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RFP #26-1342-1403 Drone as First Responder Program
8. Contract Specific Terms and Conditions
8.1. Questions
Questions regarding this Request for Proposals (RFP) must be submitted in writing through the
OpenGov Procurement Question/Answer Tab via the City's e-Procurement portal, on or before,
Friday, August 1, 2025 by 1:00 pm. Please include the section title for each question, if
applicable, in order to ensure that questions asked are responded to correctly. All questions
submitted and answers provided shall be electronically distributed to bidders following this
solicitation on the City's e-Procurement Portal received prior to the date and time as provided for
in this solicitation.
8.2. Pre-Proposal Conference
A pre-proposal conference is scheduled related to this Request for Proposals on Wednesday, July
30, 2025 at 2:00 pm at:
The Pre-Proposal Conference will be held virtually using Microsoft Teams. Please use the link or
use the dial-in number below to join the conference: https://teams.microsoft.com/l/meetup-
join/19%3ameeting_NGFlZjdmZTktYTBkNy00YjkyLWIxOWEtNGQ1NDExNTgxNWM3%40
thread.v2/0?context=%7b%22Tid%22%3a%22d4208ef9-3b0e-41d2-9c98-
d197220fa73a%22%2c%22Oid%22%3a%221ef6cb2f-4d97-4a10-872f-841c07bb429b%22%7d
Dial in by phone +1 434-548-0838, 880679177# United States, Danville Phone conference ID:
880 679 177#
Attendance at the pre-proposal conference is not mandatory in order for a proposal to be
considered for award.
8.3. Contractor Qualifications
Firms shall have the capability in all respects to fully perform the services or provide the goods
specified and have the experience necessary to assure good faith performance of the contract
with a proven record of providing Drone as First Responder Programs for other entities similar in
size or larger than the City of Newport News.
8.4. Method of Award
The City will make a Single Award to the responsible Offeror(s) who has made the best proposal
and determined to be most advantageous to the City by taking into consideration price and the
evaluation criteria identified herein.
8.5. Contract/Agreement
Following award, a contract will be executed between the Contractor and the City. A sample
contract is included in this Request for Proposals. Do not return the sample contract with the
proposal; it is provided for informational purposes only.
8.6. Contract Modifications
Any modifications made to the contract must be approved by the Office of Purchasing in
advance. The City and the Contractor must mutually agree to modify the terms, conditions, scope
or prices/costs contained in the contract before modifications are implemented.
8.7. Contract Period/Renewal
The City intends to establish a multi-year contract with an anticipated initial contract period of
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