REQUEST FOR QUOTE - THIS IS NOT AN ORDER

Please complete and return this form with your quotation

Arlington County Government
Arlington Economic Development
1100 N. Glebe Road, Suite 1500
Arlington, Virginia 22201

DATE: March 15, 2022 RESPOND BY: 5:00 p.m. on April 5, 2022

Quote # QQ 241261 for • All responses must be received in eVA by 5:00 p.m. on April 5, 2022
to be considered.
• The County will not accept proposals submitted in person
“Creative Design Services” (hardcopy), by fax or email.
• Quotes received shall be valid for 120 days
• Questions must be sent to [email protected] on or before
5:00 p.m. on March 25, 2022.
• All responses shall be issued as an addendum to this RFQ.
• Where the terms and provisions of this Quick Quote vary from the
terms and provisions of other Contract Documents, the terms and
provisions of this Quick Quote will prevail over the other Contract
Documents, and the remaining Contract Documents will be
complementary to each other. If there are any conflicts, the most
stringent terms or provisions will prevail.
No. of pages including coversheet: 59
Includes:
Insurance Requirements – Attachment A
Purchase Order Terms & Conditions – Attachment B
Arlington County eVA QQ Terms & Conditions – Attachment C
Business License Certification Form – Attachment D
Contractor COVID-19 Vaccination Certification – Exhibit E
Contractor COVID-19 Vaccination Quarterly Compliance Certification –
Exhibit F
 FROM: Kylene King, Program Coordinator DELIVERY IS F.O.B. DESTINATION UNLESS OTHERWISE
E-MAIL ADDRESS: [email protected] STATED BELOW

BACKGROUND
The Arlington Convention and Visitors Service (ACVS), a division within the Arlington Economic Development
(AED) department of the Arlington County, Virginia government (County), is the official destination marketing
organization (DMO) for the County. ACVS promotes the County through a variety of owned, earned and paid
communication channels as the ideal combination of convenience and value for visitors to the Washington, D.C.
region. Before the COVID-19 pandemic, Arlington annually welcomed 7 million visitors that spent nearly $3.6
billion, making it the #1 county in Virginia for tourism economic impact from 2009 through 2019. A vibrant urban
destination, the County has 38 hotels with more than 9,500 rooms and nearly 300,000 square feet of meeting
space. It is also home to iconic sights including Arlington National Cemetery and the National 9/11 Pentagon
Memorial; more than 400 restaurants; major shopping venues and a wide array of local retailers; renowned arts
venues; and much more.
During the August 2021 Virginia General Assembly Special Session, the Virginia Tourism Corporation (VTC) was
appropriated $50 million in American Rescue Plan Act (ARPA) Tourism Recovery Program funds to revitalize the
Commonwealth’s tourism industry in the wake of COVID-19’s devastating impact. The majority of these funds
were directed to the 133 Virginia counties and independent cities for tourism marketing and product
development via their official DMOs. These funds are to be used by June 30, 2024, for supporting/creating new
products and/or activities that touch the visitor and have a direct impact on the hospitality industry’s bottom
line by generating revenues from overnight visitation and visitor spending. Arlington County will focus grant
resources on VTC’s five designated activity categories: Paid Media, Public Relations, Marketing Production, Sales,
and Tourism Product Development.

OBJECTIVE
The intent of this solicitation and resulting agreement is to obtain Creative Services for the ACVS team at AED.
The selected firm will work with ACVS staff on key destination marketing and sales initiatives to drive Arlington
hospitality industry recovery through June 30, 2024, including: a StayArlington Brand & Messaging Refresh;
Creative/Campaign Plans & Implementation; a Digital Asset Plan for photography and video; and ongoing
Content Development. For the purpose of this solicitation, Creative Services specifically include: a StayArlington
branding assessment, recommendations and refinement; messaging/positioning assessment, recommendations
and refinement; tourism marketing campaign creation (seasonal, year-round and special event); content
planning and publishing (digital and print); artistic direction; graphic design; copywriting; and miscellaneous
related activities.
Services provided under this solicitation will support but NOT INCLUDE the following activities, which are
procured separately: Market Research; Website Development/Updates; Public Relations; Media Strategy,
Management & Implementation; Paid Media (including Advertising and Brand Partnerships); and Photography
and Video Production.
ACVS anticipates entering into a contract for up to five (5) years with the successful Offeror as follows:
 • One (1) initial twelve-month term from the date of award of Quick Quote and receipt of Purchase Order
(PO) (“Initial Contract Term”)
• Upon satisfactory performance by the Contractor, the County may, through issuance of a PO, authorize
continuation of the Agreement under the same contract prices for not more than four (4) additional 12-
month periods.

