REQUEST for PROPOSAL Bookmobile Davidson County NC

REQUEST FOR PROPOSAL Bookmobile Davidson County NC

DATE: August 27, 2018 County of Davidson, NC RFP # ISSUING OFFICE: 1808009 Support Services Department Purchasing Division CLOSING DATE 925 North Main Street Lexington NC 27292 TELEPHONE: (336) 242-2030 September 18, 2018

PLEASE FILL IN COMPANY NAME & ADDRESS IN THE SPACES PROVIDED BELOW: RETURN THIS COPY CLOSING TIME

COMPLETED 4:00 PM ______THIS IS NOT AN ORDER PROCUREMENT OFFICER

Dwayne Childress

Davidson County reserves the right to accept or reject any and all proposals in whole or in part and waive any informalities in the proposals. Further, Davidson County reserves the right to award any contract deemed to be in the best interest of the county.

DESCRIPTION OF REQUEST FOR PROPOSAL

THIS DOCUMENT CONSTITUTES A REQUEST FOR SEALED PROPOSALS FROM QUALIFIED INDIVIDUALS AND/OR ORGANIZATIONS TO PROVIDE THE COUNTY WITH A COMPLETE BOOKMOBILE IN ACCORDANCE WITH THE FOLLOWING:

ACKNOWLEDGE RECEIPT OF ADDENDUM: #1____ #2____ #3____ #4____ (Please Initial)

IN COMPLIANCE WITH THIS SOLICITATION AND TO ALL THE CONDITIONS IMPOSED HEREIN, THE UNDERSIGNED AGREES TO EXECUTE THE CONTRACT AS A RESULT OF THIS SOLICITATION. AN AGENT AUTHORIZED TO BIND THE COMPANY SHALL SIGN THE FOLLOWING SECTION. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN PROPOSAL REJECTION.

AUTHORIZED AGENT/SIGNATURE______TELEPHONE:______

TYPE OR PRINT NAME: DATE: ______

I. PURPOSE A. The purpose of this proposal is to procure a replacement bookmobile for the Davidson County Public Library. II. BACKGROUND A. Introduction DAVIDSON COUNTY INFORMATION • County Seat: Lexington, NC • Land Area: 567 sq. miles • Population: 162,878 (2010 Census) B. Bookmobile History and Current Use: The Davidson County Public Library has a long history of providing bookmobile services. In fact, the system launched its first bookmobile 88 years ago in 1929 and has continuously offered that service to county residents since then. The core services of the bookmobile focus on literacy. It reaches patrons of all ages ranging from children in day cares and summer playground programs to adults with developmental delays and to senior adults living in assisted living facilities, nursing homes and those who are homebound. These citizens (500‐800 per month) are able to check out books, and the bookmobile technician provides programming such as storytelling to a wide range of groups. These patrons still have a need for these resources and services, so purchasing a new bookmobile would ensure continuous coverage.

C. Technology: Since the last bookmobile was purchased 28 years ago, technological advances and the Internet have changed the world in which we live. The library has evolved with these changes by offering public access computers, technology training, technological assistance for job seekers, and a vast collection of electronic resources including e‐books, e‐magazines, downloadable music, and databases useful for research and homework assistance. Patrons who visit local branches can access this rich trove of resources. Typically, patrons who use the bookmobile are unable to visit library branches and, therefore, are less likely to access these resources and services. This is especially true of bookmobile patrons who also do not have access to the Internet. Indeed, simply learning about the resources or how to use them may not even be possible. We envision this bookmobile bridging this digital divide by providing technological services such as training in computer basics, training in the use of smartphones and tablets, and access to a printer. Additionally, the technician would provide hands‐on instruction in locating and accessing library resources such as e‐books, databases and music downloads for purposes ranging from homework and research assistance. She would expose children to read‐a‐longs through the NC Kids Digital Library and Tumble Book services.

D. Collaboration with Area Schools: A new, reliable, technologically connected bookmobile will provide more services than the traditional bookmobile and provide those services both to existing patrons and potentially to those who are not currently receiving library services at all. For example, we believe a new bookmobile would help us better serve and reach more middle and high school students by enabling us to introduce the bookmobile at their schools. We already visit some area schools, but we want to visit more. Many school libraries have low or no book budgets and a regular visit from the bookmobile provides students with access to more books (both paper and electronic) as well as more current, popular books. Davidson County Public Library began a joint project with the Lexington City Schools system last year in which students in that system were automatically issued borrowing rights along with access to digital resources through their student ID number. We are currently working on a similar project with the Davidson County School system. Adding the bookmobile to this powerful collaboration would increase access to library resources and services for students in these systems.

E. Expanded Outreach: We plan to take a new wired bookmobile to places we have not been before: local gathering spots, special events and underserved neighborhoods. For example, in order to reach Hispanic patrons, we plan to take the bookmobile to places they frequent such as the local flea market. We also plan to

take the bookmobile to local gathering spots such as coffee shops. Outreaches such as these will increase our exposure, and thus provide more access to digital and other services, to the local citizenry.

F. Current Bookmobile Users: The acquisition of a new bookmobile will benefit current bookmobile users (500‐800 per month) such as those at: 1. Day care centers – both teachers and participants 2. Assisted living and nursing home residents 3. Attendees at local Senior Centers 4. ESL learners at Davidson County Community College 5. Homebound residents 6. Shoppers at the local flea market

G. Potential Bookmobile Users: A new bookmobile will benefit potential library users such as: 1. Job seekers (through technology) 2. Those attending special events and seasonal markets such as the Davidson County Fair and the Lexington Farmers’ Market (runs May through October) 3. Middle and high school students

H. Goals of a new bookmobile

Goal 1: Strengthening Capacity. North Carolinians have libraries with essential resources and capable staff that enable them to provide exceptional library programs and services. Goal 2: Expanding Access. North Carolinians have expanded access to resources for learning and success in school, work, and life. Goal 3: Community Engagement. North Carolinians have libraries that are more effective because they cooperate, coordinate, collaborate, and communicate to help the community address its needs.

I. Basic Design Considerations 1. The interior and exterior of the vehicle shall allow for both easy reconfiguration adjustable shelving and mobile shelving that can be securely locked in place for transport and fold down computer desks with at least 4 to 5 electrical outlets, a front desk for material circulation. Next to the front desk. The interior should be fitted with wifi and the vehicle should be capable of acting as an enhanced wifi hotspot and antenna for persons in near range outside the vehicle. The interior and exterior should have a monitor or projector and speakers capable of projecting media for instruction and reading enhancement. Our goal is an “eternally flexible” vehicle. 2. The vehicle will state through enticing graphics and inviting interior design that this is a mobile public library and computer lab for a variety of ages through such features as colorful, exterior graphics wrap and inviting interior; awning for outdoor programs, curbside wheelchair access lift and an entrance door with steps reaching down far enough to ground-level to avoid the necessity of an additional step stool. In particular, the programming area on the vehicle must be capable of being quickly “switched out” by the staff throughout the day and week in response to different target audiences. It will be important for the programming area to have as little noise interference as possible from the generator, heaters, etc. 3. The vehicle should be comparable in size to our existing 1989 bookmobile and be easily operated by one bookmobile tech as driver and be gas powered rather than diesel like a current vehicle and include a generator sufficient to handle climate control, lighting, and a small lab of laptops and tablets. There should be both a driver’s seat and passenger seat. 4. The vehicle’s library collection will emphasize quick and easy turnover rather than comprehensive scope.

