Las Vegas Metropolitan Police Department

Supplier Handbook

Doing Business with the LVMPD

Issued: September 20, 2016

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Message from the Purchasing Manager Sharon Hauht, CPSM, C.P.M.

Welcome suppliers and thank you for your interest in doing business with the Las Vegas Metropolitan Police

Department (LVMPD).

The LVMPD Purchasing Unit is committed to obtaining the highest quality goods and services for the

LVMPD for the purposes of protecting and serving our community, at maximum value to the taxpayers. We

value suppliers who are of like mind and share our dedication to quality customer service, innovation, and

continuous improvement. We have high expectations for supplier performance and hold suppliers

accountable.

We are dedicated to promoting the highest standards for courtesy, fairness, impartiality and integrity in our

solicitation and other procurement processes and have the same expectations for our suppliers.

We embrace supplier diversity and are committed to creating an environment which encourages historically

underutilized business to do business with the LVMPD.

Bottom line, we need partnerships with great suppliers and we welcome the opportunity to do business with

you!

Sincerely,

Sharon Hauht, CPSM, C.P.M.

Purchasing Manager

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Table of Contents I. LVMPD PURCHASING UNIT INFORMATION ................................................................................................... 5

a. Supplier Handbook ........................................................................................................................................... 5

b. Mission ................................................................................................................................................................. 5

c. Goal ....................................................................................................................................................................... 5

d. Responsibility .................................................................................................................................................... 5

e. Location ............................................................................................................................................................... 5

f. Office Hours ........................................................................................................................................................ 5

g. Contact Information .......................................................................................................................................... 5

h. Purchasing Representatives .......................................................................................................................... 5

i. Nevada Revised Statutes (NRS) .................................................................................................................... 6

i. NRS Dollar Thresholds ................................................................................................................................... 6

ii. LVMPD Approval Authority ............................................................................................................................ 6

j. Code of Ethics .................................................................................................................................................... 7

k. Supplier Code of Conduct .............................................................................................................................. 7

l. Supplier Diversity .............................................................................................................................................. 7

II. BID OPPORTUNITIES ........................................................................................................................................... 7

a. Types of Purchases .......................................................................................................................................... 7

b. Types of Solicitations ...................................................................................................................................... 8

c. Bidder’s Registration ..................................................................................................................................... 10

d. Supplier Information Form and W-4 ........................................................................................................... 10

e. Insurance ........................................................................................................................................................... 10

f. Disclosure of Ownership ............................................................................................................................... 10

III. GENERAL ORDERING AND PAYMENT INFORMATION ......................................................................... 10

a. Purchase Orders (PO) .................................................................................................................................... 10

b. PO Terms and Conditions ............................................................................................................................. 11

c. Shipping Terms ............................................................................................................................................... 11

d. Tax Exempt Status .......................................................................................................................................... 11

e. Invoices .............................................................................................................................................................. 11

f. Payment Terms ................................................................................................................................................ 11

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IV. MISCELLANEOUS ............................................................................................................................................ 12

a. Joinder Contracts ........................................................................................................................................... 12

b. Records Retention .......................................................................................................................................... 12

c. Public Document Requests .......................................................................................................................... 12

ATTACHMENT 1 – PO TERMS AND CONDITIONS .............................................................................................. 13

ATTACHMENT 2 – TAX EXEMPT STATUS AND CREDIT INFORMATION ...................................................... 14

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I. LVMPD PURCHASING UNIT INFORMATION

a. Supplier Handbook

The goal of this Supplier Handbook is to become familiar with the LVMPD Purchasing Unit, what it

purchases, and how you as a supplier of certain goods and services can do business with us.

b. Mission

The mission of the LVMPD Purchasing Unit is to provide the highest quality goods and services to the

Las Vegas Metropolitan Police Department to better protect and serve our community. We value

suppliers who share our dedication to quality and continuous improvement and who are interested in

working with us to accomplish our mission.

c. Goal

The goal of the LVMPD Purchasing Unit is to ensure that the goods and services procured through it

represent the maximum value to our taxpayers while meeting the needs of our customers. We strive

to bring about the best competition practicable, and we encourage all qualified suppliers to participate

in our solicitation opportunities.

