SCHEDULE OF VALUES 01298-2
E. Attached are samples of the Schedule of Values. The City will provide project specific Schedule of Values for the CONTRACTOR to use throughout the project at the Preconstruction Meeting. The Schedule of Values must be used by the CONTRATRACTOR at the time of each progress payment.
END OF SECTION
SCHEDULE OF VALUES 01298-3
SCHEDULE OF VALUES 01298-4
SCHEDULE OF VALUES 01298-5
CONSTRUCTION SCHEDULE 01321-1
SECTION 01321 CONSTRUCTION SCHEDULE
1. THE REQUIREMENT
A. It is expressly understood and agreed that the time of beginning, the rate of progress, and the time of completion of the Work are of the essence of this Contract.
B. The CONTRACTOR’S representative in charge of scheduling is required to attend all meetings pertaining to scheduling and progress of the Work.
C. The CONTRACTOR shall submit to the ENGINEER 3 hard copies and the electronic file of the CONTRACTOR'S Construction Schedule (the schedule) at the time of the preconstruction meeting. The schedule shall be either a Critical Path Method (CPM) Network or a detailed Bar Chart with the critical path clearly shown. If the CPM network option is used, then Primavera Project Management or Microsoft Project shall be the scheduling software. If a detail Bar Chart is used, Microsoft Excel shall be the software utilized. The schedule shall include the following:
1. Activity ID,
2. Activity Description,
3. Start date for each activity,
4. Finish date for each activity,
5. Original duration,
6. Predecessor,
7. Successor,
8. Percent Complete,
9. Remaining Days.
A minimum of seven (7) calendar days for review of each schedule. Schedule activities shall be of sufficient detail to assure adequate planning has been done for proper execution of the Work and such that, in the sole judgement of the ENGINEER, it provides an appropriate basis for monitoring progress. The schedule shall begin with the date of issuance of the Notice to Proceed and conclude with the date of Final Completion shown in the Contract. Submittal and approval of the schedule in accordance with the requirements of this Section is a condition precedent to the issuance of any payments under this Contract. Once the schedule is approved it will become the baseline schedule and must be shown and compared on all subsequent schedule submittals.
D. Float, slack time, or contingency within the schedule (i.e., the difference in time between the project's early completion date and the required Contract Completion date), and total float within the schedule, is not for the exclusive use of either the CITY or the CONTRACTOR, but is a jointly owned expiring resource available to and shared by both parties. Pursuant to this float sharing requirement, use of CONSTRUCTION SCHEDULE 01321-2
float suppression techniques shall be cause for rejection of the schedule and any revisions or updates.
E. Time extensions shall not be granted nor delay damages paid until a delay occurs which is beyond the control and without the fault or negligence of the CONTRACTOR and its Subcontractors or Suppliers, at any tier, and which extends actual performance of the Work beyond the current Contract completion date and the completion date projected by the current, approved, updated schedule. If the delay occurs along a path, which the current approved Construction Schedule update projects late completion prior to addition of any CITY caused delay, then the time extension allowed will be only for the additional delay demonstrated by the approved Time Impact Analysis. Time extensions shall be granted only if they are clearly demonstrated by the CONTRACTOR through the submittal, within seven (7) calendar days after the delay occurs, of a Time Impact Analysis which demonstrates the estimated impact on the end date of the Work; is based upon the updated Construction Schedule current as of the month the delay occurred; and demonstrates that the delay cannot be mitigated, offset, or eliminated through such actions as revising the intended sequence of Work or other means.
If a time extension if granted by the CITY, the updated schedule reflecting the change shall become the baseline and be reflected schedule and must be shown and compared on all subsequent schedule submittals.
Since float time within the Construction Schedule is jointly owned, it is acknowledged that CITY caused delays on the project may be offset by CITY caused time savings (e.g. critical path submittals returned in less time than allowed by the Contract or approval of substitution requests which result in a savings of time to the CONTRACTOR). In such an event, the CONTRACTOR shall not be entitled to receive a time extension or delay damages until all CITY caused time savings are exceeded and the Contract completion date is also exceeded.
F. If the initial schedule submitted shows completion of Work more than thirty (30) calendar days in advance of the Contract completion date, the ENGINEER may, at no cost to the CITY, decrease the Contract duration by issuance of a Change Order which changes appropriate Milestone Date(s) and the Contract completion date to the completion date reflected on the schedule. Any approved schedule, revision, or update having an early completion date shall show the time between the early completion date and the Contract completion date as "project float".
G. Comments made by the ENGINEER on the schedule during review will not relieve the CONTRACTOR from compliance with all requirements of the Contract. The ENGINEER may request that the CONTRACTOR and all major Subcontractors (defined herein as being any Subcontractor, Sub-Subcontractor, or Supplier with five (5) percent or more of the value of the Contract) participate in CONSTRUCTION SCHEDULE 01321-3
review of any schedule submission. All revisions shall be submitted within seven (7) calendar days after the ENGINEER’S review.
H. Two copies of an updated schedule shall be submitted to the ENGINEER for approval with the submittal of each CONTRACTOR'S monthly payment request or the monthly payment request will be withheld. For those activities started but not yet completed at the time of submittal, the updated schedule shall reflect the percentage complete, as agreed between the CONTRACTOR and the INSPECTOR, and an estimate of the remaining duration. The monthly update of the schedule shall include an updated bar chart with logic arrows or network diagram and include the same additional data as required by Section 1.C. If the CPM network option is used, the schedule shall be calculated using remaining durations and the progress override option. The monthly update shall also include a complete, hard copy list of all the changes made from the previously approved submittal. If the schedule is done using Primavera, use a Claim Digger report for the list of changes.
I. The submittal of an updated schedule which meets the requirements of this Section, accurately reflects the status of the Work (for all previously accepted activities), and incorporates all approved changes into the schedule, shall be a condition precedent to the processing of the monthly payment application. (Actual and/or forecast dates for status of additional submittal cycles shall be added without the prior approval of the Engineer.) Updated schedules shall also be submitted at such other times as the ENGINEER may direct. Upon approval of a Change Order or issuance of a notice to proceed with a change, the approved change shall be reflected in the next schedule update.
J. If completion of any part of the Work, delivery of equipment or materials, or submittal of CONTRACTOR submittals is behind schedule and will impact the end date of the Work, the CONTRACTOR shall submit a written recovery plan acceptable to the ENGINEER for completing the Work by the current Contract completion date, if requested by the ENGINEER.
K. As a condition precedent to the release of any retained funds, the CONTRACTOR shall, after substantial completion of the Work has been achieved, submit a certified, final schedule which accurately reflects the manner in which the project was constructed and includes actual start and completion dates for all activities on the schedule.
END OF SECTION
CONSTRUCTION PROGRESS PHOTOGRAPHY 01322-1
SECTION 01322 CONSTRUCTION PROGRESS PHOTOGRAPHY
1.1 GENERAL
A. Required: Provide photographs taken at the Jobsite at the specified stages of Contracted Work in accordance with provisions of this Section.
1. The Contractor shall provide the City with photos with addresses identifying each property location, the direction the photograph was taken (facing North, South etc).
2. Take first photographs just before CONTRACTOR starts any work operations at the Jobsite.
3. Take final photographs when all Contracted Work has been completed, regardless of time interval since previous photographs were taken.
1.2 SUBMITTALS
Except as otherwise directed by the ENGINEER, submit all photographs electronically on a CD/DVD organized by phase of construction and location.
1.3 QUALITY ASSURANCE
Photographs and prints to be of professional quality; clear, in focus, with high resolution and sharpness, and with minimum distortion.
END OF SECTION
CONSTRUCTION STATUS REPORTS 01323-1
SECTION 01323 CONSTRUCTION STATUS REPORTS
1.1 REQUIREMENTS
A. Daily Status Report
The Contractor shall complete a daily report indicating manpower, major equipment, subcontractors, unusual occurrences and etc., involved in the performance of the work. The daily report shall be completed on forms prepared by the Contractor and approved by the City and shall be submitted to the Project Manager at the conclusion of each work week.
The Contractor shall also have workers on the project sign in and out each day on the City of Redlands Daily Sign In Sheet which shall state the name, times in and out and the work performed by each worker on the project each day. The completed Daily Sign In Sheets shall be submitted to the City of Redlands Project Manager at the end of each work week. Failure to submit daily reports and daily sign in sheets to the Project Manager on a weekly basis will result in a possible and temporary suspension of work until reports are submitted.
B. Weekly Status Report
During the construction phase of the Work, the CONTRACTOR shall submit weekly written status reports to the ENGINEER and the INSPECTOR. The report shall contain a record of inspections and tests, not performed by CITY forces, for all Work accomplished subsequent to the previous report and shall include the following information:
1. Type of work under way during the time frame of the report (e.g., earthwork, concrete work, structural steel erection, equipment manufacturing, component installation).
2. Inspections and tests, and location of inspections and tests that were made.
3. Results of inspections.
4. Reports of tests performed, including those specified, with the results of the tests, and acceptance criteria, including failures and remedial action to be taken. Test results, including all computations, shall be attached to the report form. Where test results cannot be completed by the time the report is submitted, a notation shall be made that the test was performed, including the approximate expected date that test results will be reported.
5. Report of any nonconforming items/activities. Nonconformance report forms designed solely for this purpose shall be utilized.
CONSTRUCTION STATUS REPORTS 01323-2
6. Results of inspections of material and equipment done upon their arrival at the Jobsite and prior to their incorporation into the Work. This includes, but is not limited to, compliance with approved submittals, damage, and proper storage requirements.
7. Offsite quality control activities.
8. Instructions received from the ENGINEER or INSPECTOR.
9. In all cases, the report must be verified and signed by the CONTRACTOR'S representative. The verification is to contain the statement that all supplies and materials incorporated in the Work are in compliance with the terms of the Contract except where noted.
C. 3 Week Look Ahead Schedule
During the construction phase of the Work, the CONTRACTOR shall submit 3 Week Look Ahead reports to the ENGINEER at the weekly progress meetings or as directed by the ENGINEER. The report shall include the following information:
1. Type of work under way during the time frame of the report (e.g., earthwork, concrete work, structural steel erection, equipment manufacturing, component installation).
D. Miscellaneous Submittals
CONTRACTOR shall prepare a Daily Construction Report recording the following information concerning events at the job-site and submit original copies to the ENGINEER at weekly intervals for approval:
1. List of Subcontractors and Sub-Subcontractors at the site, types of works and job location.
2. Count of CONTRACTOR’S personnel at the site, name, type of work, hours completed and job location.
3. Construction equipments at the site.
4. High and low temperatures, general weather conditions.
END OF SECTION
SUBMITTALS 01330-1
SECTION 01330 SUBMITTALS
1.1 THE REQUIREMENT
A. The CONTRACTOR shall furnish a schedule and list of all required submittals to the ENGINEER, including required submittals by all Subcontractors.
B. Wherever called for in these Specifications or on the plans, or where required by the ENGINEER, the CONTRACTOR shall furnish to the ENGINEER for review, two (2) hard copies and one electronic (PDF) copy of each submittal.
The term "submittal" as used herein shall be understood to include detail design calculations, design drawings, shop drawings, fabrication and installation drawings, erection drawings, lists, graphs, operating instructions, catalog sheets, data sheets, samples, and similar items. Unless otherwise required, said submittals shall be submitted to the ENGINEER at a time sufficiently early to allow review of same by the ENGINEER and to accommodate the rate of Construction Progress required under the Contract without delaying the Contract Work and with due regard for the possibility of resubmittals. All submittals shall be in English.
C. All design or shop drawings or other submittals shall be accompanied by a transmittal form for each submittal. Any submittal not accompanied by such a form may be returned, at the ENGINEER'S discretion, for resubmittal.
D. Normally, a separate transmittal form shall be used for each specific item or class of material or equipment for which a submittal is required. Transmittal of a submittal of various items using a single transmittal form will be permitted only when the items taken together constitute a manufacturer's "package" or are so functionally related that expediency indicates a review of the group or package as a whole. A multiple-page submittal shall be collated into sets, and each set shall be stapled or bound, as appropriate, prior to transmittal to the ENGINEER.
E. Shop Drawings shall show in detail the size, sections, and dimensions of all the member(s); the arrangement and construction of all connections and joints; all holes, straps, and other fittings required for attaching work and other pertinent details. When required, engineering computations shall be submitted. The CONTRACTOR shall be responsible for delivering reviewed copies of shop Drawings to all others whose work is dependent thereon. The CONTRACTOR shall maintain at the site of the Project, at all times, a complete file of approved Shop Drawings and manufacturers' data for this Project.
F. Except as may otherwise be provided herein, the ENGINEER will return prints of each submittal to the CONTRACTOR, with its comments noted thereon, within twenty (20) calendar days following their receipt by the ENGINEER. It is considered reasonable that the CONTRACTOR shall make a complete and acceptable submittal to the ENGINEER by the second submission of a submittal SUBMITTALS 01330-2
item. The CITY reserves the right to withhold moneys due the CONTRACTOR to cover additional costs of the ENGINEER'S review beyond the second submittal. Submittal will be returned to the CONTRACTOR with one of four (4) markings:
1. If a submittal is returned to the Contractor marked "NO EXCEPTIONS," formal revision and resubmission of said submittal will not be required.
2. If a submittal is returned to the Contractor marked "EXCEPTIONS NOTED," formal revision and resubmission of said submittal will not be required, unless specifically requested.
3. If a submittal is returned to the Contractor marked "RETURNED FOR CORRECTION," the Contractor shall revise said submittal and shall resubmit the originally required number of copies of said revised submittal to the Engineer.
4. If a submittal is returned to the Contractor marked "NOT ACCEPTABLE," the Contractor shall revise said submittal and shall resubmit the originally required number of copies of said revised submittal to the Engineer.
G. All Work for which Shop Drawings are required shall be performed in accordance with the reviewed and approved copies. Fabrication of an item shall not commence before the ENGINEER has reviewed the pertinent submittal and returned the copies to the CONTRACTOR marked either "NO EXCEPTIONS TAKEN," or "MAKE CORRECTIONS NOTED“. Revisions indicated on submittals shall be considered as changes necessary to meet the requirements of the Contract Documents and shall not be taken as the basis for claims for extra work.
H. All CONTRACTOR submittals shall be carefully reviewed by an authorized representative of the CONTRACTOR prior to submission to the ENGINEER.
Each submittal shall be dated, signed, and certified by the CONTRACTOR as being correct and in strict conformance with the Contract Documents. No consideration for review by the ENGINEER of any CONTRACTOR’S submittal will be made for any items which have not been so certified by the CONTRACTOR. All noncertified submittals will be returned to the CONTRACTOR without action taken by the ENGINEER, and any delays caused thereby shall be the total responsibility of the CONTRACTOR.
I. Should the Shop Drawings or manufacturers data (for submittals required by the Standard Specifications or the specifications) show variations from the Contract requirements, the CONTRACTOR shall make specific mention of such variations in the letter of transmittal, in order that, if acceptable, suitable action may be taken for proper adjustment of the Contract; otherwise the SUBMITTALS 01330-3
CONTRACTOR will not be relieved of the responsibility for executing the work in accordance with the Contract Documents, and the approved submittals.
J. The ENGINEER’S review of CONTRACTOR’S submittal shall not relieve the CONTRACTOR of the entire responsibility for the correctness of details and dimensions and conformance to the Specifications. The CONTRACTOR shall assume all responsibility and risk for any misfits due to any errors in the submittal. Any fabrication or other work performed in advance of the receipt of accepted submittals shall be entirely at the CONTRACTOR’S risk and expense.
The CONTRACTOR shall be responsible for the dimensions and the design of adequate connections and details.
K. CONTRACTOR’S Coordination:
1. ENGINEER will return and will not review unrelated submittals.
2. The CONTRACTOR may be required to provide drawings, setting diagrams and similar information necessary for proper coordination of Contracted Work. Such data shall remain between the CONTRACTOR and CONTRACTOR’S Subcontractor and will not be reviewed by the ENGINEER unless specifically called for in the Contract Documents.
3. ENGINEER will not review any required Structural Shop Drawings, Structural Calculations, etc., not prepared or signed by a State of California licensed ENGINEER.
4. ENGINEER will return and will not review any submittal requiring coordination with other submittals until such other submittals or required information is received by the Consultant or ENGINEER.
L. CONTRACTOR’S Submittals: CONTRACTOR’S submittals required for performance of Contracted Work, shall include, but are not limited to, the following:
1. Schedule of Values for all Lump Sum items within the Proposal.
2. Construction Schedule and Notification to ENGINEER of completion of each milestone or percentage increment of the Work as required.
3. Submittal Schedule
4. Daily Construction Reports
5. Shop Drawings and Structural Calculations.
6. Manufacturer’s Data and Specifications.
SUBMITTALS 01330-4
7. Samples
8. Templates
9. Certificate of Compliance
10. Construction Photographs
11. Substitutions
12. Record Drawings and Record Project Manual
13. Operation & Maintenance Manuals
14. Stock Materials, Spare parts, tools
15. Material Testing Results
16. Maintenance Logs and Maintenance Schedule.
M. CONTRACTOR shall conform to the provisions of the Contract Document and as may be specifically directed by the ENGINEER.
1. Preparation and processing of submittals shall be coordinated with Contracted Work operations, which include fabrication, purchasing and delivery of work items so as not to delay Contracted Work operations.
2. In each copy of the Submittal, mark every applicable material, product, equipment, manufacturer’s data, product information, color samples, rating or values, part and model numbers, etc. by red color circle. Each of the submittal items must be clearly distinguishable from other unrelated or similar items listed in the Manufacturer’s Catalog or Technical Specifications, Manuals, etc.
N. Coordination and Submittals:
1. Carefully review and coordinate all aspects of each item being submitted.
2. Carefully review contract drawings and technical sections, verify all work as laid out or indicated meeting the applicable codes and standards.
3. Ensure ample time for reviewing and processing of the submittals by the CITY or other authorized agencies, delays resulting from improper and untimely submittals shall be the responsibility of the CONTRACTOR.
SUBMITTALS 01330-5
4. Verify that all such submittal items conform to the Project Manual requirements noted in the Technical Sections.
5. Verify all site conditions and provide all required dimensions and measurements in Shop Drawings.
6. Where necessary, review the CITY’S comments, make changes and resubmit to local governing agencies for approval. Furnish the ENGINEER copies of the approved plans or drawings for review.
O. CONTRACTOR shall affix to each submittal, the CONTRACTOR’S signature certifying that required coordination has been performed and include on an attached label for processing and recording action taken, noting the following:
1. Name of the Project
2. Date of the Submittal
3. Name and address of Consultant
4. Name and address of the CONTRACTOR
5. Name and address of the Subcontractor(s)
6. Name and address of the Supplier
7. Name and address of the Manufacturer
8. Reference to Specification Section Number and Title
9. Reference to Drawing Sheet Number and detail(s)
10. Submittal Number
11. Priority Number and expected return date.
END OF SECTION
SUBMITTALS 01330-6
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SUBMITTALS 01330-7
SUBMITTALS 01330-8
STORMWATER POLLUTION PREVENTION PLAN 01571-1
SECTION 01571 STORMWATER POLLUTION PREVENTION PLAN
PART 1 - GENERAL
This project is subject to the requirements of the General Permit for Storm Water Discharges associated with Construction and Land Disturbance Activities, under the California State Water Resources Control Board. Order No. 2009-0009-DWQ, CAS000002, and all amendments. All permit related documents can be located at the State Water Resources Control Board (SWRCB) website at www.waterboards.ca.gov. This project lies within the boundaries of the Santa Ana Regional Water Quality Control Board (RWQCB). The project is also covered by the municipal MS4 permit, Santa Ana-Order No. R8-2010-0036. Guidance manuals applicable to this project are the California Best Management Practices Handbooks found at www.cabmphandbooks.com.
The Contractor shall be responsible for complying with the SWPPP and all laws, codes, ordinances, and requirements of the governing agencies regarding the discharge of pollutants, pollution control devices, and any other related stormwater and non-stormwater requirements for this project, including but not limited to reporting, sampling, and amendments.
The Contractor shall have the necessary training and certifications to implement the SWPPP, conduct inspections and maintain the required water pollution control practices. See Section “QUALIFIED SWPPP PRACTITIONER (QSP)”.
The Contractor shall follow all requirements of the prepared job specific Storm Water Pollution Prevention Plan (SWPPP) including the Construction Site Monitoring Program Requirements (CSMP). The contractor shall provide a Qualified SWPPP Practitioner (QSP) to implement all requirements of the SWPPP. The QSP shall be responsible for monitoring and sampling as required by the CSMP.
Approval of the SWPPP must be completed prior to the start of construction activity. However, the contract time will commence.
PART 2 - STORMWATER POLLUTION PREVENTION PLAN PREPARATION If required under Order No. 2009-0009-DWQ, CAS000002, or its amendments, the Contractor shall prepare a SWPPP for the project. The SWPPP provides the general stormwater approach for the project and the minimum necessary BMPs. The contractor shall provide a Qualified SWPPP Practitioner (QSP) for this project and submit to the City copies of the required certifications or registrations for the QSP prior to SWPPP approval.
The California Storm water Quality Association (CASQA) has prepared a SWPPP template for use with Order No. 2009-0009-DWQ, CAS000002. The SWPPP template provides the general storm water approach for the project and the minimum necessary BMPs. The SWPPP template is not to be a considered a final and complete document until it has been completed and approved by a Qualified SWPPP Developer (QSD). The QSD is expected to include in the updated Final STORMWATER POLLUTION PREVENTION PLAN 01571-2
SWPPP necessary details pertaining to the methods and scheduling of construction and any additional necessary BMPs, based on the project approach.
The QSD shall use the CASQA SWPPP template for preparation of the SWPPP. The Caltrans SWPPP template shall not be used.
Within 5 days of the Notice to Proceed, Contractor shall submit two (2) hardcopies of the draft Storm Water Pollution Prevention Plan (SWPPP) for review. SWPPP review shall be in accordance with the requirements set forth in Section 01330 of the General Requirements. Once all of the noted revisions have been made and the SWPPP is complete for submittal to the State, two (2) final signed hardcopies and one (1) electronic copy of the SWPPP must be submitted to the Engineer for acceptance. The Contractor shall keep one copy of the approved SWPPP and approved amendments at the project site. The SWPPP shall be made available upon request by a representative of the City of Redlands, the Regional Water Quality Control Board or the State Water Resources Control Board. Requests made by the public or other third-parties for review of the SWPPP shall be directed to the Project Engineer. The Contractor shall notify the Engineer immediately when regulatory agencies request to enter, inspect, sample, monitor, or otherwise access the project site or the Contractor’s records pertaining to the water pollution control work.
Contractor shall immediately send all correspondences, notices of violation, enforcement actions or proposed fines, issued by a regulatory agency, to the Engineer.
The SWPPP shall be updated or amended as necessary or as required for compliance purposes.
All updates to the SWPPP shall be per the guidelines contained therein. A copy of the SWPPP must be kept at the project site at all times. In the case of a linear construction project (water, sewer, street), where no field office has been established, the copy of the SWPPP shall be kept by the contractor’s foreman in the vicinity of the actual construction and made available within thirty (30) minutes of request. The SWPPP shall be made available upon request by a City Inspector, a representative of the Regional Water Quality Control Board or the State Water Resources Control Board. Requests made by the public or other third parties for review of the SWPPP shall be directed to the City Engineer.
PART 3 - SWPPP IMPLEMENTATION
Unless otherwise specified, the Contractor shall be responsible throughout the duration of the project for installing, constructing, inspecting, maintaining, removing, and disposing of the water pollution control devices; and practices specified in the SWPPP, its amendments, or by the City Inspector. Unless otherwise directed by the City Engineer, the Contractor's responsibility for SWPPP implementation shall continue throughout temporary suspensions of work, regardless of reason, unless specified otherwise in writing by the City Engineer. Requirements for installation, construction, inspection, maintenance, removal, and disposal of water pollution control devices and practices shall conform to the requirements in the SWPPP and these special provisions.
The National Weather Service (http://www.srh.noaa.gov/) weather forecast shall be monitored and used by the Contractor on a daily basis. If there is a forecast of 50% or greater probability of precipitation in the project area, the necessary water pollution control devices, plans and practices shall be deployed prior to the onset of the precipitation and immediate notice provided STORMWATER POLLUTION PREVENTION PLAN 01571-3
to the City Engineer. The contractor’s QSP shall be required to prepare and submit a Rain Event Action Plan (REAP), if required, any time the probably of rainfall is 50% or greater.
For the purposes of erosion and sediment control, disturbed soil areas shall be considered active whenever the soil disturbing activities have occurred, continue to occur or will occur during the ensuing 14 days. Non-active areas shall be protected as prescribed in the General Construction Permit within 14 days of cessation of soil disturbing activities or prior to the onset of precipitation, whichever occurs first.
If the City Inspector finds the contractor is not in compliance with the SWPPP or any other applicable pollution control laws or regulations, the City Inspector shall direct the contractor to correct the violation. The Contractor shall immediately take measures to correct the violation or notify the City Engineer in writing why correcting the violation immediately is not possible and provide a timetable by which the violation will be corrected. The City Engineer may accept the timetable, reject it or modify it. Under no circumstances will the contractor submit a timetable that exceeds the duration of construction in the immediate area. If the Contractor fails to correct the identified violation by the date agreed upon or prior to the onset of precipitation, the project shall be in nonconformance with these specifications and subject to the remedies as described in Section “LEGAL RELATIONS AND RESPONSIBILITY”.
Installing, inspecting and maintaining water pollution control practices on areas outside the City of Redlands right of way, not specifically arranged and provided for by the City of Redlands in the execution of this contract, will not be paid for without prior written approval.
No work required by regulatory agencies, and for which the Contractor would request additional compensation from the City, shall be started without prior approval from the City Engineer.
PART 4 - MAINTENANCE
To ensure the proper implementation and correct functioning of water pollution control devices and practices, the Contractor shall assign a Qualified SWPPP Practitioner (QSP) to regularly inspect and maintain the construction site’s water pollution control devices and practices as identified in the SWPPP. The frequency of the inspections shall be in accordance with the SWPPP. In the event of multiple consecutive violations, the City Engineer may increase the frequency of the inspections. These additional inspections shall be at the Contractor’s expense based on the current adopted resolution establishing such fees.
The QSP/Contractor shall document the inspections findings, using photographs and a written narrative, and if necessary, make the necessary corrections to the water pollution control practices or devices. One copy of each site inspection record shall be submitted to the City Engineer within 5 working days of completing the inspection. The QSP/Contractor shall submit one copy of each Rain Event Action Plans (REAP), when required, within 12 hours of anticipated precipitation event. The QSP/Contractor shall also submit one copy of each monitoring/sampling report, when required, within 24 hours of receiving the results. The contractor shall be responsible for all expenses incurred in the reporting process.
STORMWATER POLLUTION PREVENTION PLAN 01571-4
PART 5 - REPORTING REQUIREMENTS - DISCHARGE
If the Contractor identifies discharges leaving the construction site or flowing into drainage systems or surface waters in a manner causing, or potentially causing, a condition of pollution, or if the project receives a written notice or order from a regulatory agency, the Contractor shall immediately inform the City Engineer. The Contractor shall submit a written report to the City Engineer in less than 24 hours of the discharge event, notice, or order. The report shall include the following information:
A. The date, time, location, nature of the operation, and type of discharge, including the cause or type of the notice or order Contractor received.
B. The water pollution control practices deployed before the discharge event, or prior to receiving the notice or order.
C. The date of deployment and type of water pollution control practices deployed after the discharge event, or after receiving the notice or order, including additional measures installed or planned to reduce or prevent reoccurrence.
D. An implementation and maintenance schedule for affected water pollution control practices.
The contractor shall also submit any reports required by the SWPPP or the General Permit for Storm Water Discharges associated with Construction and Land Disturbance Activities to the appropriate agencies. The contractor shall be responsible for all expenses incurred in the reporting process. Any required sampling shall be done by the contractor or his QSP in compliance with the SWPPP.
PART 6 - REPORTING REQUIREMENTS – ANNUAL REPORT and NOTICE OF
TERMINATION
The contractor shall be responsible for preparing the Annual Report. The Annual report shall be prepared per Section XVI. ANNUAL REPORTING REQUIREMENTS of the General Permit for Storm Water Discharges associated with Construction and Land Disturbance Activities, under the California State Water Resources Control Board. Order No. 2009-0009-DWQ, CAS000002. The Annual Report must be prepared by or under the direction of a QSP. 1) The contractor or QSP shall prepare an Annual Report no later than August 15th of each year.
2) The contractor or QSP shall certify each Annual Report in accordance with the Special Provisions.
3) The contractor or QSP shall retain an electronic or paper copy of each Annual Report for a minimum of three years after the date the annual report is filed.
STORMWATER POLLUTION PREVENTION PLAN 01571-5
4) The contractor or QSP shall include storm water monitoring information in the Annual Report consisting of:
a) A summary and evaluation of all sampling and analysis results, including copies of laboratory reports;
b) The analytical method(s), method reporting unit(s), and method detection limit(s) of each analytical parameter (analytical results that are less than the method detection limit shall be reported as "less than the method detection limit"); c) A summary of all corrective actions taken during the compliance year; d) Identification of any compliance activities or corrective actions that were not implemented;
e) A summary of all violations of the General Permit;
f) The names of individual(s) who performed the facility inspections, sampling, visual observation (inspections), and/or measurements;
g) The date, place, time of facility inspections, sampling, visual observation (inspections), and/or measurements, including precipitation (rain gauge); and h) The visual observation and sample collection exception records and reports specified in Attachments C, D, and E.
5) The contractor or QSP shall provide training information in the Annual Report consisting of:
a) Documentation of all training for individuals responsible for all activities associated with compliance with this General Permit; 2009-0009-DWQ 40 September 02, 2009 Order 2009-0009-DWQ 41 September 02, 2009
b) Documentation of all training for individuals responsible for BMP installation, inspection, maintenance, and repair; and
c) Documentation of all training for individuals responsible for overseeing, revising, and amending the SWPPP.
A copy of the Annual Report shall be submitted to the City no later than 9 A.M. each August 15th. In the event August 15th is a Friday, Saturday, or Sunday, the report shall be submitted no later than 5 P.M. on the Thursday prior to August 15th. If the project is completed prior to August 1st, regardless of when the project started, the Annual Report is due within two weeks of project completion. The contractor shall submit two hard copies of the annual report and one digital copy in PDF format on compact disc (CD).
STORMWATER POLLUTION PREVENTION PLAN 01571-6
Failure to submit the Annual report within the timeframes specified will result in progress payments and/or retention release being delayed and/or withheld. The City of Redlands, at its discretion, may complete the annual report based on records provided by the contractor. The contractor shall reimburse the city the full cost of creating the Annual Report along with an administrative fee not to exceed 1.7 times the total cost. The contractor shall also be liable for any fines or judgments levied by the Regional Water Quality Control Board against the City of Redlands as a result of the contractors failure to provide the annual report within the time frames listed above.
