Sound & Lighting for Special Annual Events RFP #15-7110-3 II
LW3l StitiYi{, . 'L �:l Rti2Ji
ISLET t,�O�F1�,�(.WIGHT
COUNTY:VIRGINIA
REQUEST FOR PROPOSALS
RFP #15-7110-3
June 3,2015
Department of Budget& Finance
17090 Monument Circle, Suite 137
Isle of Wight,VA 23397
http://www.lsleofwightus.net
SOUND AND LIGHTING FOR SPECIAL ANNUAL EVENTS
Sealed Proposals, subject to the conditions and instructions contained herein,will be received at the above office
until the time and date shown below(local prevailing time),for furnishing the items or services described in the
proposal.
Scope of Work: To provide,install,and maintain professional lighting and sound services for large and small,
outdoor County sponsored special events.
Proposal Due: June 18, 2015, at 5:00 PM
Contract Officer:
Michael Coburn,Purchasing Agent, mcoburnna,isleofwightus.net
**AN ELECTRONIC RESPONSE IS REQUIRED**
The Purchasing Agent,Michael Coburn,is the sole contact official for Isle of Wight County with respect to this RFP.All questions and/or
continents should be directed to him at this email address:mcoburn @isleofwightus.net.The respondents to this RFP shall not contact,either
directly or indirectly,any other employee or agent of the County regarding this RFP.Any such unauthorized contact may disqualify the bidder
from the procurement
Company Name:
Address:
City/State/Zip:
Telephone: FAX No.:
E-mail:
Print Name: Title:
Signature: Date:
SOLICITATION DOCUMENTS
Request for Proposals (RFP)documents, including any addenda, are available the Purchasing website:
http://www.co.isle-of-wight.va.us/budget-and-finance/or on the Commonwealth's bid board (eVA)
http://eva.virginia.gov/. Questions concerning this project must be in writing(email is preferred) and
addressed to the Purchasing Agent, as shown on page one, and should be received no later than March 23,
2015.Email is the preferred method for asking question and will get a faster response,but other written
forms are acceptable.
Offers should be sent as a.pdf attachment to mcoburn a,isleofwightus.net and copied to
vbranch(a,isleofwightus.net .The electronic submittal shall be 5mg, or less, saved as a .pdf document
and should conserve disk space to allow easy transfers of data. Zip files cannot be accepted.
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN
ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THE PROJECT
MAAGER AS SOON AS POSSIBLE.
We do not have means to keep a plan-holders list,or the names of firms that have downloaded copies of the
RFP from various websites.Please check the County's website prior to submitting your proposal to ensure
that a complete up-to-date package has been received.
In compliance with this Request for Proposals, and subject to all the conditions thereof the undersigned
p q P � subject gn
offers, if the offer is accepted within one hundred and twenty(120) calendar days from the date of the
receipt of proposals,to furnish any or all of the items and/or services upon which prices are quoted, at the
price set,to be delivered at the time and place specified herein. The undersigned certifies he has read,
understands, and agrees to all terms, conditions, and requirements of this Request for Proposals,and is
authorized to contract on behalf of firm.
Contents
SOLICITATION DOCUMENTS 2
GENERAL 4
CONTRACT PERIOD 4
SCOPE OF SERVICES 4
SUBMITTALS. 5
EVALUATION CRITERIA(Listed in Order of Importance) 6
EVALUATION PROCEDURES 7
EVENT CANCELLATION POLICY 7
QUESTIONS 7
REFERENCES 8
CONDITIONS AND INSTRUCTIONS 9
SIGNATURE SHEET 21
PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION 22
EXCEPTIONS TO RFP 23
ANTICOLLUSION/NONDISCRIMINATION/DRUG FREE WORKPLACE CLAUSES 23
GENERAL
The County of Isle of Wight is seeking proposals from qualified Offerors to provide, install, and
maintain(with technical support during each event) stage lighting and professional sound
services for large and small, outdoor county-sponsored promotions and special events for Parks,
Recreation, and Tourism. Offerors that can provide `turn-key' services to manage both lighting
and sound is required. The County will not consider split awards to separate companies.
Events listed in the Scope of Services' paragraph are regular annual events; however, the County
reserves the right to add, delete, or otherwise change events,programming, and scheduling
according to customer requirements and/or annual appropriations (see Conditions and
Instructions).
Services provided within this Request for Proposals (RFP) of this contract may be extended to
other County departments for special events as required. Specifications and requirements will be
separately negotiated in advance for new/additional events.
CONTRACT PERIOD
The contract period shall be from the date of award, (approximate date of a resulting contract to
be July 1, 2015 through July 31, 2016 with options to renew, at the County's sole discretion, for
three (3) additional years in one (1) year increments. Extension periods shall be automatic unless
written notice is given by the County to the contractor with at least sixty days (60) notice that
renewal options will not be elected.
NOTE: The County operates on a fiscal year from July 1 through June 30. Purchase orders are
good through the end of a current fiscal year. New purchase order(s) are issued at the beginning
of each fiscal year to cover the remainder of the current contract period and subsequent renewal
periods.
SCOPE OF SERVICES
Professional sound and lighting services are required for the following scheduled events:
1. Isle of Wight County Fair—This will be the first event under new contract(2015)
September 16-20, 2015 (5day event), Location: Heritage Park Fairgrounds, 21311 Courthouse
Highway, Windsor VA 23487
Estimate Attendance: 35,000
❑ Professional sound and light systems for two (2) stages for National, Regional and Local
Entertainment with an assortment of mics
❑ Provide appropriate filler music to be played in-between sets
❑ Professional sound and light technicians for two (2) stages
❑ Provide front house and monitor board, each with 40 channels or more
❑ Provide front and rear truss lighting if needed
❑ Provide all Cables, Extension Cords and connectors for all equipment
❑ Must be able to fill rider and provide backline equipment for national performers if needed
❑ Provide a Paging System (PA System) to include 2 Microphones
2. Summer Concert Series
2016 May, 2016 June, 2015 July (show contingent on the approval of the FY2016-17 IOW
Operating Budget) and 2015 August (show contingent on the approval of the FY2016-17IOW
Operating Budget) Times TBA, Location: Heritage Park Fairgrounds, 21311 Courthouse
Highway, Windsor VA, 23487
❑ Professional sound and light systems for one (1) stage for National Entertainment with an
assortment of mics
❑ Provide appropriate filler music to be played in-between sets
❑ Professional sound and light technicians for one (1) stage
❑ Provide front house and monitor board, each with 40 channels or more
❑ Provide front and rear truss lighting if needed
❑ Provide all Cables, Extension Cords and connectors for all equipment
❑ Must be able to fill rider and provide backline equipment for national performers if needed
❑ Provide a Paging System (PA System) to include 2 Microphones
SUBMITTALS::S •
The Offeror is required to submit an electronic proposal as required in this document. Please
provide sufficient information supporting your strengths compared to the Evaluation Criteria to
follow under that heading. Some minimal information is as follows:
1. The Request for Proposal document with any addenda acknowledgements filled out and
signed, and scanned as required.