d. Responsibility

The LVMPD Purchasing Unit is responsible for procuring materials, supplies, equipment and services

for all of LVMPD’s Bureaus. Las Vegas Metropolitan Police Department welcomes the opportunity to

do business with interested suppliers. The LVMPD's Purchasing Unit is interested in fostering

participation by all suppliers offering goods and services that may be used by the LVMPD. Your first

contact when soliciting the LVMPD’s business should be with the Purchasing Unit staff. The

Purchasing Representative can then direct you to the area best able to evaluate your organization’s

products or services for use by the LVMPD.

e. Location

LVMPD Headquarters

Purchasing Unit, Building B, 4th Floor

400B South Martin Luther King Boulevard

Las Vegas, Nevada 89106

f. Office Hours

Monday through Thursday - 7:00 a.m. to 4:00 p.m.

Friday - 7:00 a.m. to 3:00 p.m.

Visitors to the Purchasing Unit for meetings will need to be badged in and out of the building. For all

meetings other than Pre-Bids, Pre-Proposals and Bid Openings, suppliers will need to make an

appointment first.

g. Contact Information

General purchasing inquiries should be directed to:

Email: purchasing@lvmpd.com

Telephone: (702) 828-5788

h. Purchasing Representatives

Purchasing Representatives authorized to issue POs, conduct formal solicitations, conduct

negotiations and carry out the general duties of the LVMPD Purchasing Unit:

i. Purchasing Manager

mailto:purchasing@lvmpd.com

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1. Sharon Hauht, CPSM, C.P.M., s14922h@lvmpd.com, (702) 828-3673

ii. Purchasing Analysts

1. Carol Fletcher, CPPB, A.P.P., c13360f@lvmpd.com, (702) 828-2979

2. Beth Hurley, b14587h@lvmpd.com, (702) 828-3944

3. Diana Kelley, d14505k@lvmpd.com, (702) 828-3946

iii. Staff Specialist

1. Dominika Washington, d8813w@lvmpd.com (702) 828-2980

i. Nevada Revised Statutes (NRS)

The LVMPD is bound by the purchasing processes and procedures defined in NRS, primarily NRS 332

(for goods and services) and 338 (construction services).

i. NRS Dollar Thresholds

1. Goods and Services

a. Over $50,000

NRS 332.039 specifies that the LVMPD shall advertise all contracts for which

the estimated annual amount required to perform the contract exceeds

$50,000.

b. Over $25,000 - $50,000

NRS 332.039 specifies if the estimated annual amount required to perform the

contract is more than $25,000 but not more than $50,000, request for informal

bids/quotes must be submitted by the LVMPD to two or more persons capable

of performing the contract, if available.

c. $25,000 or less

If the estimated annual amount required to perform the contract is $25,000 or

less, the LVMPD must contact one or more persons capable of performing the

contract for a quotation.

2. Construction Services

a. Over $250,000

Clark County, Nevada, solicits any construction need that the LVMPD has

which is over $250,000. They may be contacted at (702) 455-2897.

b. Over $100,000 - $250,000

NRS 338 specified that if the estimated cost of a public work is more than

$100,000, but not more than $250,000, LVMPD must advertise and solicit bids

by a formal method.

c. Over $25,000 - $100,000

NRS 338 specifies that if the estimated cost of a public work is more than

$25,000 but not more than $100,000, LVMPD must solicit bids from at least

three properly licensed contractors.

d. $25,000 or less

If the estimated cost of a public work is $25,000 or less, the LVMPD must

solicit a bid from at least one properly licensed contractor.

ii. LVMPD Approval Authority

1. Over $500,000 (goods and general services) - Fiscal Affairs Committee (FAC)

2. $500,000 or less (goods and general services) - Chief Financial Officer (CFO)

3. Over $50,000 (professional services) – Fiscal Affairs Committee (FAC)

4. $50,000 or less (professional services) – Chief Financial Officer (CFO)

mailto:s14922h@lvmpd.commailto:c13360f@lvmpd.commailto:b14587h@lvmpd.commailto:d14505k@lvmpd.commailto:d8813w@lvmpd.com

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j. Code of Ethics

The LVMPD Purchasing Unit is dedicated to promoting the highest standards for courtesy, fairness,

impartiality and integrity. Purchasing adheres to the ethics set forth by the Institute for Supply

Management, the National Institute of Governmental Purchasing and the Las Vegas Metropolitan

Police Department. We are dedicated to creating and maintaining a fair and open purchasing system

that encourages qualified suppliers and contractors to compete for LVMPD’s business:

Obtaining maximum value for each dollar spent by soliciting formal competitive bids for purchases of goods and/or services valued at more than $50,000 and soliciting informal bid/quotes, when possible, for purchases valued at $50,000 or less;

Participating in cooperative procurements with other governmental agencies to achieve cost savings through volume purchases;

Enhancing competition for LVMPD contracts by increasing the supplier pool through effective advertising;

Establishing purchasing and payment procedures which promote cost effective, efficient and ethical business practices and are in compliance with all laws, rules, regulations and policies;

Providing assistance and training to LVMPD employees to ensure that they understand and comply with the LVMPD's purchasing and payment laws, policies and procedures;

Maintaining a centralized warehouse where LVMPD employees are able to obtain commonly used supplies quickly and easily; and

Paying supplier invoices timely, accurately and in compliance with contract terms and conditions and LVMPD policies and procedures.

k. Supplier Code of Conduct

The LVMPD Purchasing Unit requires that our suppliers to be in compliance with all federal, state and

local laws, ordinances, regulations, and codes, and expects our suppliers to be concerned about the

environment, be socially responsible, have ethical business practices, treat all employees and

suppliers fairly and provide a safe and healthy work environment for employees.

l. Supplier Diversity

The LVMPD Purchasing Unit is committed to creating an environment which fosters historically

underutilized businesses. We welcome the opportunities to do business with the State of Nevada

emerging small business (ESB), and small-owned (SBE), woman-owned (WBE), minority-owned

(MBE) and disadvantaged-owned (DBE) business enterprises and any other historically underutilized

business.

II. BID OPPORTUNITIES

a. Types of Purchases

The LVMPD purchases the following major categories of products and services:

• General office supplies • Professional services • Transcription services • Ammunition • Uniforms • Weapons • Police tactical gear • Police equipment • Vehicles and motorcycles • Vehicle batteries • Vehicle maintenance and repair services • Towing services • Helicopter parts and maintenance services

• Computer equipment • Hardware and software maintenance • Laboratory equipment and supplies • Toxicology testing services • Biohazard • Prisoner transport services • Vehicle wash services • Locksmith services • Cameras and accessories • Medical supplies • School crossing guard services • Veterinary services • Low voltage services

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• Secure parking/storage facility • Landscape services • Janitorial services • Communication and technology

equipment • Wireless communication services

• HVAC maintenance services • Small construction projects • Other products and services required for

operation and maintenance of all LVMPD facilities

The LVMPD purchase other products and services in small amounts via informal quotes.

LVMPD's purchases are made through a competitive bidding process in which purchases are divided

into formal and informal categories.

b. Types of Solicitations

i. Informal Quotes and Pricing ($50,000 or Less)

Quotations for informal purchases are requested from suppliers by the LVMPD Bureaus.

Written quotations must be submitted for quotations valued between $25,000 and $50,000.

Written quotations must be submitted on the LVMPD’s Quotation Form in order to expedite the

procurement process. Contracts for informal purchases are awarded by the issuance of a

LVMPD Purchase Order.

ii. Formal Solicitations (More than $50,000 for goods and services; More than $100,000 for

construction)

Bid invitations for formal purchases are advertised on the Bids Available page of the

Purchasing Unit web site. In order to facilitate a greater distribution of its bid opportunities,

LVMPD has joined Onvia/DemandStar, the leading government purchasing network.

Onvia/DemandStar maintains a database of member suppliers, who are automatically notified

of bid opportunities relevant to their businesses. For more information on becoming an

Onvia/DemandStar member, please visit the Bidder Registration section of this Supplier

Handbook and Attachment 1.

1. Advertising

a. Las Vegas Review Journal

All formal solicitations are advertised in the Las Vegas Review Journal in the

Legal Notices section.

b. LVMPD and Nevada Gov eMarketplace (NGEM) Websites

In order to facilitate a greater distribution of its bid opportunities, LVMPD has

joined NGEM, the leading government purchasing network in Nevada to

process its procurement transactions through NGEM’s electronic procurement

system. All formal solicitations are posted on the NGEM website at

www.ngemnv.com. A link to NGEM’s website may be found on the LVMPD

Purchasing Unit website at

http://www.lvmpd.com/AboutLVMPD/Purchasing/BidOpportunities/tabid/206/D

efault.aspx.