Under no circumstances does the submittal of a copy of the Annual Report to the City of Redlands relieve the contractor of his responsibility to maintain the Annual Report records for a minimum of three years after the date of submittal.
The contractor shall be responsible for preparing the Notice of Termination. The Notice of Termination shall be prepared within 30 days of the cessation of construction and shall meet all the requirements of the General Permit for Storm Water Discharges associated with Construction and Land Disturbance Activities, under the California State Water Resources Control Board.
Order No. 2009-0009-DWQ, CAS000002. The Notice of Termination must be prepared by or under the direction of a QSP.
Along with submitting the Notice of Termination to the City of Redlands, the QSP shall submit one (1) hard copy and one (1) electronic copy of the Storm Water Pollution Prevention Plan (SWPPP), including all inspection reports, photographs and other documents as required by the General Permit for Storm Water Discharges associated with Construction and Land Disturbance Activities, under the California State Water Resources Control Board. Order No. 2009-0009- DWQ, CAS000002, to the Engineer.
PART 7 - WATER POLLUTION BEST MANAGEMENT PLAN (BMP) BUDGET The Contractor shall submit a completed Water Pollution BMP budget, which itemizes the BMPs for water pollution control work. The Contractor shall identify items, quantities, and values for all water pollution control work. The Water Pollution BMP budget shall provide a cost breakdown for the water pollution control work based on BMP quantity, unit cost, and total amount.
The Contractor shall be responsible for the accuracy of the quantities and values used in the Water Pollution BMP budget. Partial payment for the item of water pollution control will not be made until the Water Pollution BMP budget is approved by the Engineer. Overhead and profit, except for time-related overhead, shall be included in the individual line items listed in the Water Pollution BMP budget. Line item quantities indicated in the Water pollution BMP budget in this section shall be considered project-specific minimums. All the BMPs listed in the Water Pollution Control BMP budget can be referenced in the CASQA Construction BMP Handbook.
PART 8 - PAYMENTS AND PENALTIES
STORMWATER POLLUTION PREVENTION PLAN 01571-7
The Water Pollution BMP budget shall include full compensation for furnishing labor, materials, tools, equipment and incidentals for doing all the work involved in reviewing, updating, and implementing a Storm Water Pollution Prevention Plan, including installing, constructing, removing and disposing of water pollution control devices and practices, and non-stormwater management and waste management and no additional compensation will be allowed, unless there is a separate prior approval in writing by the City Engineer.
It shall be understood that the City of Redlands and/or the City Engineer’s acceptances does not relieve the Contractor of his/her full responsibility, legally and/or financially, to repair damages resulting from inadequacy and/or insufficiency of water pollution control devices and practices that were installed by the Contractor during construction activity.
PART 9 - LEGAL RELATIONS AND RESPONSIBILITY
The City Inspector may use any of the following measures if violations are not corrected in a timely manner or if the violation may present a danger to public health or to the environment; notices of correction or violation, stop work orders, citations, and using City staff or third party contractors to correct the problem. In the event that the above measures do not resolve the issues, the City Inspector shall inform the State Water Resources Control Board (SWRCB) of the violation and request their intervention.
The Contractor shall be solely responsible for penalties assessed or levied on the Contractor or the City of Redlands as a result of the Contractor’s failure to comply with the provisions in this section, including but not limited to, compliance with the applicable provisions of the Permits, the Manuals, and Federal, State and local regulations and requirements as set forth, therein.
Penalties shall also include payment made or cost incurred in settlement for alleged violations of the Permits, the Manuals, or applicable laws, regulations or requirements, Costs incurred could include sums spent instead of penalties, in mitigation or to remediate or correct violations. This shall apply regardless of the source issuing the penalties.
In the event a stop work order has been issued, the days passing between the discovery of the violation until the violation has been resolved and the stop work order has been lifted, shall be considered “working” days and shall not negate any claims by the City of Redlands for liquidated damages.
If the Contractor fails to correct violations immediately or within the time table established with the City Engineer, the City of Redlands may elect to use City staff or a third party to bring the project into compliance. The Contractor shall be responsible for the cost incurred by the City of Redlands when using City staff or a third party to bring the project into compliance. The City of Redlands reserves the right to add an additional fifteen (15) percent to the costs to cover administrative expenses.
PART 10 - RETENTION OF FUNDS
STORMWATER POLLUTION PREVENTION PLAN 01571-8
Notwithstanding any other remedies authorized by law, the City of Redlands may retain money due the Contractor under the contract, in an amount determined by the City, up to and including the entire amount of penalties proposed, assessed or levied as result of the Contractor’s violation of the Permits, the Manuals, or Federal or State law, regulations or requirements. Funds may be retained by the City until final disposition has been made as to the Penalties. The Contractor shall remain liable for the full amount of penalties until such time as they are resolved with the entity seeking the penalties.
When a regulatory agency or third party identifies a failure to comply with the Permits and modifications, thereto, the Manuals, or other Federal, State or local requirements, the City of Redlands may retain money due to the Contractor, subject to the following:
A. The amounts retained, due to Contractor’s failure to conform to the provisions in this section, will be released for payment on the next monthly estimate for partial payment providing the corrections have been implemented and maintained and when water pollution has been adequately controlled, as determined by the City Engineer.
During the estimated period that the Contractor fails to conform to the provisions in this section, the City may retain an amount equal to 25 percent of the estimated value for the contract work performed.
PART 11 - QUALIFIED SWPPP PRACTITIONER (QSP)
The General Construction Permit requires a Qualified SWPPP Practitioner (QSP) to oversee implementation of the BMPs and to ensure proper project oversight. Any contractors bidding and/or awarded a contract for any projects for the City of Redlands subject to the provisions of the General Permit shall employ a QSP. Prior to being awarded a construction contract, the successful bidder shall submit the name of the QSP to the City or Redlands for approval.
The QSP shall be responsible for the elimination of all unauthorized discharges and the preparation and submittal of an annual compliance evaluation report.
END OF SECTION
MOBILIZATION 01721-1
SECTION 01721 MOBILIZATION
1.1 THE REQUIREMENT
A. General
Whether Mobilization is included as a Contract Bid Item in the Bid Proposal Form or specified as part of the lump sum in the Contract Documents, the cost of labor, equipment, materials and incidentals for doing all the work in mobilization (in advance of construction operations and not directly attributable to any specific bid item) shall be included in the Contract Price Breakdown and progress payment estimate. If there is no mobilization bid item the CONTRACTOR shall submit to the INSPECTOR for approval the Contract Price Breakdown with the amount established for mobilization.
Mobilization shall include, but not be limited to, the following items, all as required for the proper performance and completion of the Work:
1. Obtaining all permits, licenses, insurance, and bonds. Providing copies to the ENGINEER.
2. Moving onto the Jobsite all of CONTRACTOR’S plant and equipment as required.
3. Erecting temporary buildings and other construction facilities.
4. Installing temporary construction power and wiring.
5. Establishing fire protection system for its temporary facilities.
6. Developing construction water supply.
7. Providing field office trailers for the CONTRACTOR, complete with all specified equipment, furnishings, utility services and required approvals from the CITY.
8. Providing sanitary facilities or connecting to onsite sanitary facilities as specified.
9. Providing for potable water facilities as specified. This includes a means by which all on site CONTRACTOR, Subcontractor or supplier personnel can wash their hands with soap.
10. Arranging for, and erection of, CONTRACTOR’S work and storage yards and sheds.
MOBILIZATION 01721-2
11. Submitting all required Subcontractor insurance certificates and bonds.
12. Posting all CAL/OSHA required notices and establishment of safety programs.
13. Furnishing of Construction Schedule, Contract Price Breakdown and Submittal Schedules.
14. Erecting all temporary fencing, including removal and disposal of existing temporary fencing.
END OF SECTION
SURVEYING 01722-1
SECTION 01722 SURVEYING
PART 1 - GENERAL
A. General
1. The CONTRACTOR shall be responsible for all surveys required to layout the Work and for the accuracy of all survey work for construction.
The CONTRACTOR shall include the cost of all such survey work in their Bid. The CONTRACTOR shall have all construction surveying performed by a `Licensed Land Surveyor' or a `Civil Engineer’ registered by the State of California to perform such work. The ENGINEER reserves the right to verify all survey work done by the CONTRACTOR.
2. The CONTRACTOR shall preserve the initial survey control points for the duration of their usefulness. Monumentation that is subject to disturbance or destruction shall be located and referenced prior to construction and relocated and referenced if necessary after construction, in accordance with the following requirements.
B. Construction Surveys
1. The CONTRACTOR shall provide all reference stakes and form checks necessary for construction and inspection of improvements. All construction staking shall be documented in cut sheets and provided to the ENGINEER. This staking may include but is not limited to: removals, joins, rough grade, slope, utilities, storm drains, sewers, curbs, walks, paving, wall and building stakes; and any other staking necessary for construction and inspection.
C. Reference Or Grade Stakes
1. A reference or grade stake shall be set for each grade change or angle point shown on the plan, standard plan, and shop drawing, in addition to the normal staking interval.
D. Form Checks
1. Forms shall be checked when durable points may be disturbed, removed, or are impractical to be used to verify the design location. The measured location shall be recorded in the survey field notes. All variations from the plan location shall be brought to the attention of the ENGINEER.
E. Staking Intervals And Offset Stake Lines
SURVEYING 01722-2
1. All staking intervals shall be in accordance as directed by the Engineer.
Stake lines shall be set at an offset distance from the improvement to ensure proper grade, station, and alignment.
F. Utility Stakes
1. The CONTRACTOR shall provide stakes for all utilities, public or private, that require location or relocation, unless otherwise stated.
G. Additional Survey Work
1. The CONTRACTOR may be required to furnish additional survey work, such as profiles, restakes, Change Orders, etc., at the request of the ENGINEER or the INSPECTOR.
H. Accuracy
1. The CONTRACTOR shall use appropriate surveying methods to obtain the following standards: For fixed works (i.e. cast-in-place concrete; asphalt pavement, pipes and drains; and other items determined by the ENGINEER) the following survey standards shall be used. The absolute horizontal accuracy, in relationship to the Engineer’s control, shall be such that the semimajor axis of its 95% error ellipse is ±0.015 foot or less. The absolute vertical accuracy, in relationship to the Engineer’s control, shall be such that its standard deviation is ±0.015 foot or less. The relative horizontal accuracy of survey points within the Project shall be such that the semimajor axis of its 95% error ellipse is ±0.015 foot or less. The relative vertical accuracy of survey points within the Project shall be such that its standard deviation is ±0.015 foot or less.
2. For excavation purposes, the following survey standards shall be used.
The absolute horizontal accuracy, in relationship to the Engineer’s control, shall be such that the semimajor axis of its 95% error ellipse is ±0.1 foot or less. The absolute vertical accuracy, in relationship to the Engineer’s control, shall be such that its standard deviation is ±0.1 foot or less. The relative horizontal accuracy of survey points within the Project shall be such that semimajor axis of the 95% error ellipse is ±0.1 foot or less. The relative vertical accuracy of survey points within the Project shall be such that its standard deviation is ±0.1 foot or less.
I. Survey/Inspector
1. The CONTRACTOR shall provide to the INSPECTOR those
measurements and control points necessary to determine the location and conformance to the plan, line, and grade of the improvements necessary for inspection purposes.
SURVEYING 01722-3
J. Survey Notes
1. The CONTRACTOR shall supply and keep notes on CITY standard format note sheets. The ENGINEER may request copies of, and otherwise review, survey notes at any time during the construction phase of the Project. Upon completion of the Project, the original survey notes shall become the property of the CITY and shall be delivered to the
ENGINEER
PART 2 – MONUMENT PRESERVATION GUIDELINES
A. New & Reconstruction Projects
1. Prior to Construction
a. The public survey records are to be researched for the location of all possible survey monuments within the scope of the project and copies shall be furnished to the survey crew.
b. The survey crew shall diligently search for all survey monuments of record above or below the surface, within the road right-of-way. It is suggested that this search would include the use of a metal detector. When the detector indicates the possibility of a buried survey monument, then digging below the surface to uncover the monument is required.
c. The survey crew shall properly reference all found survey monuments, which may be disturbed or covered during construction, to stable surface points. d. The authorized surveyor shall properly complete a Corner Record or Record of Survey for the monuments noted in item c, above. Prior to the start of any construction work, the original or a print of the Corner Record or Record of Survey shall be submitted to the County Surveyor for review, signature and filing. A copy shall also be provided to the City prior to the start of construction to provide documentation that the requirement is met.
2. After Construction and Prior to Notice of Completion a. All covered and disturbed monuments shall be reset with the same or more durable type of monument as the original, in the surface of the construction.
Key monuments shall be a minimum 1” inside diameter iron pipe of appropriate length.
b. A monument box or other protective structure is recommended to be placed around key monuments (section corners, quarter section corners). c. The authorized surveyor shall properly completes a Corner Record or Record of Survey for all set monuments with a change in character, including tag number, and submit it to the County Surveyor for review, signature and filing.
A copy shall also be provided to the City prior to the Notice of Completion to provide documentation that the requirement is met.
SURVEYING 01722-4
B. Overlay Projects
1. Prior To Construction
a. The public survey records are to be researched for the location of all possible survey monuments within the scope of the project and copies shall be furnished to the survey crew.
b. The survey crew shall diligently search for all survey monuments of record and on the surface of the road. It is suggested the search would include the use of a metal detector. When the detector indicates the possibility of a buried survey monument, then digging below the surface to uncover the monument within 2” of the road surface is recommended.
c. The survey crew shall properly reference found survey monuments, which may be disturbed or covered during construction, to stable surface points. d. The authorized surveyor shall properly complete a Corner Record or Record of Survey for the monuments noted in item 3, above. Prior to the start of any construction work, the original or a print of the Corner Record or Record of Survey shall be submitted to the County Surveyor for review, signature and filing. A copy shall also be provided to the City prior to the start of construction to provide documentation that the requirement is met.
2. After Construction and Prior to Notice of Completion a. All covered or disturbed monuments and surface monuments are reset in the new road surface, or a new monument is set in the new road surface above the buried one.
b. All existing monument boxes will be adjusted to grade or replaced, as appropriate.
c. A monument box or other protective structure should be placed around key monuments (section corners, quarter section corners).
d. The authorized surveyor shall properly complete a Corner Record or Record of Survey for all set monuments and existing monuments with a change in character, including tag number and submits it to the County Surveyor for review, signature and filing. A copy shall also be provided to the City prior to the Notice of Completion to provide documentation that the requirement is met.
C. Slurry Seal Projects
1. Prior To Construction
SURVEYING 01722-5
a. The public survey records are to be researched for the location of all possible survey monuments within the scope of the project and copies furnished to for the survey crew.
b. All monument boxes shall be located and steps taken to ensure that the survey monuments inside are readily accessible upon completion of the project. c. The survey crew shall diligently searches for survey monuments on the surface of the roadway, and identify said monuments recovered in the field to ensure that they will be protected. The survey crew shall inventory the monuments recovered in the field in a manner that allows for their recovery and inspection after construction.
2. After Construction and Prior to Notice of Completion a. All monument boxes shall be inspected, and appropriate action taken when needed, to ensure that the survey monuments inside are readily accessible. b. The survey crew shall review the inventory of found monuments by field inspection to ensure that all survey monuments are clean and exposed. Those monuments covered after construction is completed shall be uncovered.
D. Monument Tie Preservation
1. Prior To Construction
a. All existing survey monument ties within the scope of the project shall be researched and identified prior to construction. Surveyor may obtain existing tie sheets from the City as available.
b. If it is determined that all ties for a survey monument may be disturbed during construction, the Surveyor shall relocate the monument ties prior to construction, within improvements that will not be disturbed, and file the revised tie sheet with the City. A minimum of three tie points should reference each centerline monument, whenever possible
2. After Construction and Prior to Notice of Completion a. If it is determined that the result of construction will not disturb all survey monument ties for a specific monument, the Surveyor shall replace all monument ties disturbed during construction per the following guidelines:
i. Monument ties shall be placed during the finishing process of the concrete improvements.
ii. Monument ties shall be set below the elevation of the adjacent top of curb to provide protection from any future cleaning, maintenance or work around the tie.
iii. A minimum of three tie points should reference each centerline monument, whenever possible.
SURVEYING 01722-6
b. Once the construction is complete, the Surveyor shall prepare a revised tie sheet, and file with the City for all monument ties disturbed during the construction.
END OF SECTION
POTHOLING 01732-1
SECTION 01732 POTHOLING
1.1 THE REQUIREMENT
A. The CONTRACTOR shall conduct exploratory excavations by potholing to verify or to discover the actual locations and the size of existing underground utilities and improvements. The CONTRACTOR shall take care not to damage existing facilities during potholing operations. Any utility or existing facility (including those located by Underground Service Alert - USA) within 3 feet of any trench or excavation shall be potholed prior to starting the contract work in the vicinity.
Potholing shall be done in each given area where excavation work is to occur at least fourteen (14) calendar days in advance of any excavation or construction in that area, to avoid possible delay in the progress of the Work.
B. Potholing shall consist of excavations at the locations of utilities or other underground facilities indicated on the Drawings, located by USA, or as directed by the ENGINEER. All costs of potholing operations for the utilities indicated on the Drawings shall be included in the CONTRACTOR’S Bid.
C. If an allowance for “Additional Potholing” has been established and included in the SCHEDULE OF WORK AND PRICES, this allowance shall only be used to reimburse the CONTRACTOR for potholing utilities not shown or otherwise referenced on the drawings, or as directed by the ENGINEER. If the total cost of the Work directed under the Additional Potholing allowance differ from the amount set forth in the SCHEDULE OF WORK AND PRICES, the Contract Price shall be adjusted by a Change Order. The adjustment shall be the difference between the total actual costs and the amount included in the Bid, as an additional amount due to the CONTRACTOR or a credit to the CITY, as appropriate.
D. In addition to the potholes indicated on the Drawings, or directed by the ENGINEER, the CONTRACTOR may opt to do further potholing deemed necessary at no additional cost to the CITY.
E. Potholing operations shall conform to all applicable requirements as to sidewall slopes, sheeting and shoring, and all other excavation and trenching provisions specified herein.
F. Potholes shall be identified and protected in accordance with the Engineer’s instructions, the California Manual on Uniform Traffic Control Devices (MUTCD) and Work Area Traffic Control Handbook (WATCH) Standards.
G. The CONTRACTOR’S proposed method of potholing and schedule for potholing shall be submitted to the ENGINEER for approval, at least thirty (30) days prior to the commencement of operation. Any utilities damaged during potholing shall POTHOLING 01732-2
be immediately reported to the ENGINEER and INSPECTOR and repairs made immediately in accordance with the specifications.
H. A complete log of all potholes shall be kept by the CONTRACTOR, showing specific locations and dimensions of trenches. The log shall be verified by the INSPECTOR prior to the backfilling of the potholes. The verified log will be submitted to the ENGINEER and the INSPECTOR within two (2) working days after completion of potholing in each area. Payment for potholing utilities not shown or otherwise referenced on the drawings, or as directed by the ENGINEER will not be made unless these potholes are listed on the verified log.
I. The CONTRACTOR shall record the coordinates, elevations and dimensions of all utilities and improvements verified or discovered by potholing. The records shall be submitted to the ENGINEER within two (2) working days after the completion of potholing in each area. The records shall also include dates of the potholing operations and any additional discovered information or pertinent data.
J. Upon completion of potholing in each area, and after verification of the logs by the INSPECTOR, potholes shall be immediately backfilled and compacted in accordance with the specifications, or restored as directed by the ENGINEER.
END OF SECTION
DEMOBILIZATION 01740-1
SECTION 01740 DEMOBILIZATION
1.1 THE REQUIREMENT
A. General
Whether Demobilization is included as a Contract Bid Item in the Bid Proposal Form or specified as part of the lump sum in the Contract Documents, the cost of labor, equipment, materials and incidentals for doing all the work in demobilization (upon completion of all contract work and not directly attributable to any specific bid item) shall be included in the Contract Price Breakdown and progress payment estimate. If there is no demobilization bid item the CONTRACTOR shall submit to the INSPECTOR for approval the Contract Price Breakdown with the amount established for demobilization.
Demobilization shall include, but not be limited to, the following items, all as required for the proper performance and completion of the Work:
1. Moving off of the Jobsite all of CONTRACTOR’S plant and equipment as required.
2. Dismantling and removing all temporary buildings and other construction facilities.
3. Dismantling and removing all temporary construction power and wiring.
4. Removing all sanitary facilities from the work site.
5. Remove all waste, debris, and rubbish caused by construction operations within the work area, adjacent properties and public roads.
6. Materials and equipment shall be removed from the site as soon as they are no longer necessary. Before the final inspection, the site shall be cleared of equipment, unused materials and rubbish so as to present a satisfactory clean and neat appearance. All cleanup costs shall be included in the CONTRACTOR’S Bid.
7. Dismantling and removal of all temporary fencing.
8. Provide City with all required As-Built drawings.
9. All required Corner Records have been filed with the County and all copies provided to the City per Section 01722 Surveying.
10. All items noted within the final inspection (“Punchlist”) have been completed to the satisfaction of the City.
DEMOBILIZATION 01740-2
11. All project photographs as required within Section 01322 Construction Progress Photography have been provided.
12. Notice of Completion (NOC) will not be filed until all work is complete per this Section 01740.
END OF SECTION
TECHNICAL SPECIFICATIONS
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PROTECTING EXISTING UNDERGROUND UTILITIES 02222-1
SECTION 02222 PROTECTING EXISTING UNDERGROUND UTILITIES PART 1 - GENERAL
A. Description
This section includes materials and procedures for protecting existing underground utilities.
B. Related Work Specified Elsewhere
1. General Conditions
PART 2 - MATERIALS
A. Replacement in Kind
Except as indicated below or as specifically authorized by the Owner's Representative, reconstruct utilities with new material of the same size, type, and quality as that removed.
B. Vitrified Clay Sewer Pipe and Couplings
For sewer pipe 8 inches in diameter or under, replacement shall consist of plain-end pipe conforming to ASTM C 700. Compression couplings shall conform to ASTM C 594, band seal couplings or equal. Use at least two lengths of pipe in crossing the trench section as shown on the details in the drawings.
PART 3 - EXECUTION
A. General
1. Replace in kind street improvements, such as curbs and gutters, barricades, traffic islands, signalization, fences, signs, etc., that are cut, removed, damaged, or otherwise disturbed by the construction.
2. Where utilities are parallel to or cross the construction but do not conflict with the permanent work to be constructed, follow the procedures given below and as indicated in the drawings. Notify the utility owner 48 hours in advance of the crossing construction and coordinate the construction schedule with the utility owner's requirements. For utility crossings not shown in the drawings, refer to the General Conditions and the instructions of the Owner's Representative for guidance.
PROTECTING EXISTING UNDERGROUND UTILITIES 02222-2
3. Determine the true location and depth of utilities and service connections which may be affected by or affect the work. Determine the type, material, and condition of these utilities. In order to provide sufficient lead time to resolve unforeseen conflicts, order materials and take appropriate measures to ensure that there is no delay in work.
4. Expose utilities 1,300 feet in advance of the pipeline construction.
B. Procedures
1. Protect in Place: Protect utilities in place, unless abandoned, and maintain the utility in service, unless otherwise specified in the drawings or in the specifications.
2. Cut and Plug Ends: Cut abandoned utility lines and plug the ends. Plug storm drains and sewers with an 8-inch wall of brick and mortar. Cap waterlines with a cast-iron cap or install a 3-foot-long concrete plug. Dispose of the cut pipe as unsuitable material.
3. Remove and Reconstruct: Where so indicated in the drawings or as required by the Owner's Representative, remove the utility and, after passage, reconstruct it with new materials. Provide temporary service for the disconnected utility.
C. Compaction
1. Utilities Protected in Place: Backfill and compact under and around the utility so that no voids are left.
2. Utilities Reconstructed: Prior to replacement of the utility, backfill the trench and compact to an elevation 1 foot above the top of the ends of the utility. Excavate a cross trench of the proper width for the utility and lay, backfill, and compact.
3. Alternative Construction--Sand Slurry: Sand slurry consisting of one sack (94 pounds) of portland cement per cubic yard of sand and sufficient moisture for workability may be substituted for other backfill materials to aid in reducing compaction difficulties. Submit specific methods and procedures for the review of the Owner's Representative prior to construction.
4. The protection of the utility during construction.
D. Thrust Blocks on Waterlines
Note that restrained joints is the required method of controlling thrust restraint on this project except where shown on the plans or as approved otherwise by the City of Redlands.
1. The Contractor's attention is called to thrust blocks delineated in the drawings for waterlines throughout the project whose thrust is in the direction of the new excavation and, therefore, may be affected by the construction. These waterlines are PROTECTING EXISTING UNDERGROUND UTILITIES 02222-3
owned and operated by the Owner. Protect thrust blocks in place or shore to resist the thrust by a means approved by the Owner and reconstruct. If the thrust blocks are exposed or rendered to be ineffective in the opinion of the Owner's Representative, reconstruct them to bear against firm unexcavated or backfill material.
2. Provide firm support by backfilling that portion of the trench for a distance of 2 feet on each side of the thrust block to be reconstructed from the pipe bedding to the pavement subgrade, with either:
a. Sand-cement slurry (94 pounds of cement per cubic yard). b. The native material compacted to a relative compaction of 95%.
3. Then excavate the backfill material for construction of the thrust block.
4. Test compaction of the backfill material before pouring any concrete thrust block.
Use Class 560-C-3250 concrete for reconstruction.
E. Adjacent Parallel Utilities
1. The Contractor's attention is called to utilities throughout the project that are parallel to the proposed utility.
2. The position of these utilities is just outside the new construction. Protect these utilities from any disturbances and repair the lines and associated vaults and appurtenances if they are damaged in any way. All costs incurred for protection of these lines or any costs incurred due to the presence of the lines, whether or not they lie within the new construction, shall be borne in full by the Contractor.
END OF SECTION
APPENDIX B
CITY OF REDLANDS
WORKDAY CONSTRUCTION SCHEDULE
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CITY OF REDLANDS
MUNICIPAL UTILITIES AND ENGINEERING DEPARTMENT 2026 APPENDIX B
CONSTRUCTION WORKDAY CALENDAR
JANUARY FEBRUARY MARCH
S M T W T F S S M T W T F S S M T W T F S
1 2 3 1 2 3 4 5 6 7 1 2 3 4 5 6 7
1 2 3 32 33 34 35 36 37 38 60 61 62 63 64 65 66
4 5 6 7 8 9 10 8 9 10 11 12 13 14 8 9 10 11 12 13 14
4 5 6 7 8 9 10 39 40 41 42 43 44 45 67 68 69 70 71 72 73 11 12 13 14 15 16 17 15 16 17 18 19 20 21 15 16 17 18 19 20 21 11 12 13 14 15 16 17 46 47 48 49 50 51 52 74 75 76 77 78 79 80 18 19 20 21 22 23 24 22 23 24 25 26 27 28 22 23 24 25 26 27 28 18 19 20 21 22 23 24 53 54 55 56 57 58 59 81 82 83 84 85 86 87 25 26 27 28 29 30 31 29 30 31
25 26 27 28 29 30 31 88 89 90
APRIL MAY JUNE
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 1 2 1 2 3 4 5 6
91 92 93 94 121 122 152 153 154 155 156 157
5 6 7 8 9 10 11 3 4 5 6 7 8 9 7 8 9 10 11 12 13
95 96 97 98 99 100 101 123 124 125 126 127 128 129 158 159 160 161 162 163 164 12 13 14 15 16 17 18 10 11 12 13 14 15 16 14 15 16 17 18 19 20 102 103 104 105 106 107 108 130 131 132 133 134 135 136 165 166 167 168 169 170 171 19 20 21 22 23 24 25 17 18 19 20 21 22 23 21 22 23 24 25 26 27 109 110 111 112 113 114 115 137 138 139 140 141 142 143 172 173 174 175 176 177 178 26 27 28 29 30 24 25 26 27 28 29 30 28 29 30
116 117 118 119 120 144 145 146 147 148 149 150 179 180 181 31 151
JULY AUGUST SEPTEMBER
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 1 1 2 3 4 5
182 183 184 185 213 244 245 246 247 248
5 6 7 8 9 10 11 2 3 4 5 6 7 8 6 7 8 9 10 11 12
186 187 188 189 190 191 192 214 215 216 217 218 219 220 249 250 251 252 253 254 255 12 13 14 15 16 17 18 9 10 11 12 13 14 15 13 14 15 16 17 18 19 193 194 195 196 197 198 199 221 222 223 224 225 226 227 256 257 258 259 260 261 262 19 20 21 22 23 24 25 16 17 18 19 20 21 22 20 21 22 23 24 25 26 200 201 202 203 204 205 206 228 229 230 231 232 233 234 263 264 265 266 267 268 269 26 27 28 29 30 31 23 24 25 26 27 28 29 27 28 29 30
207 208 209 210 211 212 235 236 237 238 239 240 241 270 271 272 273 30 31
242 243
OCTOBER NOVEMBER DECEMBER
S M T W T F S S M T W T F S S M T W T F S
1 2 3 1 2 3 4 5 6 7 1 2 3 4 5
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298 299 300 301 302 303 304 333 334 361 362 363 364 365 City Holiday
Closed
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APPENDIX C
PERMITS
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YES NO
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YES NO
YES NO
Application for Road / Encroachment Permit
City of Redlands - Municipal Utilities & Engineering Department Name: Phone:
Address: City: Zip:
Contractor: USA ID No.:
Contractor License No.: Type: Cal OSHA No.:
I hereby request permission to construct/install improvements/facilities within the City of Redlands road right-of-way at the following location:
Construction Start Date: Anticipated Completion Date:
Development No.: Plan No.:
Street Name:
Cross Streets:
Address:
and for the purpose of performing the following work:
Applicant/Agent Signature: Date:
In accordance with Plans approved by the Municipal Utilities & Engineering Director and/or the Standard Specifications and Detail Drawings of the City of Redlands for the quantity and type of improvements listed below:
SHADED AREA FOR OFFICIAL USE ONLY
EA Driveway Appr, Res/Comm……………… $ 49.00 / EA =$ Truck Route Permit Required:
SF Sidewalk…………………………………… $ 0.09 / SF =$ YES NO
SF Cross Gutter/Spandrel…………………… $ 0.58 / SF =$
LF Curb & Gutter…………………………… $ 2.19 / LF =$ Closure Permit With LF Curb/Berm………………………………… $ 2.62 / LF =$ Traffic Plan Required:
SF Asphalt Pavement…………………………$ 0.04 / SF =$
SF Crushed Aggregate Base……………… $ 0.04 / SF =$
EA Street Light…………………………………$ 81.00 / EA =$ Water Shutdown Required:
EA Traffic Signal - New………………………. $ 2,152.00 / EA =$
EA Traffic Signal - Modification………………$ 1,737.00 / EA =$ CY Reinforced Concrete…………………… $ 89.00 / CY =$ Bond Required:
LF Storm Drain Pipe…………………………. $ 8.00 / LF =$
EA Curb Inlet/Outlet Structures………………$ 67.00 / EA =$
EA Storm Drain Manhole/Junction Box…….. $ 67.00 / EA =$ EA Curb Core…………………………………. $ 62.00 / EA =$
LF Sewer Main……………………..………… $ 0.95 / LF =$
EA Sewer Manhole…………………..………. $ 67.00 / EA =$ Conduit Material:
EA Sewer Cleanout……………………………$ 134.00 / EA =$
EA Sewer Lateral…………………………… $ 67.00 / EA =$
LF Water Main - Potable…………………….. $ 1.09 / LF =$ Conduit Size:
LF Water Main - Non-Potable……...……….. $ 1.09 / LF =$
EA Fire Hydrant Assembly……………………$ 66.00 / EA =$
EA Water Service Lateral……………………. $ 26.00 / EA =$
EA Water Shutdown………………………….. $ 67.00 / EA =$
EA Fire Service……………………………… $ 58.00 / EA =$
LF Excavation/Utility Trench………..….…….$ 1.25 / LF =$
SF Street Patch……………………………….. $ 0.67 / SF =$
SF Warranty Fee (Street Cut)……………..…$ / SF =$
$ / =$ Calculated By
$ / =$
SUBTOTAL PERMIT FEE $
PERMIT FEE work complete within specified date from issuance = Inspected by $ 219.00 fee. $219.00
Municipal Utilities & Engineering
PENALTY FEE 25% of total permit fee if issued after commencement of work $ ($250.00 minimum fee)
(Effective 06/02/09) TOTAL ENCROACHMENT PERMIT FEE $ Approved By
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APPENDIX D
CONTRACTOR SAFETY PROGRAM
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CONTRACTOR
SAFETY PROGRAM
Rev. July 2024
TABLE OF CONTENTS
I. POLICY......................................................................................................................3 II. AUTHORITY..............................................................................................................3 III. SCOPE.....................................................................................................................3 IV. DEFINITIONS...........................................................................................................3 V. RESPONSIBILITIES ....................................................................................................4 RISK MANAGEMENT ..............................................................................................................................................4 PROJECT MANAGER (CITY) ..........................................................................................................5 INSPECTOR (CITY) .....................................................................................................................5 EMPLOYEES (CITY) ....................................................................................................................5 CONTRACTOR.........................................................................................................................................................5 PROJECT SAFETY OFFICIAL .....................................................................................................................................6 VI. PROGRAM ..............................................................................................................6 SAFETY PREQUALIFICATION QUESTIONNAIRE...................................................................................................... 6 APPEAL PROCESS....................................................................................................................................................7 CONSTRUCTION PROJECTS (TIER I AND TIER II)................................................................................ 8 INSPECTIONS..........................................................................................................................................................9 TRAINING/DOCUMENTATION ...............................................................................................................................9 NON-COMPLIANCE ................................................................................................................................................9 CITY PERSONNEL..................................................................................................................................................... 9 VII. RECORDKEEPING ................................................................................................. 10 VIII. ADDITIONAL REFERENCES ...................................................................................10 ACKNOWLEDGMENT OF RECEIPT (A) ...........................................................................................11 SAFETY PREQUALIFICATION QUESTIONNAIRE (B)............................................................................12 NOTICE OF NONCOMPLIANCE (C) ...............................................................................................13 JOB HAZARD ANALYSIS (D) ........................................................................................................14 INCIDENT INVESTIGATION FORM (E) ............................................................................................ 15 3 I. Policy
The purpose of this Contractor Safety Program (“CSP”) is to ensure, as best as reasonably possible, the protection and safety of all persons and property during construction activities undertaken by private contractors on behalf of the City of Redlands (“City”). The City has a comprehensive and structured approach in outsourcing services performed on City facilities by third-party persons and entities (“Contractor(s)”). The first phase of this comprehensive approach includes actively screening Contractors based on safety records, safety performance, and safety compliance. After the qualified Contractor is awarded a contract, the Contractor must then ensure compliance with all local, state, federal and Cal/OSHA regulations applicable to the contracted scope of work, and requirements set forth within this CSP. The Contractor, its agents, and personnel must adhere to the policies and procedures set forth by this CSP and all applicable laws and regulations.
