- Text
- Loudoun County, Virginia
INVITATION FOR BID
SHERIFF’S OFFICE:
SHORT BARREL RIFLES
ACCEPTANCE DATE: Prior to 4:00 p.m., November 17, 2026 “Atomic Time”
IFB NUMBER: RFQ 717027
ACCEPTANCE PLACE: Department of Finance and Procurement
Division of Procurement
1 Harrison Street, SE, 1st Floor
Procurement Bids and Proposals Drop Box
Leesburg, Virginia, 20175
PLEASE NOTE:
A. Documents related to this solicitation may be downloaded from the County’s web
site: www.loudoun.gov/procurement.
The terms and conditions contained in this Invitation for Bid and in the County-Contractor
Agreement are not negotiable.
Requests for information related to this Invitation should be directed to:
Katrice Walker
Assistant Purchasing Agent
571-627-6685
(703) 771-5097 (Fax)
E-mail address: katrice.walker@loudoun.gov
This document can be downloaded from our web site: www.loudoun.gov/procurement
Issue Date: October 20, 2026
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY
IN ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS
DIVISION AS SOON AS POSSIBLE
SHERIFF’S OFFICE: SHORT BARREL RIFLES
IFB # RFQ 717027
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INVITATION FOR BID
SHERIFF’S OFFICE:
SHORT BARREL RIFLES
SECTION/TITLE PAGE
1.0 PURPOSE ................................................................................................................ 3
2.0 COMPETITION INTENDED ..................................................................................... 3
3.0 DISCREPANCIES .................................................................................................... 3
4.0 SPECIFICATIONS.................................................................................................... 3
5.0 TERMS AND CONDITIONS ..................................................................................... 4
6.0 INSTRUCTIONS TO BIDDERS .............................................................................. 18
7.0 BID SUBMISSION FORMS .................................................................................... 29
Prepared By: Katrice A. Walker Date: October 21, 2026
Contracting Officer
SHERIFF’S OFFICE: SHORT BARREL RIFLES
IFB # RFQ 717027
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SHERIFF’S OFFICE RIFLES
1.0 PURPOSE
This Invitation for Bid (IFB) is issued by the County of Loudoun, Virginia (County) on
behalf of the Loudoun County Sheriff’s Office (LCSO). The intent of this IFB is to
obtain short barrel rifles.
The County may award multiple contracts as a result of this IFB.
2.0 COMPETITION INTENDED
It is the County's intent that this IFB permits competition. It shall be the Bidder's
responsibility to advise the Purchasing Agent in writing if any language, requirement,
specification, etc., or any combination thereof, inadvertently restricts or limits the
requirements stated in this IFB to a single source. Such notification must be received
by the Purchasing Agent or appointed designee not later than fifteen (15) days prior
to the date set for bids to close.
3.0 DISCREPANCIES
Should a Bidder find discrepancies in the plans and/or specifications or be in doubt as
to the meaning or intent of any part thereof, the Bidder shall request clarification from
the County in writing, not later than ten (10) working days prior to the bid opening. Any
changes to the IFB that result from such a clarification request, will be communicated
through a written addendum and posted on the Procurement home page at
www.loudoun.gov/procurement. Failure to request such a clarification is a waiver of any
claim by the Bidder for additional expenses because its interpretation was different than
the County’s.
4.0 SPECIFICATIONS
The Contractor shall provide short barrel rifles in accordance with the specifications
listed herein. These specifications serve as a reference for desired quality and
features and are not proprietary. The County seeks products that meet or exceed
these requirements.