COVID-19 VACCINATION POLICY FOR CONTRACTORS

Due to the COVID-19 pandemic, the County has taken various steps to protect the welfare, health, safety and
comfort of the workforce and public at large. As part of these steps, the County has implemented various
requirements with respect to health and safety including policies with respect to social distancing, the use of
face-coverings and vaccine mandates. All County Contractors, entering County-owned, controlled, or leased
facilities or facilities operated by a contractor if the services provided at that location are exclusive to Arlington
County Government or contractors with public facing responsibilities must adopt these policies for
implementation with their employees and subcontractors working on County contracts.

Contractors are required to obtain and maintain the COVID-19 vaccine status of employees or subcontractors,
require any unvaccinated or not fully vaccinated employees to follow a weekly testing protocol established by
the Contractor to submit to weekly testing, and provide any accommodations as required by law. Contractor
should submit the certification of compliance to the Purchasing Agent at the time of contract execution and
within five working days of the end of each quarter (see Exhibits E & F). In addition, all Contractor and
subcontractor employees subject to the requirements of this section must also comply with the County COVID-
19 masking and social distancing protocols, as signed at each County location.

It is recognized that the COVID-19 pandemic is an ongoing health crisis. As such, requirements with respect to
health and safety, including vaccines and face-coverings may change over time. Contractors are expected to
adhere to the County requirements as they evolve in response to the crisis.

For questions, the Contractor may email [email protected].

DELIVERABLES:
The successful Offeror shall do the following:

• Review, assess and refine the existing StayArlington brand and messaging to incorporate new themes
that are highly relevant to Arlington’s key tourism audiences in a post-COVID-19 world. Update
StayArlington Brand Guidelines accordingly.
o Primary audiences are 1) domestic leisure and business travelers; 2) meeting, group and event
planners; 3) domestic tour operators and travel trade; and 4) media.
• Develop and present a minimum of three (3) creative concepts for an overarching StayArlington
marketing campaign that can be customized for key audiences; easily modified for annual, seasonal or
special event uses; fully integrated across multiple communication channels and devices; and
successfully drive awareness, consideration and conversion of Arlington audiences for local hotel stays.
 • Work with ACVS staff and designated Media Management vendor to execute campaign deliverables
according to an approved Paid Media Plan; refine campaigns throughout contract period based on
results.
• Develop a long-term Digital Asset Plan for photography and video that identifies and prioritizes
photography and videography needs and includes a continuous schedule for photo and video shoots to
highlight Arlington’s unique and diverse people, neighborhoods, stories, businesses and more.
• Write, design and produce a sales profile-sheet template that can be customized for different audiences
and trade events.
• Develop and present a minimum of three (3) e-newsletter template concepts for leisure, meetings and
hospitality community audiences. Based on selected concept, design and code three e-newsletter
templates.
• Based on updated StayArlington Brand Guidelines, design three pop-up tradeshow displays of varying
sizes to-be-determined.
• Based on updated StayArlington Brand Guidelines, design an online presentation template.
• Based on updated StayArlington Brand Guidelines, design a wrap for Arlington’s Mobile Visitors Center
van.
• Write, design and/or produce other sales and marketing content or collateral as needed.
• Provide Account Management services including weekly email communications with the ACVS project
manager; monthly virtual or in-person meetings with the ACVS team; and a monthly update of projects.
• Provide additional and optional services at agreed-upon hourly rates specified for Offeror’s assigned
team members.