II. Authority
California Code of Regulations, Title 8, Section 336.10 “Determination of Citable Employer” California Code of Regulations, Title 8
“Greenbook” Standard Specifications for Public Works Construction Redlands Municipal Code
California Building Code
III. Scope
This CSP applies to all Contractors who provide or render construction or improvement services for Cityowned property and facilities.
The Contractor services covered under this CSP include, but are not limited to, the following:
A. New construction;
B. Remodeling;
C. Facility maintenance orrepair;
D. Equipment installation or maintenance; and
E. Services (i.e. janitorial, fleet operations, landscaping,etc.) Consultants/ Professional service providers are exempt from having to submit a Safety Prequalification Questionnaire (“SPQ”), prior to the beginning of work, but they are expected to be compliant with industry best practices with regards to maintaining a safe work environment for their employees andothers.
IV. Definitions
A. Contract – any written agreement between the City of Redlands and a Contractor, to perform a specified scope of work on City facilities. With respect to this policy, a contract includes, but is not limited to: awarded purchase orders, bids, and/ or projectcontracts.
B. Construction Work – construction, alteration, and/or repair, including painting anddecorating.
C. Contractor – a person or entity (including all personnel) awarded a contract to perform work on City property or facilities.
D. D.A.R.T Rate – Injuries and illnesses severe enough to warrant: Days Away, Restrictions and Transfers. The DART rate is calculated using the following formula: Number of OSHA Recordable injuries and illnessesthatresulted in Days Away x 200,000/divided by total hours worked by all employees during the year covered.
4 E. Designated Work Area – an area where it is necessary to restrict or limit entry or access of nonessential personnel or the public. Examples include work areas involving remediation abatement, demolition, excavation, and overheadlifting.
F. Facilities – any building or property owned by the City ofRedlands.
G. Hazard – source or situation with a potential for harm in terms of injury or health, damage to property, damage to workplace environment, or a combination ofthese.
H. Job Hazard Analysis (“JHA”) – a technique that focuses on job tasks as a way to identify hazards before they occur. It focuses on the relationship between the worker, the task, the tools, and the work environment. The objective is to eliminate the risk or to utilize control measures to reduce the risk.
I. North American Industry Classification System (“NAICS”) – is the standard used by Federal statistical agencies in classifying business establishments for the purpose of collecting, analyzing, and publishing statistical data related to the U.S. businesseconomy.
J. Non-compliance – any deviation from standards, practices, processes, procedures, regulations etc. that could either directly or indirectly lead to injury or illness, property damage, damage to the workplace environment, or any combination of thesecriteria.
K. Notice of non-compliance – form provided to the Contractor by the City alerting the contractor of non-compliance with City specifications, Cal/OSHA regulations, or any other generally accepted safe work practice.
L. Non-compliant hazardous work condition – any hazard that is considered to be non-compliant with State or Federal safety and health regulations, City specifications, or any inconsistency with generally accepted work practices.
M. Personnel – all Contractor employees, contractors, sub-contractors and agents providedaccess to City property or facilities.
N. Recordable Incident – any injury or illness resulting in death, days away from work, restricted work or transfer to another job, medical treatment beyond first aid, or loss of consciousness per OSHA Section 1904.7(a).
O. Safety Tailgate – informalsafety meeting generally conducted at the job site prior to the commencement of a job or work shift.
P. Services – any and all, labor, duties, functions and activities required to be performed by the Contractor under the contract and any subsequentaddenda.
V. Responsibilities
RISK MANAGEMENT
A. Update, maintain, and administer thisCSP;
B. Maintain centralized records of training, site visit data, written programs, tailgate meetings, permits, and all other necessary contractor relateddocumentation;
C. Provide technical assistance to Engineeringpersonnel; D. Attend Pre-construction meetings and progress meetings asneeded; E. Provide assistance on safety inspections as needed;
F. Review safety submittals;
G. Provide guidance on pre-qualification determination;and H. Provide training to affected city personnel with responsibilities under thisprogram. 5 PROJECT MANAGER (CITY)
The Project Manager has the authority to delegate any or all portions of this CSP to subordinates, but the Project Manager will be held accountable for their compliance. The Project Manager shall contact Risk Management, as necessary, for assistance in relation to this CSP.
A. Ensure safety hazards are addressed in a timelymanner; B. Communicate safety concerns during pre-construction meetings and progressmeetings; C. Inform impacted employees of construction activities scheduled in their workarea; D. Enforce pre-qualification procedures in bidding process;and E. Ensure this CSP is properly executed.
INSPECTOR (CITY)
The City of Redlands construction inspector is not a safety professional and will only provide “Notice of NonCompliance” for obvious and serious non-compliant conditions.
A. To the best of their abilities, inspect work sites for safetyhazards; B. Communicate safety concerns to Contractor;
C. Provide Contractor with “Notice of Non-Compliance” when serious conditions occur or repeat violations; D. Collect documentation needed for constructionworksites; E. Submit documentation to Risk Management forrecordkeeping; F. Maintain photo documentation of safety hazards;
G. Never enter situations that can harm or endanger himself/herself; H. Never use personal protective equipment (PPE) or enter situations, which they are not trained for; I. Contact Emergency Medical Services (911) and Risk Management in case of emergency;and J. Attend and communicate safety concerns in progressmeetings.
EMPLOYEES (CITY)
A. Immediately notify the Project Manager, inspector, or Risk Management of any safety related concerns at a Contractor job site; and
B. Contact Emergency Medical Services (911) and Risk Management in case of emergency.
CONTRACTOR
Where relevant and applicable, the Contractor’s responsibilities shall include:
A. Compliance with requirements and responsibilities detailed within the Contractor Safety Program; B. Ensure all local regulatory requirements are met and all necessary permits are obtained before conducting work on behalf of theCity;
C. Designate a Project Safety Official by name who shall always be available to abate safety hazards; D. Ensure all personnel have the appropriate qualifications and training to perform the contracted work (Copies of current training documentation and certifications must be on file with theCity); E. Inform City Project Manager or inspector of any job site safety hazards or concerns; F. Inform City Project Manager if any suspected asbestos-containing material is located; G. Conduct and submit Job Hazard Analysis (JHA) before work and as required by change of tasks; H. Conduct and submit Safety Tailgates on a bi-weeklybasis; I. Provide all required PPE necessary to conduct work safely and in accordance with required local regulations;
J. The safety of all individuals who enter worksite;
K. Spill cleanup;
L. Immediately report any incidents, accidents, near misses, unsafe conditions, or unsafe acts involving any jobsite personnel;
6 M. Arrange for the properstorage and removal of waste generated prior to the completion of job, and provide confirmation that the materials have been removed or disposed of in a manner compliant with all applicable environmentalregulations;
N. Removing all equipment used during work activities and ensuring proper housekeeping of designated work area at the end of each workday and upon completion of thejob; O. Contact Emergency Services (911) and Project Manager in the event of an emergency; and P. For the actions of their subcontractors, as they may pertain to this CSP, including their adherence to its contents and review of this document.
PROJECT SAFETY OFFICIAL (CONTRACTOR)
A. Shall always be at the work site;
B. Must be thoroughly familiar with the Contractor’s Injury and Illness Prevention Program (IIPP) and Code of Safe Practices;
C. Shall always be available to abate any potential safety hazards;and D. Shall have the authority and responsibility to shut down an unsafe operation, if necessary.
VI. Program
SAFETY PREQUALIFICATION PROCESS
A. The safety prequalification process is intendedto:
• Provide the City with knowledge of past and current safety performance of Contractors working on City construction projects;
• Improve Contractor compliance with City safety rules, including safe work practices required by applicable regulations and laws; and
• Improve safety during Contractor activities.
B. A copy of the SPQ shall be provided to each person or entity bidding on a project, as part of the bidding process.
C. The completed questionnaire shall be returned and reviewed prior to awarding contract work, with supporting information provided as indicated by responses on the questionnaire.
D. The SPQ shall be submitted to 35 Cajon St., Suite 4
Redlands Ca, 92373
Attention: Project Name-Contractor Name-SPQ
E. The following criteria and information relating to the Contractor will be reviewed prior to awarding contract:
• Contractor License;
• Incident Rates;
• OSHA Citations;
• Safety Policies;
• Safety Programs and Procedures;
• Compliance History on City Projects; and
• Certification Statement.
F. Contractor must qualify in each section to be approved for the award of a contract.
G. If a Contractor failsto pass prequalification procedure, the City has the right to disqualify the Contractor’s proposal.
7 H. All costs associated with compliance with City of Redlands prequalification requirements shall be at the sole expense of the Contractor.
I. If a Contractor provides information that is later determined to be false, or improperly withholds information, the Contractor will be immediately disqualified.
J. Any questions or information relating to filing this questionnaire may be answered by reaching:
• Engineering: (909) 798-7698; or
• Risk Management: (909) 798-7514
DISQUALIFICATION APPEAL PROCESS
This provision is established pursuant to Public Contract Code section 20101(d) which requires every public agency that requires prospective biddersto prequalify pursuant to the law to establish “a processthat will allow prospective biddersto dispute their proposed prequalification rating prior to selection of an alternate bidder.” If the City intends to disqualify a bidder based upon the bidder’s safety record, the City will notify the bidder in writing and provide the bidder with any supporting evidence that has been received from others or adduced because of an investigation by the City. The notice of intention shall be sent by certified mail with return receipt requested or by overnight mail via a delivery service that provides online tracking which identifies the date of the prospective bidder’s receipt of the notice, and shall include notice that the bidder has the right to, and may request a hearing to rebut any evidence used as a basis for disqualification and to present evidence to the City as to why the prospective bidder should be found qualified. Requests for a hearing must be made by written request to the City within ten calendar days ofthe date of the prospective bidder’s receipt of the City’s notice of intention. If the bidder does not request a hearing within the time allowed, the City’s determination shall stand unchallenged and become final.
Within seven calendar days of receiving the bidder’s request for a hearing, the City shall notify the bidder in writing of the date, time and place of the hearing. The hearing shall be held no sooner than ten (10) calendar days and no later than fifteen (15) calendar days afterthe notice is given. The notice shall inform the bidder of itsright to present testimony and documents in support of its position.
The hearing shall be conducted before the Redlands City Manager, which may be continued from time to time as reasonably determined by the City Manager but shall not exceed forty five (45) days. At the conclusion of the hearing, and after considering all testimony and documentation presented, the City Manager shall issue a written decision no later than five calendar days following the hearing. The City Manager’s decision shall be final and is not subject to further appeal to the City.
The bidder shall not be entitled to bid on any contracts with the City until it has met the safety pre-qualification standards. If the City Manager approves an appeal, the contractor will have been deemed to meet the qualification standards and it will be valid for one year. The bidder shall have the right to withdraw its application for prequalification or its appeal at any time before the City Manager’s decision becomes final. Such withdrawal will not preclude the bidder from re-applying for prequalification.
CONSTRUCTION PROJECTS
A. After a contract is awarded, the Contractor shall maintain, throughout the duration of the project, safety measures as necessary to protect the public and workers within, or in the vicinity of, the designated work zone. This includes an evaluation of the work to be performed and the hazards likely to be encountered.
Contractors are expected to follow, at a minimum, all pertinent laws, rules, and regulations for the location in which they will be working. Where applicable, Contractor Safety Programs will meet or exceed City programs/ procedures and are subject to review and approval by the City prior to contract execution.
B. Job Hazard Analysis(“JHA”)
1. Prior to a notice to proceed a JHA must be completed utilizing the City’s form, or equivalent, to assess the hazards present in the designated work area. Any information requested on the City’s form, but not stated on the equivalent form utilized, shall be provided separately with the original submission.
2. All members of the construction unit must sign the JHA to acknowledge hazard abatement procedures.
3. JHA must be kept at job site accessible to all impactedpersonnel.
4. Failure to follow JHA procedures may lead to termination of the contract.
C. Personal Protective Equipment(“PPE”)
1. All required PPE must be always worn during workactivities.
2. All mandatory PPE must be highlighted in theJHA.
3. The Contractor shall provide PPE.
4. Failure to follow PPE guidelines may lead to termination of the contract.
D. Safety Tailgates
1. Safety Tailgate Meetings must be held on a biweekly basis for all constructionprojects.
2. The first meeting shall take place on Day 1, Week 1 and every other week thereafter.
3. Tailgates shall be signed by all personnel and submitted to Construction Inspector for recordkeeping.
4. Tailgate topics should be specific to the scope of work of theproject.
E. Injury Reporting
1. Contractors shall immediately report injuries or accidents to the Project Manager (regardless of severity). Additionally, contractors are responsible for and must also conduct accident investigations of any injuries that occur on site and provide results to the Project Manager.
2. Use the City Incident Investigation Form (Attachment E), or equivalent, to meet thisrequirement.
F. Spill Prevention
1. The Contractor is responsible for any spill within the confines of the project and those outside of the construction limits caused by the Contractor’s defective equipment, containers, or personnel.
2. Secondary spill containment systems shall be used to prevent contamination of the environment.
G. Construction in OccupiedBuildings
1. When building occupants are present during construction projects additional safeguards must be implemented to eliminate exposures and complaints. Dust/ particulates from demolition, sanding and other construction activities must be controlled by adequate ventilation, or containment and negative air ventilation systems based upon the specific type of activity and particle. Similar controls must be utilized for odorous activities including, but not limited to, carpet adhesive, painting, welding, and coatings.
2. The Contractor shall ensure that the HVAC system is protected to prevent contamination. If an HVAC system is unprotected and contaminated by any construction/demolition materials, the Contractor shall be held responsible for the cost of cleaning the system and any subsequent repairs therein.
3. Negative air ventilation systems shall have appropriate filtration and be exhausted outside of the building.
INSPECTIONS
A. Follow-up inspections will be executed to enforce compliance with safety and health requirements.
B. Follow-up inspections will be conducted as part of routine site inspections by construction inspector and Risk Management employees.
C. The SPQ aims to provide the City with knowledge of Contractor safety history and safety practices. This minimizes the need for an increased frequency of inspections. In addition, the City will take the following guidelines into consideration when determining the frequency of inspections.
1. Scale of project;
2. The frequency with which the number and types of hazards change as the work progresses;
3. More frequent inspections will be implemented in the beginning of the project;and
4. When the Contractor has never worked for theCity.
TRAINING/DOCUMENTATION
A. The contractor will ensure that all personnel are trained for the scope of work they are assigned, as well as the equipment they will beutilizing.
B. Documentation shall be on file with the City prior to projectstart.
C. Personnel missing training documentation shall not be permitted to work on awarded City projects.
D. Training requirements are mandated by Federal and State Regulations. This may include, but is not limited to, the programs listed in the SPQ.
NON-COMPLIANCE
A. Contractor compliance issues shall be documented on the “Notice of Non-Compliance” form. A copy of this form shall be provided to the Contractor for completion.
B. Upon receipt of the completed “Notice of Non-Compliance” form, the Project Manager and Risk Management will evaluate, based on the incident, and identify, as appropriate, any additional corrective and/or preventive actions for completion.
C. If immediate correction is not feasible, the project will be temporarily stopped until the issue is adequately resolved.
D. City staff with authority to stop work are:
1. Construction Inspector;
2. City Project Manager;
3. City Manager; and
4. Risk Management staff.
E. Any violation or deviation from safety rules, procedures, or regulations, based on evaluation, may be subject to all disciplinary actions listed asfollows:
1. Verbal warning
2. Written warning-Notice ofNon-Compliance (work may not continue until approved corrections are implemented);
3. Dismissal of non-complying personnel; and/or
4. Termination of Contract.
The City of Redlands maintains the right to terminate any contract for the violation of safety issues without liability to the City.
CITY PERSONNEL
A. All affected City employees will be informed in advance of any construction related work or other contract work which has the potential for impacting their workplace. Notifications will be made to all affected employees via e-mail or written memo by the Project Manager or designee. Notifications must include the following information:
1. Start and end dates of the work to becompleted;
2. Work areas to be affected;
3. Description of work to be completed;
4. Name and phone number of Project Manager;
5. Name and phone number of Construction Inspector; and
6. Name and phone number of Risk Management.
B. Employees should be instructed to notify the Project Manager regarding logistical issues or other concerns. Safety and Health concerns should be directed to either the Project Manager, Inspector, or Safety Specialist.
VII. Recordkeeping
The City’s Human Resources / Risk Management Department will maintain all records prepared in association with this CSP, with copies also place on file with the office of the City Clerk.
VIII. Additional References
https://www.dir.ca.gov/title8/336_10.html
Attachment A
11 City of Redlands
Acknowledgment of Receipt Statement
I acknowledge by signing this document, that I have received and reviewed the City of Redlands’ Contractor Safety Program and understand that it contains valuable information on the City’s policies and procedures regarding employee safety as it pertains to Contractor activities. Furthermore, I acknowledge that failure to comply with any of these procedures may lead to termination of the contract with the City.
Contractor Signature Contractor Title:
Contractor Name (Print) Date Signed
If you have any questions regarding this document, please contact the Risk Management Division at (909) 798-7514.
Attachment B
12 Company Name:
Contractor License #: Expiration Date:
Address:
City: State: Zip Code:
Name of Person Submitting Application:
Title: Telephone #:
Email Address:
Identify the highest-ranking Safety/Health Professional in your Company:
Name:
Title: Telephone #:
CITY OF REDLANDS
SAFETY PREQUALIFICATION QUESTIONNAIRE
Omitting or reporting false information on this questionnaire may result in disqualification of bid.
The City of Redlands reserves the right to conduct random or for-cause audits of information stated in this questionnaire. If deemed necessary, additional documentation may be requested by the City to verify responses on this questionnaire.
SECTION 1 – GENERAL INFORMATION
13 INCIDENT RATES
Provide your actual injury and illness data below:
Provide the NAICS Code Number that bestrepresents
your Firm:
Provide any additional numbers here:
(Provide three full years of data) Last Calendar 2 Years Ago 3 Years Ago Number of hours worked by all employees:
Total Recordable Incident Rate*:
D.A.R.T. Rate*:
Total Number of Fatalities:
WORKERS’ COMPENSATION INFORMATION
1. Provide your Workers’ Compensation Experience Modification Rate (EMR) Data:
Policy Year EMR
* If your current EMR is greater than 1.25, initialing here certifies that you will provide a competent, full- time person or representative responsible for safety for all City projects:
Current EMR*
*lnitialing here certifies that your firm does not have an EMR:
(Submit a copy of your firm's Loss Run Reports for the last three years if your firm does not have an EMR.)
1 Year Ago:
2 Years Ago: Name of your firm’s Workers’ Compensation carrier:
3 Years Ago: Phone Number of Workers’ Compensation carrier
2. Is your firm self-insured for Workers' Compensation claims? Yes No (If yes, please attach a copy of the latest Annual Report to the State of California Department of Industrial Relations and/or State of California Certificate of Self-Insurance.) SECTION 3– CITATION HISTORY
1. Has your firm received any regulatory citations in the last threeyears? Yes No If yes, please answer the question below.
SECTION 2 – INCIDENT RATES & WORKER’S COMPENSATION INFORMATION Incident Rate = [(Total Recordable Cases X 200,000 hours)/ Number of hours worked by all employees] D.A.R.T. Rate = [(Total Number of entries for Days Away, Restricted and Job Transfer X 200,000 hours)/ Number of hours worked by all employees]
If your latest incident rates and D.A.R.T. rates are greater than 100% of the industry average for all your NAICS code Numbers Listed, your bid may be disqualified.
The industry average can be found at www.bls.gov
14 2. Were any of the confirmed (Closed) citations classified as Serious, Willful, Repeat, or Failure to abate?
Yes No
3. If yes, please explain:
4. Have you abated all the citations issued to you in the last three years Yes No If no, please explain abatement action plan:
SECTION 4 – SAFETY POLICIES
Questions (Please check YES or NO) YES NO*
1. Does your company provide and adhere to a written Illness Prevention Program (IIPP) (CCR Title 8 §3203(a))? If yes, a copy of the program will be required on-hand at the job site throughout the duration of the contract. Please attach a copy to your bid proposal.
2. Does your company provide and conduct Tailgate Meetings or equivalent with employees at least every 10 working days? (CCR Title 8 §1509(e))
3. Does your company have a policy for disciplinary action for unsafe behavior ensuring employee compliance with safe and healthy work practices? (CCR Title 8 §3203(a)(2))
4. Does your company provide and abide by a written Code of Safe Practices that relates to your firm’s operations. (CCR Title 8 §1509(b)) If yes, a copy of the Code of Safe Practices will be required on-hand at the job site throughout the duration of the contract. Please attach a copy with your bid proposal.
5. Does your company perform JHAs? (CCR Title 8 §1511(b)
6. Does your company provide training and retraining programs for ensuring employee compliance with safe and healthy work practices? (CCR Title 8 §3203 (a)(2), (a)(7)
7. Does your company provide training and retraining programs for ensuring employee compliance *Please provide reason(s) for NO answer in the box below or on a separate sheet of paper.
Failure to provide the above-referenced documents will result in the contractor’s bid being disqualified.
PLEASE ANSWER ALL QUESTIONS BY CHECKING YES OR NO, AND ATTACHING APPROPRIATE DOCUMENTS THAT MAY APPLY OR AS REQUESTED.
SECTION 5 – SAFETY PROGRAMS AND PROCEDURES
15 YES NO
1. Is Confined Space work anticipated in the scope of the work awarded? (If no, please proceed to Question 2)
If yes, please attach the following: Attached?
Copy of written Confined Space Entry Procedure
List of personnel authorized on jobsite to work in confined space(s) List of personnel authorized on jobsite to serve as Rescue Team Verification of personnel training (copies of certs, cards, etc.)
2. Is work requiring Lockout/Tagout protocols anticipated in the scope of the work awarded? (If no, please proceed to Question 3)
If yes, please attach the following: Attached?
Copy of written Lockout/Tagout (LOTO) Procedure
List of personnel authorized on jobsite to perform LOTO Verification of personnel training (copies of certs, cards, etc.)
3. Is work requiring a personal lift anticipated in the scope of the work awarded? (If no, please proceed to Question 4)
If yes, please attach the following: Attached?
List of personnel authorized on jobsite to use lifts Verification of personnel training (copies of certs, cards, etc.)
4. Is work requiring a forklift anticipated in the scope of the work awarded? (If no, please proceed to Question 5)
If yes, please attach the following: Attached?
List of personnel authorized on jobsite to use a forklift Verification of personnel training (copies of certs, cards, etc.)
5. Is work requiring a crane anticipated in the scope of the work awarded? (If no, please proceed to Question 6)
If yes, please attach the following: Attached?
Copy of written Crane Program
Copy of all expected Crane operators’ Certifications List of personnel designated as Competent under Crane program Verification of personnel training (copies of certs, cards, etc.) NOTE: If awarded bid, more documentation may be required 16 6. Is Hot Work (as defined by OSHA) anticipated in the scope of the work awarded? (If no, please proceed to Question 7)
If yes, please attach the following: Attached?
Copy of written Hot Work Procedure
List of personnel authorized on jobsite to perform Hot Work Verification of personnel training (copies of certs, cards, etc.)
7. Is Trenching/ Excavation work anticipated in the scope of the work awarded? (If no, proceed to Question 8)
Is a plan in place for the disposal of all material that cannot be returned to the trench/ excavation? Are appropriate materials for barricading or securing work area at jobsite? Has a permit from the Department of Industrial Relations for excavations deeper than 5 feet been obtained?
If yes, please attach the following: Attached?
Copy of written Trenching/ Excavation Procedure
Copy of Permit if trench is to exceed depth of 5 feet List of personnel designated as Competent under Trenching/ Excavation Program Verification of personnel training (copies of certs, cards, etc.) NOTE: If awarded bid, more documentation may be required
8. Is electrical work anticipated in the scope of the work awarded? (If no, proceed to Question 9) If yes, please attach the following: Attached?
Copy of written Electrical Safety Program
List of personnel designated as Competent under Electrical Safety Program Verification of personnel training (copies of certs, cards, etc.)
9. Is work that may have an arc flash potential anticipated in the scope of the work awarded? (If no, proceed to Question 10)
Are all materials required to safely perform arc flash present? If yes, please attach the following: Attached?
Copy of Arc Flash Procedure
List of personnel designated as Competent under Arc Flash Program Verification of personnel training (copies of certs, cards, etc.) 17 10. Is work involving chemicals anticipated in the scope of the work awarded? (If no, proceed to Question 11)?
If yes, please attach the following: Attached?
Copy of written Hearing Conservation Program
List of personnel working in high noise areas
Verification of personnel training (copies of certs, cards, etc.)
11. Is work involving chemicals anticipated in the scope of the work awarded? (If no, proceed to Question 12)?
* Copies of SDS for Chemicals used must be kept at jobsite Please attach the following: Attached?
Copy of written Hazard Communication Program
List of personnel performing work with chemicals
Verification of personnel training (copies of certs, cards, etc.) List trade names of all hazardous materials which you will be using on site:
12. Is work on or adjacent to public roadways anticipated in the scope of the work awarded? (If no, proceed to Question 13)
Do you have the appropriate provisions (signs, devices, barricades/) Please attach the following: Attached?
Please provide a list of personnel working in traffic areas. Verification of personnel training (copies of certs, cards, etc.) NOTE: If awarded bid, more documentation may be required
13. Is it anticipated in the scope of the work awarded that exposure to asbestos is possible? (If no, proceed to Question 14)
Please attach the following: Attached?
Copy of written procedure(s)
List of personnel working with potential exposure to asbestos Verification of personnel training (copies of certs, cards, etc.) 18 14. Is it anticipated in the scope of the work awarded that exposure to silica is possible? (i.e. sandblasting, concrete demolition, concrete saw cutting, surface grinding, etc.) (If no, proceed to Question 15)
Please attach the following: Attached?
Copy of Silica Control Plan
List of personnel working with potential exposure to silica Verification of personnel training (copies of certs, cards, etc.)
15. Is work at heights anticipated in the scope of the work awarded? (If no, proceed to Question 16) Please attach the following: Attached?
Copy of written Fall Protection Program
List of personnel designated as Competent under Fall Protection Program Verification of personnel training (copies of certs, cards, etc.)
16. Is work requiring the use of respirators anticipated in the scope of the work awarded? (If no, proceed to Question 17)
Please attach the following: Attached?
Copy of written Respiratory Protection Program
List of personnel using respirators
Verification of personnel training (copies of certs, cards, etc.)