4.1 Cobalt Kinetics Short Barrel Rifle
Model: CK-Pro 11.9” 5.56
Barrel Length: 11.9 inches
Required Features and Accessories:
• Ambidextrous lower receiver
• Geissele G2S trigger
• Cobalt Scrambler Suppressor (Quick Detach, Titanium)
• CGS Group SCI Six Flash Hider
• Liberty’s Defense Scrambler Suppressor Cover
• Modlite OKW V2 Fuel 18650 Gas Cap
• Unity Tactical Axon SL Link USB-C, 7-inch, black
• Unity Tactical Axon SL Mounting Kit
SHERIFF’S OFFICE: SHORT BARREL RIFLES
IFB # RFQ 717027
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• Arisaka Defense Offset Scout Mount (MLOK)
• Aimpoint Micro T2 optic
• Aimpoint Magnifier 3X-P
• Spuhr QDF-20153K Aimpoint T2 Magnifier Mount (H39mm/1.53 PIC)
• Magpul Industries MBUS Pro Front Sight
• Magpul Industries MBUS Pro Rear Sight
• Ferro Concepts Slingster Padded Sling
• Two Quick Detach sling swivels
• Quick Detach MLOK socket mount
4.2 BG Defense Type-A Short Barrel Rifle
Model: TSRC556115CPSBR-BLK
Barrel Length: 11.5 inches
Required Features and Accessories:
• H3 buffer
• Huxwrx Flow 556k with Flash Hider
• Burn Proof Gear Suppressor Cover (Bomby Proof Heavy)
• Aimpoint Micro T2 optic
• Aimpoint Magnifier 3X-P
• Spuhr QDF-20153K Aimpoint T2 Magnifier Mount (H39mm/1.53 PIC)
• Magpul Industries MBUS Pro Front Sight
• Magpul Industries MBUS Pro Rear Sight
• Wilder Tactical Minimalist Padded Sling with Quick Detach
attachments
• Ground Combat Solutions MLOK Vertical Grip
• Modlite OKW V2 Fuel 18650 Gas Cap
• Unity Tactical Axon SL Link USB-C, 7-inch, black
• Unity Tactical Axon SL Mounting Kit
• Arisaka Defense Offset Scout Mount (MLOK)
• Two Quick Detach sling swivels
• Quick Detach MLOK socket mount
5.0 TERMS AND CONDITIONS
The Contract with the successful Bidder will contain the following Terms and
Conditions. These Terms and Conditions are not negotiable.
5.1 Procedures
The extent and character of the services to be performed by the Contractor shall
be subject to the general control and approval of the Sheriff or his/her authorized
representative(s). The Contractor shall not comply with requests and/or orders
issued by other than the County Buyer or his/her authorized
representative(s) acting within their authority for the County. Any change to the
Contract must be approved in writing by the Division of Procurement and the
Contractor.
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IFB # RFQ 717027
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5.2 Term
The Contract period shall cover the period from December 1 2026, through
November 30, 2027, or an equivalent period depending on the date of Contract
award.
This Contract may be renewed at the expiration of the initial term at the request
of the County. The renewal may be for up to five (5) additional one (1) year
periods. Unless otherwise agreed to by the parties or as may be required by
law, any renewal shall be based on the same terms and conditions as the initial
term with the exception of the price or rates. Initial prices or rates and
subsequent renewal prices or rates are guaranteed for a minimum of twelve
(12) months. Any increase in prices or rates after the initial term or any renewal
term shall not exceed three-percent (3%).
5.3 Quantities
The quantities specified in this Contract are estimated only. They may not
indicate the actual quantity which will be ordered, since such volume will depend
upon requirements which develop during the Contract period.
Quantities shown shall not be construed to represent any amount which the
County shall be obligated to purchase under the Contract or relieve the
Contractor of its obligation to fill all orders placed by the County.
5.4 Delays and Delivery Failures
Time is of the essence. The Contractor must keep the County advised at all
times of status of parties’ agreement. If delay is foreseen, the Contractor shall
give immediate written notice to the Division of Procurement. Should the
Contractor fail to deliver the proper item(s)/service(s) at the time and place(s)
contracted for, or within a reasonable period of time thereafter as agreed to in
writing by the Division of Procurement, or should the Contractor fail to make a
timely replacement of rejected items/services when so required, the County may
purchase items/services of comparable quality and quantity in the open market
to replace the undelivered or rejected items/services. The Contractor shall
reimburse the County for all costs in excess of the Agreement price when
purchases are made in the open market; or, in the event that there is a balance
the County owes to the Contractor from prior transactions, an amount equal to
the additional expense incurred by the County as a result of the Contractor's
nonperformance shall be deducted from the balance as payment.
5.5 Material Safety Data Sheets
By law, the County will not receive any materials, products, or chemicals which
may be hazardous to an employee's health unless accompanied by a Material
Safety Data Sheet (MSDS) when received. This MSDS will be reviewed by the
County, and if approved, the materials, product or chemical can be used. If the
MSDS is rejected, the Contractor must identify a substitute that will meet the
County’s criteria for approval.