2. A cover letter that gives a general description of the firm. Include a brief history of the firm's
business and services. Describe the firm's overall qualifications as they relate to the requested
Scope of Services. List the name, title and telephone number of the manager who will serve as
the primary point of contact. This individual should be familiar with the firm's policies and
procedures, and must be empowered to commit the firm on policy and contractual matters.
3. References. Use the reference form provided.
4. An inventory of equipment and Resources. Please indicate whether you own, lease or will
subcontract.
5. Fees. The County desires a"price by event',however, Offerors are encouraged to present a
creative price schedule that will allow for flexibility according to equipment changes, and
variables relative to each unique event. Provide the County a fair approximation of the final cost
per event.
•
All proposals must be submitted electronically. The subject shall show the name and RFP
number for this solicitation:
All proposals shall be submitted by the date and time specified as required on the front two pages
of this RFP.
The names of all offerors and contents of any proposals submitted shall remain confidential until
a decision to award is made. All proposals submitted under this RFP (Including all documents,
schedules, reports, plans and other attachments) shall become the property of the County. (See
Trade Secrets/Proprietary Information, Page 21).
EVALUATION CRITERIA (Listed in Order of Importance)
Each proposal will be evaluated based upon the following published criteria, including
compliance with the RFP instructions and the mandatory terms and conditions set forth within
the RFP document. The objective of the evaluation will be to select the firm who, in the sole
discretion of the County, offers the best value and fit for the needs of the County. Each proposal
will be evaluated on the following criteria:
1. Experience and Qualifications
❑ The number of years the company has been providing professional sound and lighting
services for outdoor events and festivals.
❑ Number of staff and their years of experience.
❑ Previous experience providing sound and lighting for government agencies.
❑ Previous experience providing sound and lighting to outdoor special events ranging in
attendance from 25,000-70,000.
❑ Any applicable certifications, professional memberships or continuing education in sound
and lighting.
❑ Events company has produced that best reflects work and relevancy to this request.
❑ Prior experience with the County.
2. References and Samples
❑ Results of Provide a minimum of three (3) references from clients for whom you have
done business for within the past two years, preferably from state or local government.
❑ Comparison of a minimum of three (3) samples of previous musical concert set-ups
completed within the past two years to include color photos and event diagrams (Samples
should illustrate companies'quality of work).
3. Equipment
❑ The types and numbers of necessary equipment available to provide outstanding support
including redundant or backup equipment to assure seamless productions.
4. Cost and Cost Containment
❑ Competitive pricing.
❑ Pricing within range of previous sound and lighting contracts awarded for County
sponsored festival and special events.
❑ Approaches available to reduce or contain costs to the County.
EVALUATION PROCEDURES
Proposals will be evaluated and interviews scheduled with selected firms in accordance with the
"Contracting for other than professional services"method of selection as outlined in the
Virginia Public Procurement Act. The County may require a formal presentation and may •
negotiate with one or more offerors.
EVENT CANCELLATION POLICY
The County of Isle of Wight reserves the right to cancel an individual event or an entire season
with a minimum fourteen (14) day notice to the Contractor. In cases of inclement weather, the
County reserves the right to waive the fourteen (14) day notice.
If the County deems it necessary to cancel an event up to five (5) hours before the event begins
and the Contractor has begun setting up, the County will be obligated to pay 50 percent of the
contract fee for that event.
If the County deems it necessary to cancel an event less than five (5) hours before the event
begins and the Contractor has completed set-up, the County will be obligated to pay 100 percent
of the contract fee for that event.
QUESTIONS
Questions pertaining to this IFB should be directed to the Purchasing Division, Michael Coburn,
Purchasing Agent, mcoburn(a,isleofwightus.net AND Virginia Branch, Administrative
Assistant, vbranchAisleofwightus.net, not later than June 15, 2015 by 5:00 p.m. All questions
must be submitted in writing; telephone inquiries will not be considered.
REFERENCES
Please provide a minimum of 3 similar projects successfully completed within the past 5 years.
NAME AND ADDRESS OF CONTRACTING ENTITY
BRIEF OVERVIEW AND DURATION OF PROJECT PRINCIPAL CLIENT (NAME)AND
PHONE NUMBER:
NAME AND ADDRESS OF CONTRACTING ENTITY
BRIEF OVERVIEW AND DURATION OF PROJECT PRINCIPAL CLIENT (NAME) AND
PHONE NUMBER:
NAME AND ADDRESS OF CONTRACTING ENTITY
BRIEF OVERVIEW AND DURATION OF PROJECT PRINCIPAL CLIENT (NAME) AND
PHONE NUMBER:
CONDITIONS AND INSTRUCTIONS
Rev: 6/2/2015
1. Use of Form:All proposals should be submitted in electronic(.pdf)format in accordance with this
form. The offeror may attach/scan other information as required to the electronic document that
will be made a part of the proposal. Electronic submittals on CD, DVD, memory sticks, or other
electronic media will be accepted if delivered prior to the closing time. The preferred method is by
an attachment to an email addressed to: mcoburnna,isleofwightus.net The County's published
Conditions and Instructions shall supersede any additional writings submitted with the proposal.
Such writings shall be clearly marked and noted as an exception.
2. Submittals: Except as noted above, all proposals shall be sent as an attachment to email to:
Michael.coburn(Osleofwightus.net. The subject line must show the proposal number and name.
This form shall be included as part of your submittal; else,your response may be considered 'non-
responsive.'
3. Late Proposals: Proposals and amendments thereto, if submitted after the date and time specified,
will not be considered. It will be the responsibility of the offeror to see that their proposal is sent
as specified. There will be no exceptions. Electronic proposals sent as an email attachment will
show the date and time sent and this will constitute evidence that proposals are timely.
4. County Offices Closures: Should the County's electronic network connectivity prevent receipt of
proposals at the time of the scheduled proposal closing,the proposals will be accepted and opened
on the next business day of the County, at the original scheduled hour, or as soon as connectivity
is restored during normal business hours.
5. Offer/Acceptance:Each proposal is received with the understanding that the acceptance in writing
by the County of the offer to furnish any or all of the goods and/or services described therein,shall
constitute a contract between the offeror and the County, which shall bind the offeror to furnish
and deliver the goods and/or services quoted at the prices stated and in accordance with the
conditions of the accepted proposal; and the County on its part to order from such offeror, except
for causes beyond reasonable control; and pay for, at the agreed prices, all goods and/or services
specified and delivered.
6. Withdrawal of Proposals: Proposals may be withdrawn(cancelled) any time prior to the closing
time and date.Withdrawal of proposals may be accomplished by submitting such request in writing
on the issuing company's letterhead either by email,in person, or by certified mail.
7. Addenda: If issued, addenda to this solicitation will be posted on the County's website
(http://www.co.isle-of-wight.va.us/budget-and-finance/). It is the offeror's responsibility to
check the website or contact the Purchasing Division prior to the submittal deadline to ensure that
the offeror has a complete, up-to-date package. Acknowledgement of all issued Addenda shall be
indicated on the proposal form in the appropriate spaces.
