFFICE OF ENERGY
OREGON STATE BOARD OF NURSING
BOARD OF MEDICAL EXAMINERS
OREGON LOTTERY
OREGON BOARD OF ARCHITECTS
SANTIAM CANYON COMMUNICATION CENTER
OREGON DEPT OF TRANSPORTATION
OREGON TRAVEL INFORMATION COUNCIL
OREGON DEPARTMENT OF EDUCATION
OREGON DEPT. OF CORRECTIONS
DEPARTMENT OF ADMINISTRATIVE SERVICES
Oregon Board of Massage Therapists
Oregon Tradeswomen
Oregon Convention Center
OREGON SCHL BRDS ASSOCIAT
Central Oregon Home Health and Hos
Oregon Health Care Quality Cor
OREGON DEPARTMENT OF HUMAN SERVICES
Oregon Air National Guard
Training & Employment
BIENESTAR, INC.

State of Oregon ‐ Department of
Administrative Services
Aging and People with Disabilities
Procurement Services/DAS
STATE OF OREGON
City of Astoria Fire Department
Columbia Gorge ESD
Account Type: Consolidated City/County (4
records)
City of Carlton
City of Pendleton Convention Center
Nehalem Bay Wastewater
Association of Oregon Community Mental
Health Programs
Account Type: Federal (6 records)
US FISH AND WILDLIFE SERVICE
Bonneville Power Administration
Oregon Army National Guard
USDA Forest Service
Yellowhawk Tribal Health Center
ANGELL JOB CORPS
Account Type: Housing Authority (7 records)
Coquille Indian Housing Authority
HOUSING AUTHORITY OF PORTLAND
NORTH BEND CITY‐ COOS/URRY HOUSING

AUTHORITY
MARION COUNTY HOUSING AUTHORITY
HOUSING AUTHORITY OF THE CITY OF SALEM
Housing Authority of Yamhill County
The Housing Authority of the County of
Umatilla

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Appendix G

FEMA STANDARD TERMS AND CONDITIONS ADDENDUM FOR CONTRACTS AND GRANTS

95 If any purchase made under the Master Agreement is funded in whole or in part by Federal Emergency Management Agency (“FEMA”) grants, Contractor shall comply with all federal laws and regulations applicable to the receipt of FEMA grants, including, but not limited to the contractual procedures set forth in Title 44 of t he Code of Federal Regulations, Part 13 (“44 CFR 13”).

In addition, Contractor agrees to the following specific provisions:

1. Pursuant to 44 CFR 13.36(i)(1), County is entitled to exercise all administrative, contractual, or other remedies permitted by law to enforce Contractor’s compliance with the terms of this Master Agreement, including but not limited to those remedies set forth at 44 CFR 13.43.

2. Pursuant to 44 CFR 13.36(i)(2), County may terminate the Master Agreement for cause or convenience in accordance with the procedur es set forth in the Master Agreement and those provided by 44 CFR 13.44.

3. Pursuant to 44 CFR 13.36(i)(3)-(6)(12), an d (13), Contractor shall comply with the following federal laws:

a. Executive Order 11246 of Septem ber 24, 1965, entitled “Equal Employment Opportunity,” as amended by Executive Order 11375 of October 13, 1967, and as supplemented in Department of Labor (“DOL”) regulations (41 CFR Ch. 60);

b. Copeland “Anti-Kickback” Act (18 U.S.C. 874), as supplemented in DOL regulations (29 CFR Part 3);

c. Davis-Bacon Act (40 U.S.C. 276a-276a-7) as supplemented by DOL regulations (29 CFR Part 5);

d. Section 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 327-330) as supplemented by DOL regulations (29 CFR Part 5);

e. Section 306 of the Clean Air Act ( 42 U.S.C. 1857(h), sectio n 508 of the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and Environmental Protection Agency regulations (40 CFR part 15); and

f. Mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan is sued in compliance with the Energy Policy and Conservation Act (Pub. L. 94-163, 89 Stat. 871).