2. Types of Formal Solicitations

a. Invitation to Bid (ITB or Bid)

ITBs are competitive solicitations for goods and general services which take

may factors in consideration during the evaluation of bids, primarily price, as

http://www.ngemnv.com/http://www.lvmpd.com/AboutLVMPD/Purchasing/BidOpportunities/tabid/206/Default.aspxhttp://www.lvmpd.com/AboutLVMPD/Purchasing/BidOpportunities/tabid/206/Default.aspx

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NRS 332 requires the LVMPD to award to the lowest responsive and

responsible bidder. An ITB requires strict adherence to the items and

specifications listed in the ITB document.

b. Request for Proposals (RFP)

RFPs are competitive solicitations for professional services and other goods

and services which are specified by NRS 332.115 as competitive bidding

exceptions, and miscellaneous other projects. Award to the most qualified

Proposer is based on a qualitative evaluation of the proposal submitted. A

RFP allows for suppliers to submit creative, competitive solutions that fit the

needs of LVMPD, as specified in the solicitation. While adherence to the

specifications is desired, suppliers may take exception to any requirement of

the RFP. Although price is a factor to be considered, the evaluation of the

proposals will be based on all of the criteria as outlined in the RFP.

3. Obtaining a Formal Bid / Request for Proposal

a. Review and Print Bid Requests

Bid requests may be reviewed on the NGEM website at www.ngemnv.com.

Suppliers registered with NGEM can review and print bid documents at no

charge. You must register as a Supplier on the NGEM website in order to be

sent an addenda notification on the Bid.

4. Attendance at the Pre-Bid or Pre-Proposal Conference

Potential bidders are strongly encouraged to attend any Pre-Bid or Pre-Proposal

Conference offered, which meetings are held to discuss the solicitation document.

This meeting provides suppliers the opportunity to ask questions and to request

clarification of the solicitation documents. The Pre-Bid or Pre-Proposal Conference is

usually not mandatory unless specified in the solicitation document. Not all

solicitations require a Pre-Bid or Pre-Proposal Conference.

5. Submission of Formal Bids / Proposals

Bids/Proposals may be submitted two ways:

(a) Electronic Bid Response (preferred method):

Bidders can submit their Bids electronically via the NGEM website at

www.ngemnv.com.

(b) Manual (non-electronic) Bid Response:

Formal sealed bids/proposals must be submitted in a sealed package by the

deadline specified on the solicitation to:

LVMPD

Purchasing Unit, 4th floor

400B South Martin Luther King Boulevard

Las Vegas, Nevada 89106

NOTE: Bids/Proposals sent overnight delivery must be sent guaranteed

morning delivery.

http://www.ngemnv.com/http://www.ngemnv.com/

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Formal bids are unsealed and opened publicly by the Purchasing Representative on

the date and immediately after the Close Date and time specified in the solicitation

document, to which the public is invited. Award of a contract resulting from a formal

bid invitation is made by the Fiscal Affairs Committee or its designee as formalized by

resolution.

c. Bidder’s Registration

i. The LVMPD uses NGEM as its means of bidder’s registration. You may register as a Supplier

for NGEM services by going to www.ngemnv.com. There is no cost to register as a Supplier

on NGEM or to submit electronic bid responses through the NGEM system.

ii. NGEM maintains a database of member suppliers, who are automatically notified of bid

opportunities relevant to their businesses. Suppliers who are registered with NGEM receive

automatic notification of bids which are available.

iii. NGEM will provide suppliers with access to important procurement information. Services that

will be available to you include:

1. Notification of bid and proposal competitive solicitations

2. Access to project detail information

3. Access to key documents electronically

4. Access to contract award information

iv. If you have questions, or need technical assistance with the Web site, click on “Help” in the

upper right corner of the NGEM website. If the tutorials located there do not answer your

questions, please call LVMPD Purchasing at (702) 828-5788.

d. Supplier Information Form and W-4

POs cannot be issued to suppliers that are not listed in the LVMPD’s financial system. New suppliers

awarded a contract will need to fill out the Supplier information Form and W-4 and submit to the

LVMPD staff who requested the quote or performed the solicitation.

e. Insurance

In some procurements where the supplier will perform the service at a LVMPD facility, or will perform

the service on a LVMPD asset, the supplier will be required to obtain, maintain and provide proof of

applicable insurance to the LVMPD. In general, the supplier will be required to carry the following:

i. Commercial General Liability – in the minimum amount of $1,000,000 per occurrence

ii. Auto Liability - in the minimum amount of $1,000,000 per occurrence

iii. Workers Compensation

iv. Other insurance which is applicable to and specified in the solicitation or contract.

f. Disclosure of Ownership

Any supplier who has participated in a formal solicitation and is going to be recommended for award to

the FAC will need to fill out a Disclosure of Ownership form included in the solicitation packet or

provided by the Purchasing Representative before the award is made.