17. If the scope of work to be performed is not adequately represented by questions (1-16), please list any additional Health & Safety concerns below.
In addition to the previous sections, Contractors that have previously been awarded work by the City, will be equally evaluated on their compliance history in relation to City projects.
SECTION 6 – COMPLIANCE HISTORY ON CITY PROJECTS
19 I Certify under penalty of perjury that:
a. the information contained herein is true and correct to the best of my knowledge,and b. no attempt has been made to give false or misleading information or to withhold any information.
Signature of Authorized Representative: Title of Authorized Representative Printed Name of Authorized Representative Date Signed:
SECTION 7 – CERTIFICATION STATEMENT
20 Attachment C
NOTICE OF NON-COMPLIANCE
Project:
Contractor:
Notice of Non-Compliance was issued toContractor’s representative, , Name
on at .
The following unsafe behaviors were observed at the Contractor’s job site:
If the unsafe condition is not immediately corrected, the City of Redlands may take disciplinary action in accordance with the Contractor Safety Program guidelines. _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ To be completed by Contractor
Corrective action plan to abate hazards:
Unsafe Condition Resolved: Date: Time:
Remarks:
21 Attachment D
Job Hazard Analysis
Project:
Company: Project Safety Official: Project Manager (City):
Scope of Work: Location: Date:
Tasks Potential Safety
Risks/Hazards
Safety
Controls/Mitigate
Required PPE
Hard Hat
Safety Vest
Safety Glasses/Goggles
Safety Boots
Respirator
Safety Gloves
Face Shield
Fall Protection
Other:
Signatures of Employees On-Site this JHA is applicable to:
Employee Signature: Print Name: Date:
22 Attachment E
INCIDENT INVESTIGATION FORM
Date of Incident: Time of Incident: Date Reported:
Lead Investigator: Contact Information:
Contractor: Employee Name:
Witness 1 Name: Telephone:
Witness 2 Name: Telephone:
Incident Site/ Location
Incident Summary:
Near Miss Yes No Incident Severity: Minor Significant Major Critical Root Cause(s):
Corrective Actions:
City Council AGENDA ITEM NO. K8.
DATE: April 7, 2026
TO: Honorable Mayor and City Council Members
SUBJECT: Consideration of the First Amendment to the Professional Services Agreement with Hicks & Hartwick, Inc. to increase the Extended Term compensation to $197,000, increasing the total compensation to a not to exceed amount of $297,000, and authorize an additional appropriation of $97,000 from the Streets General Fund (Municipal Utilities and Engineering Director Heredia) MOTION:
If the City Council determines that staff recommendation is appropriate, the following motions are provided:
1. I move to approve the First Amendment to the Professional Services Agreement with Hicks & Hartwick, Inc.
2. I move to authorize an additional appropriation of $97,000 from the Streets General Fund.
RECOMMENDATION:
Staff recommends City Council approval of a First Amendment to the Professional Services Agreement with Hicks & Hartwick, Inc., to increase the Extended Term compensation to $197,000, increase the total compensation to a not-to-exceed amount of $297,000, and authorize an additional appropriation of $97,000 from the Streets General Fund.
DISCUSSION:
The Municipal Utilities and Engineering Department (MUED) Engineering Division is responsible for the design, construction, and management of annual Capital Improvement Projects, including but not limited to underground utility replacement (water, sewer, and storm drain), street resurfacing, and bicycle and pedestrian facility improvements. The engineering phase of these projects often requires general engineering and professional land surveying services to support the preparation of construction plans and specifications. Additionally, general engineering design services are occasionally required to assist with the review of supplemental parcel maps, tract maps, easements, survey documents, and geotechnical investigations.
In May 2024, MUED staff issued a Request for Proposals (RFP) to obtain on-call engineering and surveying services on an as-needed basis. Twelve (12) proposals were received and on September 3, 2024, the City Council approved a Professional Services Agreement with Hicks & Hartwick, Inc. The original Agreement included an initial term of one (1) year with one (1) optional extension and a total compensation amount not to exceed $200,000. The Agreement is currently within the extension period, and an additional $97,000 is required to complete the remaining tasks under the same terms and conditions.
During the course of the on-call services, Hicks & Hartwick, Inc., has exceeded the performance expectations of City staff. As a result, additional tasks are planned to be assigned that were not originally anticipated. The proposed amendment increases the total compensation to support engineering design services for the 7th & 9th Street Parking Lot Project. The additional tasks funded through the increased compensation fall within the approved scope of work outlined in the original Agreement. No other revisions to the terms and conditions of the original Agreement are proposed through this amendment.
ALTERNATIVES:
City Council may deny the staff recommendation and provide alternative direction to staff.
STRATEGIC PLAN:
N/A
SUBMITTED BY:
Monica Heredia, Ray Casey, Municipal Utilities & Engineering Director RECOMMENDED BY:
Charles M. Duggan Jr., City Manager
REVIEWED BY:
Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
Ray Casey, Municipal Utilities & Engineering Director
Goutam K. Dobey, City Engineer
PREPARED BY:
Veronica Noriega, Associate Engineer
FISCAL IMPACT
Fiscal Year: FY 2025/26
Revenue Generating: No
Amount: $97,000
Budgeted Y/N: No
Account No.: 101304
Additional Appropriation Required: Yes
Discussion:
The original agreement is included in the FY 2025/26 MUED approved budget. Staff recommends City Council authorize an additional appropriation of $97,000 from the Streets General Fund (Fund 101) to cover funds related to the First Amendment to the Professional Services Agreement with Hicks & Hartwick, Inc.
Attachments
A_1st_Amendment_Hicks_Hartwick.pdf
B_Additional_Appropriation_Form.pdf
Original_Agreement_Hicks_Hartwick_Inc.pdf
1 I:\cmo\Agreements\1st Amendment Hicks & Hartwick.bm.FY2526-145.03.24.2026.docx
FIRST AMENDMENT TO AGREEMENT TO PERFORM PROFESSIONAL SERVICES This first amendment (“First Amendment”) to the agreement for Engineering Services related to the On-Call General Engineering Services dated September 3, 2024, (“Agreement”), by and between the City of Redlands, a municipal corporation (“City”), and Hicks & Hartwick, Inc. (“Consultant”), is made and entered into this 7th day of April, 2026.
RECITALS
WHEREAS, it is the desire of the City and Consultant to amend the existing Agreement, as specifically set forth in this First Amendment.
NOW, THEREFORE, City and Consultant agree as follows:
AGREEMENT
Section 1. Section 3.1 of Article 3 of the Agreement, entitled “Responsibilities of City," is hereby amended to read as follows:
“3.1 City designates Monica Heredia, Municipal Utilities and Engineering Department Director, as City’s representative with respect to performance of the Services, and such person shall have the authority to transmit instructions, receive information, interpret and define City’s policies and decisions with respect to performance of the Services.” Section 2. Section 5.1 of Article 5 of the Agreement, entitled “Payments to Consultant," is hereby amended to read as follows:
“5.1 The compensation for Consultant’s performance of the Services shall not exceed the amount of One Hundred Thousand ($100,000) for the Services provided during the Initial Term.
Should this Agreement be extended, the compensation for Consultant’s performance of the Services shall not exceed the amount of One Hundred Ninety-Seven Thousand ($197,000) for the Extended Term, bringing the total possible amount of compensation to a not-to-exceed amount of Two Hundred Ninety-Seven Thousand ($297,000). For the Initial Term and the Extended Term, City shall pay Consultant on a time and materials basis up to the not-to-exceed amount in accordance with the rates specified in Exhibit “B,” titled “Hourly Rate Schedule,” which is attached hereto and incorporated herein by this reference.” Section 3. All other provisions of the Agreement shall remain unchanged by this First Amendment and in effect.
[See next page for signatures]
2 I:\cmo\Agreements\1st Amendment Hicks & Hartwick.bm.FY2526-145.03.24.2026.docx IN WITNESS WHEREOF, the parties have executed this First Amendment, to be effective as of April 7, 2026.
CITY OF REDLANDS HICKS & HARTWICK, INC.
By: _____________________________ By: ______________________________ Mario Saucedo, Mayor Matthew C. Hicks, President
ATTEST:
_____________________________
Jeanne Donaldson, City Clerk
DATE OF REQUEST:
An additional appropriation is hereby requested as follows:
Department:
JUSTIFICATION:
Requested By:
Recommended By Finance Director: Recommended:
Yes No Signed
Comments: Approved by City Council:
Date:
Signed:
City Clerk
REVENUE APPROPRIATION INCREASE (if applicable)
EXPENDITURE APPROPRIATION INCREASE (if applicable)
$ -
$ -
TRANSACTION NO:
ACCOUNTING PERIOD:
Account Description Orgkey Object Code Job Ledger (If
applicable) Amount
Job Ledger (If
applicable) Account Description Orgkey Object Code Amount Department Head
City Manager
CITY OF REDLANDS
REQUEST FOR ADDITIONAL APPROPRIATION
FINANCE USE ONLY
City Council AGENDA ITEM NO. K9.
DATE: April 7, 2026
TO: Honorable Mayor and City Council Members
SUBJECT: Consideration of approval of the sole source purchase of the Dispatch Console Radio upgrade to Command Central AXS in the amount of $370,436.22 and authorization of an additional appropriation in the same amount (Police Chief Tolber)
MOTION:
If the City Council determines that staff's recommendation is appropriate, the following motion is provided:
"I move to approve the Dispatch Console Radio upgrade to Command Central AXS with the County of San Bernardino in the amount of $370,436.22, and authorize an additional appropriation of the same amount." RECOMMENDATION:
Staff recommends that the City Council approve a sole source purchase of the Dispatch Console Radio upgrade to Command Central AXS with the County of San Bernardino in the amount of $370,436.22 and authorize an additional appropriation of the same amount.
DISCUSSION:
The Redlands Police Department Communications Center utilizes a Motorola dispatch console radio system that is integral to daily public safety operations managed by the County of San Bernardino (County). This system provides primary radio communication between dispatch personnel and police officers in the field. It also enables crosscommunication and interoperability with other law enforcement agencies including fire, public services, The University of Redlands and Redlands Unified School District. This ensures coordinated response and shared situational awareness during routine operations and critical incidents.
Motorola Solutions is transitioning its legacy dispatch console platforms to the newer Command Central AXS console model. As part of this transition, long-term manufacturer support, software updates, and future system enhancements for older console models are being phased out. Continuing to operate on an aging console platform increases the risk of limited technical support, reduced compatibility with evolving County managed 800 MHz infrastructure and potential operational disruptions.
The proposed dispatch console upgrade replacement will upgrade the existing system to the new Command Central AXS console including installation services. This upgrade is necessary to:
Maintain manufacturers supported hardware and software
Ensure continued compatibility with the County of San Bernardino’s radio infrastructure Reduce the risk of service interruptions during critical incidents Provide long-term system stability and life cycle support Maintain operational efficiency for emergency services personnel Given that the dispatch radio consoles serve as the primary communication link between officers in the field and the Communications Center, maintaining a supported and reliable system is essential to officer safety, coordinated emergency response, and uninterrupted public safety operations.
Currently, the Redlands Police Department (RPD) has seven dispatch consoles. Each console costs $52,919.46 to upgrade, for a total of $370,436.22. The City has the option to pay this amount either as a one-time upfront payment or through annual payments over nine years, with the total cost remaining $370,436.22. Therefore, the RPD recommends that the City Council approve the sole-source purchase from the County of San Bernardino in the amount of $370,436.22 to ensure continued operational reliability.
ALTERNATIVES:
The City Council may choose not to approve the sole source purchase of the dispatch console radio upgrade replacement. However, continuing to operate on an aging console platform increases the risk of limited technical support, reduced compatibility with the evolving County-managed 800 MHz infrastructure, and potential operational disruptions.
STRATEGIC PLAN:
Not applicable.
SUBMITTED BY:
Rachel Tolber, Chief of Police
RECOMMENDED BY:
Charles M. Duggan Jr., City Manager
REVIEWED BY:
Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
PREPARED BY:
Jimmy Nguyen, Management Analyst
FISCAL IMPACT
Fiscal Year: 2026/27
Revenue Generating: No
Amount: $370,436.22
Budgeted Y/N: No
Account No: 101201-6907
Additional Appropriation Required: Yes
Discussion:
The County of San Bernardino has provided two payment options: 1) annual payments of $41,159.58 over a nineyear period, beginning July 1, 2026, through June 30, 2035, or, 2) a one-time upfront payment in Fiscal Year 2026/2027 in the amount of $370,436.22. Staff recommends a one-time lump sum payment. This approach avoids the creation of a long-term financial obligation and preserves future budget flexibility. Additionally, a single payment simplifies the transaction and reflects the City’s commitment to maintaining efficient and reliable public safety infrastructure. The additional appropriation will be offset through the use of unassigned fund balance in the General Fund.
Attachments
Additional_Appropriation.pdf
PSC_New_Dispatch_Rate_-_Quote.pdf
County_Radios_Sole-single_Source_Request_Form.pdf
Upcoming_Rate_Adjustments_for_2026-27.pdf
DATE OF REQUEST:
An additional appropriation is hereby requested as follows:
Department:
JUSTIFICATION:
Requested By:
Recommended By Finance Director: Recommended:
Yes No Signed
Comments: Approved by City Council:
Date:
Signed:
City Clerk
REVENUE APPROPRIATION INCREASE (if applicable)
EXPENDITURE APPROPRIATION INCREASE (if applicable)
$ -
$ -
TRANSACTION NO:
ACCOUNTING PERIOD:
Account Description Orgkey Object Code Job Ledger (If
applicable) Amount
Job Ledger (If
applicable) Account Description Orgkey Object Code Amount Department Head
City Manager
CITY OF REDLANDS
REQUEST FOR ADDITIONAL APPROPRIATION
FINANCE USE ONLY
Sole Source/ Single Source/ Standardization Form
For procurement of supplies, equipment and services valued at $5,000 and over NOTE: Every question must be answered with appropriate documentation attached; incomplete forms will be immediately rejected by Purchasing.
Date:_______________________
TO: Purchasing Division
FROM: ________________________________
Purchase Requisition # ___________________
Estimated Total Cost: $_________________
Proposed Vendor: ______________________
Request Term: _________________
This form must accompany the purchase document whenever an exception to the competitive process is requested. Requests for goods and/or services from a specific vendor or limited to a specific brand, where substitutes to the recommended vendor or brand are unacceptable, must be accompanied by a written justification explaining the circumstances that make alternatives unacceptable.
The City Manager will determine whether the justification is appropriate. Requests for exception must be supported by factual statements that will pass an audit.
EXCEPTION TO BIDDING AND DISCLOSURE STATEMENT Page
Rev 1.31.19
2 INSTRUCTIONS
1. Please check all applicable categories (a. through i.) below and provide additional information where indicated.
a. The requested product is an integral repair part or accessory compatible with existing equipment.
Existing Equipment:
Manufacturer/Model Number:
Age:
Current Estimated Value:
b. The requested product has unique design/performance specifications or quality requirements that are not available in comparable products. c. I have standardized the requested product and the use of another brand/model would require considerable time and funding to evaluate.
d. The requested product is one in which I (and/or my staff) have specialized training and/or extensive expertise. Retraining would incur substantial cost in time and/or funding.
e. The requested product is used or demonstration equipment available at a lower-thannew cost. f. Repair/Maintenance service is available only from manufacturer or designated service representative.
g. Upgrade to or enhancement of existing software is available only from manufacturer. h. Service proposed by vendor is unique; therefore, competitive bids are not available or applicable.
i. Other factors (provide detailed explanation in #2 below).
2. Provide a detailed explanation and pertinent documentation for each category checked in item 1 above. Attach additional sheets if necessary:
EXCEPTION TO BIDDING AND DISCLOSURE STATEMENT Page
Rev 1.31.19
3 3. Was an evaluation of other equipment, products, or services performed? Yes No
If yes, please explain the type of evaluation performed and provide all supporting documentation:
4. List below the name of each individual who was involved in the evaluation, if conducted, and in making the recommendation to procure this product or service. Attach additional information, if necessary.
5. Explain what action(s) the department would take if the sole/single source services were no longer available
6. I certify that the above information is accurate to the best of my knowledge, and a signed copy of this document will be kept on file and available for audit in my department _________________________________________________________ Prepared by Date
_________________________________________________________ Department Director Date
Purchasing Approvals
______________________________________________________
Purchasing Agent Approval Date
_______________________________________________________ City Manager Approval Date
October 31, 2025
ATTN: Finance Management
Customer Name: Redlands Police Department
Subject: Upcoming Public Safety Communication Service Rate Adjustments for 2026-27 We are writing to inform you of upcoming adjustments to the County’s Innovation and Technology Department Public Safety Communication (PSC) system service rates for 2026-27.
The County’s PSC system has historically been funded by a combination of customer-paid service rates and County General Fund. Starting in 2026-27, a full cost recovery model will be implemented for PSC service rates. This model includes necessary system equipment upgrades identified through 2034-35, which were not previously factored into rates.
Service rate impacts are detailed and estimated below. Final rates are contingent on approval by the County Board of Supervisors. Any changes to the below estimated service rates will be communicated to customers.
Radio Access and Maintenance: This existing rate is expected to increase from $59.29 per radio per month to $76.37 per radio per month (estimated) as a result of this change. This service rate includes core system infrastructure equipment upgrades required to replace unsupportable and obsolete equipment through 2034-35.
Customer Number: 6000-00EI
Radio Count as of June 2025: 313
Estimated Total 2026-27 Cost: $286,846
Dispatch Console Upgrade Replacement: This is a new rate of $5,879.94 per console per year (estimated) that will apply to customers who have existing dispatch consoles that have not been self-upgraded to the new console model (Command Central AXS). Customers may choose to purchase their dispatch consoles outright from ITD at an upfront cost of $52,919.46. If selecting this option, please notify ITD by June 30, 2026, to ensure proper chargeback processing. Dispatch console upgrades are required to keep the consoles up-todate and functioning optimally and are not optional. Upgrade replacements will occur over the next two years, beginning in 2025-26.
Customer Number: 6000-00EI
Console Count: 7
Estimated Total 2026-27 Cost: $41,160
Innovation and Technology
Department
Lynn Fyhrlund
Chief Information Officer
851 E. Cooley Drive, Colton, CA 92324 | Phone: 909.388.5500 Fax: 909.388.5555 Upcoming Public Safety Communication Service Rate Adjustments for 2026-27 October 31, 2025
PAGE 2 of 2
Dispatch Console Access, Maintenance, Software Upgrade, and Replacement: This existing rate methodology is unchanged; however, decreased customer costs are anticipated due increased customer usage which spreads the cost to maintain the consoles across a larger customer base. The existing rate is expected to decrease from $642.75 per console per month to $487.15 per console per month (estimated).
Customer Number: 6000-00EI
Console Count: 7
Estimated Total 2026-27 Cost: $40,921
I will follow up with a meeting request in the coming weeks to address any questions or concerns you may have.
I appreciate your understanding.
Cody Barnes
IT Chief Finance Officer
(909) 388-5524
[email protected]
City Council AGENDA ITEM NO. K10.
DATE: April 7, 2026
TO: Honorable Mayor and City Council Members
SUBJECT: Consideration of an intergovernmental purchase of networking equipment for the State Street City Hall building in the amount of $277,448 from GovConnection (Management Services/Finance Director Garcia)
MOTION:
If the City Council determines that staff's recommendation is appropriate, the following motion is provided:
I move to approve the purchase of network equipment for the State Street City Hall building from GovConnection in the amount of $277,448.
RECOMMENDATION:
Staff recommends that the City Council approve the purchase of network equipment from GovConnection in the amount of $277,448 to provide network connectivity at the State Street City Hall building.
DISCUSSION:
As the City prepares to relocate staff and operations to the State Street City Hall building, new network infrastructure is required to support essential technology services. The proposed purchase includes network switches, wireless access points, uninterruptible power supplies (UPS), and patch cables.
The new equipment will provide reliable wired and wireless network connectivity in the building, which will rely on a robust and secure network environment to support staff computers, voice communications, building systems, and wireless connectivity for employees and authorized guests.
To ensure the building is fully operational upon occupancy, the Information Technology Division must procure and install core networking components. These components will provide both wired and wireless connectivity while ensuring network reliability and protection from power interruptions.
Staff followed the City’s procurement guidelines by examining and selecting an existing competitively-bid cooperative contract agreement with OMNIA Partners. By utilizing the OMNIA contract cooperative purchasing, the City is able to benefit from the combined purchasing power of multiple government, education, and nonprofit organizations. The purpose of these cooperative contract programs is to enable the City to take advantage of preferred pricing and administrative efficiencies. Based on staff's assessment, the hardware and equipment proposed for purchase are recommended to be sourced through this cooperative purchasing agreement.
ALTERNATIVES:
City Council may choose to reject, modify, or table the proposed purchase. However, the purchase is recommended in order to ensure City technology operations transition smoothly to the State Street City Hall facility.
STRATEGIC PLAN:
N/A
SUBMITTED BY:
Eric Owens, Information Technology Manager
RECOMMENDED BY:
Charles M. Duggan Jr., City Manager
REVIEWED BY:
Janice McConnell, Assistant City Manager
Christopher Boatman, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
Dana Abramovitz-Daniel, Procurement Manager
PREPARED BY:
Eric Owens, Information Technology Manager
FISCAL IMPACT
Fiscal Year: FY26
Revenue Generating: No
Amount: $277,448
Budgeted Y/N: Y
Account No.: 604900-7901
Additional Appropriation Required: No
Discussion: There are sufficient funds in the IT Budget to cover the cost of this equipment.
Attachments
Cooperative_Intergovernmental_Form_SSCH_Network_Infrastructure.pdf OMNIA_R210402_Connection_Award_Letter.pdf
OMNIA_R210402_Master_Agreement.pdf
Region_4_ESC_Contract_R210402_Renewed.pdf
GovConnection_SSCH_Quote.pdf
Intergovernmental/ Piggyback
Contract Use Request (Attach to PR form)
The Department requests the purchase of the following item(s) from:
Original Contracting Entity:
Contract#:
Contract Term:
Method of original contract award:
Competitive
Non-Competitive, based on: Preferred source Sole Single source Emergency Other:
Does the original contract contain language contemplating contract extension to additional users? Yes No
Please attach: vendor agreement to sale to the City AND Entity agreement/contract language allowing Piggyback Unit Price
$ 18,281.84
$ -
$ 2,052.78
$ -
$ -
$ 1,500.13
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ 2,879.89
Catalyst 9200L 48-Port PoE+ Switch w / 4x10GbE, Network Essentials
-
$ 74,877.14
RFID Selected
- $ -
Network Plug-n-Play Connect for zero- touch device deployment - $ -
CAT9300 / 9400 / 9500 / 9600 UNIVERSAL
- $ -
No SSD Card Selected
- $ -
Catalyst 9500 Type 4 Front-Back Cooling Fan
- $ -
C9500 Network Stack, Essentials Sub
- $ -
Description of Product/Service intend to acquire Total
Catalyst 9500 1U RM Network Essentials L3 Managed Switch (1x)2.4GHz CPU / 16GB RAM / 16GB Flash / 48x25GbE
-
$ 18,281.84
650W AC Config 4 Power Supply Front to B
- $ 1,500.13
Pluggable Solid State Drive Storage Blank for Catalyst 9200 - $ -
Govt. Power Cord 125VAC 13A NEMA 5- 15 Plug North
America
-
$ -
650W AC Config 4 Power Supply Front to Back Cooling
- $ -
C9500 DNA Essentials, Term License
- $ -
Catalyst 9500 DNA Advantage 5-year License
- $ 2,052.78
Description of Product/Service intend to acquire Unit Price Total $ -
$ 1,210.96
$ -
$ -
$ -
$ -
$ -
$ -
$ 777.31
$ -
$ -
$ -
$ 2,384.43
$ - North America AC Type a Power Cable
- $ -
Network Plug-n-Play Connect for zero- touch device deployment - $ -
1kW AC Config 5 Power Supply
- $ 33,382.02
Catalyst 9200 Stack Module
- $ -
50CM Type 4 Stacking Cable
- $ -
1RU CABLE MANAGEMENT GUIDES
9200 and 9300
-
$ -
Catalyst C9200L Stack Kit
- $ 20,210.06
Rubber Feet for Tabletop Setup 9200 and 9300
- $ -
12-24 and 10-32 SCREWS FOR RACK
INSTALLATION, QTY 4
-
$ -
North America AC Type a Power Cable
- $ -
Config 5 Power Supply Blank
- $ -
C9200L DNA Essentials 48-Port Term License 5 Years
- $ 31,484.96
C9200L Network Essentials, 48-port license
- $ -
Govt. C9200L DNA Essentials, 48-Port, Term License
- $ -
Description of Product/Service intend to acquire Unit Price Total $ 176.55
$ 877.45
$ 370.82
$ 57.74
$ 214.25
$ 109.73
$ -
$ -
$ 1,817.19
$ 822.13
$ 83.63
$ 1,769.72
$ 324.04
$ 90.28
Gigabit Network Card for UPS / PDUs
- $ 2,916.36
PDU Basic 1.8KW 120V Single-PH
- $ 722.24
2-Post Rack Mount Rail Kit
- $ 585.41
5PX 3000 RT2U G2, (5PX3000RTG2)
- $ 14,157.76
9PX Ebm 2-3K RT 1U Li-Ion,
9PXEBM72RT-L
-
$ 1,817.19
5PX Ebm 72V RT2U G2, (5PXEBM72RTG2)
- $ 1,644.26
Liftgate Service
- $ -
Meraki Ethernet Adapter MV2MT
- $ 1,097.30
Inside Delivery Service
- $ -
Meraki MT10 Indoor Temperature and Humidity Sensor
- $ 577.40
MT Enterprise License and 5-Years Support
- $ 2,142.50
CATALYST 9164I AP W6E TRI-BAN
- $ 31,588.20
Enterprise Cloud Controller Subscription License - 5 year - $ 13,349.52
Mounting Bracket for Catalyst 9300-M
- $ 353.10
Description of Product/Service intend to acquire Unit Price Total $ 149.66
$ 25.03
$ 32.21
$ 34.40
$ 38.65
$ 51.16
$ 69.93
$ 97.27
Tax
Grand Total $ 277,448.23
CAT6 UTP Snagless Patch Cable, Blue, 25ft, 10-Pack
- $ 583.62
$ 20,911.76
CAT6 UTP ETL Verified Snagless Patch Cable, Blue, 10ft, 10- Pack
-
$ 511.60
CAT6 UTP ETL Verified Snagless Patch Cable, Blue, 15ft, 10- Pack
-
$ 559.44
CAT6 UTP Snagless Patch Cable, Blue, 5ft, 10-Pack
- $ 516.00
CAT6 UTP Snagless Patch Cable, Blue, 7ft, 10-Pack
- $ 579.75
CAT6 UTP ETL Verified Snagless Patch Cable, Blue, 1ft, 10- Pack
-
$ 125.15
CAT6 UTP ETL Verified Snagless Patch Cable, Blue, 3ft, 10- Pack
-
$ 322.10
PDU 13 5-15 / 20R 5-20P 6ft Cord
- $ 598.64
$ -
Purchasing Agent Approval: Date:
City Manager Approval: ______________________________ Date: ____________________ Vendor:
Contact:
Address 1:
Address 2:
City/State/Zip:
Telephone:
Fax:
Web/E-Mail:
Delivery/Service Location
Contact:
Telephone:
Department:
Address 1:
Address 2:
Additional
Comments
rev. 10.31.18
Technology Solutions, Products, and Services
Executive Summary
Lead Agency: Region 4 ESC Solicitation: 21-04
RFP Issued: December 1, 2020 Pre-Proposal Date: December 15, 2020 Response Due Date: January 19, 2021 Proposals Received: 17 Awarded to: Contract # R210402
The Board of Directors of Region 4 Education Service Center (ESC) issued RFP 21-04 on December 1, 2020, to establish a national cooperative contract for Technology Solutions, Products, and Services.
The solicitation included cooperative purchasing language in Section I. Scope of Work:
NATIONAL CONTRACT
Region 4 ESC, as the Principal Procurement Agency, defined in Appendix D, has partnered with OMNIA Partners to make the resultant contract (also known as the “Master Agreement” in materials distributed by OMNIA Partners) from this solicitation available to other public agencies nationally, including state and local governmental entities, public and private primary, secondary and higher education entities, non-profit entities, and agencies for the public benefit (“Public Agencies”), through OMNIA Partners’ cooperative purchasing program. The Region 4 is acting as the contracting agency for any other Public Agency that elects to utilize the resulting Master Agreement. Use of the Master Agreement by any Public Agency is preceded by their registration with OMNIA Partners (a “Participating Public Agency”). Appendix D contains additional information about OMNIA Partners and the cooperative purchasing agreement.
Notice of the solicitation was sent to potential offerors, as well as advertised in the following:
• Region 4 ESC website
• OMNIA Partners, Public Sector website
• USA Today, nationwide
• Arizona Business Gazette, AZ
• San Bernardino Sun, CA
• Honolulu Star-Advertiser, HI
• The Advocate – New Orleans, LA
• New Jersey Herald, IL
• Times Union, NY
• Daily Journal of Commerce, OR, 2020
• The State, SC
• Houston Community Newspapers, Cy Creek
Mirror, TX
• Deseret News, UT
• Richmond Times, VA
• Seattle Daily Journal of Commerce, WA
• Helena Independent Record, MT
• Las Vegas Review Journal, NV
• The Herald-News, IL
On January 19, 2021 proposals were received from the following offerors:
• Avaya Inc.
• CDW Government LLC
• Compulink Technologies, Inc.
• GovConnection, Inc. dba Connection – Public
Sector Solutions
• Double Line, Inc.
• Edlio LLC
• Active Internet Technologies, LLC, dba
“Finalsite”
• HP Inc.
• Iron Bow Technologies, LLC
• Office Depot, LLC
• Phoenix Business Inc dba Phoenix Business
Consulting
• ThunderCat Technology, LLC
• vCloud Tech Inc.
• Vertosoft LLC
• WalkerCom, Inc.
• Waypoint Business Solutions, LLC
• World Wide Technology
The proposals were evaluated by an evaluation committee. Using the evaluation criteria established in the RFP, the committee determined that Connection – Public Sector Solutions demonstrated the ability to provide the products and services outlined in the solicitation while offering competitive pricing to members.
Region 4 ESC executed agreements with a contract effective date of June 1, 2021.
Contract Highlights:
A recognized leader in the IT reseller arena for over 39 years, as a leading National Solutions Provider and premier reseller of over 425,000 IT products and services from more than 1,600 manufacturers.
Connection has established a long, successful history of supporting K-12, higher education (HIED), and state and local institutions, nationwide.