MINIMUM QUALIFICATIONS FOR QUOTE SUBMISSION

• Experience providing Creative Services for a minimum of five (5) DMOs within the last (10) ten years
that focused on inspiring overnight leisure visitation and spending at local businesses.
• Experience providing Creative Services for a minimum of five (5) DMOs within the last (10) ten years
that focused on inspiring overnight meeting/group and/or business visitation and spending at local
businesses.
• Experience providing Branding Services for a minimum of five (5) DMOs within the last (10) ten years.
• Dedicated project team with specialized expertise to execute deliverables. Offeror shall provide bios for
the primary team that will be responsible for executing program activities.

QUOTE INSTRUCTIONS AND REQUIRED SUBMITTED ITEMS

To be considered, the following items must be submitted by the date, time and manner indicated in this Request
for Quote:

• Quotation Form

Offerors must submit a cost for all items in Section I: Creative Services, on the Quotation Form, to be
considered responsive in addition to meeting all requirements set forth in the Request for Quote. Costs
entered on the Quotation Form shall be inclusive of all costs. If this section is left blank, the Offeror shall be
considered non-responsive.
Offerors shall also submit:
1. Two (2) examples or case studies of integrated marketing campaigns for DMOs within the last (10) ten
years that were executed across multiple media (website, digital, print, television, radio, social media
and/or out-of-home) for the purpose of attracting leisure visitors. At a minimum, please provide the
following:
a. Creative executions for various media
b. Performance metrics (for example impressions/clicks, uniques reached, searches, bookings,
revenue, and/or other measures)
2. Two (2) examples or case studies of integrated marketing campaigns for DMOs within the last (10) ten
years that were executed across multiple media (website, digital, print, television, radio, social media
and/or out-of-home) for the purpose of attracting meeting/group, and/or business visitors. At a
minimum, please provide the following:
a. Creative executions for various media
b. Performance metrics (for example impressions/clicks, uniques reached, searches, bookings,
revenue, and/or other measures)
3. Two (2) examples or case studies of branding services for DMOs within the last (10) ten years. At a
minimum, please provide the following:
a. Creative executions for various marketing or sales collateral (profile sheets, tradeshow displays,
PowerPoint Templates, eNewsletter Templates, vehicle wraps, etc.)
4. Three (3) references for Creative Services projects undertaken for DMO clients within the last five (5)
years. At a minimum, please provide the following information:
a. Destination marketing organization name.
b. Point-of-contact name and contact information, including telephone number and email address.
c. Description of services provided.
d. The dollar value of the contract, if permissible.
e. The dates of the contract or project.
5. Experience and Qualifications of the Project Team: The Offeror shall provide a resume with detailed
information on the experience and qualifications of all personnel that are expected to make the most
significant contribution to the Contract. Each resume shall include a minimum of three (3) relevant
projects with the past five (5) years. The projects must show the applicable skills, education, and
experience along with appropriate requirements for the work described above.

Note: If any of the above requested documents are not submitted with the Quote, the Offeror shall be
considered non-responsive.
EVALUATION AND METHOD OF AWARD

The County will evaluate proposal submissions that meet the above stated requirements using the
following criteria:

Evaluation Criteria Points

Demonstrated experience providing Creative Services for 30
destination marketing organizations (DMOs) within the
last (10) ten years that focus on attracting leisure
visitation

Demonstrated experience providing Creative Services for 30

destination marketing organizations (DMOs) within the
last (10) ten years that focus on attracting meeting/group
and/or business visitation
Demonstrated experience providing Branding Services 20
for destination marketing organizations (DMOs) within
the last (10) ten years
Experience and Qualifications of the Project Team 10

Cost Proposal 10

Total 100

The County will make the award for this Quick Quote to the Offeror who receives the highest evaluation based
upon the requirements specified.
Note: The County will review and evaluate all written proposals based on the criteria identified in this solicitation.
Subsequent evaluation, such as to select firms for negotiation, may include, but are not limited to, review of more
detailed quotes and/or oral presentations. Any subsequent evaluations will be based on the same criteria. The
County also reserves the right to negotiate to obtain an acceptable price. Negotiations may involve discussions
of reduction of quantity, quality, or other cost saving mechanisms. The final negotiated contract shall be subject
to final approval of the County, in its sole discretion.
 ARLINGTON COUNTY, VIRGINIA
Quick Quote NO. QQ 241261
QUOTATION FORM
TO:

FULL LEGAL NAME (PRINT) FEDERAL TAXPAYER NUMBER DELIVERY DATE

(Company name as it appears with your (ID#)
Federal Taxpayer Number)

BUSINESS NAME/DBA NAME/TA NAME FEDERAL TAXPAYER NUMBER PAYMENT TERMS

(If different than the Full Legal Name) (If different than ID# above)
Net 45

BILLING NAME FEDERAL TAXPAYER NUMBER

(Company name as it appears on your (If different than ID# above)
invoice)

PURCHASE ORDER ADDRESS PAYMENT ADDRESS

CONTACT NAME/TITLE (PRINT) SIGNATURE (IN INK) DATE

E-MAIL ADDRESS TELEPHONE TOLL FREE TELEPHONE NUMBER FAX NUMBER

NUMBER

The attention of each Bidder/Offeror is directed to Virginia Code Section 2.2-4311.2 (effective July 1, 2010) which requires
a bidder or offeror organized or authorized to transact business in the Commonwealth of Virginia pursuant to Title 13.1 or
Title 50 of the Code of Virginia, as amended, or as otherwise required by law, shall include in its bid or proposal the
Identification Number issued to such bidder or offeror by the Virginia State Corporation Commission (SCC). Furthermore,
any bidder or offeror that is not required to be authorized to transact business in the Commonwealth of Virginia as a
domestic or foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its bid or
proposal a statement describing why the bidder or offeror is not required to be so authorized. Please complete the
following by checking the appropriate line that applies and providing the requested information:
A._____ Bidder is a Virginia business entity organized and authorized to transact business in Virginia by the SCC and
such bidder’s Identification Number issued to it by the SCC is ________________________.
B._____ Bidder is an out-of-state (foreign) business entity that is authorized to transact business in Virginia by the
SCC and such bidder’s Identification Number issued to it by the SCC is ________________________.
C.______ Bidder does not have an Identification Number issued to it by the SCC and such bidder is not required to
be authorized to transact business in Virginia by the SCC for the following reason(s):
_____________________________________________________________________________
Please attach additional sheets of paper if you need more space to explain why such offeror is not required to be authorized
to transact business in Virginia.
QUOTATION FORM, PAGE 2 OF 7

TRADE SECRETS OR PROPRIETARY INFORMATION:

Trade secrets or proprietary information submitted by an Offeror in connection with a
procurement transaction will not be subject to public disclosure under the Virginia
Freedom of Information Act. Pursuant to Section 4-111 of the Arlington County
Purchasing Resolution, however, an Offeror seeking to protect submitted data or
materials from disclosure must, before or upon submission of the data or materials,
identify the data or materials to be protected and state the reasons why protection is
necessary.

Please mark one:

a. No, the proposal that I have submitted does not contain any trade secrets and/or
proprietary information.

b. Yes, the proposal that I have submitted does contain trade secrets and/or proprietary
information.

If Yes, you must clearly identify below the exact data or materials to be protected and
list all applicable page numbers, sections, and paragraphs, of the proposal that
contain such data or materials:

___________________________________________________________

___________________________________________________________

___________________________________________________________

___________________________________________________________

State the specific reason(s) why protection is necessary and why the identified
information constitutes a trade secret or is proprietary:

___________________________________________________________

___________________________________________________________

___________________________________________________________

___________________________________________________________

If you fail above to identify the data or materials to be protected or to state the
reason(s) why protection is necessary, you will not have invoked the protection of
Section 4-111 of the Purchasing Resolution. Accordingly, upon the award of a
contract, the proposal will be open for public inspection consistent with applicable
law.
QUOTATION FORM, PAGE 3 OF 7

STATEMENT OF QUALIFICATIONS:

Please refer to the MINIMUM QUALIFICATIONS FOR QUOTE SUBMISSION section.

MINIMUM QUALIFICATIONS YES NO

Experience providing Creative Services for a minimum of five (5) DMOs
within the last (10) ten years that focused on inspiring overnight leisure
visitation and spending at local businesses.

Experience providing Creative Services for a minimum of five (5)

destination marketing organizations (DMOs) within the last (10) ten years
that focused on inspiring overnight meeting/group and/or business
visitation and spending at local businesses.