III. SCOPE OF WORK A. General Requirements 1. These specifications are not intended to exclude any Offeror. If your proposed vehicle does not comply exactly with the specifications, please indicate your alternate. The specifications are designed to present the minimum requirements. The Library reserves the right to accept County approved equals or alternates. 2. Offeror shall provide the volume of vehicles delivered during the previous twelve months that are similar to the two different versions of vehicles being requested in this proposal. In addition, the offeror shall provide a complete reference list comprised of three references, with each reference containing the name of the library or other entity, name of contact, address, phone number and email address. 3. Our current vehicle is an 18-foot, front engine, conventional style vehicle, in service since 1989. We are less interested in specifying exact dimensions or a proposed model of the replacement vehicle, and more interested in Offeror recommendations that will best meet our needs in terms of reaching our target audience and desired outcomes through the services to be offered on the vehicle. That said, the Library is interested in a vehicle: pricing for a 16-20 foot front engine, conventional-style vehicle (with electrical retractable step(s) to reach ground level without a step stool). A wheelchair lift will is required. A high step vehicle is preferred over a low step. 4. The GVWR (gross vehicle weight rating) shall be sufficient so that when the vehicle is fully loaded with fuel, people, and normal interior contents, axle loadings shall be within all applicable legal limits. 5. The new vehicle shall be light and energy-efficient to conserve fuel, yet heavy-duty enough to last a minimum of fifteen years in good working order with proper maintenance. Also, we do not want a prototype or experimental vehicle. The Contractor must demonstrate that the vehicle being proposed, or have the same or similar design, has been successfully produced and is currently in service. 6. All components shall meet or exceed North Carolina motor vehicle laws, Federal Motor Vehicle Safety Standards (FMVSS) and the National Bookmobile Standards developed by the Association of Bookmobile and Outreach Services (ABOS), whether specified or not. Minimal manufacturer’s recommended specifications for the intended use of this vehicle must be followed. 7. While under assembly, the vehicle shall be subject to inspection by County representatives. Points of inspection are to be agreed upon by the County and the Contractor before construction begins. Pictures will need to be submitted while construction is in process and submitted to the County for proof of progress and material workmanship. 8. The Contractor shall provide written progress reports at least every thirty-(30) days from the date of award. Reports shall be sent electronically to Ruth-Ann Copley Library Director, Dwayne Childress Purchasing Agent and William Noonan, Garage Supervisor. The progress reports shall include: percent complete; days to completion; brief statement of work accomplished since last report; and any delays. After the chassis is received in the plant, photographs shall be provided electronically at the end of each month. 9. The Contractor (prime vendor) shall deliver the vehicle to the County’s Garage at 945 North Main Street, Lexington NC 27292. The Contractor (prime vendor) shall provide a minimum of eight hours of training for nine operators and two maintenance personnel. 10. A copy of all manufacturers’ warranties must be submitted with the proposal. A full manufacturer’s warranty consisting of five (5) years and unlimited miles for the engine and transmission, and five (5) years for all parts and materials, must be provided. 11. The Contractor shall supply two (2) copies of all service manuals, operator’s manuals and parts books giving exploded drawings of vehicle components.

B. Specific Requirements CHASSIS SPECIFICATIONS

1. Chassis Manufacturer and Type: Standard production model from an experienced manufacturer. It shall be the current production year, and the latest model offered by the manufacturer. The chassis shall be designed to function as a bookmobile and shall include features that will insure maximum performance, service life, and safety.

2. Engine: Shall be an electronic fuel-control gas engine suitable to transport a small library of books, media, and technology.

BODY SPECIFICATIONS

3. Color: Vehicle shall be painted with Dupont Imron paint or City approved equal. Orange peel surfacing is not acceptable. Library’s choice of color and graphics will be finalized after award of proposal.

4. Defrosters: Shall be sufficient in capacity to keep windshield clear of fog, snow, and ice.

5. Doors: a. Patron door(s): Prefer one (1) manually operated curbside door, manually operated outward opening, interior latch, with door closer, and with a deadbolt keyed from the outside. All exterior body doors must be equipped with rubber gaskets. Doorframes shall be designed to support the hinge to prevent stress on the door hinge. Stainless steel grab handles to be provided on the interior and exterior of the door. o Patron door for the low-floor vehicle shall be sized to meet ADA requirements. b. Door to have a window and screens where possible. c. Appropriate door to have hurricane hooks.

6. Keys: All keys shall be keyed alike to minimize the total number of keys necessary for vehicle security and operation. Twelve (12) sets of keys will be provided.

7. Lights/Exterior: All required outside lights and reflectors shall be LED and meet FMVSS 108 Lamps and Reflective Devices. All exterior lighting is 12 volts and will comply with DOT requirements.

8. Mirrors: Two (2) remote-controlled, heated exterior mirrors with 8” diameter convex spot mirrors. On/off switch located on the driver’s switch panel will activate heating.

9. Mud Flaps: Rubber mud flaps front and rear.

10. Mud Guards: Reinforced steel mudguards front and rear of all wheels from floor to bottom of skirt.

11. Ramp (For the low-floor vehicle): Electrically operated ADA compliant entrance ramp with handrail for each public access door. An interlock shall be provided to prevent vehicle being put in motion if the ramp is out. “Ramp Out” dash-mounted light and buzzer.

12. Seat Belts: Type 2 seat belts, height adjustable, are preferred.

13. Seating: a. Driver’s and passenger’s seats shall be high back, tilt and move aft and fore, up and down. Driver’s seat must allow for a variety of heights and weights of various drivers. Both seats shall swivel 180 degrees if used as seating for staff workstation(s). b. Seating to occasionally transport one additional staff member shall be provided between driver and passenger, with location to be determined by Library staff after proposal award. Upholstery for all seating to be selected by the Library from manufacturer’s selection list.

14. Storage Compartments: a. Exterior storage compartments with doors and locks will be provided for generator, batteries, and shoreline. b. Optional: An additional exterior storage compartment shall be provided for storage of four (4) folding chairs and a four-foot folding table. Compartment shall be locking. c. Interior: d. Lockable interior storage shall be provided to store a 2’ X 4’ folding table; supplies for the day staff members’ coats/purses/lunch bags; etc. e. Storage compartment is required to store a fire extinguisher, first-aid kit, emergency reflectors, box of gloves, and paper towels. f. Bin-type storage may be required for the return of library materials waiting to be discharged. g. Library staff will determine storage locations during pre-construction process.

15. Sun Visors: Sun visors shall be provided for the driver and passenger.

16. Switch Panel: Shall be mounted to the left of the driver with switches for the electrical components. Rocker type switchers are preferred. The switches shall provide illuminated lenses, international symbols and labeling for the appropriate functions.

17. Windows: Driver and passenger area will be safety glass with tinting and sun block protection. Please discuss options and pricing for additional windows to enhance natural light and ventilation on the vehicle.

18. CONVERSION SPECIFICATIONS

19. Awning: Electrically retractable curbside awning, appropriately sized for outdoor programming. Color and design to be determined by Library staff during pre-construction process.  Electrical outlet and public address outlet plug to be located under awning.

20. Book Carts (12): a. Six (6) removable book carts that can be secured to the inside of the vehicle shall be incorporated into the shelving (by removing lower shelves) for future use. They shall be secure while the vehicle is in motion. b. Six (6) additional book carts that will be kept in the workroom to quickly swap out the collection on the vehicle.

21. Bulletin Boards: Discuss options available for boards (white, cork, etc.). Exact location, type and color to be determined by Library staff during pre-construction process.

22. Computer and Tablet Connectivity: Strong wifi router/hotspot with external antenna to connect to the internet and library services and resources. The vehicle, while stationary, must be able to communicate with the Evergreen Integrated Library Services (ILS) Contractor shall specify recommended means of communication with pricing. Placement of the router should be made to ensure the best signal. 6

23. Driver’s Area: a) Shall be equipped with two (2) cup holders. b) Shall be equipped with a receptacle for cell phone plug-in use. c) Shall have a rearview camera display.

24. Electrical Receptacles/Interior: Library staff shall determine specific number and type during the pre-construction process for interior receptacles.

25. Electrical System, AC: a) Shall be a 120/240 volt rated for anticipated conversion load. b) Service panel junction box is a 125 amp rated capacity with UL Listed type circuit breakers (including a master circuit breaker that controls all of the AC electrical system). c) Circuit breakers shall be sized per component manufacturer’s recommendation or to 125% of anticipated load. d) All wiring must be in conduit, color-coded and numbered, moisture-resistant and easily accessible.