8. Award: Award will be made to the offeror considered at the County's sole determination after •
following the procedure outlined herein.The process used for this solicitation shall be Competitive
Negotiation for Professional Services as outlined in the Virginia Public Procurement Act.
9. Announcements: Upon the award or the announcement of the decision to award a contract, the
County will publicly post such notice on the bulletin board located in the County's Administrative
Offices and on the County's web site: http://www.co.isle-of-wight.va.us/budget-and-finance/
10. County's Rights: The County reserves the right to reject any and all proposals, and to waive any
informality if it is determined to be in the best interest of the County.
11. Delivery: The time of delivery of services must be stated in definite terms. If time of delivery for
different goods and/or services varies,the offeror shall so state.
12. Silence of Specifications: The apparent silence of these specifications and any supplemental
specifications as to any detail or the omission from the specifications of a detailed description
concerning any point shall be regarded as meaning that only the best commercial practices are to
prevail and correct type, size and design are to be used. All interpretations of these specifications
1P P
shall be made on the basis of this statement.
13. Capacity of Offeror: All proposals must be signed by a responsible officer or employee having
the authority to bind the firm in contract. The offeror agrees that its contract performance shall be
in strict conformance with the contract documents.
14. Rights to Damages: By signing this proposal,the offeror assigns to the County any and all rights
that it may have under the antitrust laws of the United States and the Commonwealth of Virginia
in any way arising from or pertaining to this proposal. This provision is remedial in nature and is
to be liberally construed by any court in favor of the County.
15. Anti-collusion: The offeror certifies by signing this Request for Proposals that this proposal is
made without prior understanding, agreement, or accord with any other person or firm submitting
a proposal for the same goods and/or services and that this proposal is in all respects bona fide,fair,
and not the result of any act of fraud or collusion with another person or firm engaged in the same
line of business or commerce.Any false statement hereunder may constitute a felony and can result
in a fine and imprisonment, as well as civil damages. Should sub-Consultant s or sub consultants
have interest in multiple submittals, this clause does not apply except when an act of collusion or
fraud.
16. Indemnification: The Consultant shall defend, indemnify and hold the County, and the County's
employees, agents, and volunteers,harmless, from and against any and all damage claim, liability,
cost, or expense (including, without limitation, attorney's fees and court costs) of every kind and
nature (including, without limitation, those arising from any injury or damage to any person,
property or business) incurred by or claimed against the Consultant , its employees, agents, and
volunteers, or incurred by or claimed against the County, the County's employees, agents, and
volunteers, arising out of, or in connection with, the performance of all services hereunder by the
Consultant.This indemnification and hold harmless includes,but is not limited to,any financial or
other loss including, but not limited to, any adverse regulatory, agency or administrative sanction
or civil penalties, incurred by the County due to the negligent, fraudulent or criminal acts of the
Consultant or any of the Consultant's officers, shareholders, employees, agents, Consultant s, sub-
Consultant s, or any other person or entity acting on behalf of the Contractor. Unless otherwise
provided by law, the Contractor indemnification obligations hereunder shall not be limited in any
way by the amount or type of damages, compensation,or benefits payable by or for the Contractor
under worker's compensation acts, disability benefit acts, other employee benefit acts, or benefits
payable under any insurance policy. This paragraph shall survive the termination of the contract
including any renewal or extension thereof
17. Copyright Protection: The Contractor agrees to defend and save the County, its agents, officials,
and employees,harmless from liability of any nature or kind,for use of any copyright,composition,
secret process, patented or unpatented invention, articles or appliances furnished or used in the
performance of the contract, or which the Contractor is not the patentee, assignee, or licensee, to
the same extent as provided in the above paragraph.
18. Laws,Regulations: The Contractor shall keep fully informed of all federal, state, and local laws,
ordinances and regulations that in any manner affect the conduct of the work.The Contractor shall
at all times observe and comply with all such laws, ordinances and regulations.
19. Alien employment: The Contractor certifies that he does not and shall not during the performance
of the contract for goods and services in the Commonwealth, knowingly employ unauthorized
aliens as defined in the federal Immigration Reform and Control Act of 1986, as amended.
20. SCC Authorization: All offerors authorized to transact business in the Commonwealth pursuant
to Title 13.1 or Title 50, as amended, shall include the identification number issued to it by the
State Corporation Commission.Any offeror that is not required to be authorized to transact business
in the Commonwealth as a foreign business entity under Title 13.1 or Title 50, as amended, or as
otherwise required by law shall include in its proposal or proposal a statement describing why the
offeror or offeror is not required to be so authorized.
SCC Number, or Statement:
Any business entity that enters into a contract with a public body pursuant to this chapter shall not
allow its existence to lapse or its certificate of authority or registration to transact business in the
Commonwealth,if so required under Title 13.1,or Title 50,as amended,to be revoked or cancelled
at any time during the term of the contract. The County may void any contract with a business
entity if the business entity fails to remain in compliance with the provisions of this section.
21. Default: In event of default by the Contractor, the County reserves the right to procure the goods
and/or services from other sources, and hold the Contractor liable for any excess cost occasioned
thereby. Such actions taken by the County shall not release the contractor from additional remedies
that may be allowed by law.
22. Availability of Funds: When a contract resulting from this solicitation involves multiple fiscal
periods, such contract shall be deemed in force only to the extent of appropriations available to
each department for the purchase of such goods and/or services.The County's extended obligations
on those contracts that envision extended funding through successive fiscal periods shall be
contingent upon actual appropriations for the following years.
23. Appeals Procedure: Upon your request, administrative appeals information will be provided that
shall be used for hearing protests of a decision to award, or an award, appeals from refusal to allow
withdrawal of proposals, appeals from disqualification, appeals for debarment or suspension, or
determination of non-responsibility and appeals from decision or disputes arising during the
performance of a contract. To be timely all appeals shall be made within the time periods set forth
by the Virginia Public Procurement Act,§2.2-4357,et seq. Contact the buyer at once for assistance.
24. Faith-based Organizations: Isle of Wight County does not discriminate against faith-based
organizations.
25. Anti-Discrimination: By submitting their proposals, offerors certify to the County that they will
conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the
Virginia Fair Employment Contracting Act of 1975, as amended,where applicable, the Virginians
with Disabilities Act, the Americans with Disabilities Act and 2.2-4311 of the Virginia Public
Procurement Act(VPPA).If the award is made to a faith-based organization,the organization shall
not discriminate against any recipient of goods, services, or disbursements made pursuant to the
contract on the basis of the recipient's religion, religious belief,refusal to participate in a religious
practice, or on the basis of race, age, color, gender or national origin and shall be subject to the
same rules as other organizations that contract with public bodies to account for the use of the funds
provided; however, if the faith-based organization segregates public funds into separate accounts,
only the accounts and programs funded with public funds shall be subject to audit by the public
body. (Code of Virginia 2.2.4343.1E).