III. GENERAL ORDERING AND PAYMENT INFORMATION

a. Purchase Orders (PO)

http://www.ngemnv.com/

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LVMPD issues POs which will authorize the supplier to deliver and invoice for the product(s) and/or

service(s) offered. Supplier should not deliver the product(s) or perform the service(s) unless they

have received a PO or PO number from an authorized Purchasing Representative at the LVMPD, or

there will be no legal obligation to pay the supplier.

b. PO Terms and Conditions

For POs which are issued by the LVMPD, but not associated with a formal solicitation or contract, the

standard PO Terms and Conditions will apply and are attached as Attachment 1, and are as updated

on the LVMPD Purchasing webpage.

c. Shipping Terms

The LVMPD’s standard delivery terms are F.O.B. Destination, Freight Pre-Paid. If shipping terms are

different than the standard, they will be specified on the PO.

d. Tax Exempt Status

Per NRS 372.325, the LVMPD is exempt from the payment of Sales and Use Tax (Employee

Identification Number 88-600000028). A copy of the tax exempt letter is attached as Attachment 2.

This does not mean that you as a supplier are tax exempt when providing goods or services to the

LVMPD, only that you may not charge the LVMPD any Sales and Use Tax.

e. Invoices

i. Timing

Invoices are to be sent within 30 calendar days of the delivery of the product or completion of

the work.

ii. Submit to

Invoices are to be submitted to the Bill To address on the PO.

iii. Contents

All invoices submitted for payment must be clearly labeled as INVOICE and include all of the

following information, or the payment may be delayed:

1. Company name

2. Company’s invoice number

3. Complete Remit to Address (including street, city, state and zip code

4. Telephone number

5. Contact person

6. Itemized description of products delivered(including quantities) or services rendered

(including dates)

7. LVMPD Purchase Order Number

8. Company’s Tax Identification Number

9. Itemized pricing and total amount due (excluding Sales and Use Tax)

10. Percentage Discounts / Payment Terms (if offered)

f. Payment Terms

i. Net 30 days

The LVMPD’s standard payment terms are Net 30 days after receipt of an accurate invoice

that has been reviewed and approved by the Bureau’s project manager.

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IV. MISCELLANEOUS

a. Joinder Contracts

Per NRS 332.195, LVMPD may join or use the contracts of local governments located within or outside

Nevada with the authorization of the contracting vendor. This may be accomplished without

competitive bidding and is a great tool for suppliers who hold contracts with other local government

agencies to market to the LVMPD.

b. Records Retention

Per NRS 332.039.1.c, the LVMPD shall maintain a record of all requests for bids and all bids received

for the contract for at least 7 years after the date of execution of the contract.

c. Public Document Requests

Parties interested in obtaining a LVMPD public document must make their request on the Request for

Public Records form which may be obtained by contacting purchasing@lvmpd.com.

mailto:purchasing@lvmpd.com

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ATTACHMENT 1 – PO TERMS AND CONDITIONS

(subject to change, refer to the LVMPD website for updated PO terms and conditions when a PO is received)

Las Vegas Metropolitan Police Department (LVMPD) Purchase Order Standard Terms and Conditions Revised as of 9/19/2016

PO-1

1. DEFINITIONS: “Days” means calendar days unless otherwise specified. “LVMPD” means the Las Vegas Metropolitan Police Department “Purchase Oder” or “PO” means a LVMPD order for goods and/or services, which becomes a binding contract upon written acceptance or performance by a supplier, and which consists of the face of the PO and these standard PO terms and conditions, and any other specifically referenced documents. “Supplier” means the individual, partnership, company or corporation contractually obligated to provide the goods and/or services described in this PO.