26. Electrical System, DC: a) Shall be 12-volt, negative ground system rated for anticipated conversion load. b) All added circuits shall be protected from over current by circuit breakers rated for a minimum of 125% of anticipated load. c) Circuit breaker functions shall be clearly designated by printed labels.

27. Floor Covering: Interior shall be carpeted with commercial grade carpeting installed in one piece – no seams. Library shall choose from a selection of colors available from the Contractor during the pre-construction process. Driver’s area shall be ribbed rubber floor covering or equivalent with floor mats for both sides.

28. Generator: Onan Quiet Diesel generator (or equal), sized for load requirements, shall be provided. The generator will not intrude or interfere with the interior patron space. Generator shall be contained on a pullout tray for ease of maintenance.

29. Generator Compartment: Lockable compartment to be insulated to reduce heat, noise and gases being transferred to interior of vehicle. The generator must be easily serviceable for changing the oil and filters without removing the generator.

30. Generator Controls: Generator start, stop, preheat switch and hour meter shall be located in the front interior of vehicle.

31. Graphics: Please specify three graphics packages with an estimated cost per option, using 1/4 or 1/2 or full wrap. The County may desire full vinyl wraps. Graphic package to be 3M Scotchprint materials (or equal). Final graphics package to be determined by Library staff before award of proposal.

32. HVAC: a) Dashboard heat/defrost for driver’s area that operates when vehicle motor is running shall be provided, with multi-speed fans and temperature control. b) Electric forced air heaters with variable control shall heat patron area; each heater shall have a separate thermostat control. 120-volt desk area heater provided at desk location(s). c) A minimum of two (2) roof-mounted air conditioners with variable control, sized for load requirements, shall be provided. d) Roof sections shall be reinforced where air conditioners are mounted. 7

33. Lighting, Interior: a) Please discuss options for interior lighting. We are interested in lighting that is functional yet unobtrusive and attractive. b) 12-volt lighting shall be installed. Include driver’s dome light or equivalent with separate switch.

34. People Counter: One (1) automatic people counter shall be installed at each public access door.

35. Programming Area: Layout and design to be determined by Library staff during pre-construction process. The area shall be capable of being quickly switched out as the target audience changes throughout the day. Space shall be provided to seat up to eight to ten students with programmer for a technology program. Please discuss options for providing space for programs on the vehicle. a) Ventilation shall be adequate to handle the relatively large number of persons in a small space. b) The programming area will be capable of being redesigned if we change target audience or otherwise use the space differently someday. c) Furnishings and equipment shall include: monitor or projection device or Smart TV, speakers to connect for programming and instruction.

36. Roof: Any rooftop mounted items such as heat pump, skylight, antennas, etc. must be protected by a heavy-duty brush guard. Guard should deflect limbs and branches upward and over the item.

37. Safety Equipment: a) Minimum of one (1) 5 lb. fire extinguisher mounted b) One (1) first aid kit c) One (1) set of triangle flares d) One (1) fully automatic back-up alarm e) Must meet all Federal and State requirements including pollution, safety, and noise level. f) Address specific safety options on your vehicle including air bags, seat belts, and emergency exit. g) Contractor shall install a fully automatic back-up camera with dash monitor as follows: Camera, INTEC #CVC210AXL, and monitor, INTEC #CVM600, (or equal).

38. Shelving: Please discuss options for different types of shelving finishes and their pros and cons. Design shall accommodate maximum flexibility. Shelves will be adjustable; prefer shelving uprights to be spaced no more than 36” apart. All side mounted shelves shall slope 15 degrees and rear mounted shelves shall slope 20 degrees. Shelves can be adjusted in 1.5” increments. Shelving should be approximately 7.5 inches deep for standard-sized library materials. a) Some wall-shelving should be available above the interchangeable cart shelving units b) (For the low-floor or high-floor vehicle) Shelving includes removable, interchangeable cart shelving units to secure multiple wall-hugger type book carts. c) Four (4) extra shelves (approximately 7.5 inches deep) shall be provided.

39. Shoreline: A heavy-duty, automatically retractable, waterproof shoreline cord, 50’ length, hardwired in exterior compartment. Automatic transfer switch to prevent simultaneous use of generator and shoreline cord will be located in interior front of vehicle.

40. Stereo/Radio: Install an AM/FM/CD radio with remote control, four speakers and public address (PA) system with voice and music capabilities. Two (2) exterior weather-protected speakers located on the passenger’s side, not bullhorn.

41. Ventilation: Cross ventilation of fresh air is required on temperate days through such means as screening on windows, fans, etc.

42. Vents/Skylights: Please discuss skylight/natural light options with pricing.

43. Workstations: Shall be appropriately configured a. One (1) workstations for staff, one located behind the driver’s seat. b. Workstation shall be equipped with: 1) Pencil drawer with marine latch 2) Storage drawer 3) Rounded corners on countertops 4) Quad electrical outlet 5) One to two locking drawers 6) Possible book drop 7) Three (3) lin. ft. of sloped shelving for reserved materials 8) Space to hold a docking station with laptop, scanner, printer, and receipt printer c. 4-5 retractable/folding desktops for technology lab. One of the workstations shall be ADA compliant. Library staff will determine locations and design during pre-construction process. d. Seating for eight to ten.

IV. GENERAL TERMS AND CONDITIONS: A. Laws and Regulations: The Contractor’s attention is directed to the fact that all applicable state laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the project shall apply to the contract throughout, and they will be deemed to be included in the contract the same as though herein written out in full. B. Applicable Law/Compliance with All Laws/Prompt Payment/Venue: 1. Applicable Law: The contract shall be deemed to be a North Carolina contract and shall be governed as to all matters whether of validity, interpretations, obligations, performance, or otherwise exclusively by the laws of the State of North Carolina, and all questions arising with respect thereto shall be determined in accordance with such laws. Regardless of where actually delivered and accepted, the contract shall be deemed to have been delivered and accepted by the parties in the State of North Carolina. 2. Compliance With All Laws: The Contractor shall comply with all federal, state, and local statutes, ordinances, and regulations now in effect or hereafter adopted, in the performance of the scope of work set forth herein. The Contractor represents that it possesses all necessary licenses and permits required to conduct its business and will acquire any additional licenses and permits necessary for performance of this contract prior to the initiation of work.

3. Venue: Any and all suits for any claims or for any and every breach or dispute arising out of this contract shall be maintained in the appropriate court of competent jurisdiction in Davidson County, NC. C. Non-Assignment: The Contractor shall not assign its rights and duties under this contract without the prior written consent of the County. D. Subcontractors: The use of subcontractors and the work they are to perform shall receive prior written approval of the contract administrator. The Contractor shall be solely responsible for all work performed and materials provided by subcontractors. The Contractor shall be responsible for the liability of subcontractors for the types and limits required of the Contractor. E. Termination With Cause/Default/Cancellation: 1. In the event that the Contractor shall for any reason or through any cause be in default of the terms of the contract, the County may give the Contractor written notice of such default by certified mail/return receipt requested. Unless otherwise provided, the Contractor shall have ten (10) days from the date such notice is received to cure the default. Upon failure to cure the default, the County may immediately cancel and terminate the contract as of mailing date of the default notice. 2. Upon termination, the Contractor 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. 3. In the event of violations of law, safety or health standards and regulations, the contract may be immediately cancelled and terminated by the County and provisions herein with respect to opportunity to cure default shall not be applicable. F. Termination Without Cause: 1. The County may at any time, and for any reason, terminate the contract by written notice to the Contractor 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 the Contractor by certified mail/return receipt requested. 2. In the event of such termination, the Contractor shall be paid such amount as shall compensate the Contractor for work satisfactorily completed, and accepted by the County, at the time of termination. 3. If the County terminates the contract, the Contractor shall withdraw its personnel and equipment, cease performance of any further work under the contract, and turn over to the County any work completed or in process for which payment has been made. G. Non-Appropriation: The County shall be bound, hereunder, only to the extent that funds shall have been appropriated and budgeted or are otherwise available for the purpose of this contract. In the event that no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable by any means whatsoever in any fiscal period of payments due under this contract, then the County shall immediately notify the Contractor of such occurrence and this contract shall terminate the last day of the fiscal period for which appropriations were received without penalty or expense to the County of any kind, whatsoever.