In every contract over$10,000 shall include the following provisions:
1. During the performance of this contract, the Contractor agrees as follows:
a) The Contractor will not discriminate against any employee or applicant for employment
because of race, religion, color, sex, national origin, age, disability, service disabled
veterans or any other basis prohibited by state law relating to discrimination in
employment, except where there is a bona fide occupational qualification reasonably
necessary to the normal operation of the Contractor. The Contractor agrees to post in
conspicuous places,available to employees and applicants for employment,notices setting
forth the provisions of this nondiscrimination clause.
b) The Contractor, in all solicitations or advertisements for employees placed by or on behalf
of the Contractor,will state that such Contractor is an equal opportunity employer.
c) Notices, advertisements and solicitations placed in accordance with federal law, rule or
regulation shall be deemed sufficient for the purpose of meeting these requirements.
2. The Contractor will include the provisions of Section a,b, and c above in every subcontract or
purchase order over$10,000,so that the provisions will be binding upon each subcontractor or
vendor.
26. Drug-Free Workplace: During the performance of this contract, the Contractor agrees to (1)
provide a drug-free workplace for the Contractor's employees; (2) post in conspicuous place,
available to employees and applicants for employment, a statement notifying employees that the
unlawful manufacture, sale,distribution, dispensation,possession,or use of a controlled substance
or marijuana is prohibited in the Consultant 's workplace and specifying the actions that will be
taken against employees for violations of such prohibition; (3) state in all solicitation or
advertisement for employees placed by or on behalf of the Consultant that the Consultant
maintains a drug-free workplace; and(4) include the provisions of the foregoing clauses in every
subcontract or purchase order of over $10,000, so that the provisions will be binding upon each
sub-consultant or vendor.
For the purposes of this section, "drug-free workplace" means a site for the performance of work
done in connection with a specific contract awarded to a Consultant, the employees of whom are
prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation,possession
or use of any controlled substance or marijuana during the performance of the contract.
27. Assignment of Contract: A contract shall not be assignable by the Consultant in whole or in part
without the written consent of the County.
28. Independent Consultant: The Consultant and any employees,agents, or other persons or entities
acting on behalf of the Consultant shall act in an independent capacity and not as officers,
employees, or agents of the County.
29. Scheduling and Delays: The parties to any contract resultant of this solicitation acknowledge that
all or part of the work to be performed hereunder may be delayed and extended at the option of the
County. Such delays may be caused by delays, denials and modifications of the various state or
federal permits,or for other reasons.The County shall not be required to pay any of the Consultant's
direct or indirect costs, or claims for compensation, extended overhead, or other damage or
consequential damages arising out of or related to any delays or interruptions required or ordered
by the County. If the County delays the project for any reason for a continuous period of ninety
(90)days or more,the County and Consultant will negotiate a mutually agreeable adjustment to the
Consultant's award amount.Notwithstanding the above,in construction contracts,to the extent that
an unreasonable delay is caused by the act or omissions of the County due to causes within the
County's control,the above waiver or release shall not apply.
30. Governing Law: This Agreement is made, entered into, and shall be performed in the County of
Isle of Wight, Virginia, and shall be governed by the applicable laws of the Commonwealth of
Virginia without regard to its conflict of law rules. In the event of litigation concerning this
Agreement, the parties agree to the exclusive jurisdiction and venue of the Circuit Court of Isle of
Wight, Virginia; however, in the event that the federal court has jurisdiction over the matter, then
the parties agree to the exclusive jurisdiction and venue of the U.S. District Court for the Eastern
District of Virginia,Norfolk Division.
The Consultant shall not cause a delay in services because of the pending or during litigation
proceedings, except with the express, written consent of the County or written instruction/order
from the Court.
31. Severability: If any provision of a contract resulting from this solicitation, or the application
thereof to any person or circumstances shall to any extent be invalid or unenforceable, the
remainder of this contract, or the application of such provision to persons or circumstances other
than those which it is invalid or unenforceable, shall not be affected hereby, and each provision of
this contract shall be valid and enforced to the full extent permitted by law.
32. Termination for Convenience: The County may at any time, and for any reason, terminate this
Contract by written notice to Consultant specifying the termination date, which shall be not less
than thirty(30) days from the date such notice is mailed.
Notice shall be given to Consultant by certified mail/return receipt requested at the address set forth
in Consultant's Proposal or as provided in this Contract. In the event of such termination,
Consultant shall be paid such amount as shall compensate Consultant for the work satisfactorily
completed, and accepted by the County, at the time of termination. If the County terminates this
Contract,Consultant shall withdraw its personnel and equipment,cease performance of any further
work under this Contract, and turn over to the County any work completed or in process for which
payment has been made.
After the first contract term the Consultant may at any time, and for any reason, terminate the
Contract by written notice to the County specifying the termination date, which shall not be less
than thirty(30)days from the date such notice is mailed.
33. Termination for Cause: In the event that Consultant shall for any reason or through any cause be
in default of the terms of this Contract, the County may give Consultant written notice of such
default by certified mail/return receipt requested at the address set forth in Consultant 's Proposal/
or as provided in this Contract.
Unless otherwise provided, Consultant shall have ten(10) days from the date such notice is mailed
in which to cure the default. Upon failure of Consultant to cure the default, the County may
immediately cancel and terminate this Contract as of the mailing date of the default notice.
Upon termination, Consultant shall withdraw its personnel and equipment, cease performance of
any further work under the Contract, and turn over to the County any work in process for which
payment has been made.In the event of violations of law,safety or health standards and regulations,
this Contract may be immediately cancelled and terminated by the County and provisions herein
with respect to opportunity to cure default shall not be applicable.
34. Contact Prohibition: Direct contact with County departments other than Purchasing,on the
subject of this proposal is expressly forbidden except with the foreknowledge and permission
of the Contract Officer. Violation may result in a determination that your firm is ineligible
for an award.
All questions shall be in writing to the Contract Officer shown on the title page of the proposal.
The respondents to this RFP shall not contact, either directly or indirectly, any other employee or
agent of the County regarding this RFP.Any such unauthorized contact may disqualify the offeror
from this procurement.
35. Additional Conditions: The Conditions and Instructions in this solicitation are intended to apply
to the resulting contract and shall supersede any conflicting terms offered. Any additional
conditions an offeror intends be considered must be submitted with the proposal and noted as an
exception. Such exceptions may result in a finding that the submittal is `non-responsive' to the
proposal,negating possibility of an award to that offeror. Contractual documents submitted by the
successful firm after an award will not be accepted.
36. Consultant Failure to Perform: Failure of the Consultant to perform the contract by reason of the
County's non-acceptance of additional conditions submitted after the award shall result in
termination of the contract by the County, and may result in debarment of the Consultant for a
period of up to three(3)years.Termination and/or debarment of the Consultant shall not constitute
a waiver by the County of any other rights or remedies available to the County by law or contract.
37. Conflict:In the event of a conflict between the contract documents,including these Conditions and
Instructions,the contract documents shall control.