Experience providing Branding Services for a minimum of five (5)

destination marketing organizations (DMOs) within the last (10) ten years.

Dedicated project team with specialized expertise to execute deliverables.

Offeror shall provide bios for the primary team that will be responsible for
executing program activities.
QUOTATION FORM, PAGE 4 OF 7

SECTION I: CREATIVE SERVICES

ADDITIONAL DOCUMENTS CHECKLIST YES NO

Two (2) examples or case studies of integrated marketing campaigns for
destination marketing organizations (DMOs) that were executed across
multiple media (website, digital, print, television, radio, social media
and/or out-of-home) for the purpose of attracting leisure visitors. At a
minimum, please provide the following:
a. Creative executions for various media
b. Performance metrics (for example impressions/clicks, uniques
reached, searches, bookings, revenue, and/or other measures)

Two (2) examples or case studies of integrated marketing campaigns for

destination marketing organizations (DMOs) that were executed across
multiple media (website, digital, print, television, radio, social media
and/or out-of-home) for the purpose of attracting meeting/group and/or
business visitors. At a minimum, please provide the following:
a. Creative executions for various media
b. Performance metrics (for example impressions/clicks, uniques
reached, searches, bookings, revenue, and/or other measures)

Two (2) examples or case studies of branding services for destination

marketing organizations (DMOs) within the last (10) ten years. At a
minimum, please provide the following:
a. Creative executions for various marketing or sales collateral (profile
sheets, tradeshow displays, PowerPoint Templates, eNewsletter
Templates, vehicle wraps, etc.)

Three (3) references Creative Services projects undertaken for DMO

clients within the last five (5) years. At a minimum, please provide the
following information:
a. Destination marketing organization name.
b. Point-of-contact name and contact information, including
telephone number and email address.
c. Description of services provided.
d. The dollar value of the contract, if permissible.
e. The dates of the contract or project.

Experience and Qualifications of the Project Team: Provide bios for the
primary team that will be responsible for executing the program. The
project team shall be more than one person.
QUOTATION FORM, PAGE 5 OF 7

COST PROPOSAL INSTRUCTIONS: The Offeror must submit a cost proposal with the following
information:

1. HOURLY RATES OF PROPOSED PROJECT TEAM

POSITION DESCRIPTION HOURLY RATE(S)

1.
2.
3.
4.
5.
6.
 QUOTATION FORM, PAGE 6 OF 7

2. TOTAL PROPOSED COST INCLUSIVE OF ALL COSTS NECESSARY TO PERFORM

THE WORK: Offerors should enter each position description in the highlighted
blue fields. Then they should enter the number of hours for that position. The
“Total Cost” for each item shall be: (Position #1 x the total hours x Hourly Rate)
+ (Position #2 x the total hours x Hourly Rate) + (Position # ___ x total hours x
Hourly Rate).

TOTAL PROPOSED COST INCLUSIVE OF ALL COSTS NECESSARY TO PERFORM THE WORK
ESTIMATED HOURS BY POSITION TOTAL COST
DESCRIPTION (Note: Please align the position numbers and ($)
descriptions in this chart with the Hourly Rates of
Proposed Project Team chart above)
#1 #2 #3 #4 #5 #6

Review, assess and refine the existing

StayArlington brand and messaging to
incorporate new themes that are highly
relevant to Arlington’s key tourism
audiences in a post-COVID-19 world.
Update StayArlington Brand Guidelines
accordingly.

Develop and present a minimum of

three (3) creative concepts for an
overarching StayArlington marketing
campaign that can be customized for
key audiences; easily modified for
annual, seasonal or special event uses;
fully integrated across multiple
communication channels and devices;
and successfully drive awareness,
consideration and conversion of
Arlington audiences for local hotel
stays.
Work with ACVS staff and designated
Media Management vendor to execute
campaign deliverables according to an
approved Paid Media Plan.