H. Exclusivity: The County reserves the right to procure goods or services covered under this contract from a third party when, in the County’s sole discretion, it is deemed to be in the County’s best interest. V. SPECIAL TERMS AND CONDITIONS: Certificate of Insurance: A. The Contractor shall be responsible for its work and every part thereof, and for all materials, tools, equipment, appliances, and property of any and all description used in connection therewith. The Contractor assumes all risk of direct and indirect damage or injury to the property or persons used or employed on or in connection with the work contracted for, and of all damage or injury to any person or property wherever located, resulting from any action, omission, commission or operation under the Contract. B. The Contractor and all subcontractors shall, during the continuance of all work under the Contract provide the following: 1. Workers' compensation and Employer's Liability to protect the Contractor from any liability or damages for any injuries (including death and disability) to any and all of its employees, including any and all liability or damage which may arise by virtue of any statute or law in force within the State of North Carolina. 2. Comprehensive General Liability insurance to protect the Contractor, and the interest of the County, its officers, employees, and agents against any and all injuries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under the Contract or in connection with the contracted work. The General Liability insurance shall also include the Broad Form Property Damage endorsement, in addition to coverage for explosion, collapse, and underground hazards, where required. 3. Automobile Liability insurance, covering all owned, non-owned, borrowed, leased, or rented vehicles operated by the Contractor. C. The Contractor agrees to provide the above referenced policies with the following limits. Liability insurance limits may be arranged by General Liability and Automobile policies for the full limits required, or by a combination of underlying policies for lesser limits with the remaining limits provided by an Excess or Umbrella Liability policy. 1. Workers’ Compensation: Coverage A: Statutory Coverage B: $100,000 2. General Liability: Per Occurrence: $1,000,000 Personal/Advertising Injury: $1,000,000 General Aggregate: $2,000,000 Products/Completed Operations: $2,000,000 aggregate Fire Damage Legal Liability: $100,000 GL Coverage, excluding Products and Completed Operations, should be on a Per Project Basis 3. Automobile Liability: Combined Single Limit: $1,000,000 D. The following provisions shall be agreed to by the Contractor: 1. No change, cancellation, or non-renewal shall be made in any insurance coverage without a forty- five (45) day written notice to the County. The Contractor shall furnish a new certificate prior to any change or cancellation date. The failure of the Contractor to deliver a new and valid certificate will result in suspension of all payments until the new certificate is furnished. 2. Liability Insurance "Claims Made" basis: 11

If the liability insurance purchased by the Contractor has been issued on a "claims made" basis, the Contractor must comply with the following additional conditions. The limits of liability and the extensions to be included as described previously in these provisions, remain the same. The Contractor must either: a. Agree to provide certificates of insurance evidencing the above coverage for a period of two (2) years after final payment for the Contract for General Liability policies This certificate shall evidence a "retroactive date" no later than the beginning of the Contractor's work under this Contract, or b. Purchase the extended reporting period endorsement for the policy or policies in force during the term of this Contract and evidence the purchase of this extended reporting period endorsement by means of a certificate of insurance or a copy of the endorsement itself. 3. The Contractor must disclose the amount of deductible/self-insured retention applicable to the General Liability and Automobile Liability. The County reserves the right to request additional information to determine if the Contractor has the financial capacity to meet its obligations under a deductible/self-insured plan. If this provision is utilized, the Contractor will be permitted to provide evidence of its ability to fund the deductible/self-insured retention. 4. The Contractor agrees to provide insurance issued by companies admitted within the State of North Carolina. 5. a. The Contractor will provide an original signed Certificate of Insurance and such endorsements as prescribed herein. b. The Contractor will provide on request certified copies of all insurance coverage related to the Contract within ten (10) business days of request by the County. These certified copies will be sent to the County from the Contractor's insurance agent or representative. c. Any certificates provided shall indicate the Contract name and number. 6. The County, shall be named as an "additional insured" on the Automobile and General Liability policies and it shall be stated on the Insurance Certificate with the provision that this coverage "is primary to all other coverage the County may possess." (Use "loss payee" where there is an insurable interest). 7. Compliance by the Contractor with the foregoing requirements as to carrying insurance shall not relieve the Contractor of their liabilities provisions of the Contract. E. Precaution shall be exercised at all times for the protection of persons (including employees) and property. F. The Contractor is to comply with the Occupational Safety and Health Act of 1970, Public Law 91 956, as it may apply to this Contract. G. If an "ACORD" Insurance Certificate form is used by the Contractor's insurance agent, the words "endeavor to" and ". . . but failure to mail such notice shall impose no obligation or liability of any kind upon the company" in the "Cancellation" paragraph of the form shall be deleted. H. The Contractor agrees to waive all rights of subrogation against the County, its officers, employees, and agents. A. Payment Schedule: 1. Payment for services rendered by the Offeror, shall be billed in accordance as follows: a) Payment terms shall be Net 30 days after receipt and acceptance of an invoice. B. Hold Harmless-Indemnification: It is understood and agreed that the Contractor hereby assumes the entire responsibility and liability for any and all damages to persons or property caused by or resulting from or arising out of any act or omission on the part of the Contractor, its subcontractors, agents, or employees under or in connection with this Contract. The Contractor agrees to indemnify and hold harmless the County and its agents, volunteers, servants, employees, and officials from and against any and all claims, losses, 12

or expenses, including reasonable attorneys’ fees and litigation expenses suffered by any indemnified party or entity as the result of claims or suits due to, arising out of, or in connection with (a) any and all such damages, real or alleged, (b) the violation of any law applicable to this contract, and (c) the performance of work by the Contractor or those for whom the Contractor is legally liable. Upon written demand by the County, the Contractor shall assume and defend at the Contractor’s sole expense any and all such suits or defense of claims made against the County, its agents, volunteers, servants, employees, or officials. VI. SPECIAL INSTRUCTIONS TO THE OFFEROR: A. Contract Administrator: Whenever used in the Request for Proposal and for purposes of any notices under this contract, Contract Administrator shall be as described below: Robert James Support Services 925 North Main Street Lexington, NC 27292 (336) 242-2251

B. Pre-Proposal Conference: A non-mandatory pre-proposal conference will be held in the Purchasing Division’s conference room located: Support Services Department 925 North Main Street Lexington NC 27292 The non-mandatory conference will be held at 4:00 pm on September 5, 2018. The purpose of the conference is to clarify and answer any questions associated with the solicitation. Any changes determined necessary as a result of this conference or any other source, which may affect the responses to the solicitation shall be formally addressed by the Issuing Office via addenda. Again, attendance of this conference is not mandatory, but is advisable. VII. GENERAL SUBMITTAL TERMS AND CONDITIONS: A. Definitions of Terms: The following definitions of terms are used herein: 1. The term “County” refers to the Davidson County, NC. 2. The term “Offeror” refers to the person, firm, or company that provides a proposal in response to this Request For Proposal (RFP) and who may or may not be successful in achieving an opportunity for the final award of a contract. 3. The term “Contractor” means the Offeror to which the contract will be awarded. References to the Contractor in this RFP shall also apply in full to any subcontractor for the named Contractor. B. Submittal of Proposals: 1. The proposal and required copies shall be placed in a sealed envelope or package that shall be identified with the Request for Proposal’s item number, the Date and Time of closing, and the name and address of the Offeror. 2. An 1 original (marked as such) and five (5) copies (marked as such) of each proposal shall be submitted.