38. Records and Inspection: The Consultant shall maintain full and accurate records with respect to
all matters covered under this contract, including, without limitation, accounting records, written
policies, procedures, time records, telephone records, and any other supporting evidence used to
memorialize, reflect, and substantiate charges or fees related to this contract. The Consultant's
records shall be open to inspection and subject to audit and/or reproduction,during normal working
hours, by the County and its employees, agents or authorized representatives after giving at least
three(3)days'notice to the Consultant by the County.The County shall have access to such records
from the effective date of this contract, for the duration of the contract, and for five (5)years after
the date of final payment by the County to the Consultant pursuant to this contract or any renewal
or extension of this contract. The County's employees, agents or authorized representatives shall
have access to the Consultant's facilities, shall have access to all necessary records and shall be
provided adequate and appropriate work space, in order to conduct audits. •
39. Rights and Remedies Not Waived: In no event shall the making by the County of any payment
to the Consultant, or the waiver by the County of any provision under this contract including any
obligation of the Consultant , constitute or be construed as a waiver by the County of any other
provision,obligation,breach of covenant,or any default which may exist under this contract on the
part of the Consultant, and the making of any such payment by the County while any such breach
or default exists shall not impair or prejudice any right or remedies available to the County.
40. Entire Agreement: An resultant contract and any additional or supplementary documents
incorporated herein by reference contain all the terms and conditions agreed upon by the parties
hereto, and no other agreements, oral or otherwise,regarding the subject matter of this contract or
any part thereof shall have any validity or bind any of the parties hereto. The contract shall not be
modified, altered, changed or amended unless in writing and signed by the parties hereto.
41. Conflicts of Interests: Consultant shall not accept or receive commissions or other payments from
third parties for soliciting, negotiating, procuring, or effecting insurance on behalf of the County.
The County may not procure supplies, equipment, materials or other goods from a consultant on
the same project.
42. Responsibility of Consultant: The Consultant shall,without additional costs or fee to the County,
correct or revise any errors or deficiencies in his performance. Neither the County's review,
approval or acceptance of,nor payment for any of the services required under this Agreement shall
be deemed a waiver of rights by the County, and the Consultant shall remain liable to the County
for all costs which are incurred by the County as a result of the Consultant's negligent performance
of any of the services furnished under this Agreement.
43. Changes and Additions: It shall be the responsibility of the Consultant to notify the County, in
writing,of any necessary modifications or additions in the Scope of this Agreement.Compensation
for changes or additions in the Scope of this Agreement will be negotiated and approved by the
County, in writing.
It is understood and agreed to by both the County and the Consultant that such modifications or
additions to this Agreement shall be made only by the full execution of the County's standard
Agreement change order form. Furthermore, it is understood and agreed by both parties that any
work done by the Consultant on such modification or addition to this Agreement prior to the
County's execution of its standard Agreement change order form shall be at the total risk of the
Consultant and said work may not be compensated by the County.
44. Exemption from Taxes: The County is exempt from State Sales Tax and Federal Excise Tax.Tax
Exemption Certificate indicating the County's tax exempt status will be furnished by the County
upon request.
45. Debarment Status:By submitting a proposal,proposers certify that they are not currently debarred
by the Commonwealth of Virginia from submitting proposals or proposals on contracts for the type
of goods and/or services covered by this solicitation, nor are they an agent of any person or entity
that is currently so debarred.
46. Safety: All Consultant s and sub-consultant s performing services for the County are required and
shall comply with all Occupational Safety and Health Administration (OSHA), State and County
Safety and Occupational Health Standards and any other applicable rules and regulations. Also all
Consultants and sub-consultants shall be held responsible for the safety of their employees and any
unsafe acts or conditions that may cause injury or damage to any persons or property mwithin and
around the work site area under this contract.
47. License Requirement: All firms doing business in the County are required to be licensed in
accordance with the County business license ordinance. Wholesale and retail merchants without a
business location in the County are exempt from this requirement. Any questions concerning
business licenses should be directed to the Commissioner of the Revenue's Office,telephone(757)
514-4260.
48. Consultant's Form: In cases where the County may accept the Consultant's form agreement,
whereas certain standard clauses that may appear in the Consultant's form agreement cannot be
accepted by the County, and in consideration of the convenience of using that form, and this form,
without the necessity of negotiating a separate contract document, the parties hereto specifically
agree that, notwithstanding any provisions appearing in the attached Consultant 's form contract,
the County's contract addendum shall prevail over the terms of the Consultant's agreement in the
event of a conflict.
49. Offeror's Qualifications: Only proposals from established Consultant s for work similar in scope
to work herein shall be considered; the County reserves the right to request specific reference
information prior to award. Offeror shall demonstrate that they have adequate and appropriate
manpower, tools and equipment to respond and perform in accordance with the provisions herein.
The County may, at its option, disqualify an offeror and reject his proposal for cause. Reasons
deemed to be sufficient for this action shall include, but not be limited to,the following:
• Evidence of collusion among offeror.
• Receipt of more than one proposal on any project from an individual, or from a corporation.
This restriction does not apply to sub-consultants
• Default on any previous contract.
• For unreasonable failure to complete a previous contract within the specified time or for being
in arrears on an existing contract without reasonable cause for being in arrears.
• Inability to perform as revealed by an investigation of the Proposer's financial statement,
experience and/or plant and equipment.
• Consultant does not meet project-specific requirements, as identified in the Contract
Documents
50. Pricing to be F.O.B.Destination—Freight Allowed: Pricing shall be F.O.B. destination-freight
included for all competitive proposals. F.O.B. Destination-Freight Included shall include all
shipping costs to the County location(s) at the unit cost. No additional shipping charges shall be
allowed.
51. Contract Quantities: The quantities specified in the Request for Proposals are estimates only
unless otherwise clearly noted, and are given for the information of offeror and for the purpose of
proposal evaluation. They do not indicate the actual quantity that will be required, since such
volume will depend upon requirements that may develop during the contract period. Quantities
shown shall not be construed to represent any amount which the County shall be obligated to
purchase under the contract, or relieve the Consultant of his obligation to fill all orders placed by
the County, except as clearly noted.
52. Competition Intended: It is the County's intent that the Request for Proposals (RFP) permits
competition. It shall be the offeror's responsibility to advise the Buyer in writing if any language
requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the
requirements stated in this RFP to a single source. Such notification must be received by the
Purchasing Agent prior to the date set for receiving questions.
53. Insurance: The successful offeror shall procure, maintain, and provide proof of, insurance
coverage for injuries to persons and/or property damage as may arise from or in conjunction with,
the work performed on behalf of the County by the offeror,his agents,representatives, employees
or subcontractors. Proof of coverage as contained herein shall be submitted fifteen(15) days prior
to the commencement of work and such coverage shall be maintained by the offeror for the duration
of the contract period; for occurrence policies. Claims made policies must be in force or that
coverage purchased for three(3)years after contract completion date.
a. General Liability
Coverage shall be as broad as: Comprehensive General Liability endorsed to include Broad Form,
Commercial General Liability Form including Products/Completed Operations.