5.6 Business, Professional, and Occupational License Requirement
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All firms or individuals located or doing business in Loudoun County are required
to be licensed in accordance with the County's "Business, Professional, and
Occupational Licensing (BPOL) Tax" Ordinance during the initial term of the
Contract or any renewal period.
Wholesale and retail merchants without a business location in Loudoun County
are exempt from this requirement. Questions concerning the BPOL Tax should
be directed to the Office of Commissioner of Revenue, telephone (703)
777-0260.
5.7 Payment of Taxes
All Contractors located or owning property in Loudoun County during the initial
term of the Contract or any renewal period 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.
5.8 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 Commonwealth of
Virginia.
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.
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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:
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.
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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. a. The Contractor agrees to provide insurance issued by
companies admitted within the Commonwealth of
Virginia, with the Best's Key Rating of at least A:VII.
b. European markets including those based in London, and
the domestic surplus lines market that operate on a
non-admitted basis are exempt from this requirement
provided that the Contractor's broker can provide financial
data to establish that a market's policyholder surpluses
are equal to or exceed the surpluses that correspond to
Best's A:VII Rating.
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. Any
request made under this provision will be deemed
confidential and proprietary.
c. Any certificates provided shall indicate the Contract name
and number.
6. The County, its officers and employees shall be Endorsed to the
Contractor's Automobile and General Liability policies as an
"additional insured" 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). A Certificate
of Insurance evidencing the additional insured status must be
presented to the County along with a copy of the Endorsement.
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.
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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.
5.9 Hold Harmless
The Contractor shall indemnify, defend, and hold harmless the County from loss
from all suits, actions, or claims of any kind brought as a consequence of any act
or omission by the Contractor. The Contractor agrees that this clause shall
include claims involving infringement of patent or copyright. For purposes of this
paragraph, “County” and “Contractor” includes their employees, officials, agents,
and representatives. “Contractor” also includes subcontractors and suppliers to
the Contractor. The word “defend” means to provide legal counsel for the County
or to reimburse the County for its attorney’s fees and costs related to the claim.
This section shall survive the Contract. The County is prohibited from
indemnifying Contractor and/or any other third parties. Safety
All Contractors and subcontractors performing services for the County are
required to and shall comply with all Occupational Safety and Health
Administration (OSHA), State and County Safety and Occupational Health
Standards and any other applicable rules and regulations. Also, all Contractors
and subcontractors shall be held responsible for the safety of their employees
and any unsafe acts or conditions that may cause injury or damage to any
persons or property within and around the work site area under this Contract.
5.10 Permits
It shall be the responsibility of the Contractor to comply with County ordinances
by securing any necessary permits. The County will waive any fees involved in
securing County permits.
5.11 Notice of Required Disability Legislation Compliance
The County is required to comply with state and federal disability legislation: The
Rehabilitation Act of 1973 Section 504, The Americans with Disabilities Act
(ADA) for 1990 Title II and The Virginians with Disabilities Act of 1990.
Specifically, Loudoun County, may not, through its contractual and/or financial
arrangements, directly or indirectly avoid compliance with Title II of the
Americans with Disabilities Act, Public Law 101-336, which prohibits
discrimination by public entities on the basis of disability. Subtitle A protects
qualified individuals with disability from discrimination on the basis of disability in
the services, programs, or activities of all state and local governments. It extends
the prohibition of discrimination in federally assisted programs established by the
Rehabilitation Act of 1973 Section 504 to all activities of state and local
governments, including those that do not receive federal financial assistance,
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and incorporates specific prohibitions of discrimination on the basis of disability
in Titles I, III, and V of the Americans with Disabilities Act. The Virginians with
Disabilities Act of 1990 follows the Rehabilitation Act of 1973 Section 504.
5.12 Ethics in Public Contracting
The provisions contained in §§ 2.2-4367 through 2.2-4377 of the Virginia Public
Procurement Act as set forth in the 1950 Code of Virginia, as amended, shall be
applicable to all Contracts solicited or entered into by the County. A copy of
these provisions may be obtained from the Purchasing Agent upon request.
The above-stated provisions supplement, but do not supersede, other provisions
of law including, but not limited to, the Virginia State and Local Government
Conflict of Interests Act (§ 2.2-3100 et seq.), the Virginia Governmental Frauds
Act (§ 18.2-498.1 et seq.) and Articles 2 and 3 of Chapter 10 of Title 18.2. The
provisions apply notwithstanding the fact that the conduct described may not
constitute a violation of the Virginia State and Local Government Conflict of
Interests Act.