Contract includes:
• 300,000 technology products across 1,600 + brands
• Sophisticated Web-based services, volume software licensing, and eProcurement • Complete solutions and services designed to improve operations and increase the value of IT Term:
Initial three-year agreement from June 1, 2021 through May 31, 2024 with the option to renew for two (2) additional one-year periods through May 31, 2026.
Pricing/Discount:
Pricing in the form of fixed discounts from standard web catalog list price on all products and SKU’d services.
OMNIA Partners, Public Sector Web Landing Page:
https://www.omniapartners.com/publicsector/suppliers/connection/contract-documentation#c35944 Region 4 ESC
Contract # R210402
for
Technology Solutions, Products, and Services
with
GovConnection, Inc. dba Connection – Public Sector Solutions Effective: June 1, 2021
The following documents comprise the executed contract between the Region 4 Education Service Center and GovConnection Inc. dba Connection - Public Sector Solutions
I. Appendix A; Supplier Contract
II. Offer & Contract Signature Form
III. Supplier’s Response to the RFP, incorporated by reference effective June 1, 2021
CONTRACT AND OFFER AND CONTRACT
SIGNATURE FORM
APPENDIX A
Connection Response 1 RFP 21-04
CONTRACT
1 APPENDIX A
CONTRACT
RECITALS
WHEREAS, Region 4 ESC issued Request for Proposal (“RFP”) Number 21-04, to which Contractor provided a response (“Proposal”); and
WHEREAS, Region 4 ESC selected Contractor’s Proposal and wishes to engage Contractor in providing the services/materials described in the RFP and Proposal; WHEREAS, both parties agree and understand the following pages will constitute the Contract between the Contractor and Region 4 ESC, having its principal place of business at 7145 West Tidwell Road, Houston, TX 77092.
WHEREAS, Contractor included, in writing, any required exceptions or deviations from these terms, conditions, and specifications; and it is further understood that, if agreed to by Region 4 ESC, said exceptions or deviations are incorporated into the Contract.
WHEREAS, this Contract consists of the provisions set forth below, including provisions of all attachments referenced herein. In the event of a conflict between the provisions set forth below and those contained in any attachment, the provisions set forth below shall control.
WHEREAS, the Contract will provide that any state and local governmental entities, public and private primary, secondary and higher education entities, non-profit entities, and agencies for the public benefit (“Public Agencies”) may purchase products and services at prices indicated in the Contract upon the Public Agency’s registration with OMNIA Partners. 1) Term of agreement. The term of the Contract is for a period of three (3) years unless terminated, canceled or extended as otherwise provided herein. Region 4 ESC shall have the right to renew the Contract for two (2) additional one-year periods or portions thereof. Region 4 ESC shall review the Contract prior to the renewal date and notify the Contractor of Region 4 ESC’s intent renew the Contract. Contractor may elect not to renew by providing three hundred sixty-five days’ (365) notice to Region 4 ESC. Notwithstanding the expiration of the initial term or any subsequent term or all renewal options, Region 4 ESC and Contractor may mutually agree to extend the term of this Agreement. Contractor acknowledges and understands Region 4 ESC is under no obligation whatsoever to extend the term of this Agreement.
2) Scope: Contractor shall perform all duties, responsibilities and obligations, set forth in this agreement, and described in the RFP, incorporated herein by reference as though fully set forth herein.
3) Form of Contract. The form of Contract shall be the RFP, the Offeror’s proposal and Best and Final Offer(s).
This Contract (“Contract”) is made as of __________, 2021 by and between __ (“Contractor”) and Region 4 Education Service
Center (“Region 4 ESC”) for the purchase of Technology Solutions, Products and Services_(“the products and services”).
Connection Response 2 RFP 21-04
GovConnection Inc. dba
Connection - Public Sector Solutions
April 27
CONTRACT
2 4) Order of Precedence. In the event of a conflict in the provisions of the Contract as accepted by Region 4 ESC, the following order of precedence shall prevail:
i. This Contract
ii. Offeror’s Best and Final Offer
iii. Offeror’s proposal
iv. RFP and any addenda
5) Commencement of Work. The Contractor is cautioned not to commence any billable work or provide any material or service under this Contract until Contractor receives a purchase order for such work or is otherwise directed to do so in writing by Region 4 ESC. 6) Entire Agreement (Parol evidence). The Contract, as specified above, represents the final written expression of agreement. All agreements are contained herein and no other agreements or representations that materially alter it are acceptable. 7) Assignment of Contract. No assignment of Contract may be made without the prior written approval of Region 4 ESC. Contractor is required to notify Region 4 ESC when any material change in operations is made (i.e. bankruptcy, change of ownership, merger, etc.). 8) Novation. If Contractor sells or transfers all assets or the entire portion of the assets used to perform this Contract, a successor in interest must guarantee to perform all obligations under this Contract. Region 4 ESC reserves the right to accept or reject any new party. A change of name agreement will not change the contractual obligations of Contractor. 9) Contract Alterations. No alterations to the terms of this Contract shall be valid or binding unless authorized and signed by Region 4 ESC.
10) Adding Authorized Distributors/Dealers. Contractor is prohibited from authorizing additional distributors or dealers, other than those identified at the time of submitting their proposal, to sell under the Contract without notification and prior written approval from Region 4 ESC.
Contractor must notify Region 4 ESC each time it wishes to add an authorized distributor or dealer. Purchase orders and payment can only be made to the Contractor unless otherwise approved by Region 4 ESC. Pricing provided to members by added distributors or dealers must also be less than or equal to the Contractor’s pricing. 11) TERMINATION OF CONTRACT
a) Cancellation for Non-Performance or Contractor Deficiency. Region 4 ESC may terminate the Contract if purchase volume is determined to be low volume in any 12-month period.
Region 4 ESC reserves the right to cancel the whole or any part of this Contract due to failure by Contractor to carry out any obligation, term or condition of the contract. Region 4 ESC may issue a written deficiency notice to Contractor for acting or failing to act in any of the following:
i. Providing material that does not meet the specifications of the Contract; ii. Providing work or material was not awarded under the Contract; iii. Failing to adequately perform the services set forth in the scope of work and specifications;
iv. Failing to complete required work or furnish required materials within a reasonable amount of time;
Connection Response 3 RFP 21-04
CONTRACT
3 v. Failing to make progress in performance of the Contract or giving Region 4 ESC reason to believe Contractor will not or cannot perform the requirements of the Contract; or
vi. Performing work or providing services under the Contract prior to receiving an authorized purchase order.
Upon receipt of a written deficiency notice, Contractor shall have ten (10) days to provide a satisfactory response to Region 4 ESC. Failure to adequately address all issues of concern may result in Contract cancellation. Upon cancellation under this paragraph, all goods, materials, work, documents, data and reports prepared by Contractor under the Contract shall immediately become the property of Region 4 ESC. b) Termination for Cause. If, for any reason, Contractor fails to fulfill its obligation in a timely manner, or Contractor violates any of the covenants, agreements, or stipulations of this Contract Region 4 ESC reserves the right to terminate the Contract immediately and pursue all other applicable remedies afforded by law. Such termination shall be effective by delivery of notice, to the Contractor, specifying the effective date of termination. In such event, all documents, data, studies, surveys, drawings, maps, models and reports prepared by Contractor will become the property of the Region 4 ESC. If such event does occur, Contractor will be entitled to receive just and equitable compensation for the satisfactory work completed on such documents.
c) Delivery/Service Failures. Failure to deliver goods or services within the time specified, or within a reasonable time period as interpreted by the purchasing agent or failure to make replacements or corrections of rejected articles/services when so requested shall constitute grounds for the Contract to be terminated. In the event Region 4 ESC must purchase in an open market, Contractor agrees to reimburse Region 4 ESC, within a reasonable time period, for all expenses incurred.
d) Force Majeure. If by reason of Force Majeure, either party hereto shall be rendered unable wholly or in part to carry out its obligations under this Agreement then such party shall give notice and full particulars of Force Majeure in writing to the other party within a reasonable time after occurrence of the event or cause relied upon, and the obligation of the party giving such notice, so far as it is affected by such Force Majeure, shall be suspended during the continuance of the inability then claimed, except as hereinafter provided, but for no longer period, and such party shall endeavor to remove or overcome such inability with all reasonable dispatch.
The term Force Majeure as employed herein, shall mean acts of God, strikes, lockouts, or other industrial disturbances, act of public enemy, orders of any kind of government of the United States or the State of Texas or any civil or military authority; insurrections; riots; epidemics; landslides; lighting; earthquake; fires; hurricanes; storms; floods; washouts; droughts; arrests; restraint of government and people; civil disturbances; explosions, breakage or accidents to machinery, pipelines or canals, or other causes not reasonably within the control of the party claiming such inability. It is understood and agreed that the settlement of strikes and lockouts shall be entirely within the discretion of the party having the difficulty, and that the above requirement that any Force Majeure shall be remedied with all reasonable dispatch shall not require the settlement of strikes and lockouts by acceding to the demands of the opposing party or parties when such settlement is unfavorable in the judgment of the party having the difficulty. e) Standard Cancellation. Region 4 ESC may cancel this Contract in whole or in part by providing written notice. The cancellation will take effect 30 business days after the other party receives the notice of cancellation. After the 30th business day all work will cease following completion of final purchase order.
12) Licenses. Contractor shall maintain in current status all federal, state and local licenses, bonds and permits required for the operation of the business conducted by Contractor. Contractor Connection Response 4 RFP 21-04
CONTRACT
4 shall remain fully informed of and in compliance with all ordinances and regulations pertaining to the lawful provision of services under the Contract. Region 4 ESC reserves the right to stop work and/or cancel the Contract if Contractor’s license(s) expire, lapse, are suspended or terminated.
13) Survival Clause. All applicable software license agreements, warranties or service agreements that are entered into between Contractor and Region 4 ESC under the terms and conditions of the Contract shall survive the expiration or termination of the Contract. All Purchase Orders issued and accepted by Contractor shall survive expiration or termination of the Contract.
14) Delivery. Conforming product shall be shipped within 7 days of receipt of Purchase Order. If delivery is not or cannot be made within this time period, the Contractor must receive authorization for the delayed delivery. The order may be canceled if the estimated shipping time is not acceptable. All deliveries shall be freight prepaid, F.O.B. Destination and shall be included in all pricing offered unless otherwise clearly stated in writing. 15) Inspection & Acceptance. If defective or incorrect material is delivered, Region 4 ESC may make the determination to return the material to the Contractor at no cost to Region 4 ESC.
The Contractor agrees to pay all shipping costs for the return shipment. Contractor shall be responsible for arranging the return of the defective or incorrect material. 16) Payments. Payment shall be made after satisfactory performance, in accordance with all provisions thereof, and upon receipt of a properly completed invoice. 17) Price Adjustments. Should it become necessary or proper during the term of this Contract to make any change in design or any alterations that will increase price, Region 4 ESC must be notified immediately. Price increases must be approved by Region 4 ESC and no payment for additional materials or services, beyond the amount stipulated in the Contract shall be paid without prior approval. All price increases must be supported by manufacturer documentation, or a formal cost justification letter. Contractor must honor previous prices for thirty (30) days after approval and written notification from Region 4 ESC. It is the Contractor’s responsibility to keep all pricing up to date and on file with Region 4 ESC. All price changes must be provided to Region 4 ESC, using the same format as was provided and accepted in the Contractor’s proposal.
Price reductions may be offered at any time during Contract. Special, time-limited reductions are permissible under the following conditions: 1) reduction is available to all users equally; 2) reduction is for a specific period, normally not less than thirty (30) days; and 3) original price is not exceeded after the time-limit. Contractor shall offer Region 4 ESC any published price reduction during the Contract term.
18) Audit Rights. Contractor shall, at its sole expense, maintain appropriate due diligence of all purchases made by Region 4 ESC and any entity that utilizes this Contract. Region 4 ESC reserves 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. Region 4 ESC shall have the authority to conduct random audits of Contractor’s pricing at Region 4 ESC's sole cost and expense.
Notwithstanding the foregoing, in the event that Region 4 ESC is made aware of any pricing being offered that is materially inconsistent with the pricing under this agreement, Region 4 ESC shall have the ability to conduct an extensive audit of Contractor’s pricing at Contractor’s Connection Response 5 RFP 21-04
CONTRACT
5 sole cost and expense. Region 4 ESC may conduct the audit internally or may engage a thirdparty auditing firm. In the event of an audit, the requested materials shall be provided in the format and at the location designated by Region 4 ESC.
19) Discontinued Products. If a product or model is discontinued by the manufacturer, Contractor may substitute a new product or model if the replacement product meets or exceeds the specifications and performance of the discontinued model and if the discount is the same or greater than the discontinued model.
20) New Products/Services. New products and/or services that meet the scope of work may be added to the Contract. Pricing shall be equivalent to the percentage discount for other products. Contractor may replace or add product lines if the line is replacing or supplementing products, is equal or superior to the original products, is discounted similarly or greater than the original discount, and if the products meet the requirements of the Contract. No products and/or services may be added to avoid competitive procurement requirements. Region 4 ESC may require additions to be submitted with documentation from Members demonstrating an interest in, or a potential requirement for, the new product or service. Region 4 ESC may reject any additions without cause.
21) Options. Optional equipment for products under Contract may be added to the Contract at the time they become available under the following conditions: 1) the option is priced at a discount similar to other options; 2) the option is an enhancement to the unit that improves performance or reliability.
22) Warranty Conditions. All supplies, equipment and services shall include manufacturer's minimum standard warranty and one (1) year labor warranty unless otherwise agreed to in writing.
23) Site Cleanup. Contractor shall clean up and remove all debris and rubbish resulting from their work as required or directed. Upon completion of the work, the premises shall be left in good repair and an orderly, neat, clean, safe and unobstructed condition. 24) Site Preparation. Contractor shall not begin a project for which the site has not been prepared, unless Contractor does the preparation work at no cost, or until Region 4 ESC includes the cost of site preparation in a purchase order. Site preparation includes, but is not limited to:
moving furniture, installing wiring for networks or power, and similar pre-installation requirements.
25) Registered Sex Offender Restrictions. For work to be performed at schools, Contractor agrees no employee or employee of a subcontractor who has been adjudicated to be a registered sex offender will perform work at any time when students are or are reasonably expected to be present. Contractor agrees a violation of this condition shall be considered a material breach and may result in the cancellation of the purchase order at Region 4 ESC’s discretion. Contractor must identify any additional costs associated with compliance of this term. If no costs are specified, compliance with this term will be provided at no additional charge.
26) Safety measures. Contractor shall take all reasonable precautions for the safety of employees on the worksite and shall erect and properly maintain all necessary safeguards for protection of workers and the public. Contractor shall post warning signs against all hazards created by its operation and work in progress. Proper precautions shall be taken pursuant to state law Connection Response 6 RFP 21-04
CONTRACT
6 and standard practices to protect workers, general public and existing structures from injury or damage.
27) Smoking. Persons working under the Contract shall adhere to local smoking policies.
Smoking will only be permitted in posted areas or off premises. 28) Stored materials. Upon prior written agreement between the Contractor and Region 4 ESC, payment may be made for materials not incorporated in the work but delivered and suitably stored at the site or some other location, for installation at a later date. An inventory of the stored materials must be provided to Region 4 ESC prior to payment. Such materials must be stored and protected in a secure location and be insured for their full value by the Contractor against loss and damage. Contractor agrees to provide proof of coverage and additionally insured upon request. Additionally, if stored offsite, the materials must also be clearly identified as property of Region 4 ESC and be separated from other materials. Region 4 ESC must be allowed reasonable opportunity to inspect and take inventory of stored materials, on or offsite, as necessary. Until final acceptance by Region 4 ESC, it shall be the Contractor's responsibility to protect all materials and equipment. Contractor warrants and guarantees that title for all work, materials and equipment shall pass to Region 4 ESC upon final acceptance. 29) Funding Out Clause. A Contract for the acquisition, including lease, of real or personal property is a commitment of Region 4 ESC’s current revenue only. Region 4 ESC retains the right to terminate the Contract at the expiration of each budget period during the term of the Contract and is conditioned on a best effort attempt by Region 4 ESC to obtain appropriate funds for payment of the contract.
30) Indemnity. Contractor shall protect, indemnify, and hold harmless both Region 4 ESC and its administrators, employees and agents against all claims, damages, losses and expenses arising out of or resulting from the actions of the Contractor, Contractor employees or subcontractors in the preparation of the solicitation and the later execution of the Contract.
Any litigation involving either Region 4 ESC, its administrators and employees and agents will be in Harris County, Texas.
31) Marketing. Contractor agrees to allow Region 4 ESC to use their name and logo within website, marketing materials and advertisement. Any use of Region 4 ESC name and logo or any form of publicity, inclusive of press releases, regarding this Contract by Contractor must have prior approval from Region 4 ESC.
32) Certificates of Insurance. Certificates of insurance shall be delivered to the Region 4 ESC prior to commencement of work. The Contractor shall give Region 4 ESC a minimum of ten (10) days’ notice prior to any modifications or cancellation of policies. The Contractor shall require all subcontractors performing any work to maintain coverage as specified. 33) Legal Obligations. It is Contractor’s responsibility to be aware of and comply with all local, state, and federal laws governing the sale of products/services and shall comply with all laws while fulfilling the Contract. Applicable laws and regulation must be followed even if not specifically identified herein.
Connection Response 7 RFP 21-04
OFFER AND CONTRACT SIGNATURE FORM
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Connection Response 8 RFP 21-04
R210402
June 1, 2021 May 31, 2024
Linda Tinnerman
Margaret S. Bass
4/27/2021
4/27/2021
APPENDIX B
TERMS & CONDITIONS ACCEPTANCE FORM
Signature on the Offer and Contract Signature form certifies complete acceptance of the terms and conditions in this solicitation and draft Contract except as noted below with proposed substitute language (additional pages may be attached, if necessary). The provisions of the RFP cannot be modified without the express written approval of Region 4 ESC. If a proposal is returned with modifications to the draft Contract provisions that are not expressly approved in writing by Region 4 ESC, the Contract provisions contained in the RFP shall prevail.
Check one of the following responses:
□ Offeror takes no exceptions to the terms and conditions of the RFP and draft Contract. (Note: If none are listed below, it is understood that no exceptions/deviations aretaken.) □ Offeror takes the following exceptions to the RFP and draft Contract. All exceptions must be clearly explained, reference the corresponding term to which Offeror is taking exception and clearly state any proposed modified language, proposed additional terms to the RFP and draft Contract must be included:
(Note: Unacceptable exceptions may remove Offeror’s proposal from consideration for award. Region 4 ESC shall be the sole judge on the acceptance of exceptions and modifications and the decision shall be final.
If an offer is made with modifications to the contract provisions that are not expressly approved in writing, the contract provisions contained in the RFP shall prevail.) Section/Page Term, Condition, or
Specification
Exception/Proposed Modification Accepted
(For Region 4
ESC’s use)
Exhibit A –
Response for
National
Cooperative
Contract, pg. 30
1.2 Marketing, Sales and
Administrative Support
x
Connection Response 9 RFP 21-04
Negotiated directly with OMNIA Partners
PRODUCTS/PRICING
Connection Response 10 RFP 21-04
1. Offeror’s proposal should, at a minimum, include the following for Region 4 ESC’s evaluation:
a) Products/Pricing
i. Offerors shall provide pricing based on a discount from a manufacturer’s price list or catalog, or fixed price, or a combination of both with indefinite quantities. Prices listed will be used to establish the extent of a manufacturer’s product lines, services, warranties, etc. that are available from Offeror and the pricing per item.
Multiple percentage discounts are acceptable if, where different percentage discounts apply, they different percentages are specified. Additional pricing and/or discounts may be included. Products and services proposed are to be priced separately with all ineligible items identified. Offerors may elect to limit their proposals to any category or categories.
Connection Response: Connection is offering pricing in the form of fixed discounts from our standard web catalog list price on all products and SKU’d services. The pricing model is one that is fluid and adaptive to the market. As our list prices automatically change to meet demand in the market, account-specific pricing will also automatically change for Region 4 ESC members. This list price is available via our web site catalog located at www.connection.com/ps. We offer discounts by product category. Pricing will be dynamic and based on these publicly available list prices at the time of order. All the Region 4 ESC accountspecific pricing will offer our sales team the flexibility to work with vendors and manufacturers to negotiate additional discounts when available.
Region 4’s discounted pricing can be viewed at www.govconnection.com by using the following login and password listed below:
Login: [email protected]
Password: Region4bid
The offered discount will remain firm for the term of the contract. If a percentage discount causes the sell price to fall below our standard cost, the sell price shall be adjusted and honored at Connection’s standard cost. However, contract fees cannot be paid on purchases made at Connection's standard cost. ii. Include an electronic copy of the catalog from which discount, or fixed price, is calculated. Electronic price lists must contain the following: (if applicable) • Manufacturer part #
• Offeror’s Part # (if different from manufacturer part #) • Description
• Manufacturers Suggested List Price and Net Price
• Net price to Region 4 ESC (including freight)
Connection Response: www.connection.com/PS
Connection Response 11 RFP 21-04
Media submitted for price list must include the Offerors’ company name, name of the solicitation, and date on a Flash Drive (i.e. Pin or Jump Drives).
Connection Response: Pricing is dynamic and is updated daily, a snapshot of 425,000 prices (line item) would only be valid for the time at which the report was ran. In this response, the pricing offered is in the form of fixed discounts from our standard web catalog list price. Connection’s list price is available via our web site catalog located at www.govconnection.com using the login and password listed below.
Login: [email protected]
Password: Region4bid
iii. Is pricing available for all products and services? Connection Response: Yes, pricing is available for all products and services.
Connection has a 39-year history maintaining strong, long-standing manufacturer/ vendor partner relationships; we were among the first direct marketers, qualified by manufacturers, to market computer systems to end users. Our current portfolio includes over 425,000 products from over 1,600 manufacturers. These established manufacturer relationships enable us to offer you deep pricing discounts.
One of the most important IT needs is to procure lasting products at high cost savings. As a premier, authorized reseller having no ownership affiliation with any of these partners, we can garner extremely competitive pricing for Region 4 ESC.
We were among the first direct marketers, qualified by manufacturers, to market computer systems to end users. These established manufacturer relationships enable us to offer you deep pricing discounts.
Web Portal Pricing: Our discounted pricing for the Region 4 ESC contract will be directly tied to a special pricing code (ASP) that will constantly and consistently apply the agreed upon contractual discounts to our published and publicly available online catalog. This method allows for complete transparency and may be audited at any time for accuracy by Region 4 ESC.
iv. Describe lease/rental options available including financing information.
Connection Response: Connection offers various financing options and will assist Region 4 ESC Members to garner the appropriate method of financing, so they can enjoy the requested products and services. For qualified Members, we offer Net 30 term accounts as well as flexible operating and capital leasing packages, with payment structures designed to match cash flow needs and budget cycles.
Leasing Options: We work with several leasing partners, among them are Connection Financial Services, Dell Financial Services, Cisco Financial Services, HPE Financial Services, Lenovo Financial Resources and VarResources. We will work with customers to isolate their needs and to determine what the most important features and services are in their leasing solution.
Connection Response 12 RFP 21-04
With this information, your Account Manager can assist in making recommendations that best fit the individual customer’s needs. Each leasing company has a unique set of services and benefits offered as well as their own terms and conditions. Rates are determined based on the credit worthiness of the customer, the length of the lease and the total amount financed.
Your Connection Account Managers can assist with the Members’ leasing needs, from completing the leasing credit applications to picking up and returning computers at the end of the lease, if desired.
Listed below are examples of some of the ways Connection, in conjunction with the selected leasing partners, can best manage leasing on behalf of Region 4 ESC Members:
• 100% financing of the installation, software, hardware costs, extended warranties, and accidental breakage protection plans.
• Customers will decide if they prefer the lease billing to be monthly, quarterly, or annually.
• Billing for equipment on lease will be sent directly to the participating customer, from the selected leasing company.
• Each customer will be able to swap out leased computers for like kind computers during the lease.
• The type, quantity, and location of leased assets are available at any time. • Asset tagging or labeling is not required, however this can be provided by Connection, upon request.
• Each customer will have the ability to prepay the leases at any time. • Each customer can purchase the computers at lease end for Fair Market Value, continue leasing the computers, or simply return the computers. • Customers are not required to return equipment in its original packing materials.
• Equipment return, pick up, packing, and shipping can also be included at lease end.
• Hard drive destruction/data wiping is offered to ensure that private and confidential data is forever removed from every computer. v. Describe any shipping charges.
Connection Response: Connection has a 99% ship rate and will ship most instock items the same day the order is received. We will offer FREE FOB, ground shipping on all products. Please note, this excludes heavyweight, expedited, or hazardous material orders. We offer Region 4 ESC members a broad range of delivery options, ranging from standard overnight and second day delivery to ground, time definite, and truckload services. Connection uses standard small package carriers such as USPS and UPS, FedEx, Roadway, and Yellow to deliver larger shipments. Ground shipments would be routed "Ground Best Way" via these or other carriers.
Connection also arranges specialized transportation services such as inside delivery, package removal and product set-up. If such services are required, Members are asked to contact their Account Manager to arrange and for a tailored rate quote.
Connection Response 13 RFP 21-04
For orders classified as heavyweight or DIMM, Connection will add our discounted shipping charges to the invoice. Heavyweight shipment is defined as a single item over 150 pounds or multiple items over 300 pounds. For orders classified as “Heavy" or "DIMM,” the shipping terms will be FOB Destination, Freight Prepaid and added. DIMM is defined as a package that has large size to weight ratio. Liftgate, Inside Delivery and/or Delivery Appointment service charges will be added to the invoice.
BOT (By ocean transit / delivery to Alaska or Hawaii) delivery is also available, at an additional charge and is quoted on a case-by-case basis.
Rest assured, Connection will work with Region 4 ESC and their members to discuss and negotiate any additional delivery fees on a case-by-case basis. vi. Provide pricing for warranties on all products and services.
Connection Response: Connection will provide pricing on all products and services. As Connection is the reseller of the products and not the manufacturer, Connection will pass through all manufacturer warranties to Region 4 ESC members. Warranty coverage varies by manufacturer products. vii. Describe any return and restocking fees.
Connection Response: If, upon receipt of your order, any problems or discrepancies are discovered, the Region 4 ESC member should notify their Account Manager within 30 days of purchase, to return defective product, for repair, credit or replacement, for up to 30 days from the date of receipt. After this period, the individual manufacturer's warranty/return policy will come into effect.
However, rest assured, even after the manufacturer’s warranty process is in place, Connection’s Account Managers will be able to assist, if needed, between the member and the manufacturer.
Within 30 days, all non-defective returns authorized by Connection, whether opened or unopened, will not be assessed a restocking fee, and must be authorized for return within 30 days from date of receipt. After the 30-day period, a 15% restocking fee will be charged. The returned items must be 100% complete, contain ALL original boxes and packing material, have original UPC codes on the manufacturer's packaging, contain all blank warranty cards, accessories, and documentation provided by the manufacturer.
Authorization for return may be obtained by calling your Account Manager, Customer Care at 1-888-213-0259 or by e-mail at
[email protected]. Customer will be issued a Return Merchandise Authorization (RMA) which is valid for 10 days. Failure to return a product within such 10-day authorization period will be deemed to be an acceptance of the product.
However, Connection is always willing to work with the customer and may make exceptions on a case-by-case basis.
Connection Response 14 RFP 21-04
Return policies are subject to the various manufacturers' policies. Many manufacturers have imposed certain return restrictions. Consequently, Connection reserves the right to decline specific return requests based on those restrictions.
Be sure to ask your Account Manager about specific return conditions before you purchase any item.
Certain items such as CTOs, BTOs and Software are not returnable, except for defects requiring repair under warranty. At the time of sale, customers are advised to check the website www.connection.com/ps. As always, Connection is willing to negotiate and work with the manufacturer on behalf of our customers to arrive at an agreeable solution.
For complete details and additional information on returns and restrictions, please reference our returns policy located at
https://www.govconnection.com/IPA/Content/Support/Returns/PCCGOV/Default. viii. Describe any additional discounts or rebates available. Additional discounts or rebates may be offered for large quantity orders, single ship to location, growth, annual spend, guaranteed quantity, etc.
Connection Response: In addition to the aggressive pricing proposed herein, Connection will work with manufacturers and internal programs to apply a volume discount for orders of six (6) or more of the same item. As manufacturer practices and pricing vary widely, this offer is dependent upon the manufacturer and their ability to offer volume discounts. These opportunities will be pursued, and Connection will pass along discounts when available.
ix. Describe how customers verify they are receiving Contract pricing. Describe payment methods offered.
Connection Response: Pricing for the Region 4 ESC contract will be directly tied to a special pricing code (ASP) that will constantly and consistently apply the agreed upon contractual discounts to our published and publicly available online catalog. We offer secure, online, e-Commerce solution sites. Discounted Region 4- specific contract codes will be loaded onto the sites to ensure that when Region 4 ESC members order a specific product, that they will receive the agreed upon contract pricing.
Once the Region 4 ESC member is logged into their web ordering page, the contract code will only allow the discounted product pricing to be applied and will not allow for excluded products to be placed on order. The same function is built into our internal order entry system and will not allow the Connection representative or any delegate to place orders for excluded products. This method allows for complete transparency may be audited at any time for accuracy by Region 4 ESC and its members.
The Process: ASPs are created in our internal order management systems and imported into our B2B sites. ASPs calculate the contract maximum sell price by use of the appropriate formula (list minus, etc.). ASPs feed sku’s and pricing directly from our CRM system during the quoting process to ensure that only Connection Response 15 RFP 21-04
Region 4 ESC contract compliant products are available for quoting at contract compliant pricing. ASPs can be updated, as needed, if contract pricing changes, or per customer needs (i.e., Member Specific Agreement requirements).
Payment Methods: Connection can accept payments several different ways.
Payments can be transacted with:
• Credit or Procurement Cards: Connection accepts all credit or procurement cards (“P-Cards”) issued by an established and accredited bank, either online or over the phone. Connection doesn’t recommend adding your credit card number to purchase orders and submitting via fax as this is an unsecure method of relaying your proprietary card numbers. • Purchase Order: A purchase order with net terms may be provided. Bill to information is stored so that all invoices are directed to the exact location the customer requires.
• EDI and electronic transfers.
• Check payment
x. Propose the frequency of updates to the Offeror’s pricing structure. Describe any proposed indices to guide price adjustments. If offering a catalog contract with discounts by category, while changes in individual pricing may change, the category discounts should not change over the term of the Contract.
Connection Response: Connection acknowledges and understands. Pricing will be dynamic and based on these publicly available list prices at the time of order.
The offered discount will remain firm for the term of the contract. xi. Describe how future product introductions will be priced and align with Contract pricing proposed.
Connection Response: Future product introductions will be priced at the same category discounts offered within this response. Connection has strong relationships with over 1,600 manufacturers and offers over 425,000 name brand technology products and numerous other services. We are continuously expanding our product portfolio to meet the specific needs of our customers and to offer the latest advancements in technology.
xii. Provide any additional information relevant to this section.