1. Minimum Limits
General Liability:
$1,000,000 General Aggregate Limit
$1,000,000 Products&Completed Operations
$1,000,000 Personal and Advertising Injury
$1,000,000 Each Occurrence Limit
$50,000 Fire Damage Limit
$5,000 Medical Expense Limit
b. Automobile Liability
Coverage sufficient to cover all vehicles owned, used, or hired by the offeror, his agents,
representatives,employees or subcontractors.
•
1. Minimum Limits
Automobile Liability:
$1,000,000 Combined Single Limit
$1,000,000 Each Occurrence Limit
$5,000 Medical Expense Limit
c. Workers'Compensation
Limits as required by the Workers' Compensation Act of Virginia. Employers Liability,
$1,000,000.
d. Professional Liability •
1. The successful offeror shall provide the County with an Errors and Omissions Liability
Policy(E&O Policy). The policy shall cover the County for all sources of liability which
would be covered by the latest edition of the standard Errors and Omissions Liability
Coverage Form, as filed for use in the Commonwealth of Virginia by the Insurance
Services Office,without the attachment of restrictive endorsements.
2. The County policy shall be endorsed to include the County's officials, officers, agents and
employees as insured.The E&O Policy shall include the successful offeror and the offeror's
subcontractors of every tier as the offeror designated in the declarations.
3. The minimum E&O Policy limits to be provided by the successful offeror(inclusive of any
amounts provided by an umbrella or excess policy) shall be $1,000,000 per occurrence
combined single limit for bodily injury liability and property damage liability. The limits
afforded by the E&O Policy (or umbrella or excess policy with respect to it) shall apply
only to the County and County 's officials, officers, agents and employees and only to
claims arising out of or in connection with the work under this contract.
4. Notice of Cancellation and/or Restriction - The policy must be specifically endorsed to
provide the County with forty-five (45) days' notice of cancellation, non-renewal, change
in coverage, and/or restriction.
e. Coverage Provisions
1. All deductibles or self-insured retention shall appear on the certificate(s).
2. The County, its' officers/ officials, employees, agents and volunteers shall be added as
"additional insured" as their interests may appear. This provision does not apply to
Professional Liability or Workers' Compensation/Employers'Liability.
3. The offeror's insurance shall be primary over any applicable insurance or self-insurance
maintained by the County.
4. Shall provide 30 days written notice to the County before any cancellation, suspension, or
void of coverage in whole or part,where such provision is reasonable.
5. All coverage for subcontractors of the offeror shall be subject to all of the requirements
g subject q
stated herein.
6. All deductibles or self-insured retention shall appear on the certificate(s) and shall be
subject to approval by the County. At the option of the County, either; the insurer shall
reduce or eliminate such deductible or self-insured retention; or the offeror shall be
required to procure a bond guaranteeing payment of losses and related claims expenses.
7. Failure to comply with any reporting provisions of the policy(s) shall not affect coverage
provided the County, its'officers/officials, agents, employees and volunteers.
8. The insurer shall agree to waive all rights of subrogation against the County, its'
officers/officials, agents, employees or volunteers for any act, omission or condition of
premises which the parties may be held liable by reason of negligence.
9. The offeror shall furnish the County certificates of insurance including endorsements
affecting coverage. The certificates are to be signed by a person authorized by the
insurance company(s) to bind coverage on its' behalf, if executed by a broker, notarized
copy of authorization to bind, or certify coverage must be attached.
10. All insurance shall be placed with insurers maintaining an A.M.Best rating of no less than
an A:VII. If A.M.Best rating is less than A:VII,approval must be received from County's
Risk Officer.
11. All coverage designated herein shall be as broad as the Insurance Services Office (ISO)
forms filed for use with the Commonwealth of Virginia.
54. Payments to Subcontractors: Within seven days after receipt of amounts paid by the County for
work performed by a subcontractor under this contract,the Contractor shall either:
a. Pay the Subcontractor for the proportionate share of the total payment received from the
County attributable to the work performed by the Subcontractor under this contract; or,
b. Notify the County and Subcontractor, in writing, of his intention to withhold all or a part
of the Subcontractor's payment and the reason for non-payment.
The Contractor shall pay interest to the Subcontractor on all amounts owed that remain unpaid
beyond the seven-day period except for amounts withheld as allowed in item b. above.
Unless otherwise provided under the terms of this contract, interest shall accrue at the rate of one
percent per month.
The Contractor shall include in each of its subcontracts a provision requiring each Subcontractor
to include or otherwise be subject to the same payment and interest requirements as set forth above
with respect to each lower-tier subcontractor.
The Contractor's obligation to pay an interest charge to a Subcontractor pursuant to this provision
may not be construed to be an obligation of the County.
55. Ownership of Documents: Any reports, specifications, blueprints, negatives or other documents
prepared by the Contractor in the performance of its obligations under the resulting contract shall
be the exclusive property of County, and all such materials shall be returned to the owner upon
completion, termination, or cancellation of this contract. The Contractor shall not use, willingly
allow,or cause such materials to be used for any purpose other than performance of all Contractor's
obligations under the resulting contract without the prior written consent of County. Documents
and materials developed by the Contractor under the resulting contract shall be the property of
County;however,the Contractor may retain file copies,which cannot be used without prior written
consent of the Owner. County agrees that the Contractor shall not be liable for any damage, loss,
or injury resulting from the future use of the provided documents for other than the project
specified,when the Contractor is not the firm of record.
56. Contractual Disputes: The Contractor shall give written notice to the Purchasing Officer of his
g g
intent to file a claim for money or other relief at the time of the occurrence or the beginning of the
work upon which the claim is to be based.
The written claim shall be submitted to the Purchasing Officer no later than sixty (60) days after
final payment.If the claim is not disposed of by agreement,the Purchasing Officer shall reduce his
decision to writing and mail or otherwise forward a copy thereof to the Contractor within thirty
(30)days of receipt of the claim.
The Purchasing Officer's decision shall be final unless the Contractor appeals within thirty (30)
days by submitting a written letter of appeal to the County Administrator, or his designee. The
County Administrator shall render a decision within sixty(60) days of receipt of the appeal.
57. Responsibility for Making Corrections: The Consultant shall, without additional costs or fee to
the County, correct or revise any errors or deficiencies in its performance, The County's review,
approval, or acceptance of, nor payment of any of the services required under the contract shall be
deemed a waiver of rights by the County as a result of the Engineer's negligent performance of any
of the services furnished under the contract.
SIGNATURE SHEET
(Submit with Proposal)
My signature certifies that the proposal as submitted complies with all Terms and Conditions as set
forth.
My signature also certifies that the accompanying proposal is not the result of, or affected by, any
unlawful act of collusion with another person or company engaged in the same line of business or
commerce, or any act of fraud punishable under Title 18.2, Chapter 12, Article 1.1 of the Code of
Virginia, 1950, as amended. Furthermore, I understand that fraud and unlawful collusion are
crimes under the Virginia Governmental Frauds Act, the Virginia Government Bid Rigging Act,
and Virginia Antitrust Act, and Federal Law, and can result in fines, prison sentences, and civil
damage awards.