5.13 Employment Discrimination by Contractors Prohibited
Every Contract of over $10,000 shall include the following provisions:
A. During the performance of this Contract, the Contractor agrees as
follows:
1. The Contractor will not discriminate against any employee or
applicant for employment because of race, religion, color, sex,
national origin, age, disability, status as a service disabled veteran,
status as a military family, or any other basis prohibited by state
law relating to discrimination in employment, except where there
is a bona fide occupational qualification reasonably necessary to
the normal operation of the Contractor. The Contractor agrees to
post in conspicuous places, available to employees and applicants
for employment, notices setting forth the provisions of this
nondiscrimination clause.
2. The Contractor, in all solicitations or advertisements for employees
placed by or on behalf of the Contractor, shall state that such
Contractor is an equal opportunity employer.
3. Notices, advertisements and solicitations placed in accordance
with federal law, rule or regulation shall be deemed sufficient to
meet this requirement.
B. The Contractor will include the provisions of the foregoing paragraphs, 1,
2, and 3 in every subcontract or purchase order of over $10,000, so that
the provisions will be binding upon each subcontractor or vendor.
5.14 Drug-Free Workplace
Every Contract over $10,000 shall include the following provisions:
During the performance of this Contract, the Contractor agrees to (i) provide a
drug-free workplace for the Contractor’s employees; (ii) post in conspicuous
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places, available to employees and applicants for employment, a statement
notifying employees that the unlawful manufacture, sale, distribution,
dispensation, possession, or use of a controlled substance or marijuana is
prohibited in the Contractor’s workplace and specifying the actions that will be
taken against employees for violations of such prohibition; (iii) state in all
solicitations or advertisements for employees placed by or behalf of the
Contractor that the Contractor maintains a drug-free workplace; and (iv)
include the provisions of the foregoing clauses in every subcontract or
purchase order of over $10,000, so that the provisions will be binding upon
each subcontractor or vendor.
For the purposes of this section, “drug-free workplace” means a site for the
performance of work done in connection with a specific Contract awarded to a
Contractor in accordance with this chapter, the employees of whom are
prohibited from engaging in the unlawful manufacture, sale, distribution,
dispensation, possession, or use of a controlled substance or marijuana during
the performance of the Contract.
5.15 Prohibition of Forced or Indentured Child Labor
Every Contract of over $10,000 shall include the following provisions:
A. During the performance of this Contract, the Contractor certifies and
agrees to: (i) the prohibition in use of forced or indentured child labor in
the performance of the Contract, and (ii) include the provisions of the
foregoing clause in every subcontract or purchase order of over
$10,000, so that the provisions will be binding upon each subcontractor
or vendor.
B. For the purposes of this section, "forced or indentured child labor"
means all work or service (i) exacted from any person younger than 18
years of age under the menace of any penalty for the nonperformance
of such work or service and for which such person does not offer himself
voluntarily or (ii) performed by any person younger than 18 years of age
pursuant to a contract the enforcement of which can be accomplished
by process or penalties.
5.16 Faith-Based Organizations
The County does not discriminate against faith-based organizations.
5.17 Immigration Reform and Control Act of 1986
By entering this Contract, the Contractor certifies that it does not and will not
during the performance of this Contract violate the provisions of the Federal
Immigration Reform and Control Act of 1986, which prohibits employment of
illegal aliens.
5.18 Substitutions
NO substitutions or cancellations are permitted after Agreement award without
written approval by the Division of Procurement. Where specific employees are
proposed by the Contractor for the work, those employees shall perform the work
as long as those employees work for the Contractor, either as employees or
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subcontractors, unless the County agrees to a substitution. Requests for
substitutions will be reviewed by the County and approval may be given by the
County at its sole discretion.
5.19 Condition of Items
All items shall be new, in first class condition, including containers suitable for
shipment and storage, unless otherwise indicated herein or as may be agreed to
by the parties in a written amendment to this Agreement. Oral or written but
unsigned agreements to the contrary will not be recognized.
5.20 Workmanship and Inspection
All work under this Contract shall be performed in a skillful and workmanlike
manner. The Contractor and its employees shall be professional and courteous
at all times. The County reserves the right to require immediate removal of any
Contractor employee from County service it deems unfit for service for any
reason, not contrary to law. This right is non-negotiable and the Contractor
agrees to this condition by accepting this Agreement. Further, the County may,
from time to time, make inspections of the work performed under the Agreement.