Connection Response: We offer a partnership that can deliver the most comprehensive solution. Connection’s offer is based on our unique capabilities that cannot be matched due to the extent and breadth of our expertise and the long reaching product and services knowledge base. We believe that price, product selection and availability, combined with service and support, are the most important competitive factors in our industry.
Connection Response 16 RFP 21-04
Some of the differentiators that set us apart from the competition include:
Experienced / Highly Trained
Connection believes our employees, specifically our tenured sales force, are the lifeline for our customers. We invest in training programs for our service and support personnel, with an emphasis on putting customer needs and service first.
We continually expand and tailor our training and evaluation programs, system enhancements, and sales tools to focus on assisting our sales personnel in improving their expertise and effectiveness. Because of this, constant training and improvement are a priority. We want our customers to respect and trust the knowledge provided by their dedicated account team.
Objective Solution Recommendations
Connection has a history, of over 39 years, of maintaining strong, long-standing manufacturer / vendor partner relationships; we were among the first direct marketers, qualified by manufacturers, to market computer systems to end users.
Our current portfolio includes products from over 1,600 manufacturers. These established manufacturer relationships enable us to offer you deep pricing discounts.
One of the most important IT needs is to procure lasting products at high cost savings. As a premier, authorized reseller having no ownership affiliation with any of these partners, we can garner extremely competitive pricing for Region 4 ESC.
Free FOB, Standard Ground Shipping
Connection has a 99% ship rate and we can ship most in-stock items the same day the order is received. We will offer FREE FOB, standard ground shipping on all products.
Financially Stable
Connection Public Sector Solutions is part of the Connection family of PC Connection, Inc. As such, we offer a financially stable, Fortune 1000 company you can count on. Connection has the financial ability and breadth of resources to meet all the requirements outlined within your RFP. All financial reporting for GovConnection, Inc. d/b/a Connection Public Sector Solutions is made through our parent company PC Connection, Inc. The most current corporation financial statements and annual reports can be read at http://ir.pcconnection.com/.
Accessibility
At Connection, our Sales Managers and Account Managers interact daily with our President, Bob Howard, and Vice President, Bob Marconi, so they are very close to the business and in tune with what our customers are asking for. This means that you have access to the top levels of our management with a quick phone call or email. We are highly responsive, nimble, and adaptive. If you need us to change a process quickly, we can get this changed and still meet timelines.
Account Team Structure and Roles
Connection has been teaming with Region 4 ESC for over two decades and has an experienced team of professionals in place and ready to service the Region 4 ESC account. Your dedicated Account Managers understand the needs of IT decision makers and are trained to help you gain an advantage with efficient, welldesigned solutions.
Connection Response 17 RFP 21-04
You receive our full attention throughout all stages of the IT lifecycle—from researching and planning to purchasing, installation, and asset disposition.
Complete Satisfaction
Connection understands the importance of transparency and the information flow between our customers and our team. Communication is crucial to the success of any contract. Our sales team will conduct weekly conference calls, quarterly program performance reviews to ensure compliance, as well as onsite visits, to update Region 4 ESC on project status, discuss new product offerings, discuss services options, and to listen and learn about any potential issues or concerns.
Our intent is to provide complete transparency in our processes and a means to ensure continuous improvement. If you need us to change a process, we are flexible and approachable enough that we can incorporate these changes quickly.
When informed of a potential issue, they commit to respond within 2 hours to address the situation. Complete customer satisfaction is our goal! Not to Exceed Pricing. Region 4 ESC requests pricing be submitted as not to exceed pricing.
Unlike fixed pricing, the Contractor can adjust submitted pricing lower if needed but, cannot exceed original pricing submitted. Contractor must allow for lower pricing to be available for similar product and service purchases. Cost plus pricing as a primary pricing structure is not acceptable.
Connection Response: Connection is offering pricing in the form of fixed discounts from our standard verifiable web catalog list price on all products and SKU’d services. This list price is available via our web site catalog located at www.connection.com/ps. We offer discounts, by product category, from Connection's web catalog list price. Pricing will be dynamic allowing for lower pricing to be offered when possible and based on these publicly available list prices at the time of order. The offered discount will remain firm for the term of the contract. If a percentage discount causes the sell price to fall below our standard cost, the sell price shall be adjusted and honored at Connection’s standard cost.
Additionally, Connection will not be required to sell below Connection’s Standard cost due to percent discount from list. In addition, there shall be no Contract Fees paid on purchases made at Connection’s Standard cost.
Please see Connection’s Web List Minus by Market Group on the next page of this response.
Connection Response 18 RFP 21-04
Important Information
Coronavirus Notice:
Notwithstanding anything else to the contrary contained in this proposal or RFQ, Connection shall in no event be liable for delivery delays that are caused by circumstances beyond Connection’s reasonable control, including without limitation, carrier delays, product unavailability, fire, acts of God or government agency, severe weather, acts of war, labor shortages, power failures or health pandemics.
Furthermore, Connection shall not be liable for any global shipping delays caused by the Coronavirus outbreak. Order status can be obtained from:
https://www.connection.com/IPA/Reporting/OrderTrackingRequest Connection’s Remit-To address is:
GovConnection, Inc.
P.O. Box 536477
Pittsburgh, PA 15253-5906
Connection Response 19 RFP 21-04
Market Group Full Catalog LM
Systems Accessories 5.50%
Digital Imaging & Sound 5.50%
Software-Bus/Home/Office 5.50%
Desktops 4.50%
Client Networking 6.50%
Enterprise Networking 6.50%
Home & Leisure Software 5.50%
Internet-Graphics/Publishing 5.50%
Memory 8.00%
Monitors & Projectors 5.50%
Power Management 8.00%
Portable Computing - Accessories 6.50%
Printers - Ink Jet 5.50%
Drives, Storage & Media 5.50%
Notebooks 5.00%
PDA's 5.50%
Consumer Electronics 6.50%
Warranty Services 7.00%
Enterprise Storage 6.50%
Network Software 5.75%
Accessories - Printer Supplies 6.00%
Printers-Multifunction 6.00%
Servers 6.75%
Video 5.50%
Workstations 5.00%
Point of Sale Equipment 5.50%
Mobile Electronics 6.50%
Systems Enhancements 6.50%
Printers - Laser 6.25%
Monitors & Projectors Accessories 6.50%
Cables 10.50%
Storage Media & Accessories 6.50%
Professional Services *** 5.50%
Configuration Services *** 5.50%
Repair Services *** 5.50%
Cloud Services *** 5.50%
Software Support 5.50%
IMPORTANT NOTICE
If a percentage discount causes the sell price to be below GovConnection’s Standard Cost, the sell price shall be
adjusted and honored
at GovConnection’s Standard cost. GovConnection will
not be required to sell below GovConnection’s Standard cost due to percent discount from list.
In addition, there shall be no Contract Fees/CAFs paid
to OMNIA Partners on purchases made
at GovConnection’s Standard cost.
Web List Minus by Market Group
Connection Response 20 RFP 21-04
PERFORMANCE CAPABILITY
Connection Response 21 RFP 21-04
b) Performance Capability
i. Include a detailed response to Appendix D, Exhibit A, OMNIA Partners Response for National Cooperative Contract. Responses should highlight experience, demonstrate a strong national presence, describe how Offeror will educate its national sales force about the Contract, describe how products and services will be distributed nationwide, include a plan for marketing the products and services nationwide, and describe how volume will be tracked and reported to OMNIA Partners.
Connection Response: Connection acknowledges and understands. ii. The successful Offeror will be required to sign Appendix D, Exhibit B, OMNIA Partners Administration Agreement prior to Contract award. Offerors should have any reviews required to sign the document prior to submitting a response.
Offeror’s response should include any proposed exceptions to OMNIA Partners Administration Agreement on Appendix B, Terms and Conditions Acceptance Form.
Connection Response: Connection acknowledges and understands. iii. Include completed Appendix D, Exhibits F. Federal Funds Certifications and G.
New Jersey Business Compliance.
Connection Response: Connection acknowledges and understands. iv. Describe how Offeror responds to emergency orders.
Connection Response: Connection can ensure that in the event of a Region 4 ESC emergency situation or immediate need, our Single Point of Contact and Account Manager will be available 24 hours a day, 7 days a week to assist in any way possible in order to initiate the order process. Based on the urgency, expedited shipping can be offered for an additional charge. In addition, Corey Petersen, Director of SLED Sales, will also be available to assist.
Contact Information for Corey is as follows:
Phone: 800-800-0019 ext. 75554
Cell Phone: 605-659-6442
Email: [email protected]
Connection Response 22 RFP 21-04
v. What is Offeror’s average Fill Rate?
Connection Response: Connection’s order fulfillment statistics are as follows:
Connection maintains a same day order fulfillment rate for in-stock, pick and ship products of 99.5%.
• Order Accuracy: 99.998%
• Delivery time frame: In-stock products are typically delivered within 2-5 business days.
Coronavirus Notice: Notwithstanding anything else to the contrary contained in this proposal or RFP, Connection shall in no event be liable for delivery delays that are caused by circumstances beyond Connection’s reasonable control, including without limitation, carrier delays, product unavailability, fire, acts of God or government agency, severe weather, acts of war, labor shortages, power failures or health pandemics. Furthermore, Connection shall not be liable for any global shipping delays caused by the Coronavirus outbreak. Order status can be obtained from:
https://www.connection.com/IPA/Reporting/OrderTrackingRequest vi. What is Offeror’s average on time delivery rate? Describe Offeror’s history of meeting the shipping and delivery timelines.
Connection Response: Connection implements a 97% on-time delivery; however, that rate reflects the success of the shipping carriers, not Connection.
Connection maintains other service metrics for delivery success. For example, we fill our orders with a 99.998% accuracy rate, and we ship 97% of our orders on the day that those orders are printed.
vii. Describe Offeror’s return and restocking policy.
Connection Response: If, upon receipt of your order, any problems or discrepancies are discovered, the Region 4 ESC member should notify their Account Manager within 30 days of purchase, to return defective product, for repair, credit or replacement, for up to 30 days from the date of receipt. After this period, the individual manufacturer's warranty/return policy will come into effect.
However, rest assured, even after the manufacturer’s warranty process is in place, Connection’s Account Managers will be able to assist, if needed, between the Member and the manufacturer.
Within 30 days, all non-defective returns authorized by Connection, whether opened or unopened, will not be assessed a restocking fee, and must be authorized for return within 30 days from date of receipt. After the 30-day period, a 15% restocking fee will be charged. The returned items must be 100% complete, contain ALL original boxes and packing material, have original UPC codes on the manufacturer's packaging, contain all blank warranty cards, accessories, and documentation provided by the manufacturer.
Authorization for return may be obtained by calling your Account Manager, Customer Care at 1-888-213-0259 or by e-mail at
Connection Response 23 RFP 21-04
[email protected]. Customer will be issued a Return Merchandise Authorization (RMA) which is valid for 10 days. Failure to return a product within such 10-day authorization period will be deemed to be an acceptance of the product.
However, Connection is always willing to work with the customer and may make exceptions on a case-by-case basis.
Return policies are subject to the various manufacturers' policies. Many manufacturers have imposed certain return restrictions. Consequently, Connection reserves the right to decline specific return requests based on those restrictions.
Be sure to ask your Account Manager about specific return conditions before you purchase any item.
Certain items such as CTOs, BTOs and Software are not returnable, except for defects requiring repair under warranty. At the time of sale, customers are advised to check the website www.connection.com/ps. As always, Connection is willing to negotiate and work with the manufacturer on behalf of our customers to arrive at an agreeable solution.
For complete details and additional information on returns and restrictions, please reference our returns policy located at
https://www.govconnection.com/IPA/Content/Support/Returns/PCCGOV/Default viii. Describe Offeror’s ability to meet service and warranty needs beyond manufacturers standard.
Connection Response: Connection resells over 425,000 products from over 1,600 manufacturers. Each manufacturer provides their own warranty service, so depending upon the product/manufacturer selected, the warranty service facilities would vary widely. Service facility details and contact information will be provided upon request, for specific manufacturers.
Warranty Service: Warranty service will be determined on a case-by-case basis and is dependent upon the product(s) and warranties purchased. Connection will work with each member to ensure their specific warranty needs are met for each product they purchase.
Technical Support Service: Technical Support Service will be determined on a case-by-case basis and is dependent upon the product(s) and warranties purchased. Connection will work with each member to ensure their specific needs are met for each product they purchase. Connection will provide sales support at no additional charge during our normal hours of operation.
Replacement Parts: Replacement part provisioning will be determined on a caseby-case basis and is dependent upon the product(s) and warranties purchased.
Connection will work with each member to ensure their replacement part needs are met for each product they purchase.
Connection Response 24 RFP 21-04
Since Connection is not the manufacturer of the products purchased, we pass through the warranties of the manufacturer. Connection warrants that we have good title to the hardware products we sell, and that we have proper authority to license the software products we distribute.
We do not warrant the performance or integrity of any Product, but merely pass through to the Customer whatever end-user warranty the manufacturers or software publishers provide with their respective products.
STATEMENTS MADE TO YOU IN THE COURSE OF ANY PRIOR, CURRENT, OR FUTURE SALE ARE SUBJECT TO THE YEAR 2000 INFORMATION AND READINESS DISCLOSURE ACT, (___U.S. C.___) (P.L. 105-271). IN THE CASE
OF A DISPUTE, THIS ACT MAY REDUCE YOUR LEGAL RIGHTS REGARDING
THE USE OF ANY SUCH STATEMENTS, UNLESS OTHERWISE SPECIFIED BY YOUR CONTRACT OR TARIFF.
GOVCONNECTION AND ITS AFFILIATES HEREBY EXPRESSLY DISCLAIM
ALL WARRANTIES EITHER EXPRESS OR IMPLIED, RELATED TO
PRODUCTS SOLD OR SERVICES PROVIDED BY THIRD PARTIES OR
AFFILIATES OF GOVCONNECTION, INCLUDING, WITHOUT LIMITATION, ANY
WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. THIS DISCLAIMER DOES NOT AFFECT THE TERMS OF THE MANUFACTURER'S WARRANTY, IF ANY.
We have no control over the technology of the products sold herein, and therefore cannot and do not indemnify Customer for claims by third parties that Products infringe any patent, copyright, trademark or trade secret. We will PASS THROUGH any such indemnity it receives from the Product manufacturer or supplier.
ix. Describe Offeror’s customer fulfillment process
Connection Response: Connection has relocated our Distribution and Configuration Center operations to a tremendous, cutting-edge facility that has effectively doubled our capacity for shipment and custom configuration, positioning us to meet your needs well into the future. Our commitment to customer service and satisfaction is our top priority, and our enhanced facility enables us to respond to customer needs—and continue to offer a quality of service that is second to none. Our new facility is 268,000 square feet. This gives us not only more room to provide continuous product availability, but also room to hire more staff to complete more projects in a day. With this increased capacity, we are now capable of completing more than 2,000 custom configurations in a day, which helps us serve more customers with our proven approach to rapid response.
To assure fulfillment of overnight requirements, we maintain our own inventory, stocking our 11,000 most frequently purchased items in our warehouse to ensure regular shipment of 6,000–8,000 orders per day. Replenishments are ordered daily and are delivered the next day to our distribution center via dedicated trucks.
Connection can perform several services out of our Technology Integration and Distribution Center (TIDC).
For additional information on the dependable and seamless distribution and Connection Response 25 RFP 21-04
fulfillment offered by Connection Public Sector Solutions' TIDC, we hope you will enjoy the video located at the bottom of the page via the following link:
http://www.govconnection.com/technology-services/distribution-and-configurationcenter and in the Configuration and Distribution Center Brochure on the following pages.
x. Describe Offeror’s customer service/problem resolution process. Include hours of operation, number of services, etc.
Connection Response: Your first point of contact to resolve any customer services issues, should be your dedicated Connection Account Manager. If there is a service problem that your Account Manager is not able to resolve, those problems are immediately escalated up the sales management chain.
Escalation Team Points of Contact.
Corey Peterson, Director of SLED Sales Phone: 800-800-0019 ext. 75554, 605-659-6442
Bob Marconi, VP SLED Sales Phone: 800-800-0019 ext. 33331 Lisa Trisciani, VP Field Sales Phone: 800-800-0019 ext. 603-533-0916 When informed of a potential issue, they commit to respond within 2 hours to address the situation.
Connection’s normal business hours are Monday through Friday, 8:00 a.m. – 5:30 p.m. ET. Connection closes for business on the following days:
o New Year’s Day
o Memorial Day
o Independence Day
o Labor Day
o Thanksgiving
o The day after Thanksgiving
o Christmas
However, we are available to Region 4 ESC members, 24 x 7, and have included the following contact for after-hour emergencies:
Corey Petersen, Director SLED Sales
Phone: 800-800-0019 ext. 75554
Cell: 605-659-6442
Email: [email protected]
In addition to the Escalation Chain listed above, we also offer the following customer service options:
Connection Customer Care Center
Keene, NH
888-213-0259
M-F 8:30am to 6:30pm, ET
Connection Response 26 RFP 21-04
xi. Describe Offeror’s invoicing process. Include payment terms and acceptable methods of payments. Offerors shall describe any associated fees pertaining to credit cards/p-cards.
Connection Response: Customer invoicing is done daily for all shipped orders.
Special development & processing may be required to generate invoices on a monthly basis. Invoices can be generated electronically and will become available to the customer via our B2B portal. Connection will not charge additional fees for P-card/Credit Card payment processing. Connection's payment terms are Net 30, by ACH, check or wire. Credit cards may be used for payment at the time of order.
Net 30 accounts may not be paid by credit card. Connection can accept payments several different ways.
Payments can be transacted with:
• Credit or Procurement Cards: Connection accepts all credit or procurement cards (“P-Cards”) issued by an established and accredited bank, either online or over the phone. Connection doesn’t recommend adding your credit card number to purchase orders and submitting via fax as this is an unsecure method of relaying your proprietary card numbers. • Purchase Order: A purchase order with net terms may be provided. Bill to information is stored so that all invoices are directed to the exact location the customer requires.
• EDI and electronic transfers.
• Check payment
xii. Describe Offeror’s contract implementation/customer transition plan.
Connection Response: By partnering with Connection, Region 4 ESC’s transition to the new contract will be seamless. The new contract pricing will be integrated within the e-procurement site and available on Day One of the new contract, resulting in no downtime for Region 4 ESC.
Initially, Region 4 ESC’s contribution is crucial in order to implement a successful transition to the Technology Catalog Solutions Contract. Our team will meet with yours to develop a mutually agreeable transition and implementation plan to set forth the key milestones and the tasks to be completed.
To help to ensure the success of this program, Region 4 ESC’s contribution will be necessary to work with Connection in the following ways:
o Identifying needs and expectations at the beginning of the relationship; o Defining preferences and requirements within our internal systems (e.g. specifying order requirements so that products only ship as complete orders, only ship via ground, etc.) to prevent errors from occurring; o Soliciting ongoing feedback to tailor processes and procedures to individual company needs.
o Provide open communication and complete transparency as these are critical to the success of any business relationship.
o Pass along customer feedback and performance assessment, both positive and negative. We have learned that this contributes to a more positive relationship and trustworthy relationship, providing a better experience for our customers and for us. Feedback is welcomed as often as necessary.
Connection Response 27 RFP 21-04
Contract Integration
Connection understands the unique nature of Technology Catalog Solutions that result in national cooperative contracts, supplying members with IT products and services.
Comprehensive contract training will be provided to the Connection Sales Team, the Management Team, the vendors, manufacturers, and the contract managers.
We commit to train and aggressively promote the Region 4 ESC contract.
The following are some examples of the ongoing Region 4 ESC contract training that will be required by Connection:
o Regional team meetings for AMs and AAMs
o WebEx’s for Business Development Managers and remote Account Managers
o Onsite Manufacturer training sessions with each of the highlighted partners
o Repository available for Region 4 ESC collateral and tutorial Connection will work closely with Region 4 ESC’s team for a strategy and account mapping. Communication and marketing of the awarded contract will be done verbally, with all existing and new customers, as well as in the following ways:
o Co-branded email to Connection’s entire education, healthcare and state and local agencies lists, highlighting contract and special offers for Members
o Listed on contracts page linking to customized Region 4 ESC member contract webpages
o Social media campaign to increase awareness of contract o Google AdWords campaign to increase awareness of contract o Webinar with Region 4 ESC members
o Custom collateral
Connection’s Contracts and Compliance Group provides training to the sales organization for all new contract awards and ensures pricing terms are hard coded into our order management and sales quoting tools, providing automated pricing specific to the contract. While we utilize the complete buying power of all the PC Connection companies, we are still small enough to quickly roll out information, terms and pricing structures to our sales organization.
Our sales team will coordinate weekly conference calls, will conduct quarterly program performance reviews to ensure compliance, as well as on-site visits, to update Region 4 ESC on its contract purchases, discuss new product offerings, discuss services options, and to listen and learn about any potential issues or concerns. Our intent is to provide complete transparency in our processes and a means to ensure continuous improvement. If at any time Region 4 ESC needs us to change a process, we are flexible and approachable enough that we can incorporate these changes quickly.
Connection Response 28 RFP 21-04
xiii. Describe the financial condition of Offeror.
Connection Response: With $3 billion dollars of buying power, Connection has priority access to the biggest IT brands in the industry—granting us the ability to maximize product availability. Connection is part of the Connection family of PC Connection, Inc. As such, we offer a financially stable, Fortune 1000 company you can count on. Connection has the financial ability and breadth of resources to meet all the requirements outlined within your RFP. All financial reporting for Connection Public Sector Solutions is made through our parent company PC Connection, Inc. The most current corporation financial statements and annual reports can be read at http://ir.pcconnection.com.
xiv. Provide a website link in order to review website ease of use, availability, and capabilities related to ordering, returns and reporting. Describe the website’s capabilities and functionality.
Connection Response: Connection has the capabilities in place to support a robust order management system for Region 4 ESC. We offer a secure, online, e-Commerce solution site that is customizable for each account. Connection, along with our B2B website, can help you streamline your IT purchasing. Our B2B website helps you standardize your purchasing practices, control unauthorized spending, reduce paperwork, and increase productivity.
These sites offer an efficient procurement channel with benefits that include purchasing authorization control and reporting, among many others.
These sites will ensure that products and services that are not on contract, will not be sold. Region 4 ESC-specific pricing for Region 4 ESC-selected products will be loaded onto each site. Connection’s Order Entry and Account Management systems will accept a custom contract code that will not allow excluded products to be ordered on contract. Once the Region 4 ESC user is logged into their web ordering page, the contract code will not allow for excluded products to be placed on order. The same function is built into our internal order entry system and will not allow the Connection representative or any delegate to place orders for excluded products.
Region 4 ESC-specific pricing can be viewed at www.govconnection.com using the login and password listed below.
Login: [email protected]
Password: Region4bid
Some of the features and benefits to Region 4 ESC include:
• Shop Region 4 ESC-priced, discounted products, over 425,000 technology items, or create a custom catalog of agency approved products only.
• Account dashboard landing page can be customized with personalized messaging, logo, along with recommended and product standards for individual purchasers.
Connection Response 29 RFP 21-04
• Users research and shop product technology, pricing, specifications, system requirements and compatibility with our easy to use navigation tools.
• Create and save quotes. The quoting system allows users to request online quotes from the Region 4 ESC Account Team.
• Create personal quick lists (favorites) for frequently purchased items. • Check real time order status.
• Multiple level hierarchy of purchase authorization – shopper, buyer and management. Each level can have different permissions and authorizations.
• Users can transact orders independently with payment options of credit card and/or Purchase Order.
• Reporting capability based on User rights including: Order Tracking, Proof of Purchase/Invoicing, Purchase History, Invoice. xv. Describe the Offeror’s safety record.
Connection Response: Connection’s EMR and Incident Rate from 2019 is:
• 2019 EMR: 1.00
• 2019 Incident Rate: 0.047
xvi. Provide any additional information relevant to this section.
Connection Response: Connection will also offer the following added value listed below:
Campus Stores
Connection Public Sector Solutions has many successful, virtual, campus stores.
Virtual campus stores are customized websites offering customer-specific products and bundles and/or product catalogs with customer-specific discounts.
These are offered to students and faculty, with the ability to ship to their homes.
We also offer the ability to supply these campus stores with inventory for phased deployments and shipments of products, if required.
Employee Purchase Program will be offered to all Region 4 ESC employees at your discounted prices.
Sponsorship Opportunities
Any sponsorship opportunities brought forward to Connection Public Sector Solutions will be reviewed by our management team. Previous sponsorships have included Supplier Mixer, One-to-Many events, Golf Tournament Sponsorships, Breakout Sessions at NAEP, etc.
Connection Response 30 RFP 21-04
Connection will deliver a Catered Multi-Customer event where one or many vendor partners give presentations regarding current product and new technology.
Speed Training
Connection will deliver a set of vendor partners to detail new technology, new roadmaps, emerging technology or new offerings in 10-15 minutes. The larger group of attendees is broken down into smaller groups and after the 10-15-minute window expires, each group moves to a new vendor partner. This gives each partner a quick opportunity to update guests and the guests the option to schedule more time with the vendors of choice.
Vendor Fair
Connection will deliver a Vendor Fair where the end user agency decides the attendee vendor partners or is left up to Connection to select. Connection is responsible for arranging the place, time and vendor partners to attend. This is usually a 4-6-hour window where the vendor partners have tables and agency employees are able to select the booths they would like to visit. This gives the Region 4 ESC employees the freedom to attend when their schedule allows.
Webinars
Connection can deliver Webinars where we use Subject Matter Experts to deliver roadmaps, new technology, emerging technology, updates and answer questions about best practices.
Call Campaigns
Connection will utilize targeted call campaigns to highlight vendor partners or innovative products.
Lunch and Learns
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3.0 SUPPLIER RESPONSE
Supplier must supply the following information in order for the Principal Procurement Agency to determine Supplier’s qualifications to extend the resulting Master Agreement to Participating Public Agencies through OMNIA Partners.
3.1 Company
A. Brief history and description of Supplier to include experience providing similar products and services.
Connection Response: Connection has been a recognized leader in the IT reseller arena for over 39 years, as a leading National Solutions Provider and premier reseller of over 425,000 IT products and services from more than 1,600 manufacturers. We have established a long, successful history of supporting K12, higher education (HIED), and state and local institutions, nationwide, and are committed to servicing these institutions, as is reflected in the following statistics:
• 26-year rich, longstanding, history with Region 4 successfully providing IT products and services.
• In 2019, education sales totaled over $455M of Connection® Public Sector Solutions’ total sales.
• Active customers span the entire U.S. and some outside the continental U.S.
• We have over 60 field and inside sales representatives dedicated to servicing our K–12 and HIED customers.
Our history with Region 4 ESC is something we truly value. Our first order with Region 4 ESC dates to 1995, providing Enterprise Networking products, Drives & Storage Hardware and Home & Leisure software.
Our customers have come to recognize and rely upon our demonstrated excellence of service and close affinity for the IT needs of the K-12 and HIED environment.
B. Total number and location of sales persons employed by Supplier.
Connection Response: Connection has 11 different office locations and employees per location have been listed below:
• Boca Raton, FL: 121
• Dakota Dunes, SD: 29
• Exton, PA: 98
• Keene, NH: 152
• Marlborough, MA: 48
• Merrimack, NH, 730 HQ Office: 648
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• Merrimack, NH, 732 Office: 100
• Portsmouth, NH: 71
• Rockville, MD: 48
• Schaumburg, IL: 131
• Shelton, CT: 16
• Wilmington, OH: 242
• Full-Time Remote: 796
The Connection Public Sector Solutions’ sales team will provide nationwide coverage of the Region 4 Contract. This team will be fully trained to utilize and promote this contract and will consist of:
• 1, VP SLED Sales (New Hampshire)
• 1, Sr. Director of SLED Sales (Ohio)
• 2, Directors of SLED Sales (New Hampshire, South Dakota) • 8, Sales Managers
o 2, Ohio
o 2, South Dakota
o 1, Connecticut
o 3, New Hampshire
• 103, Account Managers
o 24, Ohio
o 24, South Dakota
o 14, Connecticut
o 37, New Hampshire
• 1, VP SLED Field Sales
• 1, Sr. Sales Manager Field Sales
• 18, Business Development Managers (Field Sales)
• 3, Vertical Alliance Managers
• 2, Microsoft Innovator Educators
• 2, Apple Business Development Manager
C. Number and location of support centers (if applicable) and location of corporate office.
Connection Response: Please see the number and location of support centers listed below.
Merrimack, NH Sales Office
732 Milford Road
Merrimack, NH 03054
Corey Petersen, Dir. SLED Sales
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800-800-0019
[email protected]
Keene, NH Call and Service Center
450 Marlborough Street
Keene, NH 03431
800-800-0014
Shelton, CT Sales Office
100 Beard Sawmill Road
Shelton, CT 06484
Corey Petersen, Dir. SLED Sales
800-800-0019
[email protected]
Dakota Dunes, SD Sales Office
800 Stevens Port Drive, Suite 900
Dakota Dunes, SD 57049
Corey Petersen, Dir. SLED Sales
800-800-0019
[email protected]
Wilmington, OH Sales Office & Distribution and Configuration Center 2870 Old State Route 73
Wilmington, OH 45177
Corey Petersen, Dir. SLED Sales
800-800-0019
[email protected]
D. Annual sales for the three previous fiscal years.
Connection Response: Please see the pre-audit sales data for the last three (3) years outlined below:
SLED Vertical 2020 Sales Revenue
HIED $204,005,871
K12 $187,544,705
OTHER $20,347,570
STLCL $79,463,811
Grand Total $491,361,958
Division 2018 2019 2020
BSG $1,271,240,869 $1,339,005,671 $1,275,985,058
PSG Federal $190,458,268 $262,744,918 $172,999,618
PSG SLED $420,113,125 $454,734,427 $492,463,954
Total: $1,881,812,262 $2,056,485,016 $1,941,448,631
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a. Submit FEIN and Dunn & Bradstreet report.
Connection Response:
Connection’s FEIN Number is 52-1837891. A link to the Dunn & Bradstreet report is listed below for your convenience:
https://www.dnb.com/business-directory/companyprofiles.govconnection_inc.e359315cb258dba0a47cc371a0355069.html E. Describe any green or environmental initiatives or policies.
Connection Response:
Our Commitment to Environmental Responsibility
Connection Public Sector Solutions has had a long-time commitment to good environmental practices, with several established environmental and sustainability policies and programs in place, to meet the requirements of our environmentally conscious customers. In fact, one of the founders of Connection, Patricia Gallup, pioneered the first environmentally friendly packing, eliminating the use of packing peanuts in our organization.