4. Pursuant to 44 CFR 13.36(i)(7), Contract or shall comply with FEMA requirements and regulations pertaining to reporting, including but not limited to those set forth at 44 CFR 40 and

41. 5. Pursuant to 44 CFR 13.36(i)(8), Contractor agrees to the following provisions regarding patents:

a. All rights to inventions and/or disc overies that arise or are developed, in the course of or under this Agreement, shall belong to the County and be disposed of in accordance with County policy. The County, at its own discretion, may file for patents in connection with all rights to any such inventions and/or discoveries.

6. Pursuant to 44 CFR 13.36(i)(9), Contractor agrees to the following provisions, regarding

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Appendix G

FEMA STANDARD TERMS AND CONDITIONS ADDENDUM FOR CONTRACTS AND GRANTS

96 copyrights:

a. If this Agreement results in any c opyrightable material or inventions, in accordance with 44 CFR 13.34, FEMA reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, publish or otherwise use, for Federal Government purposes:

(1) The copyright in any work developed under a grant or contract; and (2) Any rights of copyright to which a grant ee or a contactor purchases ownership with grant support.

7. Pursuant to 44 CFR 13.36(i)(10), Contra ctor shall maintain any books, documents, papers, and records of the Contractor which are di rectly pertinent to this Master Agreement. At any time during normal business hours and as often as County deems necessary, Contractor shall permit County, FEMA, the Comptroller Gene ral of United States, or any of their duly authorized representatives to inspect and photocopy such records for the purpose of making audit, examination, excerpts, and transcriptions.

8. Pursuant to 44 CFR 13.36(i)(11), Contractor shall retain all required records for three years after FEMA or County makes final paym ents and all other pending matters are closed. In addition, Contractor shall comply with record retention requirements set forth in 44 CFR 13.42.

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Appendix G

COMMUNITY DEVELOPMENT BLOCK GRANT ADDENDUM
97 Purchases made under this contract may be partially or fully funded with federal grant funds. Funding for this work may include Federal Funding sources, in cluding Community Development Block Grant (CDBG) funds from the U.S. Department of Housing and Ur ban Development. When such funding is provided, Contractor shall comply with all terms, conditi ons and requirements enumerated by the grant funding source, as well as requirements of the State statutes for which the contract is utilized, whichever is the more restrictive requirement. When using Federal F unding, Contractor shall comply with all wage and latest reporting provisions of the Federal Davis-Bac on Act. HUD-4010 Labor Provisions also applies to this contract.

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Attachment 1

SCENARIOS
98 Scenario #1

A metropolitan County has decided to procure and implement a Body Camera system in its County.

The County’s police force consists of 250 officers with multiple stations throughout the County.

Your response should include the following:

 All Hardware necessary for this project (Assume that no current hardware exists that can support this addition to the infrastructure). Examples include but are not limited to:
cameras, servers, computers, and peripherals associated with these items.  All Services necessary for implementation, testing, training and support (Use labor categories proposed).
 Software – any and all software associated with the capture, interface, storage and redaction of data.
 If proposing a solution, be sure to include all of the items above.  Interfaces to be considered but not limited to are: CAD, records management  Security of all data
 Cloud solutions for storage if offered including the security of your cloud solution  Redaction services
 Annual maintenance and support costs

Scenario #2

A metropolitan City has decided to procure and implement a human services case management system in their jurisdiction for the provision of intakes, assessments, determining eligibility, case notes, tracking client progress, measuring outcomes, providing referrals.

The City currently has 50 case workers and 7,500 consumers of services.

Your response should include the following:

 All Hardware necessary for this project (Assume that no current hardware exists that can support this addition to the infrastructure). Examples include but are not limited to:
laptops for case workers, servers, and peripherals associated with these items.  All Services necessary for implementation, testing, training and support (Use labor categories proposed).
 Software – any and all software associated with the capture, interface, storage and redaction of data.
 Include all interfaces to be considered, including but not limited to records management, court records, and health data.
 Security of all data
 Cloud solutions for storage if offered including the security of your cloud solution  Redaction services
 Annual maintenance and support costs

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Colton City CouncilSeptember 6, 2022

Colton City Council
September 6, 2022