Any inspection by the County does not relieve the Contractor of any responsibility
in meeting the Agreement requirements.
5.21 Exemption from Taxes
Pursuant to Va. Code § 58.1-609.1, the County is exempt from Virginia State
Sales or Use Taxes and Federal Excise Tax, therefore the Contractor shall not
charge the County for Virginia State Sales or Use Taxes or Federal Excise Tax
on the finished goods or products provided under the Contract. However, this
exemption does not apply to the Contractor, and the Contractor shall be
responsible for the payment of any sales, use, or excise tax it incurs in
providing the goods required by the Contract, including, but not limited to,
taxes on materials purchased by a Contractor for incorporation in or use on a
construction project. Nothing in this section shall prohibit the Contractor from
including its own sales tax expense in connection with the Contract in its Contract
price.
5.22 Ordering, Invoicing, and Payment
All work requested under this Contract shall be placed on a County issued
Purchase Order. The Contractor shall not accept credit card orders or payments.
Upon delivery and acceptance of the service, the Contractor shall submit an
invoice detailing the appropriate charges.
Invoices shall be submitted to:
County of Loudoun, Virginia
Sheriff’s Office
PO Box 7200
Leesburg, Virginia 20177-7200
Or
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Electronically at: sheriffs_finance@loudoun.gov
Upon receipt of invoice and final inspection and acceptance of the service, the
County will render payment within forty-five (45) days unless any items thereon
are questioned, in which event payment will be withheld pending verification of
the amount claimed and the validity of the claim. The Contractor shall provide
complete cooperation during any such investigation. Unless invoice items are
questioned, the interest shall accrue at the rate of one percent (1%) per month
for any late payments.
Individual Contractors shall provide their social security numbers, and
proprietorships, partnerships, and corporations shall provide their federal
employer identification number on the pricing form.
5.23 Payments to Subcontractors
Within seven (7) days after receipt of amounts paid by the County for work
performed by a subcontractor under this Contract, the Contractor shall either:
A. Pay the subcontractor for the proportionate share of the total payment
received from the County attributable to the work performed by the
subcontractor under this Contract; or
B. Notify the County and subcontractor, in writing, of his intention to withhold
all or a part of the subcontractor's payment and the reason for non-
payment.
The Contractor shall pay interest to the subcontractor on all amounts owed that
remain unpaid beyond the seven (7) day period except for amounts withheld as
allowed in item B. above.
Unless otherwise provided under the terms of this Contract, interest shall accrue
at the rate of one percent (1%) per month.
The Contractor shall include in each of its subcontracts a provision requiring each
subcontractor to include or otherwise be subject to the same payment and
interest requirements as set forth above with respect to each lower-tier
subcontractor.
The Contractor's obligation to pay an interest charge to a subcontractor pursuant
to this provision may not be construed to be an obligation of the County.
5.24 Assignment
The Agreement may not be assigned in whole or in part without the prior written
consent of the Division of Procurement. The rights and obligations of the
Contractor are personal and may be performed only by the Contractor. Any
purported assignment that does not comply with this provision is void. This
Agreement is binding upon and inures to the benefit of the parties and their
respective permitted successors and assigns
5.25 Termination
Subject to the provisions below, this Contract may be terminated by the County
upon thirty (30) days advance written notice to the Contractor; but if any work
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or service hereunder is in progress, but not completed as of the date of
termination, then the Contract may be extended upon written approval of the
County until said work or services are completed and accepted.
A. Termination for Convenience
The County may terminate this Contract for convenience at any time in
which the case the parties shall negotiate reasonable termination costs.
B. Termination for Cause
In the event of Termination for Cause, the thirty (30) days advance notice
is waived and the Contractor shall not be entitled to termination costs.
C. Termination Due to Unavailability of Funds in Succeeding Fiscal Years
If funds are not appropriated or otherwise made available to support
continuation of the performance of this Contract in a subsequent fiscal
year, then the Contract shall be canceled and, to the extent permitted by
law, the Contractor shall be reimbursed for the reasonable value of any
non-recurring costs incurred but not amortized in the price of the supplies
or services delivered under the Contract.