(For the purposes of the estimate – plan

for 6 campaigns with standard banner
sizes, :15 and :30 pre-roll video using
existing b-roll)
Develop a two-year Digital Asset Plan
for photography and video that
identifies and prioritizes photography
and videography needs and includes a
continuous schedule for photo and
video shoots to highlight Arlington’s
unique and diverse people,
neighborhoods, stories, businesses and
more.
Write, design and produce a sales
profile-sheet template that can be
customized for different audiences and
trade events.
Develop and present a minimum of
three (3) e-newsletter template
concepts for leisure, meetings and
hospitality community audiences.
Based on selected concept, design and
code three e-newsletter templates.
Based on updated StayArlington Brand
Guidelines, design three pop-up
tradeshow displays of varying sizes to-
be-determined.
Based on updated StayArlington Brand
Guidelines, design a presentation
template.
Based on updated StayArlington Brand
Guidelines, design a wrap for
Arlington’s Mobile Visitors Center van.
Provide Account Management services
including weekly email
communications with the ACVS project
manager; monthly virtual or in-person
meetings with the ACVS team; and a
monthly update of projects.
$
TOTAL PROPOSED COST
QUOTE FORM, PAGE 7 OF 7
SECTION II: REFERENCES
Bidders shall provide three (3) references from business clients or agencies for similar services
that have been provided by the Offeror within the past five (5) years. The County reserves the
right to evaluate the quality of Contractor’s work through conversations with Contractor’s
references.
REFERENCE 1:
Contact Name:_____________________________________________________
Organization: ______________________________________________________
Phone Number:____________________________________________________
E-mail Address:_____________________________________________________
Project Name/Location:______________________________________________
Contract/Project Dates (from-to):______________________________________
Contract/Project Description (include scope and schedule) :_______________
_________________________________________________________________
Contract Value: ____________________________________________________

REFERENCE 2:
Contact Name:_____________________________________________________
Organization: ______________________________________________________
Phone Number:____________________________________________________
E-mail Address:_____________________________________________________
Project Name/Location:______________________________________________
Contract/Project Dates (from-to):______________________________________
Contract/Project Description (include scope and schedule) :_______________
_________________________________________________________________
Contract Value: ____________________________________________________

REFERENCE 3:
Contact Name:_____________________________________________________
Organization: ______________________________________________________
Phone Number:____________________________________________________
E-mail Address:_____________________________________________________
Project Name/Location:______________________________________________
Contract/Project Dates (from-to):______________________________________
Contract/Project Description (include scope and schedule) :_______________
_________________________________________________________________
Contract Value: ____________________________________________________
 EXHIBIT-E

CONTRACTOR COVID-19 VACCINATION CERTIFICATION

¨ I hereby certify that all _________________________ (Contractor Name) employees and

subcontractors who will be working on Quick Quote No. 241261 are fully vaccinated against
COVID-19, or being tested on a weekly basis, or are exempt pursuant to a valid reasonable
accommodation under state or federal law.

Please do not include any of your employees’ medical documentation, including vaccination
records or test results.

Date: __________________________________________

Signature: ______________________________________

Printed Name: ___________________________________

Title: __________________________________________
 EXHIBIT-F

CONTRACTOR COVID-19 VACCINATION QUARTERLY COMPLIANCE CERTIFICATION

By Email: Please complete the report below and return it to:

[email protected].

I hereby certify that all ____________________________ (Contractor Name) employees

and subcontractors working on Quick Quote No. 241261 are fully vaccinated against COVID-19,
or being tested on a weekly basis, or are exempt pursuant to a valid reasonable
accommodation under state or federal law.

Please do not include any of your employees’ medical documentation, including vaccination
records or test results.

Date: ________________________________________________

Signature: ____________________________________________

Printed Name and Title: _________________________________

Company Name: _______________________________________

Company Address: _____________________________________

 ATTACHMENT A
INSURANCE REQUIREMENTS

Neither the Contractor nor any subcontractor shall commence work under this Contract until the
Contractor has obtained all the insurance policies required under this Section and such insurance
has been approved by ARLINGTON COUNTY GOVERNMENT. All such insurance shall be primary
and noncontributory to any insurance or self-insurance ARLINGTON COUNTY GOVERNMENT may
have.

