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RFP #26-1342-1403 Drone as First Responder Program
7.5. Notices and Communications
Notices and communications related to the contract resulting from this Request for Proposals
shall be in writing and delivered via mail (postage prepaid), commercial courier, or personal
delivery or sent by facsimile or other electronic means (email). All notices related to contract
award, modifications, renewals, and terminations will be handled through the Office of
Purchasing. The Office of Purchasing primarily utilizes email for notices and communications
including but not limited to delivery of Purchase Orders, contract renewals and contract
amendments. The City may also use a web-based service to obtain signatures electronically.
7.6. Availability of Funds
A contract shall be deemed in force only to the extent of appropriations available to each
department for the purchase of such goods and/or services. The City’s extended obligations on
contracts that include funding through successive fiscal periods shall be contingent upon actual
appropriations for the successive periods (additional years).
7.7. Authorization to Transact Business in Virginia
All Offerors organized or authorized to transact business in the Commonwealth pursuant to Title
13.1 or Title 50, as amended, shall provide the identification number issued to it by the State
Corporation Commission. Any Offeror that is not required to be authorized to transact business
in the Commonwealth as a foreign business entity under Title 13.1 or Title 50, as amended, or as
otherwise required by law shall include in the proposal a statement describing why the Offeror is
not required to be so authorized.
Any business entity that enters into a contract with a public body pursuant to this chapter shall
not allow its existence to lapse or its Certificate of Authority or Registration to Transact Business
in the Commonwealth, if so required under Title 13.1 or Title 50, as amended, to be revoked or
cancelled at any time during the term of the contract. The City may void any contract with a
business entity if the business entity fails to remain in compliance with the provisions of this
section. Visit https://www.scc.virginia.gov/ for more information.
7.8. Cooperative Purchase
If authorized by the Offeror, the contract resulting from this Request for Proposals may be
extended to other public bodies, agencies or institutions within the United States to purchase at
the contract prices and terms and conditions. Any public entity that uses the contract shall place
its own order(s) directly with the Contractor(s). The City of Newport News is not a party to such
contracts and is not responsible for placement of orders and payment or discrepancies of the
participating public bodies. It is the Contractor’s responsibility to notify other public bodies of
the availability of contract(s), if desired. Offerors who do not wish to extend the terms,
conditions and prices to other public bodies shall so indicate in the proposal.
7.9. Small, Women-Owned, Minority-Owned, and Service Disabled Veteran-
Owned Business Requirements
The City of Newport News desires to facilitate the establishment, preservation, and strengthening
of small businesses and businesses owned by women, minority individuals, service disabled
veterans, military family-owned businesses and employment services organizations, and to
encourage their participation in the City's procurement activities. The City of Newport News
encourages these firms to compete and encourages non-minority firms to provide for the
participation of small businesses and businesses owned by women and minority individuals and
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