5.26 Contractual Disputes
The Contractor shall give written notice to the Purchasing Agent of intent to file
a claim for money or other relief within ten (10) calendar days of the occurrence
giving rise to the claim or at the beginning of the work upon which the claim is to
be based, whichever is earlier.
The Contractor shall submit its invoice for final payment within thirty (30) days
after completion or delivery.
The claim, with supporting documentation, shall be submitted to the Purchasing
Agent by US Mail, courier, or overnight delivery service, no later than sixty (60)
days after final payment. If the claim is not disposed of by agreement, the
Purchasing Agent shall reduce his/her decision to writing and mail or otherwise
forward a copy thereof to the Contractor within thirty (30) days of the County’s
receipt of the claim.
The Purchasing Agent's decision shall be final unless the Contractor appeals
within thirty (30) days by submitting a written letter of appeal to the County
Administrator, or his designee. The County Administrator shall render a decision
within sixty (60) days of receipt of the appeal.
No Contractor shall institute any legal action until all statutory requirements have
been met. Each party shall bear its own costs and expenses resulting from any
litigation, including attorney’s fees.
5.27 Warranty
Contractor warrants that the goods furnished hereunder shall conform to the
requirements of this Contract (including all descriptions, specifications and
drawings made a part hereof), and such goods will be merchantable, fit for their
intended purposes, free from all defects in materials and workmanship and to
the extent not manufactured pursuant to detailed designs furnished by the
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IFB # RFQ 717027
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County, free from defects in design. The County’s approval of designs or
specifications furnished by the Contractor shall not relieve the Contractor of its
obligations under this warranty.
In addition to any specific warranty required by the Contract documents,
Contractor warrants all work against defects in material and workmanship for a
period of one (1) year from the date of acceptance, unless specified otherwise.
Contractor shall secure and assign to the County all written warranties of
equipment or materials furnished to the Contractor or its subcontractors by any
manufacturer or supplier.
All periods of warranty, and periods of manufacturers’ product and/or equipment
warranty shall commence on the date of acceptance of the goods and shall
extend for a minimum period of one (1) year thereafter.
All warranties, including special warranties specified elsewhere herein, shall
inure to the County, its successors, assigns, customer agencies and users of the
goods and services.
5.28 Severability
In the event that any provision shall be adjudged or decreed to be invalid, by a
court of competent jurisdiction, such ruling shall not invalidate the entire
Agreement but shall pertain only to the provision in question and the remaining
provisions shall continue to be valid, binding, and in full force and effect.
5.29 Governing Law/Forum
This Agreement shall be governed and construed in all respects by its terms and
by the laws of the Commonwealth of Virginia. Any judicial action shall be filed in
the Commonwealth of Virginia, County of Loudoun. Contractor expressly waives
any objection to venue or jurisdiction of the Loudoun County Circuit Court,
Loudoun County, Virginia. Contractor expressly consents to waiver of service of
process in an action pending in the Loudoun County Circuit Court pursuant to
Virginia Code Section 8.01-286.1.
5.30 Notices
All notices and other communications hereunder shall be deemed to have
been given when made in writing and either (a) delivered in person, (b)
delivered to an agent, such as an overnight or similar delivery service, or (c)
deposited in the United States mail, postage prepaid, certified or registered,
addressed as follows:
TO CONTRACTOR: TO COUNTY:
TBD Via delivery method (a) or (b)
County of Loudoun, Virginia
Division of Procurement
1 Harrison Street, SE, 1st Floor
Drop Box: Procurement
Bids and Proposals
Leesburg, VA 20175
Attn: Katrice Walker
SHERIFF’S OFFICE: SHORT BARREL RIFLES
IFB # RFQ 717027
Page 16 of 35
Or
Via delivery method (c)
County of Loudoun, Virginia
Division of Procurement
P.O. Box 7000
Leesburg, VA 20177
Attn: Katrice Walker
Due to restrictions, public access to County facilities is extremely limited. The
mailing or delivery by an agent of notices is preferred. However, if a notice is
hand delivered, it will be received in the lobby of 1 Harrison Street, SE,
Leesburg, Virginia 20175 ONLY in the Drop Box labeled: Procurement Bids
and Proposals between the hours of 8:30 a.m. and 5:00 p.m.
Notice is deemed to have been received: (i) on the date of delivery if delivered
in person; (ii) on the first business day after the date of delivery if sent by same
day or overnight courier service; or (iii) on the third business day after the date
of mailing, if sent by certified or registered United States Mail, return receipt
requested, postage and charges prepaid.