My signature also certifies that this firm has no business or personal relationships with any other
companies or persons that could be considered as a conflict of interest or potential conflict of
interest to the County and that there are no principals, officers, agents, employees, or
representatives of this firm that have any business or personal relationships with any other
companies or persons that could be considered as a conflict of interest or a potential conflict of
interest to the Isle of Wight County,pertaining to any and all work or services to be performed as
a result of this request and any resulting contract with the County.
I hereby certify that I am authorized to sign as a Representative for the Firm:
Complete Legal Name of Firm:
Address:
Federal ID No.:
Telephone No. Fax No.
Name (type/print): Title:
Signature:
PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION
(RFP #15-7110-3)
Name of Firm/Offeror:
Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure
under the Virginia Freedom of Information Act; however,the Offeror must invoke the protections of§2.2-
4342F of the Code of Virginia,in writing,either before or at the time the data or other material is submitted.
The written notice must specifically identify the data or materials to be protected, including the section of
the proposal in which it is contained, as well as the page number(s),and state the reasons why protection is
necessary. The proprietary or trade secret material submitted must be identified by some distinct method
. such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that
constitute a trade secret or proprietary information. In addition, a summary of proprietary information
provided shall be submitted on this form. The designation of an entire proposal document, line item prices,
and/or total proposal prices as proprietary or trade secrets is not acceptable. If,after being given reasonable
time, the Offeror refuses to withdraw such a classification designation, the proposal will be rejected.
SECTION/TITLE PAGE REASON(S) FOR WITHHOLDING FROM
NUMBER(S) DISCLOSURE
EXCEPTIONS TO RFP
(RFP #15-7110-3)
Name of Firm/Offeror:
Unless stated in this portion of the proposal, all Offerors will be considered to have accepted all the terms
of the Request for Proposal(RFP), including all `must's,' `shall's', and'should's,' and any amendments as
issued,without exception.
ANTICOLLUSION/NONDISCRIMINATION/DRUG FREE WORKPLACE CLAUSES
ANTICOLLUSION CLAUSE:
IN THE PREPARATION AND SUBMISSION OF THIS BID,SAID BIDDER DID NOT EITHER DIRECTLY OR INDIRECTLY ENTER INTO
ANY COMBINATION OR ARRANGEMENT WITH ANY PERSON,FIRM OR CORPORATION,OR ENTER INTO ANY AGREEMENT,
PARTICIPATE IN ANY COLLUSION,OR OTHERWISE TAKE ANY ACTION IN THE RESTRAINT OF FREE,COMPETITIVE BIDDING
IN VIOLATION OF THE SHERMAN ACT(15 U.S.C. SECTION 1), SECTIONS 59.1-9.1 THROUGH 59.1-9.17 OR SECTIONS 59.1-68.6
THROUGH 59.1-68.8 OF THE CODE OF VIRGINIA.
THE UNDERSIGNED BIDDER HEREBY CERTIFIES THAT THIS AGREEMENT,OR ANY CLAIMS RESULTING THEREFROM,IS NOT
THE RESULT OF,OR AFFECTED BY,ANY ACT OF COLLUSION WITH,OR ANY ACT OF,ANOTHER PERSON OR PERSONS,FIRM
OR CORPORATION ENGAGED IN THE SAME LINE OF BUSINESS OR COMMERCE;AND, THAT NO PERSON ACTING FOR, OR
EMPLOYED BY,ISLE OF WIGHT COUNTY HAS AN INTEREST IN,OR IS CONCERNED WITH,THIS BID;AND,THAT NO PERSON
OR PERSONS,FIRM OR CORPORATION OTHER THAN THE UNDERSIGNED,HAVE,OR ARE,INTERESTED IN THIS BID.
DRUG-FREE WORKPLACE:
DURING THE PERFORMANCE OF THIS CONTRACT,THE OFFEROR AGREES TO(I)PROVIDE A DRUG-FREE WORKPLACE FOR
THE OFFEROR'S EMPLOYEES; (II) POST IN CONSPICUOUS PLACES, AVAILABLE TO EMPLOYEES AND APPLICANTS FOR
EMPLOYMENT, A STATEMENT NOTIFYING EMPLOYEES THAT THE UNLAWFUL MANUFACTURE, SALE, DISTRIBUTION,
DISPENSATION,POSSESSION, OR USE OF A CONTROLLED SUBSTANCE OR MARIJUANA IS PROHIBITED IN THE OFFEROR'S
WORKPLACE AND SPECIFYING THE ACTIONS THAT WILL BE TAKEN AGAINST EMPLOYEES FOR VIOLATIONS OF SUCH
PROHIBITION; (III)STATE IN ALL SOLICITATIONS OR ADVERTISEMENTS FOR EMPLOYEES PLACED BY OR ON BEHALF OF
THE OFFEROR THAT THE OFFEROR MAINTAINS A DRUG-FREE WORKPLACE; AND(IV) INCLUDE THE PROVISIONS OF THE
FOREGOING SECTIONS I, II, AND III IN EVERY SUBCONTRACT OR PURCHASE ORDER OF OVER $10,000, SO THAT THE
PROVISIONS WILL BE BINDING UPON EACH SUBOFFEROR OR VENDOR.
FOR THE PURPOSE OF THIS SECTION,"DRUG-FREE WORKPLACE"MEANS A SITE FOR THE PERFORMANCE OR WORK DONE
IN CONNECTION WITH A SPECIFIC CONTRACT AWARDED TO A OFFEROR IN ACCORDANCE WITH THIS CHAPTER, THE
EMPLOYEES OF WHOM ARE PROHIBITED FROM ENGAGING IN THE UNLAWFUL MANUFACTURE, SALE, DISTRIBUTION,
DISPENSATION,POSSESSION OR USE OF ANY CONTROLLED SUBSTANCE OR MARIJUANA DURING THE PERFORMANCE OF
THE CONTRACT.
NONDISCRIMINATION CLAUSE:
I. EMPLOYMENT DISCRIMINATION BY BIDDER SHALL BE PROHIBITED.
2. DURING THE PERFORMANCE OF THIS CONTRACT,THE SUCCESSFUL BIDDER SHALL AGREE AS FOLLOWS:
A. THE BIDDER, WILL NOT DISCRIMINATE AGAINST ANY EMPLOYEE OR APPLICANT FOR EMPLOYMENT
BECAUSE OF RACE, RELIGION, COLOR, SEX, NATIONAL ORIGIN, AGE, DISABILITY, OR ANY OTHER BASIS
PROHIBITED BY STATE LAW RELATING TO DISCRIMINATION IN EMPLOYMENT,EXCEPT WHERE THERE IS A
BONA FIDE OCCUPATIONAL QUALIFICATION/CONSIDERATION REASONABLY NECESSARY TO THE NORMAL
OPERATION_OF THE BIDDER. THE BIDDER AGREES TO POST IN CONSPICUOUS PLACES, AVAILABLE TO
EMPLOYEES AND APPLICANTS FOR EMPLOYMENT, NOTICES SETTING FORTH THE PROVISIONS OF THIS
NONDISCRIMINATION CLAUSE.