3. All proposals shall be received and time-stamped in the office location described below no later than 4:00 pm local time, September 18, 2018. Proposals received after the specified date and time shall not be considered and shall be returned unopened to the Offeror. 4. Issuing Office: Davidson County, NC Dwayne Childress Support Services Department 925 North Main Street Lexington NC 27292 (336) 242-2030 5. Proposals received by telephone, telegraph, facsimile or any other means of electronic transfer shall not be accepted. 6. An Offeror receiving a Request For Proposal from a source other than the Issuing Office or the County’s website should contact the Issuing Office to become an Offeror Of Record before submitting its proposal. 7. At any point there is a discrepancy you may on a different page note the item or items you are offering. These will be taken on a case by case basis and will not mean your response to the RFP will be found to be non-responsive. C. Examination: Offeror shall carefully examine the contents of this Request for Proposal and any subsequent addenda. D. Questions: 1. Questions concerning this solicitation may be made by telephone or in writing. Questions should be addressed to the Issuing Office not less than fifteen (15) working days prior to the closing date of the Request for Proposal. All questions should be directed to the appropriate person listed below: Procurement or Scope of Work Questions: Dwayne Childress, (336) 242-2030 2. Any material changes to the solicitation document will be addressed by issuance of a written addendum to all Offerors of Record that will become part of the proposed documentation. 3. Oral instructions do not form a part of the proposed documents. 4. The Offeror shall check with the Issuing Office within forty-eight (48) hours prior to proposal closing to secure any addenda affecting bidding. E. Conditions of Work: Each Offeror shall inform himself/herself fully of the conditions relating to the project and the employment of labor therein. Failure to do so will not relieve a successful Offeror of his obligation to furnish all materials and labor necessary to carry out the provisions of this agreement. F. Proposal Binding for One Hundred Twenty (120) Days: The Offeror agrees that this proposal shall be good and may not be withdrawn for a period of one hundred twenty (120) calendar days after the scheduled closing time for the Request For Proposal. G. Confidential Information: Offerors are advised that only two sections shall be allowed to be designated confidential: 1. References 14

2. Financial Information from a non-publicly traded company H. Proposal Costs: Prospective Offerors shall be responsible for all costs incurred in the development and submission of a proposal. The County assumes no contractual obligation as a result of the issuance of this RFP, the preparation or submission of a proposal by an Offeror, any cost associated with interviews and travel, or any other Offeror cost involved in a response. I. Exceptions: Proposals should be as responsive as possible to the provisions stated herein, however, an Offeror may take exceptions to the provisions without their proposal being disqualified. During the evaluation process, the County will consider whether the impacts of any such exceptions are positive or negative. The Offeror should clearly indicate when exceptions or deviations are being taken and state the reason why. Notwithstanding the above, proposals received late shall be rejected. J. Award: The award of a contract shall be the sole discretion of the County. The award shall be based upon the evaluation of all information as the County may request. The County reserves the right to accept or reject any or all proposals in whole or in part and to waive any informalities in the bidding. Further, the County reserves the right to enter into any contract deemed to be in the best interest of the County. K. Public Notice of Award or Decision to Award: Public notice of the award or the announcement of the decision to award shall be provided by posting the appropriate notice on the Purchasing’s Department website. L. Preparation Guidelines: For consideration, all proposals should be as responsive as possible to the solicitation. Please address Specific Requirements in the order in which they appear in this Request For Proposal. In order to adequately evaluate the proposals, all Offerors should use the following format: 1. Experience Offeror shall provide a concise description of their work experiences as it relates to the scope of work outlined herein. Said description should include, but not be limited to: a) Offeror’s established experience record in providing comparable services. b) Number of years the Offeror has been providing these types of services; c) A minimum of five (5) references for whom Offeror has provided services comparable to those described in this RFP. For each reference, detail: (1) Name of firm; (2) Address of firm; (3) Name, title, e-mail address, phone, and fax of a contact for the firm; (4) Number of years Offeror has served the firm; and (5) Brief summary of scope of services provided. 2. Capability and Skills: Offeror shall provide a description of the qualifications and skills of the organization and personnel who shall be responsible for performance of the services. Such description shall, at a minimum, include the following: 15

a) A description of the Offeror’s company history and current operating characteristics to include the number of years in business, philosophy, ownership, number of employees, organizational chart, annual sales, geographic service coverage area, etc. b) A description of the Offeror’s financial stability and other resources that most adequately ensures the delivery of acceptable services to the County. The Offeror shall indicate the type of organization they represent, i.e. individual, partnership or corporation. If the Offeror represents a corporation or partnership, the names of the President, Vice-President, Secretary, Treasurer and all principals or partners shall be listed. c) A listing of the personnel that will be assigned to the project along with a summary of their qualifications and specific responsibilities for the project.

3. Services to be Provided: Offeror shall provide a description outlining the services to be performed. Such description should, at a minimum, provide the following information: a) Offeror’s understanding of the project. b) Overall project plan. c) Listing and annotation as to the manner in which the Offeror proposes to meet each provision stipulated in the Scope of Work section of this RFP. d) Listing of all major tasks to be performed by the Offeror and the deliverable products associated with each task. e) Listing of the individual products to be provided. f) Time schedule associated with the completion of each task. g) List of any exceptions taken to the provisions of this RFP.

4. Price Offeror shall provide a detailed description of the total cost to perform the services. The cost break down shall identify in separate detail the charges associated with each deliverable item and major task.

M. Proposal Opening: At the time specified, the proposals received timely shall be opened. Only the names of the Offerors submitting proposals and costs shall be read aloud. No other information will be provided at that time. N. Evaluation: The County shall select two (2) or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the factors listed below: 1. Offeror’s experience in providing the services requested. 2. Offeror’s capability and skill to perform the services. 3. Responsiveness of the written proposal to the purpose and scope of work. 4. Price.

O. Presentation/Demonstration: The County may request the “short-listed” Offerors to conduct presentations/ demonstrations of the Offeror’s proposed bookmobile. Offeror presentations/demonstrations may be at a County site, at a date and time mutually agreed to between the County and Offeror, and shall be at the Offeror’s expense. P. Submittal: The Offeror shall submit the following documents/information: 1. Cover page of Request For Proposal, cover page with signature, title, and date; 2. Sections 1 through 12 as they apply. Sections 1 through 12 are listed in order after this page. 3. All required Warranties. 4. Product literature as necessary.

Section 1 Contractors’ Conflict of Interest

I hereby certify that the following named Davidson County, NC official(s) and employee(s) having material financial interest(s) (in excess of 10%) in this company have filed Conflict of Interest Statements.

______Name Title or Position Date of Filing

______Signature

______Company Name

______Name of Official (Type or Print)

______Business Address

______City State ZIP Code

Section 2 Notice of Federal Funding

Uniform Guidance procurement policy compliance statement: “Contracts funded with federal grant or loan funds must be procured in a manner that conforms with all applicable Federal laws, policies, and standards, including those under the Uniform Guidance (2 C.F.R. Part 200).”

Q. Section 3.1 State Debarment & Suspension

Provide proof that Contractor has not been suspended or debarred by the state of NC Budget & Management Office (www.osbm.nc.us).

I hereby certify that the following (company name) ______has not been Debarred or Suspended from participating with Office Of Budget & Management with NC State Government.

______Signature

______Name of Official (Type or Print)

______Business Address

______City State ZIP Code

NOTARIZE SUBSCRIBED AND SWORN TO BEFORE ME, This ______day of ______, 2018 NOTARY PUBLIC ______My Commission Expires: ______

Section 3.2 Federal Debarment & Suspension

The Use of any Contractor that has been declared debarred by the office of Federal Contract Compliance Programs (OFCCP) is prohibited. Further the use of subcontractor(s) that has been declared debarred by OFCCP is prohibited. A complete list of federally disbarred contractors can be found at www.sam.gov. It is the sole responsibility of the Contractor to ensure that subcontractor(s) are in good standing with the OFCCP and not on the disbarment list.