1. The following minimum insurance requirements apply:

a. Workers' Compensation and Employers' Liability:
The Contractor shall obtain and maintain the following limits:

Workers' Compensation:
Employers' Liability: $500,000 bodily injury by accident each
occurrence
$500,000 bodily injury by disease (policy
limit)
$500,000 bodily injury by disease each
employee
b. Commercial General Liability:
Coverage is to be written on an "occurrence" basis, $1,000,000 combined single
limit coverage with $2,000,000 general aggregate, and such coverage shall
include:
• Personal Injury and Advertising Injury
• Completed Operations
• Contractual Liability
• Independent Contractors
• Products Liability

c. Automobile Liability:
Limits for vehicles owned, non-owned or hired shall not be less
than:
• $1,000,000 Bodily Injury and Property
Damage combined single limit

d. Errors and Omissions or Professional Liability:

• $1,000,000 per occurrence

2. Proof of Insurance Coverage: The policies of insurance shall be purchased from a

reputable insurer licensed to do business in Virginia and maintained for the life of
the Contract by the Contractor. Other insurance requirements include the
following:
a. The Contractor shall furnish Arlington County Government with the
required certificates of insurance showing the insurer, type of
insurance, policy number, policy term, and limits.
 b. The Contractor shall require all subcontractors to maintain during
the term of this Agreement, Commercial General Liability
insurance, Automobile Liability insurance, and Workers'
Compensation, Employers' Liability insurance, or any other
insurance required by the Contract in the same manner and form
as specified for the Contractor. The Contractor shall furnish
subcontractors' evidence of insurance and copies of endorsements
to the County Purchasing Agent immediately upon request by the
County and/or prior to the subcontractor’s performance of work
related to this Contract.
c. The required certificates of insurance shall contain substantially
the following statement: "The insurance covered by this certificate
shall not be canceled or materially altered except after a thirty (30)
day written notice has been received by Arlington County
Government.
d. Additional Insured ‐ Arlington County, and its officers, elected and
appointed officials, employees, and agents shall be named as
additional insureds on all policies, except Workers Compensation,
Auto and Professional Liability. A copy of the Additional Insured
endorsement, or an “Acord” certificate with the additional insured
endorsement box checked for all policies that include an additional
insured endorsement, must be provided by the Contractor to the
County Purchasing Agent prior to the execution of this Contract and
any Contract extension. Failure to provide such documentation
shall result in cancellation of the award or of the Contract.
e. Cancellation - If there is a material change or reduction in or
cancellation of any of the above coverages during the Contract
Term, the Contractor must notify the Purchasing Agent
immediately and must, with no lapse in coverage, obtain
replacement coverage that is consistent with the terms of this
Contract. Not having the required insurance throughout the
Contract Term is grounds for termination of the Contract.
a. Claims-Made Coverage - Any “claims made” policy must remain in
force, or the Contractor must obtain an extended reporting
endorsement, until the applicable statute of limitations for any
claims has expired
b. Contract Identification - All insurance certificates must state this
Contract's number and title
c. Certificate Holder ‐ The Certificate Holder must be identified as:
The County Board of Arlington County, VA
c/o The Purchasing Agent
2100 Clarendon Boulevard, Suite 500
Arlington, VA 22201

The Contractor must disclose to the County the amount of any deductible or self-insurance
component of any of the required policies. With the County’s approval, the Contractor may
satisfy its obligations under this section by self-insurance for all or any part of the insurance
required, provided that the Contractor can demonstrate sufficient financial capacity. In order to
do so, the Contractor must provide the County with its most recent actuarial report and a copy
of its self-insurance resolution.

The County may request additional information to determine if the Contractor has the financial
capacity to meet its obligations under a deductible and may require a lower deductible; that
funds equal to the deductible be placed in escrow; a certificate of self-insurance; collateral; or
another mechanism to guarantee the amount of the deductible and ensure protection for the
County.

The County’s acceptance or approval of any insurance will not relieve the Contractor from any
liability or obligation imposed by the Contract Documents.

The Contractor is responsible for the Work and for all materials, tools, equipment, appliances
and property used in connection with the Work. The Contractor assumes all risks for direct and
indirect damage or injury to the property used or persons employed in connection with the Work
and for of all damage or injury to any person or property, wherever located, resulting from any
action, omission, commission or operation under the Contract or in connection in any way
whatsoever with the Work. The Contractor’s insurance shall be the primary non-contributory
insurance for any work performed under this Contract.