5.31 Licensure
To the extent required by the Commonwealth of Virginia (see e.g. Sections 54.1-
1100 et seq. of the Code of Virginia) or the County, the Contractor shall be duly
licensed to perform the services required to be delivered pursuant to this
Contract.
5.32 Authority to Transact Business in Virginia
A Contractor organized as a stock or nonstock corporation, limited liability
company, business trust, or limited partnership or registered as a registered
limited liability partnership shall be authorized to transact business in the
Commonwealth as a domestic or foreign business entity if so required by Title
13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any
business entity described herein that enters into a Contract with the County
pursuant to the Virginia Public Procurement Act, Sections 2.2-4300 et seq.
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 of the Code of Virginia, to be revoked or cancelled at any time during
the term of the Contract. The County may void any Contract with a business
entity if the business entity fails to remain in compliance with the provisions of
this section.
5.33 Confidentiality
A. Contractor Confidentiality
The Contractor acknowledges and understands that its employees may
have access to proprietary, business information, or other confidential
information belonging to the County. Therefore, except as required by
law, the Contractor agrees that its employees will not:
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1. Access or attempt to access data that is unrelated to their job
duties or authorizations as related to this Contract.
2. Access or attempt to access information beyond their stated
authorization.
3. Disclose to any other person, or allow any other person access
to, any information related to the County or any of its facilities or
any other user of this Contract that is proprietary or confidential.
Disclosure of information includes, but is not limited to, verbal
discussions, FAX transmissions, electronic mail messages,
voice mail communication, written documentation, “loaning”
computer access codes and/or another transmission or sharing
of data.
The Contractor understands that the County, or others may suffer
irreparable harm by disclosure of proprietary or confidential information
and that the County may seek legal remedies available to it should such
disclosure occur. Further, the Contractor understands that violations of
this provision may result in Contract termination.
The Contractor understands that information and data obtained during
the performance of this Agreement shall be considered confidential,
during and following the term of this Contract, and will not be divulged
without the Purchasing Agent’s written consent and then only in strict
accordance with prevailing laws. The Contractor shall hold all
information provided by the County as proprietary and confidential, and
shall make no unauthorized reproduction or distribution of such
material.
B. County Confidentiality
In addition, the County understands that certain information provided
by the Contractor during the performance of this Agreement may also
contain confidential or proprietary information. All information will be
maintained in accordance with the Virginia Freedom of Information Act.
5.34 Counterparts
This Contract and any amendments or renewals hereto may be executed in a
number of counterparts, and each count
- Email
- katrice.walker@loudoun.gov
- Pages
- 35
- Phone
- 571-627-6685
- Excerpt
- Loudoun County, Virginia
INVITATION FOR BID
SHERIFF’S OFFICE:
SHORT BARREL RIFLES
ACCEPTANCE DATE: Prior to 4:00 p.m., November 17, 2026 “Atomic Time”
IFB NUMBER: RFQ 717027
ACCEPTANCE PLACE: Department of Finance and Procurement
Division of Procurement
1 Harrison Street, SE, 1st Floor
Procurement Bids and Proposals Drop Box
Leesburg, Virginia, 20175
PLEASE NOTE:
A. Documents related to this solicitation may be downloaded from the County’s web
site: www.loudoun.gov/procurement.
The terms and conditions contained in this Invitation for Bid and in the County-Contractor
Agreement are not negotiable.
Requests for information related to this Invitation should be directed to:
Katrice Walker
Assistant Purchasing Agent
571-627-6685
(703) 771-5097 (Fax)
E-mail address: katrice.walker@loudoun.gov
This document can be downloaded from our web site: www.loudoun.gov/procurement
Issue Date: October 20, 2026
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY
IN ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS
DIVISION AS SOON AS POSSIBLE
SHERIFF’S OFFICE: SHORT BARREL RIFLES
IFB # RFQ 717027
Page 2 of 35
INVITATION FOR BID
SHERIFF’S OFFICE:
SHORT BARREL RIFLES
SECTION/TITLE PAGE
1.0 PURPOSE ................................................................................................................ 3
2.0 COMPETITION INTENDED ..................................................................................... 3
3.0 DISCREPANCIES .................................................................................................... 3
4.0 SPECIFICATIONS....................................................................................................