The undersigned applicant certifies to the best of his or her knowledge and belief, that he applicant and its principals:

(a) are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal Department or agency;

(b) have not within a 3-year period preceding this proposal been convicted of or had a valid judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

(c) are not presently indicted or otherwise criminally or civilly charged by a governmental entitle (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (b) of this certification; and

(d) have not within a 3-year period preceding this application/proposal had one or more public transactions (Federal, State, or local) terminated for cause or default.

Should the applicant not be able to provide this certification, an explanation as to why should be placed after the assurances page in the application package.

The applicant agrees by submitting the proposal that it will include, without modification, the clause titled “Certification Regarding Debarment, Suspension, in eligibility, and Voluntary Exclusion-Lower Tier Covered Transactions” in all lower tier covered transactions (i.e., transactions with sub-grantees and/or contractors) and in all solicitations for lower tier covered transactions.

______(Seal if Corporation ) Signature ______Title Date: ______

NOTARIZE SUBSCRIBED AND SWORN TO BEFORE ME, This ______day of ______, 2018 NOTARY PUBLIC ______My Commission Expires: ______

Section 4 State & Federal

No Overdue Tax Debts Statement

Certification Statement We certify that the Company or Individual named below does not have any overdue tax debts, as defined by N.C.G.S. 105-243.1, at the federal, or State. We further understand that any person who makes a false statement in violation of N.C.G.S. 143C-6-23(c) is punishable as provided by N.C.G.S. 143-34(b). All Contractors located or owning property in Davidson County shall assure that all real and personal property taxes are paid. The County will verify payment of all real and personal property taxes by the Contractor prior to the award of any Contract or Contract renewal.

Certification and Signatures We confirm that the foregoing certification is true, accurate, and complete to the best of our knowledge.

Company or Individual Name

Address

Telephone Number

Printed name & title of local government or institutional authorizing official

Signature of above official

Date

Section 5 Contractor’s M/WBE Requirements

• Put M/WBE on bidders list • Actively solicit M/WBE firms • Where possible, divide projects in to smaller contracts to encourage M/WBE participation • Where feasible, establish delivery schedules to accommodate M/WBEs • Post bid to SBA, US Dept. Commerce Minority Development Agency, & other agencies

Contractor’s M/WBE Good Faith Requirements (Must complete at least 5 of the following)

1- Contracted minority businesses that reasonably could have been expected to submit a quote and that were known to the contractor, or available on State or local government maintained lists, at least 10 days before the bid date and notified them of the nature and scope of the work to be performed. 2- Made the construction plans, specifications and requirements available for review by prospective minority businesses or providing these documents to them at least 10 days before the bids are due. 3- Broken down or combined elements of work into economically feasible units to facilitate minority participation. 4- Worked with minority trade, community, or contractor organizations identified by the Office of Historically Underutilized Businesses and included in the bid documents that provide assistance in recruitment of minority businesses. 5- Attended pre-bid meetings scheduled by the public owner. 6- Provided assistance in getting required bonding or insurance or provided alternatives to bonding or insurance for subcontractors. 7- Negotiated in good faith with interested minority businesses and did not reject them as unqualified without sound reasons based on their capabilities. Any rejection of a minority business based on lack of qualification should have the reasons documented in writing. 8- Provided assistance to an otherwise qualified minority business in need of equipment, loan capital, lines of credit, or joint pay agreements to secure loans, supplies, or letters of credit, including waiving credit that is ordinarily required. Assisted minority businesses in obtaining the same unit pricing with the bidder’s supplies in order to help minority businesses in establishing credit. 9- Negotiated joint venture and partnership arrangements with minority businesses in order to increase opportunities for minority business participation on a public construction or repair project when possible. 10- Provided quick pay agreements and policies to enable minority contractors and suppliers to meet cash-flow demands.

Section 6 E-Verify Affidavit (To be executed by Contractor and incorporated by reference within the agreement.)

STATE OF NORTH CAROLINA ) ) AFFIDAVIT COUNTY OF DAVIDSON )

I, ______(the individual attesting below), being duly authorized by and on behalf of ______, (hereinafter "Contractor") after first being duly sworn hereby swears or affirms as follows: 1. Contractor understands that E-Verify is the federal E-Verify program operated by the United States Department of Homeland Security and other federal agencies, or any successor or equivalent program used to verify the work authorization of newly hired employees pursuant to federal law in accordance with NCGS §64- 25(5). 2. Contractor understands that employers must use E-Verify. Each employer, after hiring an employee to work in the United States, shall verify the work authorization of the employee through E-Verify in accordance with NCGS §64-26(a). 3. Contractor is a business entity or other organization that transacts business in this State and that (does/does not) employs 25 or more employees in this State. 4. Contractor’s subcontractors must comply with E-Verify, and Contractor will ensure compliance with E- Verify by any subcontractors subsequently hired by Contractor. This the ___ day of December, 20___. ______Signature of Affiant

Signed and sworn to before me, this the ___ day of December, 20___.

______Notary Public

My commission expires: ______

Section 7 Anti-Lobbying Declaration (Byrd Anti-Lobbying) Certification for Contracts, Grants, Loans and Cooperative Agreements

______[Date] Ladies and Gentlemen: The undersigned certifies, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure From to Report Lobbying”, in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, sub-grants, and contracts under grants, loans, and cooperative agreements) and that all sub-recipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for such failure.

______Applicant, Recipient Company, Exporter, Ancillary Service Provider or Local Cost Provider

______Signature of Authorized Representative

______Name & Title Company Address:

______

R. Section 8 Davis-Bacon Requirements If applicable to this contract, the Contractor agrees to comply with all provisions of the Davis Bacon Act as amended (40 U.S.C. 3141-348).

1. Minimum Wages. (i) All laborers and mechanics employed or working upon the site of the work will be paid unconditionally and not less often than once a week, and without subsequent deduction or rebate on any account (except such payroll deductions as are permitted by the Secretary of Labor under the Copeland Act (29 CFR Part 3)), the full amount of wages and bona fide fringe benefits (or cash equivalent thereof) due at time of payment computed at rates not less than those contained in the wage determination of the Secretary of Labor which is attached hereto and made a part hereof, regardless of any contractual relationship which may be alleged to exist between the Contractor and such laborers and mechanics.

Contributions made or costs reasonably anticipated for bona fide fringe benefits under section 1(b)(2) of the Davis-Bacon Act on behalf of laborers or mechanics are considered wages paid to such laborers or mechanics, subject to the provisions of paragraph (1)(iv) of this section; also, regular contributions made or costs incurred for more than a weekly period (but not less often than quarterly) under plans, funds, or programs which cover the particular weekly period, are deemed to be constructively made or incurred during such weekly period.

Such laborers and mechanics shall be paid the appropriate wage rate and fringe benefits on the wage determination for the classification of work actually performed, without regard to skill, except as provided in 29 CFR Part 5.5(a)(4). Laborers or mechanics performing work in more than one classification may be compensated at the rate specified for each classification for the time actually worked therein: Provided that the employer’s payroll records accurately set forth the time spent in each classification in which work is performed. The wage determination (including any additional classification and wage rates conformed under (1)(ii) of this section) and the Davis-Bacon poster (WH-1321) shall be posted at all times by the Contractor and its sub-contractors at the site of the work in a prominent and accessible place where it can easily be seen by the workers.

(ii)(A) The contracting officer shall require that any class of laborers or mechanics, including helpers, which is not listed in the wage determination and which is to be employed under the contract shall be classified in conformance with the wage determination. The contracting officer shall approve an additional classification and wage rate and fringe benefits therefore only when the following criteria have been met:

(1) The work to be performed by the classification requested is not performed by a classification in the wage determination;

(2) The classification is utilized in the area by the construction industry; and

(3) The proposed wage rate, including any bona fide fringe benefits, bears a reasonable relationship to the wage rates contained in the wage determination.