As a leading provider of IT products and services, Connection Public Sector Solutions has built a reputation on delivering creative answers to complex problems. That’s why our approach to eco-friendly operations should come as no surprise. From high-tech solutions to low-tech ingenuity, we’re deeply committed to utilizing every available opportunity to reduce our impact on the world around us.
Whether it’s cutting-edge virtualization in the server room or energy-efficient lighting in the break room, we’re doing everything possible to make green technology a part of the workplace. Protecting the environment isn’t always the easiest thing to do, but it’s the right thing to do—and that makes all the difference in the world.
Here are just a few of the ways we are taking up the challenge of creating greener operations:
• All the products we resell that are Energy Star, EPEAT and/or RoHs rated are in the process of being identified and listed as such, on our website. We also utilize the EPEAT website for identifying ratings across the most used IT products.
• Our distribution center tries to ship our packages in as green a manner as possible.
• We have eliminated the use of packing peanuts.
• The shipping cartons we purchase are manufactured with 45% recycled raw material.
• Packing paper we use as dunnage in our shipping cartons is manufactured with 40% recycled raw material.
• Recycling programs, packaging minimization programs, and responsible materials management eliminate waste and preserve natural resources. All waste cardboard and paper is isolated and recycled—and we purchase recycled paper goods, toner cartridges, and similar consumables whenever possible. Industry standard, single wall, corrugated cardboard shipping Connection Response 41 RFP 21-04
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boxes are utilized for shipping items from the distribution center. Recycled newspaper grade paper or recyclable plastic air pillows are used as packing materials inside the boxes.
Boxes are sealed with a single strip of 2" wide 3M cellophane tape. • We recycle ALL corrugated boxes from suppliers—approximately 140 tons per year. All stretch wrap is also recycled.
• Any material that is not directly reused goes to a contractor that sorts and recycles refuse. We donate our unused office equipment including computers, monitors, printers, copiers, excess office supplies, and furniture to a not-for-profit organization. On a much larger scale, all of our facilities are within “recycled” buildings. Repurposed from their former uses, their renovation reduces wasteful new construction and reinvigorates the local community without adding to urban sprawl.
• Virtual trade shows and seminars allow our customers to access information and experts to help them make technology investment decisions—without having to travel across the country. Connection Public Sector Solutions has hosted more than 5,000 users through our online events and trade shows. • Utilizing online capabilities ensures that climate-changing gases are not released into the atmosphere from automobile or air travel. • Telecommuting keeps vehicles off the road and gives many of our employees the ability to work from off-site locations. Armed with the latest remote access technologies and unified communication devices, they have the office resources they need—without using excess natural resources. • Green information technology is an integral part of our operations at Connection Public Sector Solutions—with virtualization and server consolidation accounting for significant energy cost savings in our data centers. In addition, we have also rolled out LCD monitors and ENERGY STAR 4.0-compliant workstations for our employees—maximizing efficiency while reducing our carbon footprint.
• E-Commerce and online purchasing options make our customers’ supply chain efforts more energy efficient and less paper dependent. We accept online and EFT payments and have moved to an online expense tracking model to eliminate waste.
• Online meeting technologies and videoconferencing decrease our travel to client and vendor offices—increasing convenience and reducing our impact on the environment.
• Our buildings employ electronic energy management systems, which allow the operation and orchestration of numerous mechanical systems as one— with the ability to program different areas of each facility. This delivers precise temperature and lighting control and minimizes energy consumption when a portion of the building is unoccupied. An air circulation system in our warehouse takes advantage of the building’s architectural features and redistributes heated air from the ceiling in the winter and cooler, floor-level air in the summer.
• Green facilities department initiatives are reducing our carbon footprint with low energy lamps, electronic ballasts, and ENERGY STAR-rated Connection Response 42 RFP 21-04
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equipment. In addition, all coolants in the air conditioning and refrigeration systems are environmentally friendly. We use low-E glass and special shading systems to control heat gain and cooling loss—and we incorporate skylights to introduce natural light into the work environment.
• Recovered rainwater is utilized in our irrigation systems, creating beautiful landscaping without putting extra demand on precious water resources. • One of our green initiatives is to encourage our customers to be aware of the amount of resources it takes to issue an order request for a single item, especially when they are submitting multiple orders. When we have a single order with a single item, we are required to send it in a single carton with its own packing list and packing material (extra packing material to fill a mostly empty carton). This inefficient carton then takes up space in a truck or plane transporting it.
Green Solutions for Every Layer of Our Customers’ Organizations Connection Public Sector Solutions offers green IT products and services that can help customers improve and transform their infrastructure. Customers can adapt to realize significant cost savings while making their operations easier to manage.
We can help customers identify ways to lower your environmental impact—and make the best technology choices for their budget.
Greener Infrastructures
• Energy Efficient Data Centers
o Virtualization
o Consolidation
o Improved power and cooling methods
• Efficient Desktop Computing
o ENERGY STAR 4.0 standards
o Thin clients
o Virtual desktop infrastructure
o Energy Efficient Networks
o Develop fast, secure connections that use less power
• Greener Data Management
o Automate and digitize costly paper processes
o Utilize efficient hardware to save power
o Manage printer fleets with better tools
• Greener Mobility
o Organizational Design
o Notebooks, tablet PCs, handhelds
o Unified communications
o Multimedia conferencing
o Secure remote access and data protection
• Best Practices in IT Recycling
o Asset disposal and trade-in program
o Emphasis on safety, security, and minimal environmental impact Connection Response 43 RFP 21-04
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F. Describe any diversity programs or partners supplier does business with and how Participating Agencies may use diverse partners through the Master Agreement. Indicate how, if at all, pricing changes when using the diversity program. If there are any diversity programs, provide a list of diversity alliances and a copy of their certifications.
Connection Response: We continuously work with our marketing teams and our purchasing organization to determine how to expand our subcontracting opportunities to include more opportunities for Small Businesses. The Sr. Director of Contracts has provided more focus in creating new opportunities to award to Small Businesses by implementing a requirement that all opportunities must be assessed for Small Business participation.
Connection utilizes small, disadvantaged, minority-owned and/or women-owned, and/or HUBZone businesses, whenever possible. Each situation will be analyzed individually and the partner that best fits the needs of Region 4 ESC, will be used, if possible. However, as Connection is a Value-Added Reseller who does not manufacture products, we can only subcontract to small and socioeconomically challenged businesses that can supply the products and services they are authorized to sell. The following is a partial list of current diverse businesses that we work with:
• Aberdeen, LLC
• Alliance Technology Group, LLC.
• Cambridge Computer Services, Inc.
• Carahsoft Technology Corporation
• Convergence Technology Consulting, LLC
• DSC Logistics
• Digital Intelligence, Inc.
• Envoy Data Corporation
• ESM Solutions
• Force 3, Inc.
• Integration Technologies Group, Inc.
• JAM Software
• JAR Systems, LLC
• L-COM, Inc.
• Lifeboat Distribution
• MobileMatics, Inc.
• Net Direct Systems, LLC
• NSX Technologies, Inc.
• Oki Data Americas, Inc.
• Planar Systems
• Pro-Line System, Inc. / DBA: Ultra Guard Securities
• Protocase, Inc.
• Sole Source Technology, Inc.
• Spectra Logic Corporation
• Systemtools Software, Inc.
• Tripp Mfg. Company
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In addition, Connection has a Federal Government Approved Small Business Subcontracting Plan that is valid for FY2020. In this plan, we have proposed to commit to a total of 40% of total subcontracting dollars to small business concerns including Alaskan, Native Corporations, and Indian tribes, Veteran-Owned Small Businesses, Service-Disabled Veteran-Owned Small Businesses, HUBZone Businesses and Women-Owned Businesses.
Additionally, for the past three years Connection Public Sector Solutions has participated in the SBA’s Mentor Protégé Program with a Woman-Owned Small Business, a Service-Disabled Veteran-Owned Small Business, and a VeteranOwned Small Business. As a Prime Contractor to the Federal Government, we are required to prepare and submit a Commercial Subcontracting Plan annually. The plan applies to all sales of commercial items sold by Connection Public Sector Solutions during the Fiscal Year.
G. Indicate if supplier holds any of the below certifications in any classified areas and include proof of such certification in the response:
a. Minority Women Business Enterprise
Yes No
If yes, list certifying agency:
b. Small Business Enterprise (SBE) or Disadvantaged Business Enterprise (DBE)
Yes No
If yes, list certifying agency:
c. Historically Underutilized Business (HUB)
Yes No
If yes, list certifying agency:
d. Historically Underutilized Business Zone Enterprise (HUBZone) Yes No
If yes, list certifying agency:
e. Other recognized diversity certificate holder
Yes No
If yes, list certifying agency:
H. List any relationships with subcontractors or affiliates intended to be used when providing services and identify if subcontractors meet minority-owned standards.
If any, list which certifications subcontractors hold and certifying agency.
Connection Response: Connection can provide installation, as well as several other professional services, nationwide, to Region 4 and its member businesses.
Our Account Managers and technical experts are ready to assist you with a complete range of services across key technology areas: Converged Data Center, Cloud, Security, Mobility, Networking, Software, and Lifecycle. With extensive vendor partnerships and a broad selection of over 425,000 products, Connection x
x
x
x
x
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combines the professional services, technical expertise, and purchasing power you need for any size project. However, should a specific project require the need of a subcontractor/business partner, Connection has a premier partner network with well over 100 Vetted, Approved and Tested Service Providers throughout the country to augment and expand its existing core capabilities nationally. These service partners provide several types of services within our core services practice areas to expand our national reach and capabilities, as well as specific services in which we may not have expertise.
Any of the partners in our premiere partner network are available to our clients through our services team, as needed, to fulfill a customer’s request when the Connection Services team finds it necessary to engage a third party for any reason. A scoping call (to assess timeline, location, specifications, etc.) will be done initially, to determine the best resource to fulfill these service needs.
I. Describe how supplier differentiates itself from its competitors.
Connection Response: Connection employs the industry’s most tenured sales force. We understand your environment and the external forces that affect you.
Using that information, we create customer-centered solutions to match your needs and budget.
Connection offers a partnership that can deliver the most comprehensive solution.
Connection’s offer is based on our unique capabilities that cannot be matched due to the extent and breadth of our expertise and the long reaching product and services knowledge base. We believe that price, product selection and availability, combined with service and support, are the most important competitive factors in our industry.
Some of the differentiators that set us apart from the competition include:
Objective Solution Recommendations: Connection has a history, of over 39 years, of maintaining strong, long-standing manufacturer/ vendor partner relationships; we were among the first direct marketers, qualified by manufacturers, to market computer systems to end users. Our current portfolio includes over 425,000 products from over 1,600 manufacturers. These established manufacturer relationships enable us to offer you deep pricing discounts.
One of the most important IT needs is to procure lasting products at high cost savings. As a premier, authorized reseller having no ownership affiliation with any of these partners, we can garner extremely competitive pricing for Region 4 ESC.
A Sampling of Connection’s recent Vendor recognition includes:
• 2019–Citrix Cloud Partner of the Year
• 2019–Cisco Marketing Velocity U.S. Innovator of the Year • 2019–HPE Federal Value Server Partner of the Year
• 2019–Aruba Federal Growth Partner of the Year
• 2019–CRN Tech Elite 250
• 2019–CRN Solution Provider 500
• 2019–CRN Managed Service Provider 500
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• 2019–Internet Retailer Top 500
• 2019–Fortune 1000 #820
• 2018–Citrix SMB Partner of the Year
• 2018–Cisco U.S. Marketing Innovator of the Year
• 2018–MSI Valued Channel Partner
• 2018–CRN Tech Elite 250
• 2018–CRN Solution Provider 500
• 2018–Internet Retailer Top 500
• 2018–Fortune 1000 #746
• 2017–HPE NSP SLED Partner of the Year
• 2017–A2B Tracking Reseller Partnership
• 2017–Lenovo Platinum Data Center Partner
• 2017–CRN Tech Elite 250
• 2017–CRN Solution Provider 500
• 2017–Fortune 1000 #775
• 2017–Microsoft Excellence in Operations—Double Gold Level • 2017–Vizient Innovative Technology Designation
• 2017–CHIME Foundation Partner Award
• 2017–ATEN Best Performance Award
• 2017–Red Hat Rising Star Partner of the Year Award
• 2017–Kaspersky Lab Large Account Reseller (LAR) of the Year Award • 2016–HP MPS Best in Class
• 2016–CRN Tech Elite 250
• 2016–CRN Solution Provider 500
• 2016–Fortune 1000 #825
• 2016–Symantec National Reseller Growth Partner of the Year • 2016–Dell EMC Healthcare Partner of the Year
• 2016–Continuum of Care Award from Premier Inc.
• 2016–VMware Renewals Partner of the Year
• 2016–ESET Most Valuable Partner
• 2015–Symantec Growth Partner of the Year
• 2015–Microsoft Excellence in Operations Award
• 2015–Dell Partner Direct National Solution Providers Partner of the Year
• 2015–Top 20 on CRN’s Solution Provider 500
• 2014–Adobe Reseller Partner of the Year Award
• 2014–Dell National Solutions Provider Partner of the Year • 2014–Microsoft Excellence in Operations Gold Level Award • 2014–VMware Mid-Market Partner of the Year for Americas Region Self-Maintained Inventory: An area where Connection stands apart from our competition is our ability to respond to our customer’s needs. Many IT Solution providers rely on distribution partners to maintain inventory and support their customer shipment logistics. Connection is heavily invested in maintaining our own inventory positions and excels at meeting our customers shipping requirements, by keeping those functions within our control. By maintaining our own inventory, Connection has rapid access to products, can offer value-added custom configuration services and can meet shipping demands that others in the industry simply cannot.
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Free FOB, Standard Ground Shipping: Connection has a 99% ship rate and we can ship most in-stock items the same day the order is received.
We are aware that on occasion, emergency, expedited or specialized delivery options may be required to meet your crucial deadlines. We commit to respond to emergency requests within two (2) hours. To meet these needs, we offer Expedited Overnight, Second Day, BOT (by ocean transport), Heavy Weight, Lift Gate, Inside Delivery, Hazardous Materials Delivery, Package Removal and Installation/Product Setup. If such services are required, we ask that you contact a member of your Account Team to arrange and for a tailored rate quote.
Customer-Centric Approach: Our customer-centric approach focuses on the unique IT goals and challenges facing our customers. We work closely with you before, during and after every purchase to make sure they get exactly what you need, when you need it. As part of the total Connection solution, we provide full support for all the technology we sell. We offer a complete portfolio of IT products and services designed to help our customers get more out of their investment. While other IT suppliers offer only products, and no services, Connection transforms technology; turning trusted brands into complete IT solutions by adding a unique combination of personal service, in-depth expertise and customized support.
Experienced / Highly Trained: Connection believes our employees, specifically our sales force, are the lifeline for our customers. We invest in training programs for our service and support personnel, with an emphasis on putting customer needs and service first. We continually expand and tailor our training and evaluation programs, system enhancements, and sales tools to focus on assisting our sales personnel in improving their expertise and effectiveness. Because of this, constant training and improvement are a priority.
We want our customers to respect and trust the knowledge provided by their dedicated account team. Some of the training programs our employees have access to:
• New Account Managers receive three months of thorough training on product offerings, industry trends, internal infrastructure/applications and available support avenues, prior to being assigned a dedicated territory. • Continuing Education training is provided, with manufacturers, to keep our employees abreast of industry trends and the latest technology. This is accomplished through Small Group training, vendor forums, WebEx’s, and frequent Lunch-and-Learns.
• Vendors such as HP, Cisco, VMWare and Microsoft offer training to allow our sales force to become certified in their products.
• Our parent company, PC Connection, Inc., offers ongoing Professional Development courses including Communication Skills and Microsoft Office Applications.
• Ongoing training is available on Industry Regulations and Contract Requirements.
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Region 4’s Dedicated Account Team: Our greatest dedicated resource is our seasoned Connection sales team. As part of our partnership commitment, we provide this team to meet all of Region 4’s needs.
Connection’s nationwide sales force will be fully trained on the Region 4 contract and will communicate details of the awarded contract, verbally, to all existing and new customers.
To Region 4, this Connection team brings tenured expertise, extreme cost savings, expansive industry knowledge and exemplary customer service skills. The Key Personnel leading this team will be Corey Petersen, Lisa Trisciani and Bob Marconi. This team is backed by the full support of the entire Connection® Public Sector Solutions’ executive team and will ensure that your organization receives the resources to fully support your needs.
CONNECTION PUBLIC SECTION SOLUTIONS ORG CHART
Key Personnel Bios
Corey Petersen, Director SLED Sales
Corey began his career at Connection Public Sector Solutions in 2008. Prior to joining Connection, Corey was with Gateway Computers for over sixteen (16) years, holding several positions during that tenure and has a wealth of experience.
In his current role as Director SLED Sales, his responsibilities include supervising the dedicated Account Managers, managing call campaigns to completion, as well as working with the marketing team on all materials and events. Corey reports to Bob Marconi, Vice President of SLED Sales.
Contact Information for Corey:
Phone: 800-800-0019 ext. 75554
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Email: [email protected]
Lisa Trisciani, Vice President SLED Field Sales
Lisa brings over twenty-six (26) years of Public Sector experience to Connection, starting in 1994. Lisa leads Connection’s Field Sales Organization in strategic initiatives and targeted execution, including trade shows, customer events, one-onone meetings, contract and manufacturer relationships, and customer goals. Lisa also provides direction to the outside field team and support to senior management support for all of Connection’s accounts. She has experience as an Account Manager and Business Development Manager for Connection’s largest accounts such as Harvard, MIT, and Yale. She led the first implementations of Connection’s e-Procurement for these institutions. Lisa reports to Bob Howard, President.
Contact Information for Lisa:
Phone: 800-800-0019 ext. 77896; Cell: 603-533-0916
Email: [email protected]
Bob Marconi, Vice President SLED Sales
Bob has been with Connection for since 1999. His past Connection experience includes Sr. Director of Sales, Director of Operations and sales management. In his current role of Vice President of Sales, Bob is responsible for all U.S. sales to state and local agencies, Non-profit organizations, K-12 schools, and higher education institutions and is responsible for all the Account Management teams with the company. Bob reports to Bob Howard, President.
Contact Information for Bob:
Phone: 800-800-0019 ext. 33331
Cell: 603-913-3896;
Email: [email protected]
Accessibility: At Connection, our Account Managers work closely with senior management. Our team managers are only two levels away from our President, Bob Howard. Our entire Sales Team has daily interactions with our President and Vice Presidents, so everyone stays in tune with customers’ needs. This also means that you have access to the top levels of our management with a quick phone call or email. We strive to be highly responsive, nimble, and adaptive, and this allows us to serve in ways that other companies cannot.
If a customer needs us to change a process quickly, we can accomplish this and still meet timelines.
eProcurement / B2B Site: Your Connection Account Manager, along with our B2B Website, can help you streamline your IT purchasing. Our B2B Website offers an efficient procurement channel with benefits that include standardizing your purchasing practices, controlling unauthorized spending, reducing paperwork, and increasing productivity. We integrate seamlessly with many institutions’ procurement systems and 3rd party systems, allowing us to provide seamless, single sign on, offsite carts, quoting, automated electronic ordering and electronic invoicing. Your Account Manager is available to answer any questions you have and provide dedicated attention.
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ISO-Certified, Technology Integration and Distribution Center (TIDC):
In 2016, we relocated our TIDC operations to a tremendous, cutting‑edge facility that has effectively doubled our capacity for shipment and custom configuration, positioning us to meet your needs well into the future. Our commitment to customer service and satisfaction is our top priority, and our enhanced facility enables us to respond to customer needs—and continue to offer a quality of service that is second to none. Our technicians can perform a broad range of configuration services at our ISO 9001:2015 certified lab in Wilmington, OH.
Some of our configuration services include hardware configuration, software installation, system imaging, product staging, server rack construction, custom printer construction, asset tagging, etching and custom labeling.
Marketing the Region 4 Contract: Connection’s entire, nationwide sales team will be fully trained on the Region 4 contract. Connection will provide information and training to any Region 4 customer willing to meet with a member of the Connection Sales Team, to go over the contract.
Connection commits to seek additional, creative ways to market, to assist, to improve and to help you realize your strategic vision and the vision of Region 4 and its members.
One Stop Shop, World Class Vendor: Connection is prepared to offer a single pane of glass, one-stop shop, experience for all IT purchases. We are uniquely positioned to leverage our manufacturer partnerships to garner exceptional pricing and can create a customized catalog of all offerings, via our innovative web portal.
Our One Stop Shop, value-added services include but are not limited to; marketing of the contract, free shipping, inventory management, hassle free returns, exceptional customer service, customized websites, a personal purchase program reflective of all offered pricing, configuration and professional services, and much more.
J. Describe any present or past litigation, bankruptcy or reorganization involving supplier.
Connection Response: From time to time, GovConnection, Inc. is party, as plaintiff or defendant, to various types of legal proceedings, audits and claims, which arise in the ordinary course of business. Publicly available information on material matters, if any, is as reported in our SEC filings located at https://ir.connection.com.
K. Felony Conviction Notice: Indicate if the supplier
a. is a publicly held corporation and this reporting requirement is not applicable;
Connection Response: Acknowledges and understood.
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b. is not owned or operated by anyone who has been convicted of a felony; or
Connection Response: Connection is not owned or
operated by anyone who has been convicted of a felony.
c. is owned or operated by and individual(s) who has been convicted of a felony and provide the names and convictions.
Connection Response: Connection is not owned or operated by anyone who has been convicted of a felony.
L. Describe any debarment or suspension actions taken against supplier Connection Response: There have been no debarment or suspension actions taken against Connection.
3.2 Distribution, Logistics
A. Each offeror awarded an item under this solicitation may offer their complete product and service offering/a balance of line. Describe the full line of products and services offered by supplier.
Connection Response: Connection is a national product and solutions provider of over 425,000 products and services from over 1,600 manufacturers. Please reference the link below for a complete listing of the products /manufacturers that we offer: https://www.govconnection.com/brand?cm_sp=MegaMenu-_- Products-_-ShopByBrand. In addition, please reference Connection’s product line card which has been added as an attachment to this pdf response.
In addition to our full catalog of products described above, Connection can offer the following services listed below:
Professional Solutions/Services: Connection can provide installation to Region 4 and its member businesses, as well as several other professional services. Our Account Managers and technical experts are ready to assist you with a complete range of services across key technology areas such as: Converged Data Center, Cloud, Security, Mobility, Networking, Software, and Lifecycle. With extensive vendor partnerships and a broad selection of over 425,000 products, Connection combines the professional services, technical expertise, and purchasing power you need for any size project. A scoping call (to assess timeline, location, specifications, etc.) will be done initially, to determine the best resource to fulfill these service needs.
Our teams are trained to assess, design, implement, and manage technology with industry-leading methodologies. This comprehensive approach ensures your technology solutions
• Maximize your efficiency and cost savings;
• Are tailored to the exact needs of your environment, users, and goals; • Leverage the latest technologies available;
• Continue to deliver the results our customers want, day after day, month after month.
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Visit our Solutions Center at www.connection.com/solutions-ps to learn more about the many solutions we offer, gather expert advice and access a variety of resources to ensure your IT success.
A copy of our Services Practices Overview Brochure has been added as an attachment to this response.
Connection can also provide implementation, training, support and maintenance.
These types of solutions are custom tailored to meet customers’ specific needs.
Due to these specific needs and requirements we would provide a written scope of work which would include all costs for such services.
B2B Website Creation and Deployment Services: Connection, along with our B2B Website, can help you streamline your IT purchasing. Our B2B Website helps you standardize your purchasing practices, control unauthorized spending, reduce paperwork, and increase productivity. At the same time, Account Managers are available to answer any questions you have and provide dedicated attention.
Configuration Services: Connection’s state-of-the-art Technology Integration and Distribution Center (TIDC), located in Wilmington, Ohio, offers configuration services and is ISO 9001:2015 Certified. Connection’s technicians can configure IT equipment to meet specific customer requirements. To augment this facility, we have a second Configuration Center located in Schaumburg, Illinois. This facility is designed to handle custom high touch solutions, manage customer advance exchange depot needs, as well as proving for a beta site to iron out standards and processes prior to moving production to Wilmington.
Our next-business-day configuration services include hardware configuration, software installation, system imaging, product staging, server rack construction, custom printer construction, asset tagging, custom labeling and more.
For additional information on the dependable and seamless distribution and fulfillment offered by Connection’s TIDC, we hope you will enjoy the video located at the bottom of the page via the following link provided on the next page:
http://www.govconnection.com/technology-services/distribution-andconfiguration-center and at https://vimeo.com/383306378/9ae0111ed7.
Please reference our Technology Integration Distribution Services brochure included as an attachment to this response.
Training Services: Formal and informal training and support is available through Connection for all the products and services we provide.
Informal Training: Informal training and/or support will be provided, if required, for the products and services offered in this RFP via our technical support group by telephone, during normal working hours. The specific details Connection Response 53 RFP 21-04
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are product and service specific and will be outlined on a case-bycase basis. Technicians within our Support Group are available and can be reached at 800-800-0011, Monday–Friday, from 9:00 a.m. – 5:30 p.m. ET. Connection Account Managers are also available to assist and support, in conjunction with the products and services offered in this RFP.
Connection was among the first direct response IT solutions companies to offer toll-free technical support for our products including both before and after the sale. Connection’s technical staff is certified to provide factory authorized service for many product brands.
Formal, Customer-Specific, Classroom Training: Formal, customer-specific, classroom training is also provided by Connection. This formalized training can be done at the customer's facilities, via WebEx, at a Connection location or via other means required by the member. There are additional costs for this type of training and will be determined between the customer and Connection, based on the size and scope of the training/project requested.
In addition, and dependent upon the manufacturer selected, manufacturer-specific training options may be available.
Reporting Services: Upon award, Connection will supply Region 4 with compliant, monthly reporting. We can offer several types of reporting and commit to work diligently to meet all your reporting needs.
B. Describe how supplier proposes to distribute the products/service nationwide.
Include any states where products and services will not be offered under the Master Agreement, including U.S. Territories and Outlying Areas.
Connection Response: At our TIDC, unlike many IT Resellers, we are heavily invested in stocking and maintaining customized inventory, consisting of our most frequently ordered items. Connection has rapid access to products, can offer value-added custom configuration services at our ISO-Certified TIDC. This strategic location is within one hour of three metro areas, giving greater access to a large skilled labor pool as well as a wide range of transportation providers. This facility is also within a two-hour drive to UPS’ Louisville Air Express Hub; within 3-day UPS ground transit time to 74% of the population. For additional information on the dependable and seamless distribution and fulfillment offered by Connection’s state-of-the-art Custom Configuration / Distribution Center, we hope you will enjoy the video located at the bottom of the page via the following link: http://www.govconnection.com/technology-services/distribution-andconfiguration-center Supplementing the efforts of our Distribution and Configuration Center are our approximately 38 nationwide drop-ship partner locations. These locations blanket the country and are distribution centers for partners such as, but not limited to, Synnex, Ingram Micro, Tech Data, D&H and Douglas Stewart. Products from these locations ship for next-day delivery, of in-stock products, provided orders are placed by 3:00 p.m. ET.
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Connection’s delivery options are among the most convenient in the industry. Members designate their desired shipping levels at the time of purchase; options include next-day, next-day early morning, two-day, ground, Saturday delivery, and other standard alternatives.
Customers may also utilize their own shipping accounts.
C. Describe how Participating Agencies are ensured they will receive the Master Agreement pricing; include all distribution channels such as direct ordering, retail or in-store locations, through distributors, etc. Describe how Participating Agencies verify and audit pricing to ensure its compliance with the Master Agreement.
Connection Response: Pricing for the Region 4 contract will be directly tied to a special pricing code (ASP) that will constantly and consistently apply the agreed upon contractual discounts to our published and publicly available online catalog. We offer secure, online, e-Commerce solution sites. \ Discounted Region 4-specific contract codes will be loaded onto the sites to ensure that when Region 4 members order a specific product, that they will receive the agreed upon contract pricing.
Once the Region 4 member is logged into their web ordering page, the contract code will only allow the discounted product pricing to be applied and will not allow for excluded products to be placed on order. The same function is built into our internal order entry system and will not allow the Connection representative or any delegate to place orders for excluded products. This method allows for complete transparency may be audited at any time for accuracy by Region 4 and its members.
The Process: ASPs are created in our internal order management systems and imported into our B2B sites. ASPs calculate the contract maximum sell price by use of the appropriate formula (list minus, etc.). ASPs feed sku’s and pricing directly from our CRM system during the quoting process to ensure that only Region 4 contract compliant products are available for quoting at contract compliant pricing. ASPs can be updated, as needed, if contract pricing changes, or per customer needs (i.e., Member Specific Agreement requirements).
Pricing Commitment: Connection is proposing a discount from our standard web catalog list price. The pricing model is one that is fluid and adaptive to the market. As our list prices automatically change to meet demand in the market, account-specific pricing will also automatically change for Region 4 members.
This list price is available via our web site catalog located at www.connection.com/ps. We offer discounts by product category. Pricing will be dynamic and based on these publicly available list prices at the time of order. All the Region 4 account-specific pricing will offer our sales team the flexibility to work with vendors and manufacturers to negotiate additional discounts when available.
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Region 4 ESC-specific pricing can be viewed at
www.govconnection.com using the login and password listed below.
Login: [email protected]
Password: Region4bid
The offered discount will remain firm for the term of the contract. If a percentage discount causes the sell price to fall below our standard cost, the sell price shall be adjusted and honored at Connection’s standard cost.
However, contract Fees cannot be paid on purchases made at Connection's Standard cost.
D. Identify all other companies that will be involved in processing, handling or shipping the products/service to the end user.
Connection Response: Supplementing the efforts of our Distribution and Configuration Center are our distribution partners, whose locations blanket the country, for expeditious nationwide delivery. Products from these locations ship for next-day delivery, of in-stock products, provided orders are placed by 3:00 p.m. ET.
Heavyweight order cutoff time is 12:00 Noon and will not always be available for next day delivery.
These partners include:
• AB Distributing: Arlington Heights, IL; North Las Vegas, NV • Axiom: Irvine, CA
• Blue Star: Florence, KY
• D&H: Atlanta, GA; California; Chicago, IL; Harrisburg, PA; Harrisburg-West, PA
• Digital Storage: Columbus, OH
• Douglas Stewart: Madison, WI; Sparks, NV
• Edge Technology: Pflugerville, TX
• Ingram Micro: Carol Stream, IL; Carrollton, TX; Jonestown, PA; Millington, TN; Mira Loma, CA; Plainfield, IN
• Scansource: Southhaven, MS
• Synnex: Beaverton, OR; Chantilly, VA; Chicago, IL; Dallas, TX; Fremont, CA; Grove City, OH; Keasby, NJ; Miami, FL; Olive Branch, MS; Ontario, CA • Tech Data: Fontana, CA; Ft. Worth, TX; Miami, FL; South Bend, IN; Suwanee, GA; Swedesboro, NJ
Currently, Connection utilizes the following Shipping/Freight Carriers:
• UPS
• FedEx
• FedEx Freight
• Pitt Ohio
• US Postal Service
• Panther
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• CEVA
• Pegasus
• XPO
• DBA
• MMS
• Clipper Ship
• Globaltranz
• TQL
• DS Freight
E. Provide the number, size and location of Supplier’s distribution facilities, warehouses and retail network as applicable.