The Contractor is as fully responsible to the County for the acts and omissions of its
subcontractors and of persons employed by them as it is for acts and omissions of persons whom
the Contractor employs directly

OFFEROR’S STATEMENT:
If awarded the Contract, I will comply with all Contract insurance requirements.

BIDDER NAME: ________________________

AUTH. SIGNATURE: _____________________

 ATTACHMENT B
GENERAL TERMS AND CONDITIONS OF PURCHASE ORDER

1. Definition: As used in this Purchase Order, the term "Supplier" shall include all Contractors,
Vendors, Service Providers, and any other party who provides goods or services to County for
remuneration.

2. Hold Harmless: By accepting this Order, the Supplier agrees to hold harmless, defend, and
indemnify the County against all claims, losses, damages, or expenses which may be made against
the County, or which the County may incur arising from the negligent acts or omissions of
Supplier, or its employees or subcontractors, or arising from the infringement of intellectual
property rights resulting from the County's use or purchase of any article named herein and
purchased hereunder. The County is prohibited from indemnifying Supplier and/or any other
third parties.

3. Delivery Failure: Should shipment of any part of this Order or performance of service be
delayed beyond the time specified herein, or if no time is specified, then beyond a reasonable
time; or if any article or service should fail to comply with specifications or scope of services, the
County has the right to purchase such articles or services at the current market price for
immediate delivery or performance, and Supplier shall be liable for any resulting excess in the
cost of same over the price shown herein. At its discretion, the County shall be entitled to offset
such costs by deducting from any monies then due or thereafter accruing to Supplier from the
County.

4. Inspection: Equipment, materials, and/or supplies delivered on this Order shall be subject to
inspection and testing upon receipt and if rejected shall remain the property of the Supplier.

5. No Waiver: The failure of either party to exercise in any respect a right provided for in this
Purchase Order shall not be deemed a subsequent waiver of the same right or any other right.

6. Non exclusivity of Remedies: All remedies available to the County under this Purchase Order
are cumulative, and no such remedy shall be exclusive of any other remedy available to the
County at law or in equity.

7. Business, Professional and Occupational License Requirement: In accepting this Order, the
Supplier agrees to conform to local business license tax liabilities where applicable.

8. Applicable Laws/Forum: This Purchase Order shall be governed in all respects by the laws of
the Commonwealth of Virginia. Any judicial action shall be filed in the Commonwealth of Virginia,
County of Arlington. Contractor expressly waives any objection to venue or jurisdiction of the
Arlington County Circuit Court, Arlington County, Virginia. Contractor expressly consents to
waiver of service of process in an action pending in the Arlington County Circuit Court pursuant
to Virginia Code Section 8.01-286.1.

9. Severability: The phrases, clauses, sentences and paragraphs of this Purchase Order are
severable, and if any phrase, clause, sentence or paragraph of this Purchase Order shall be
declared invalid by a court of competent jurisdiction, such invalidity shall not affect any of the
remaining phrases, clauses, sentences and paragraphs of this Purchase Order.
10. Non-discrimination Notice: Arlington County does not discriminate against faith-based
organizations.

11. Immigration Reform and Control Act of 1986: In accepting this Purchase Order, the Contractor
certifies that it does not and will not during the performance of its duties under this Purchase
Order violate the provisions of the Federal Immigration Reform and Control Act of 1986, which
prohibits employment of illegal aliens.

12. Confidential Information: The Supplier, and its employees, agents, and subcontractors,
hereby agree to hold as confidential all County information obtained as a result of meeting its
obligations under this Purchase Order. Confidential information includes, but is not limited to,
nonpublic personal information, personally identifiable health information, social security
numbers, addresses, dates of birth, other contact information or medical information about a
person, information pertaining to products, operations, systems, customers, prospective
customers, techniques, intentions, processes, plans, expertise and any information entrusted to
any affiliate of the parties. The Supplier shall take reasonable measures to ensure that all of its
employees, agents, and subcontractors are informed of, and abide by, this requirement.

13. In the event of any conflict between the terms of the Purchase Order and the terms of any
executed agreement between the County and the Supplier (“Main Agreement”), the terms of the
Main Agreement shall prevail.