(B) If the Contractor and the laborers and mechanics to be employed in the classification (if known), or their representatives, and the contracting officer agree on the classification and wage rate (including the amount designated for fringe benefits where appropriate), a report of the action taken shall be sent by the contracting officer to the Administrator of the Wage and Hour Division, Employment Standards Administration, U.S. Department of Labor, Washington, DC 20210. The Administrator, or an authorized representative, will approve, modify, or disapprove every additional classification action within 30 days of receipt and so advise the contracting officer or will notify the contracting officer within the 30-day period that additional time is necessary.

(C) In the event the Contractor, the laborers, or mechanics to be employed in the classification, or their representatives, and the contracting officer do not agree on the proposed classification and wage rate (including the amount designated for fringe benefits where appropriate), the contracting officer shall refer the questions, including the views of all interested parties and the recommendation of the contracting officer, to the Administrator for determination. The Administrator, or an authorized 26

representative, will issue a determination within 30 days of receipt and so advise the contracting officer or will notify the contracting officer within the 30-day period that additional time is necessary.

(D) The wage rate (including fringe benefits where appropriate) determined pursuant to subparagraphs (1)(ii) (B) or (C) of this paragraph, shall be paid to all workers performing work in the classification under this contract from the first day on which work is performed in the classification. (iii) Whenever the minimum wage rate prescribed in the contract for a class of laborers or mechanics includes a fringe benefit which is not expressed as an hourly rate, the Contractor shall either pay the benefit as stated in the wage determination or shall pay another bona fide fringe benefit or an hourly cash equivalent thereof.

(iv) If the Contractor does not make payments to a trustee or other third person, the Contractor may consider as part of the wages of any laborer or mechanic the amount of any costs reasonably anticipated in providing bona fide fringe benefits under a plan or program: Provided that the Secretary of Labor has found, upon the written request of the Contractor, that the applicable standards of the Davis-Bacon Act have been met. The Secretary of Labor may require the Contractor to set aside assets, in a separate account, for the meeting of obligations under the plan or program.

2. Withholding.

The County shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld from the Contractor under this contract or any other Federal contract with the same prime Contractor, or any other federally-assisted contract subject to Davis-Bacon prevailing wage requirements, which is held by the same prime Contractor, so much of the accrued payments or advances as may be considered necessary to pay laborers and mechanics, including apprentices, trainees, and helpers, employed by the Contractor or any sub-contractor the full amount of wages required by the contract. In the event of failure to pay any laborer or mechanic, including any apprentice, trainee, or helper, employed or working on the site of work, all or part of the wages required by the contract, the Sponsor may, after written notice to the Contractor, Sponsor, Applicant, or Owner, take such action as may be necessary to cause the suspension of any further payment, advance, or guarantee of funds until such violations have ceased.

3. Payrolls and Basic Records.

(i) Payrolls and basic records relating thereto shall be maintained by the Contractor during the course of the work and preserved for a period of three years thereafter for all laborers and mechanics working at the site of the work. Such records shall contain the name, address, and social security number of each such worker; his or her correct classification; hourly rates of wages paid (including rates of contributions or costs anticipated for bona fide fringe benefits or cash equivalents thereof of the types described in 1(b)(2)(B) of the Davis-Bacon Act); daily and weekly number of hours worked; deductions made; and actual wages paid. Whenever the Secretary of Labor has found under 29 CFR 5.5(a)(1)(iv) that the wages of any laborer or mechanic include the amount of any costs reasonably anticipated in providing benefits under a plan or program described in section 1(b)(2)(B) of the Davis-Bacon Act, the Contractor shall maintain records that show that the commitment to provide such benefits is enforceable, that the plan or program is financially responsible, and that the plan or program has been communicated in writing to the laborers or mechanics affected, and that show the costs anticipated or the actual costs incurred in providing such benefits. Contractors employing apprentices or trainees under approved programs shall maintain written evidence of the registration of apprenticeship programs and certification of trainee programs, the registration of the apprentices and trainees, and the ratios and wage rates prescribed in the applicable programs.

(ii)(A) The Contractor shall submit weekly for each week in which any contract work is performed a copy of all payrolls to the Sponsor if the agency is a party to the contract, but if the agency is not such a party, the Contractor will submit the payrolls to the applicant, Sponsor, or Owner, as the case may be, for transmission to the Sponsor. The payrolls submitted shall set out accurately and completely all of the information required to be maintained under 29 CFR 5.5(a)(3)(i), except that full social security numbers and home addresses shall not be included on weekly transmittals. Instead the payrolls shall only need to include an individually identifying number for each employee (e.g. the last four digits of the employee’s social security number). The required weekly payroll information may be submitted in any form desired. Optional Form WH–347 is available for this purpose from the Wage and Hour Division Web site at www.dol.gov/whd/forms/wh347instr.htm or its successor site. The prime Contractor is responsible for the submission of copies of payrolls by all sub-contractors. 27

Contractors and sub-contractors shall maintain the full social security number and current address of each covered worker and shall provide them upon request to the Sponsor if the agency is a party to the contract, but if the agency is not such a party, the Contractor will submit them to the applicant, sponsor, or Owner, as the case may be, for transmission to the Sponsor, the Contractor, or the Wage and Hour Division of the Department of Labor for purposes of an investigation or audit of compliance with prevailing wage requirements. It is not a violation of this section for a prime Contractor to require a sub-contractor to provide addresses and social security numbers to the prime Contractor for its own records, without weekly submission to the sponsoring government agency (or the applicant, Sponsor, or Owner).

(B) Each payroll submitted shall be accompanied by a "Statement of Compliance," signed by the Contractor or subcontractor or his or her agent who pays or supervises the payment of the persons employed under the contract and shall certify the following:

(1) The payroll for the payroll period contains the information required to be provided under 29 CFR § 5.5(a)(3)(ii), the appropriate information is being maintained under 29 CFR § 5.5 (a)(3)(i), and that such information is correct and complete;

(2) Each laborer and mechanic (including each helper, apprentice, and trainee) employed on the contract during the payroll period has been paid the full weekly wages earned, without rebate, either directly or indirectly, and that no deductions have been made either directly or indirectly from the full wages earned, other than permissible deductions as set forth in Regulations 29 CFR Part 3;

(3) Each laborer or mechanic has been paid not less than the applicable wage rates and fringe benefits or cash equivalents for the classification of work performed, as specified in the applicable wage determination incorporated into the contract.

(C) The weekly submission of a properly executed certification set forth on the reverse side of Optional Form WH-347 shall satisfy the requirement for submission of the “Statement of Compliance” required by paragraph (3)(ii)(B) of this section.

(D) The falsification of any of the above certifications may subject the Contractor or sub-contractor to civil or criminal prosecution under Section 1001 of Title 18 and Section 231 of Title 31 of the United States Code.

(iii) The Contractor or subcontractor shall make the records required under paragraph (3)(i) of this section available for inspection, copying, or transcription by authorized representatives of the sponsor, the Sponsor, or the Department of Labor and shall permit such representatives to interview employees during working hours on the job. If the Contractor or subcontractor fails to submit the required records or to make them available, the Federal agency may, after written notice to the Contractor, Sponsor, applicant, or Owner, take such action as may be necessary to cause the suspension of any further payment, advance, or guarantee of funds. Furthermore, failure to submit the required records upon request or to make such records available may be grounds for debarment action pursuant to 29 CFR 5.12.