Connection Response: With over $3 billion dollars of buying power, Connection has priority access to the biggest IT brands in the industry—granting us the ability to maximize product availability. Our most frequently ordered items are always in stock at our Wilmington, OH, Technology Integration and Distribution Center (TIDC), offering customers a dependable source for seamless order fulfillment. We also source products from manufacturers and can drop-ship from our suppliers’ warehouses strategically located across the United States.
We maintain a 268,000 square-foot warehouse and distribution complex in Wilmington, OH, where we receive and ship inventory, configure computer systems, and process returned products. Our TIDC complex is strategically located to be near the center of the country, facilitating strong relationships with all major logistics carriers. Our TIDC is ISO 9001:2015 Certified and can configure your IT equipment including tablets, notebooks, desktops, servers, and switches.
We maintain our own inventory, stocking our 11,000 most frequently purchased items in our warehouse to ensure regular shipment of 6,000–8,000 orders per day. Replenishments are ordered on a daily basis and are delivered the next day to our distribution center via dedicated trucks.
In addition, we also place product orders directly with manufacturers and distribution companies for drop-shipment directly to customers. Order status with distributors is tracked online and in all circumstances a confirmation of shipment from manufacturers or the distribution company is received prior to initial recording of the transaction. Our drop-ship partners include major manufacturers and distributors like Ingram Micro, Tech Data, D&H, and Synnex.
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3.3 Marketing and Sales
A. Provide a detailed ninety-day plan beginning from award date of the Master Agreement describing the strategy to immediately implement the Master Agreement as supplier’s primary go to market strategy for Public Agencies to supplier’s teams nationwide, to include, but not limited to:
i. Executive leadership endorsement and sponsorship of the award as the public sector go-to-market strategy within first 10 days Connection Response: Bob Howard, President of Connection Public Sector Solutions, will endorse and sponsor the award as the Public Sector go-to market strategy within the first 10 days of award. ii. Training and education of Supplier’s national sales force with participation from the Supplier’s executive leadership, along with the OMNIA Partners team within first 90 days
Connection Response: Connection acknowledges, agrees, and understands.
B. Provide a detailed ninety-day plan beginning from award date of the Master Agreement describing the strategy to market the Master Agreement to current Participating Public Agencies, existing Public Agency customers of Supplier, as well as to prospective Public Agencies nationwide immediately upon award, to include, but not limited to:
i. Creation and distribution of a co-branded press release to trade publications Connection Response: Connection will be able to professionally write and distribute a co-branded press release to trade publications within 90 days. ii. Announcement, Master Agreement details and contact information published on the Supplier’s website within first 90 days Connection Response: Connection currently has an OMNIA Partners landing page on our website. The page could be updated with an announcement, agreement details and contact information within two weeks of receiving that information.
iii. Design, publication and distribution of co-branded marketing materials within first 90 days
Connection Response: Connection has a full creative department that would be able to create co-branded marketing targeted towards K-12, Higher Education and State and Local government within two weeks of award announcement. This would be distributed to our inside and field sales teams and added to the OMNIA Partners landing page on our website. We would also include these materials as collateral used in tradeshows we attend.
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iv. Commitment to attendance and participation with OMNIA Partners at national (i.e. NIGP Annual Forum, NPI Conference, etc.), regional (i.e. Regional NIGP Chapter Meetings, Regional Cooperative Summits, etc.)
and supplier-specific trade shows, conferences and meetings throughout the term of the Master Agreement.
Connection Response: Connection commits to attending and participating in all requested events alongside OMNIA Partners.
v. Commitment to attend, exhibit and participate at the NIGP Annual Forum in an area reserved by OMNIA Partners for partner suppliers. Booth space will be purchased and staffed by Supplier. In addition, Supplier commits to provide reasonable assistance to the overall promotion and marketing efforts for the NIGP Annual Forum, as directed by OMNIA Partners.
Connection Response: Connection commits to attending, exhibiting and participating at the NIGP Annual Forum in the OMNIA Partners reserved area. We will present a professional booth with applicable technology demos, knowledgeable booth staff and fun giveaways.
vi. Design and publication of national and regional advertising in trade publications throughout the term of the Master Agreement Connection Response: Connection is experienced in producing print and digital advertising and will be able to provide appropriate ads to participate in trade publications.
vii. Ongoing marketing and promotion of the Master Agreement throughout its term (case studies, collateral pieces, presentations, promotions, etc.) Connection Response: Connection is committed to promoting the OMNIA Partners Master Agreement throughout the term. Our marketing manager will work with the marketing contact at OMNIA Partners to build a relationship and work on promotion ideas and campaigns to strengthen the relationship and provide value. Connection will be able to produce professional looking case studies, collateral pieces, presentations, emails, social media and more to promote the Master Agreement. viii. Dedicated OMNIA Partners internet web-based homepage on Supplier’s website with:
• OMNIA Partners standard logo;
• Copy of original Request for Proposal;
• Copy of Master Agreement and amendments between Principal Procurement Agency and Supplier;
• Summary of Products and pricing;
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• Marketing Materials
• Electronic link to OMNIA Partners’ website
including the online registration page;
• A dedicated toll-free number and email address for OMNIA Partners
Connection Response: As a current OMNIA Partners Master Agreement holder, we have an OMNIA Partners landing page. A link from our home page will help direct customers to this page quickly.
This page can be updated, or a new page created to include all the new documents supporting the Master Agreement which would include, but are not limited to:
• OMNIA Partners standard logo;
• Copy of original Request for Proposal;
• Copy of Master Agreement and amendments between Principal Procurement Agency and Supplier;
• Summary of Products and pricing;
• Marketing Materials
• Electronic link to OMNIA Partners’ website including the online registration page;
• A dedicated toll-free number and email address for OMNIA Partners.
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Connection’s Go-To-Market Strategy
Our Go-To-Marketing strategy is broken out into four focus areas: Brand, Customer Engagement, Lead Generation, and Sales Enablement. In additional to a full education and government marketing team, we work in tandem with our healthcare teams to further support growth in these segments.
Brand Strategy
Our brand strategy includes traditional and digital advertising components for K-12, higher education, state and local government institutions and healthcare facilities. We participate in print advertising in well-known, industry related publications. We work with universities to provide custom collateral speaking to their students about Tech Kits developed with their needs in mind. On the digital spectrum we have our own internal email list for state and local government agencies, higher education, K-12, and healthcare and we understand the unique messages when speaking to these markets. Our social media presence is growing at a rapid rate due to our Social Media team. Their understanding of the nuances of social media and targeting capabilities have helped us deliver successful program results in the higher education market. Our social media footprint includes LinkedIn, YouTube, Twitter, Instagram, Facebook, and Glassdoor. Digital marketing also includes external web campaigns with major media, including broad IT media partners like Spiceworks and IDG where we can get as granular as the specific segments and titles we are targeting. As a National Solutions Provider, our creative team produces collateral and solution guides to detail the 7 pillars we focus on (Converged Data Center, Cloud, Security, Mobility, Networking, Software and Lifecycle). Our corporate marketing team produces a blog with daily entries speaking to all areas of IT. We have also recently launched a podcast that can be found on iTunes and other major networks.
Customer Engagement Strategy
Our Customer Engagement strategy is composed of a large amount of shows for K–12, including FETC and ISTE and Higher Education, including Educause. We participated in over 85, K–12 and Higher Education tradeshows and tabletop events in 2019 alone. We also hold virtual events such as webinars with vendor partners to connect with our current and potential customers. We host special customer events in conjunction with vendor partners on topics that speak to the education market.
The Lead Generation Strategy
Our lead generation strategy is comprised of the annual trade shows and events mentioned above. We reach out to attendees personally and via email after the show to continue to build the relationship. With our vendor partners we create custom assets such as white papers and case studies on IT topics that relate to K– 12 and Higher Education. These are then used on digital properties for the targeted education media partners such as District Administration, THE Journal, and eSchool News for K-12 and University Business, CampusTech, and eCampus News for Higher Education, to drive leads. The leads are called upon by our activation team and sent follow up lead nurture emails. Leads are also obtained from our own website with forms on pages for requests like demos and assessments.
Sales Enablement Strategy
We hold approximately 200 Lunch & Learns a year with training provided by our vendor partners across all our sales locations. Vendors also come in weekly to sit in a vendor cube where the sales team can approach them about specific opportunities. A hands-on product Showcase/speed training is held once a quarter for each sales location with anywhere from 12–16 vendors participating. Attendance at these trainings is mandatory for all Account Managers. Our field sales team meets once a quarter for a multi-day training event. We create many custom PDFs for accounts and Connection Public Sector Solutions brand vendor collateral for our sales team to use with their accounts.
Technology, Digital Data, Social Media
Connection has a robust Marketing Technology Stack (MarTech Stack), which has improved further with recent investments, as well as a dedicated Digital Marketing team to manage our digital activities. The team is data-driven, focused on content quality and user engagement. Our company website, www.connection.com/ps, has performance monitoring in place along with web analytics to track user/customer engagement. Behavioral (struggle) analytics are also in place to provide insights into where Connection Response 61 RFP 21-04
users encounter issues, offering session videos, heat mapping, etc. The data from these analytics solutions help direct our UX Architects’ efforts to improve our overall website structure and flow, and the data is used by the Digital team to track campaign performance and adjust as needed (i.e. adjust digital channel usage to drive more engaged visitors). We use an intent-based analytics solution (surge analytics) to track organizations’ interests in technologies – the data is then used to direct our campaign messaging in our account-based marketing (ABM) activities. The Digital Marketing team includes a Social Media team that utilizes a few technologies to assist with our social media activities in Facebook, LinkedIn, and Twitter, from a social media management platform to an internal employee advocacy/ communication solution.
The Digital team also uses marketing tools and solutions for paid search, display network, email, affiliate network, and retargeting campaigns/activities. The disparate campaign elements, activities, and metrics are tied together with the web analytics solution, as well as with Marketing Automation – enabling the team to create and manage more in-depth and complex marketing campaigns. The recent addition of a Business Intelligence and Reporting solution further ties the Digital team’s campaigns together, providing data sets to improve campaign performance, as well as offering comprehensive views of entire marketing channels.
Connection Response: 90-Day Marketing and Sales Enablement Campaign Outline Connection will participate in a variety of marketing programs to support an award of a contract by OMNIA Partners and Region 4 ESC. Upon award and with coordination from OMNIA Partners and Region 4 ESC, Connection will launch the following 90-day marketing and sales enablement campaign. • Connection’s nationwide sales force will be fully trained on OMNIA Partners and Region 4 ESC contract and will communicate details of the awarded contract, verbally, to all existing and new customers.
• Co-branded email to entire Connection’s education and state and local agency list highlighting contract and special offers for members
• Co-branded press release within first 30-day of award • Initial call campaign to Connection customers to let them know they can now purchase via OMNIA Partners and Region 4 ESC contract. This will continue monthly with any new contract members. • Listed on each individual state contract page on our website • Social media campaign to announce award of contract
• Webinar with OMNIA Partners and Region 4 ESC Members
• Custom co-branded contract collateral
• Attending industry conventions and tradeshows
• Promotions for members on OMNIA Partners and Region 4 ESC homepage • Dedicated onsite visits by our field teams, to existing Connection customers, for deeper account penetration
• Dedicated OMNIA Partners and Region 4 ESC contract landing page on the govconnection.com website. This page will include:
o OMNIA Partners and Region 4 ESC Logo
o A link to OMNIA Partners and Region 4 ESC website
o Summary of contract and services offered
o Co-branded contract flyer
o Featured products
o Due Diligence Documents including; copy of solicitation, copy of contract and any amendments, marketing materials
Please visit the social media sites below for examples of our messaging:
LinkedIn: https://www.linkedin.com/company/connection-public-sector Facebook: https://www.facebook.com/Connection4IT/
Twitter: https://twitter.com/ConnectionIT
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C. Describe how Supplier will transition any existing Public Agency customers’ accounts to the Master Agreement available nationally through OMNIA Partners.
Include a list of current cooperative contracts (regional and national) Supplier holds and describe how the Master Agreement will be positioned among the other cooperative agreements.
By partnering with Connection, the transition of any existing Public Agency customers’ accounts to the Master Agreement will be seamless, efficient and done with ease.
New contract pricing will be integrated within the Connection-created eProcurement Omnia and Region 4 ESC and will be available on Day One of the new contract, resulting in no downtime. At that point, Connection will reach out to members to discuss the new Master Agreement and their individual, dedicated e-commerce sites.
The following list is a sampling of Connection’s methods/opportunities that will be utilized to transition accounts to the new Master Agreement resulting from this RFP:
• Set up strategy sessions with the Omnia field team;
• Targeted call campaigns for each state talking about the value of the Region 4 ESC/Omnia Partners contract;
• Participate in events with Region 4 ESC/Omnia Partners; • Set up customized websites for e-Procurement and B2B customers; • Provide marketing and information about Region 4
ESC/Omnia Partners for regional and national shows and
summits;
• Create unsolicited proposals for acquisitions customers with Region 4 ESC/Omnia Partners;
• Educate and work with major and emerging technology manufacturers with Region 4 ESC/Omnia Partners;
• Create member specific agreements using the baseline of the Master Agreement;
• Create special bundles and vertical specific solutions under the Master Agreement
• Partner with other key Omnia Partners contract holders, i.e. Carahsoft, Grainger, etc. to bring complete, dynamic offerings to members; • Support all Omnia Partners regional summits as a top supplier; • Work with Omnia Partners executive team on development of an Amazon like Marketplace specific to Education and State and Local.
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Communication of the awarded Master Agreement will be done verbally, with all existing and new customers, as well, in the following ways:
• Co-branded email to entire Connection’s education and state and local agency list highlighting Master Agreement and special offers forMembers • Listed on contracts page linking to customized Omnia Partners contract webpage
• Social media campaign to increase awareness of Master Agreement • Webinar with Omnia Partners Members
• Custom collateral
Our sales force is instrumental in informing customers of the benefits of this Master Agreement and its ease of use. Each member that has a current interest in exploring the benefits further will work with the Account Manager or Business Development Manager to further define the member’s needs and how this Master Agreement can satisfy them. Connection will target certain manufacturers to create Omnia Partners specific solutions and pricing, allowing for acquisition savings for Omnia Partners members. We will also educate customers on strategic procurement initiatives around enterprise services and solutions to provide opportunities to leverage competing technologies and manufacturers to obtain the best possible value.
Please see a complete list of State and Local Education Cooperatives on the next page of this response.
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STATE AND LOCAL EDUCATION COOPERATIVES
Connection has more than twenty (20) years’ experience successfully supporting and promoting both State and Local Education (SLED) and Federal cooperative and consortium contracts. Listed below is a sampling of Connection’s current SLED consortium / cooperative contracts.
• Alabama Community College System: Joint Purchasing Agreement – NEC, Contract #: ALJP2019-088, Exp. 6/30/2022
• Buy Board Cooperative Purchasing, Contract #: 579-19, Exp. 12/31/2021 □ Choice Partners Cooperative, Contract #: 17/026KH-16, Exp. 6/20/21 • COSTARS Hardware, Contract #: 003-025, Exp.5/31/2021
• COSTARS Software, Contract #: 006-021, Exp. 5/31/2021 • E&I (Educational & Institutional Coop Purchasing) HW/SW: Contract #:
CNR-01483, Exp. 7/31/2022
• E&I Professional Services, Contract #: CNR-01350, Exp. 2/29/2024 • Intalere (Amerinet) Healthcare, Contract #: VH10917, Exp. 6/30/2022 • MISBO: Mid-South Independent School Business Officers, Contract #:
MISBO Vendor Agreement, Exp. 9/30/22
• MHEC: Massachusetts Higher Education Consortium Multi-Media, Contract #: MC15-B11 Exp. 4/20/23
• MHEC: Massachusetts Higher Education Consortium Technology, Contract #: MC12-F05, Exp. 9/30/21
• MHEC: Massachusetts Higher Education Consortium Software, Contract #:MC15-F04, Exp. 8/31/22
• MEEC: Maryland Educational Enterprise Consortium, Contract #: UMD972016, Exp. 3/14/2023 • MS EPL: Mississippi Express Products List, Contract #: 3760, Exp. 6/30/2021
• Mohave (ESC) Educational Services Cooperative, Contract #: 20F-CPSS2- 1003, Exp. 10/2/2021
• NASPO – National Association of State Procurement Officials: Multiple Vendors/Contract #’s, Exp. 7/31/2021
• NCPA: National Cooperative Purchasing Alliance, Contract #: NCPA01- 44, Exp. 10/31/2021
• NEA: National Education Association, National Purchasing Agreement, Exp. Evergreen
• NIPA: National IPA (Omnia Partners), Contract #: R160202, Exp. 7/31/2021
• NSHE: Nevada System of Higher Education, Contract #: MSA-H-NV-143, Exp. 10/9/2022
• NYOGS: State of NY Office of General Services: Multiple Contract #’s Connection Response 65 RFP 21-04
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• OETC: Organization for Educational Technology and
Curriculum, Contract #: 18I-STEAM, Exp. 11/6/2021
• PEPPM: Pennsylvania Education Purchasing Program
for Microcomputers, Contract #: 2018 Catalog Bid, Exp.12/31/21 • Premier Healthcare, Contract #: PP-IT-238, Exp. 10/31/23 • Sourcewell (MN), Contract #: RFP#081419, Exp. 10/30/2023 • SLED GSA, Contract #: GS-35F-0750P, Exp. 8/17/2024
• State of Massachusetts IT Services, Contract #: ITC47, Exp. 6/30/21 • State of Utah, Contract #: MA259, Exp. 12/31/2022
• Texas DIR: Multiple Manufacturers/Contract #’s
• TIPS 200105 Technology Solutions Products and Services, Contract # 200105, Exp. 5/31/23
• Vizient (Novation), Contract #: IT-0033, Exp. 12/31/2021 Connection Response 66 RFP 21-04
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D. Acknowledge Supplier agrees to provide its logo(s) to OMNIA Partners and agrees to provide permission for reproduction of such logo in marketing communications and promotions. Acknowledge that use of OMNIA Partners logo will require permission for reproduction, as well.
Connection Response: Connection acknowledges, understands, and can comply.
E. Confirm Supplier will be proactive in direct sales of Supplier’s goods and services to Public Agencies nationwide and the timely follow up to leads established by OMNIA Partners. All sales materials are to use the OMNIA Partners logo. At a minimum, the Supplier’s sales initiatives should communicate:
i. Master Agreement was competitively solicited and publicly awarded by a Principal Procurement Agency
ii. Best government pricing
iii. No cost to participate
iv. Non-exclusive
Connection Response: Connection acknowledges, understands, and can comply.
F. Confirm Supplier will train its national sales force on the Master Agreement. At a minimum, sales training should include:
i. Key features of Master Agreement
ii. Working knowledge of the solicitation process
iii. Awareness of the range of Public Agencies that can utilize the Master Agreement through OMNIA Partners
iv. Knowledge of benefits of the use of cooperative contracts Connection Response: Connection has worked together with Region 4 for the past 26 years. We commit to continue to aggressively promote the Region 4 contract and to continuously provide enablement and best in class training to our Connection Sales Team, the Management Team, the vendors, manufacturers, and the contract managers.
The following are some examples of the ongoing Region 4 contract training that will be required by Connection:
Regional team meetings for AMs and AAMs
WebEx’s for Business Development Managers and remote Account Managers
Onsite Manufacturer training sessions with each of the highlighted partners
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Connection will work closely with Region 4’s team for strategy and account mapping. Communication and marketing of the awarded contract will be done verbally, with all existing and new customers, as well as in the following ways:
• Co-branded email to Connection’s entire education, healthcare and state and local agencies lists, highlighting contract and special offers for members
• Listed on contracts page linking to customized Region 4-member contract web pages
• Social media campaign to increase awareness of contract • Google AdWords campaign to increase awareness of contract • Webinar with Region 4 members
• Custom collateral
Connection’s Contracts and Compliance Group provides training to the sales organization for all new contract awards and ensures pricing terms are hard coded into our order management and sales quoting tools, providing automated pricing specific to the contract. While we utilize the complete buying power of all the PC Connection companies, we are still small enough to quickly roll out information, terms and pricing structures to our sales organization.
Our sales team will coordinate weekly conference calls, will conduct quarterly program performance reviews to ensure compliance, as well as on-site visits, to update Region 4 on its contract purchases, discuss new product offerings, discuss services options, and to listen and learn about any potential issues or concerns.
Our intent is to provide complete transparency in our processes and a means to ensure continuous improvement. If at any time Region 4 needs us to change a process, we are flexible and approachable enough that we can incorporate these changes quickly.
G. Provide the name, title, email and phone number for the person(s), who will be responsible for:
i. Executive Support
Robert Marconi, Vice President SLED Sales
800-800-0019 ext. 33331
[email protected]
ii. Marketing
Marcia Hewey, Marketing Manager – Segment Marketing
800-800-0019 ext. 2547
[email protected]
iii. Sales
Corey Petersen, Dir. SLED Sales
800-800-0019 ext. 75554
[email protected]
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iv. Sales Support
Christine Hauptman, Director of Operations
800-800-0019 ext. 6208
[email protected]
v. Financial Reporting
Nancy Lavoie, Contracts Manager
800-800-0019 ext. 2494
[email protected]
vi. Accounts Payable
Jodi White, Director of Credit and Collections
800-800-0019 ext. 2252
[email protected]
vii. Contracts
Nancy Lavoie, Contracts Manager
800-800-0019 ext. 2494
[email protected]
H. Describe in detail how Supplier’s national sales force is structured, including contact information for the highest-level executive in charge of the sales team.
Connection Response: Connection employs the industry’s most tenured sales force. We build strong relationships with customers by providing them with primary and secondary points of contacts; these familiar voices appreciate the unique needs of public sector IT decision makers. Your dedicated Account Manager (AM) and Business Development Manager (BDM) work directly with a team of experts to help with the assessment, planning, design and implementation of your IT projects, daily transactional purchases and management of your applicable contract purchasing vehicles.
Our team services and provides coverage of the entire United States and is backed by the full support of the entire Connection executive team. We will ensure that your Members will receive the resources to meet your needs.
Account Managers, Sales Managers, Sales Directors and our Acquisition Sales team are our inside sales force, and report to Robert Marconi, Vice President SLED Sales. They work with manufacturers, and within Connection, as advocates on behalf of our customers, to reduce costs, increase service levels and are responsible for day-to-day orders, marketing and sales initiatives.
Connection Public Sector Solutions’ National Inside Sales Force Breakdown • Account Managers: 132
• Sales Managers: 11
• Acquisition Sales: 8
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Business Development Managers report to Lisa Trisciani, Vice President Field Sales. BDMs are our outside sales force. They provide sales, marketing, product demonstration and a field presence within their assigned community.
Vertical Alliance Managers report directly to Bob Marconi, Vice President SLED Sales and serve as an education strategist working with schools and districts around the country to:
• Drive strategic initiatives
• Provide strategic planning support for implementations of technology in the classroom for teaching and learning
• Share experiences from other districts on how they are solving today’s education challenges
• Focus on ensuring that customers get the right solutions to fit THEIR specific needs
• Carefully vet out solutions for our K-12 / HIED catalog and focus only on solutions that have the potential to positively impact the student’s outcome
Connection Public Sector Solutions’ National Field Sales Force Breakdown • Business Development Managers: 18
• Vertical Alliance Managers: 3
Contact Information:
Robert Howard, President
Phone: 800-800-0019 ext. 2735; Email: [email protected] Robert Marconi, Vice President SLED Sales
Phone: 800-800-0019 ext. 33331; Email: [email protected] Lisa Trisciani, Vice President SLED Field Sales
Phone: 800-800-0019 ext. 77896; Cell: 603-533-0916; Email:
[email protected]
Corey Petersen, Director, SLED Sales
Phone: 800-800-0019 ext. 75554; Email: [email protected] I. Explain in detail how the sales teams will work with the OMNIA Partners team to implement, grow and service the national program.
Connection Response: In addition to the methods outlined in the Marketing section above, we offer the following to assist in implementing, growing and servicing the national program:
Connection utilizes many methods of keeping customers informed of new products, updates, etc. to implement, grow and service their national programs.
We continually evaluate information technology products and services, adding new products and services as they become available or in response to customer demand.
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We have no ownership affiliation with any of these partners, and as such, we can recommend the most objective, effective and costefficient solution, involving the most up-to-date technology, to the Region 4 ESC and Omnia partners. These close relationships also allow us to supply technology road maps to customers for key products, when available.
The following is a partial listing of the methods we can employ to keep the Region 4 ESC informed of new products:
• Product Technology Road maps: These presentations will be provided in person (or by WebEx) by the manufacturer representative. Subject Matter Experts will deliver product road maps, new technology, emerging technology, updates and answer questions about best practices. • Product Demonstrations: Product demonstrations may be provided upon request by Connection and/or one of our OEM partners.
• Lunch & Learns: Connection can deliver a Catered Multi-Customer event where one or many vendor partners give presentations regarding current product and new technology.
• Speed Training or One-to-Many Events: Connection will deliver a set of vendor partners to detail new technology, new road maps, emerging technology or new offerings in 10-15 minutes. The larger group of attendees is broken down into smaller groups and after the 10-15-minute window expires, each group moves to a new vendor partner. This gives each partner a quick opportunity to update guests and gives the guests the option to schedule more time with the vendors of choice.
• Vendor Fair: Connection can deliver a Vendor Fair where Region 4 ESC and Omnia partners can decide the attendee vendor partners and/or Connection will select the vendor partners. Connection is responsible for making all the arrangements between the venue, time and vendor partners. This event usually is between 4-6 hours long. Here, vendor partners present at tables and attendees can select the booths they would like to visit. This gives the attendees the freedom to attend when their schedule allows. • Onsite Visits: Connection’s Business Development Managers will go onsite to understand upcoming projects. The BDMs will assist in selecting potential fits for the project and arrange for the partner vendors to bring in their subject matter experts to update and make recommendations on offerings that might fit the customer’s need.
• Training: Connection will provide training on the use of your B2B website and recommend best practices for customization and possible utilization of some of the best practices we have seen other customers utilize.
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I. Explain in detail how Supplier will manage the overall national program throughout the term of the Master Agreement, including ongoing coordination of marketing and sales efforts, timely new Participating Public Agency account set- up, timely contract administration, etc.
Connection Response: By partnering with Connection, the transition to the new contract will be seamless. The new contract pricing will be integrated within the existing e-procurement site and available on Day One of the new contract, resulting in no downtime for Region 4 or Omnia.
During our partnership with Omnia, contract training has been required by the Connection Sales Team, the Management Team, the vendors, manufacturers, and the contract managers. We commit to continue to train and aggressively promote the Region 4 and Omnia contracts.
The following are some examples of the ongoing Omnia contract training required by Connection Public Sector Solutions:
Regional team meetings for AMs and AAMs
WebEx’s for Business Development Managers and remote Account Managers
Onsite manufacturer training sessions with each of the highlighted partners
Repository available for Omnia collateral and tutorial Communication and marketing of the awarded contract will be done verbally, with all existing and new customers, as well as in the following ways:
Co-branded email to entire Connection’s education and state and local agencies lists highlighting contract and special offers for members Listed on contracts page linking to customized Omnia and Region 4 contract webpages
Social media campaign to increase awareness of contract Webinar with Omnia and/or Region 4 members Custom collateral J. State the amount of Supplier’s Public Agency sales for the previous fiscal year.
Provide a list of Supplier’s top 10 Public Agency customers, the total purchases for each for the previous fiscal year along with a key contact for each.
Connection Response: Please see the pre-audit sales data listed below for the previous fiscal year of 2020. Please see Connection’s top 10 Public Agency customers listed also listed below. Contact information can be provided upon award.
Division 2020 Sales
FED $ 171,335,576
SLED $ 490,838,976
PSG Total $ 662,174,553
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This information below is proprietary and should only be used for the purpose of evaluating the proposal.
K. Describe Supplier’s information systems capabilities and limitations regarding order management through receipt of payment, including description of multiple platforms that may be used for any of these functions.
Connection Response: Connection’s internal order processing steps for orders placed by fax, e-mail, phone and web are as follows:
• Customer order is keyed or transmitted into our order entry system. • Carrier is selected based on delivery requirements.
• Stock is allocated to the order.
• Once credit has been approved or if credit is pre-approved, the order is printed. • Once the order is printed any required shipping documentation is prepared. • The product is then picked, packed, and shipped.
Orders placed by the web are automated to transmit to our order entry system electronically. The purchaser, upon order entry on-line, selects product selection and delivery requirements. After on-line order submission, stock will allocate, and the order will ship per the same steps above.
In the order fulfillment process, Connection uses our traditional Pick, Pack, & Ship Label Forms for all non-standard carriers, and when an over packed box has more than one item, known as a mixed carton. We use our FAST Forms (Fast and Accurate Shipping Technology) for standard shipments that have a single item in the carton.
Order fulfillment is a primary element in our revenue recognition process; therefore, our goal is to ship 100% of orders on the date they are received.
Connection’s order fill rate percentage is over 99%. We define order fill rate as the percentage of in stock items which are ordered and shipped within the day they were placed. Orders are tracked in our order-entry system. Our most frequently ordered products are carried in inventory and are typically shipped to customers the same day that the order is received.
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L. This Section Intentionally Omitted
M. Even though it is anticipated many Public Agencies will be able to utilize the Master Agreement without further formal solicitation, there may be circumstances where Public Agencies will issue their own solicitations. The following options are available when responding to a solicitation for Products covered under the Master Agreement.
i. Respond with Master Agreement pricing (Contract Sales reported to OMNIA Partners).
ii. If competitive conditions require pricing lower than the standard Master Agreement not-to-exceed pricing, Supplier may respond with lower pricing through the Master Agreement. If Supplier is awarded the contract, the sales are reported as Contract Sales to OMNIA Partners under the Master Agreement.
iii. Respond with pricing higher than Master Agreement only in the unlikely event that the Public Agency refuses to utilize Master Agreement (Contract Sales are not reported to OMNIA Partners). iv. If alternative or multiple proposals are permitted, respond with pricing higher than Master Agreement, and include Master Agreement as the alternate or additional proposal.
Detail Supplier’s strategies under these options when responding to a solicitation.
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Requirements for National Cooperative Contract