B. THE BIDDER,IN ALL SOLICITATIONS OR ADVERTISEMENTS FOR EMPLOYEES PLACED ON BEHALF OF THE
BIDDER,WILL STATE THAT SUCH BIDDER IS AN EQUAL OPPORTUNITY EMPLOYER.
C. NOTICES,ADVERTISEMENTS,AND SOLICITATIONS PLACED IN ACCORDANCE WITH FEDERAL LAW,RULE OR
REGULATION SHALL BE DEEMED SUFFICIENT FOR THE PURPOSE OF MEETING THE REQUIREMENTS OF THIS
SECTION.
D. BIDDER WILL INCLUDE THE PROVISIONS OF THE FOREGOING SECTIONS A,B,AND C IN EVERY SUBCONTRACT
OR PURCHASE ORDER OF OVER $10,000, SO THAT THE PROVISIONS WILL BE BINDING UPON EACH
SUBOFFEROR OR VENDOR.
Name and Address of Bidder: Date:
By:
Signature In Ink
Printed Name
Telephone Number: ( )
Title
Fax Phone Number: ( )
FIN/SSN#:
Is your firm a"minority"business? ❑Yes❑No If yes,please indicate the"minority"classification below:
❑ African American ❑ Hispanic American ❑American Indian ❑ Eskimo ❑ Asian American ❑Aleut❑ Other;Please
Explain:
•
If TS"
ISLE OF VVIGHT
COUNTY.VIRGINIA
REQUEST FOR PROPOSALS
ADDENDUM #1
RFP #15-7110-3
June 11,2015
Department of Budget & Finance
17090 Monument Circle, Suite 137
Isle of Wight,VA 23397
http://www.lsleofwightus.net
SOUND AND LIGHTING FOR SPECIAL ANNUAL EVENTS
Certain questions have been asked pertaining to additional information needed to understand the Scope of Work.
Those questions and answers are on the following page.
Proposal Due: June 18, 2015, at 5:00 PM
Contract Officer:
Michael Coburn,Purchasing Agent, mcoburn@a,isleofwightus.net
**AN ELECTRONIC RESPONSE IS REQUIRED**
The Purchasing Agent,Michael Coburn,is the sole contact official for Isle of Wight County with respect to this RFP.All questions and/or
comments should be directed to him at this email address:mcoburn @isleofwightus.net.The respondents to this RFP shall not contact,either
directly or indirectly,any other employee or agent of the County regarding this RFP.Any such unauthorized contact may disqualify the bidder
from the procurement.
Company Name:
Print Name:
Signature:
Acknowledged
2015 Fair:
1.) Make, Model, Size of Stages? (Mobile? Is there a roof?) = Yes the stage is Mobile and does have
a roof. The Model number is SL320, Size for the Large stage is 40'x 40'with a 5'Full Load
Bearing Roof The Small stage is a 24'x 20'with a 15'high load, model number is SL100.
2.) How Many "Show" dates? = There will be a concert on September 16, (not on the 17th) 18, 19, &
20.
3.) Load in and Load out dates = Company can load in on Monday September 14 and Load out on
September 20.
2015 Concert Series:
The RFP states that the fair is the first contracted event of 2015, but it also says that there may
be July and August shows in 2015 in the budget. Can you clarify? =The County is waiting on
approval for the 2016 July and August Concerts. We will not know if these events will be
approved until the next budget year. We want to be ready to put the event together quickly
should they be approved. Your offer should reflect that any additional shows are multiples of
the known events as far as pricing. If potential conflicts may occur please respond with
limitations.
General Concert Series:
1.) Are there 2015 dates = TBA waiting to confirm National Entertainment Artist. We think we will
know an act as soon as September.
2.) What kind of stage will be present (Roof? Mobile? Make/ Model?) = Model Number SL320, Size
for the Large stage is 40'x 40'with a 5'Full Bearing Roof
3.) Attendees = We estimate between 5,000 to 8,000 people.
4.) Access to power= We have 4 electrical Panels, 2 Hardwired Panels and 2 Receptacles with
Multiple outlets.
5.) Load in out/show times = TBA. There will be 1 National Entertainment Artist for each Concert
Series.
General Questions:
1.) What sort of payment schedule do you anticipate? For example, we usually work on a 50/50
deposit system. = We can do a 50/50 deposit or we can pay the company in Full onsite of the
event or pay in full by mail. Whatever is more convenient for the company we will try to comply.
Please understand that this is not a 'bid'asking 'how much,'but rather who may be the best fit
and provide advantages for the County. Pricing options may be given and some negotiation will
be involved during the evaluation and selection process.
2.) Adding Shows: most any qualified party may have difficulty fulfilling the requirements of a
"pop-up" show due to summer volume. Is there a lead time. = We should know more exact
dates by September. We are still working on specifics for spring/summer 2016.
3.) Renewal: looks like the renewal date would be May 2nd 2016. Is it the county's expectation that
the baseline pricing remains the same throughout the renewal periods? We can look at your
suggestions on how to handle these questions during negotiations. We expect that the prices
can vary depending on the specific artist. Pricing could be based upon a variety of things
including mobilization, specific equipment needs, the length of events, or a base price plus a
laundry list. It is up to you to make the offer and provide pricing methods you are comfortable
with. The RFP format allows us to look at all offerors, negotiate, and determine the best value
for the County.
ISI ISI rl i OF WIGHT
J.
COUNTY,'VIRGINIA
July 27, 2015
Ms. Debra I. Smith, President
Craftwork Sound, Inc.
3804 Cook Blvd, Unit Al
Chesapeake,VA 23323
Dear Ms Smith:
This shall serve as Notice of Intent to Award the contract for Sound and Lighting for Special
Events, RFP # 15-7110-03, to your firm in response to your bid submittal of June 18, 2015. Your
quote for basic services for the County Fair was $17,000. We understand adjustments may be
Y
made depending upon riders, or unforeseen circumstances, and that future projects will be
negotiated once the scope can be fully identified. The contract will be for one year with two
one year extensions at the County's option.
Please provide the required insurance for liabilit Y. workman's compensation, and umbrella. The
Professional Liability shall not be required. I have attached a copy of a basic agreement you
must sign and return, as well. Once
g I have that, we'll execute the Agreement from this end and
send you a copy of the fully executed document. Once those documents are returned and
approved, we will schedule a time to meet with you to discuss the fair and other events we are
planning.
Should you have further questions or need assistance in any manner,the County will be
pleased to speak with you. You may contact Lauren W. Bailess, Fair/Events Coordinator, at:
757-357-5959, Ibailess @isleofwightus.net
Sincerely yours,
Michael Coburn
Purchasing Agent