4. Apprentices and Trainees.

(i) Apprentices. Apprentices will be permitted to work at less than the predetermined rate for the work they performed when they are employed pursuant to and individually registered in a bona fide apprenticeship program registered with the U.S. Department of Labor, Employment and Training Administration, Bureau of Apprenticeship and Training, or with a State Apprenticeship Agency recognized by the Bureau, or if a person is employed in his or her first 90 days of probationary employment as an apprentice in such an apprenticeship program, who is not individually registered in the program, but who has been certified by the Bureau of Apprenticeship and Training or a State Apprenticeship Agency (where appropriate) to be eligible for probationary employment as an apprentice. The allowable ratio of apprentices to journeymen on the job site in any craft classification shall not be greater than the ratio permitted to the Contractor to the entire work force under the registered program. Any worker listed on a payroll at an apprentice wage rate, who is not registered or otherwise employed as stated above, shall be paid not less than the applicable wage rate on the wage determination for the classification of work actually performed. In addition, any apprentice performing work on the job site in excess of the ratio permitted under the registered program shall be paid not less than the applicable wage rate on the wage determination for the work actually 28

performed. Where a Contractor is performing construction on a project in a locality other than that in which its program is registered, the ratios and wage rates (expressed in percentages of the journeyman’s hourly rate) specified in the Contractor’s or sub-Contractor’s registered program shall be observed. Every apprentice must be paid at not less than the rate specified in the registered program for the apprentice’s level of progress, expressed as a percentage of the journeymen hourly rate specified in the applicable wage determination. Apprentices shall be paid fringe benefits in accordance with the provisions of the apprenticeship program. If the apprenticeship program does not specify fringe benefits, apprentices must be paid the full amount of fringe benefits listed on the wage determination for the applicable classification. If the Administrator determines that a different practice prevails for the applicable apprentice classification, fringes shall be paid in accordance with that determination. In the event the Bureau of Apprenticeship and Training, or a State Apprenticeship Agency recognized by the Bureau, withdraws approval of an apprenticeship program, the Contractor will no longer be permitted to utilize apprentices at less than the applicable predetermined rate for the work performed until an acceptable program is approved. (ii) Trainees. Except as provided in 29 CFR 5.16, trainees will not be permitted to work at less than the predetermined rate for the work performed unless they are employed pursuant to and individually registered in a program which has received prior approval, evidenced by formal certification by the U.S. Department of Labor, Employment and Training Administration. The ratio of trainees to journeymen on the job site shall not be greater than permitted under the plan approved by the Employment and Training Administration. Every trainee must be paid at not less than the rate specified in the approved program for the trainee’s level of progress, expressed as a percentage of the journeyman hourly rate specified in the applicable wage determination. Trainees shall be paid fringe benefits in accordance with the provisions of the trainee program. If the trainee program does not mention fringe benefits, trainees shall be paid the full amount of fringe benefits listed on the wage determination unless the Administrator of the Wage and Hour Division determines that there is an apprenticeship program associated with the corresponding journeyman wage rate on the wage determination that provides for less than full fringe benefits for apprentices. Any employee listed on the payroll at a trainee rate that is not registered and participating in a training plan approved by the Employment and Training Administration shall be paid not less than the applicable wage rate on the wage determination for the classification of work actually performed. In addition, any trainee performing work on the job site in excess of the ratio permitted under the registered program shall be paid not less than the applicable wage rate on the wage determination for the work actually performed. In the event the Employment and Training Administration withdraws approval of a training program, the Contractor will no longer be permitted to utilize trainees at less than the applicable predetermined rate for the work performed until an acceptable program is approved.

(iii) Equal Employment Opportunity. The utilization of apprentices, trainees, and journeymen under this part shall be in conformity with the equal employment opportunity requirements of Executive Order 11246, as amended, and 29 CFR Part 30.

Section 9 S. Uniform Guidance Conflict of Interst Policy For County of Davidson, North Carolina I. Purpose The purpose of this policy is to establish conflicts of interest guidelines that meet or exceed the requirements under state law and local policy when procuring goods (apparatus, supplies, materials, and equipment), services, and construction or repair projects paid for in part or whole by federal funds and required under 2 C.F.R. § 200.318(c)(1). II. Policy This policy applies when procuring goods (apparatus, supplies, materials, and equipment), services, and construction or repair projects funded in part or whole with federal financial assistance (direct or reimbursed). This policy also applies to any sub-recipient of the funds. The employee responsible for managing the federal financial assistance award shall review the notice of award to identify any additional conflicts of interest prohibitions or requirements associated with the award, and shall notify all employees, officers, and agents, including sub-recipients, of the requirements of this policy and any additional prohibitions or requirements. Conflicts of Interest. In addition to the prohibition against self-benefiting from a public contract under G.S. 14-234, no officer, employee, or agent of the County of Davidson, North Carolina may participate directly or indirectly in the selection, award, or administration of a contract supported by a federal award if he or she has a real or apparent conflict of interest. A real or apparent conflict exists when any of the following parties has a financial or other interest in or receives a tangible personal benefit from a firm considered for award of a contract: 1. the employee, officer, or agent involved in the selection, award, or administration of a contract; 2. any member of his or her immediate family; 3. his or her partner; or 4. an organization which employs or is about to employ any of these parties. Any officer, employee, or agent with an actual, apparent, or potential conflict of interest as defined in this policy shall report the conflict to his or her immediate supervisor. Any such conflict shall be disclosed in writing to the federal award agency or pass-through entity in accordance with applicable Federal awarding agency policy. Gifts. In addition to the prohibition against accepting gifts and favors from vendors and contractors under G.S. 133-32, officers, employees, and agents of the County of Davidson, North Carolina are prohibited from accepting or soliciting gifts, gratuities, favors, or anything of monetary value from contractors, suppliers, or parties to subcontracts. Items of nominal value valued at less than $5.00 which fall into one of the following categories may be accepted: 1. promotional items; 2. honorariums for participation in meetings; or 3. meals furnished at banquets.

Any officer, employee or agent who knowingly accepts an item of nominal value allowed under this policy shall report the item to his or her immediate supervisor. III. Violation Employees violating this policy will be subject to discipline up to and including termination. Contractors violating this policy will result in termination of the contract and may not be eligible for future contract awards.

Section 10

County’s M/WBE Required Outreach

• Put M/WBE on bidders list • Actively solicit M/WBE firms • Where possible, divide projects in to smaller contracts to encourage M/WBE participation • Post bid to SBA, US Dept. Commerce Minority Development Agency, & other agencies • Require prime contractors to comply with the above steps & Affidavit A Good Faith Efforts

Section 11 Davidson County Tax Department

No Overdue Tax Debts Statement Davidson County Tax Department

Certification Statement We certify that the Company or Individual named below does not have any overdue tax debts, as defined by N.C.G.S. 105-243.1, at the federal, State, or local level. We further understand that any person who makes a false statement in violation of N.C.G.S. 143C-6-23(c) is punishable as provided by N.C.G.S. 143-34(b). All Contractors located or owning property in Davidson County shall assure that all real and personal property taxes are paid. The County will verify payment of all real and personal property taxes by the Contractor prior to the award of any Contract or Contract renewal.

Certification and Signatures We confirm that the foregoing certification is true, accurate, and complete to the best of our knowledge.

Company or Individual Name

Address

Telephone Number

Printed name of Purchasing Agent Printed name & title of local government or institutional authorizing official

Signature of Purchasing Agent Signature of above official

Section 12 Buy American Provision Section CFR 635.410 Buy America Requirement, requires all iron, steel and manufactured goods purchased for the incorporated into projects wholly or partially funded by federal funds to have been made in the United States, except where this would be inconsistent with U.S. obligations under international agreements.

§ 635.410 Buy America requirements. (a) The provisions of this section shall prevail and be given precedence over any requirements of this subpart which are contrary to this section. However, nothing in this section shall be construed to be contrary to the requirements of § 635.409(a) of this subpart.

______Company Name

______Printed Name

______Signature Date

Proposal Page

Chassis:

______Model

______Make

Cost:

Chassis: $______

Box: $______

Delivery: $______

Total: $______

Ancillary Items:

Means of internet connectivity? ______$______

Only one (1) will be chosen- ¼ Wrap Graphics Package $______

½ Wrap Graphics Package $______

Full Wrap Graphics Package $______

Vents per unit cost: $______

Skylights per unit cost: $______

HVAC Roof Mounted: (1) $______each or (2) $______each