2. APPLICABILITY: Notwithstanding any provision of U.C.C. 2-207, the Supplier’s written acceptance of this PO, or the Supplier’s commencement of performance without providing a written rejection of the PO to the LVMPD within five days of receipt, shall convert this PO, in its entirety, into a legally binding contract. Except for the Rules of Precedence clause below, these standard PO terms and conditions do not apply if a specific bid award or contract is referenced on the face of the PO. These standard PO terms and conditions are not superseded by the Supplier’s terms and conditions if the PO is accepted by the Supplier.

3. RULES OF PRECEDENCE: In the event of a conflict, the following rules of precedence shall govern this PO: (1) The terms and conditions of a specific bid award or contract reference on the face of the PO prevail over any term or condition contained in the PO; (2) Terms and conditions on the face of the PO prevail over these standard PO terms and conditions; (3) All terms and conditions of the PO prevail over U.C.C. Article 2; and (4) All terms and conditions of the PO prevail over any Supplier quotations and terms and conditions.

4. FEDERAL, STATE AND LOCAL LAWS: Suppliers must comply with all federal, state, and local laws relative to conducting business in Clark County, Nevada, including but not limited to, licensing, labor and health laws, and including 338.010 through NRS 338.180, as amended, if applicable. The laws of the State of Nevada will govern as to the interpretation, validity, and effect of this PO. The goods and/or services shall comply with the Americans with Disabilities Act (ADA), as amended to date. Lack of knowledge by the Supplier shall in no way be a cause for relief from responsibility.

5. SHIPPING: Goods are to be packaged in a manner that assures they are protected against deterioration and contamination. All shipments are to meet applicable D.O.T. regulations. Serial numbers noted on the packing ship must match the serial number of the actual goods shipped. Incorrect, or questionable documentation of serial numbers may result in shipment rejection. Shipments rejected due to supplier error will be returned solely at Supplier’s cost.

6. DELIVERY REQUIREMENTS – F.O.B. DESTINATION: Unless otherwise stated on the PO, all prices shall be F.O.B destination, and title shall pass to LVMPD upon acceptance at the final delivery point. Prices shall include delivery as well as necessary unloading. If delivery of product(s) or services(s) cannot be made as specified and at the price shown on the PO, Supplier must notify the LVMPD Purchasing Representative immediately. Supplier shall not make delivery without the Purchasing Representative's written approval. Any correspondence other than invoice relating to this PO must be sent to the Purchasing Representative at the address specified on the PO. Over-shipments will not be accepted unless authorized or approved by the Purchasing Representative in advance and in writing and will be returned to the Supplier at Supplier's expense in the manner provided for a nonconforming shipment.

7. SAFETY DATA SHEETS: The Supplier shall provide Safety Data Sheets (SDS) for all hazardous materials and products delivered under this PO.

8. TAXES: The LVMPD is exempt from paying Sales and Use Taxes under the provision of NRS 372.325(4) and Federal Excise Tax, under Registry Number 88-6000028. The prices must be net, exclusive of these taxes. The Supplier shall pay all taxes, levies, duties and

assessments of every nature, which may be applicable to any goods and/or services delivered under this PO. LVMPD falls under the fiscal responsibility of Clark County, Nevada as a government entity. The Supplier herein indemnifies and holds the LVMPD harmless from any liability on account of any and all such taxes, levies, duties, assessments and deductions.

9. IDENTIFICATION: PO Number must appear on all invoices, packing slips, shipping notices, freight bills and correspondence concerning this PO. Packing lists indicating the contents of each package will accompany each shipment.

10. LVMPD's PROPERTY: All property owned by LVMPD and furnished to Supplier for the purpose of performance of this PO will be identified and marked as LVMPD's property and adequately insured for LVMPD's protection. In the event that LVMPD's property becomes lost or damaged to any extent while in Supplier's possession from any cause, including faulty workmanship and/or negligent acts by Supplier, its agents or its employees, Supplier agrees to replace such property or reimburse LVMPD for the value or expense of replacement, whichever is greater.

11. INVOICES: All invoices must reference the PO number and shall be sent to: Las Vegas Metro Police Department, Budget/Accounting, 400B S. Martin Luther King Blvd, 4th Floor, Las Vegas NV 89106. In addition to the PO number, invoices should include the following: Supplier name and address, data and number of invoice, and any other applicable information (e.g. quantity, description, period of performance), necessary to identify the goods or service for which payment is requested. LVMPD will not be responsible for equipment, materials, services, or supplies delivered or furnished to LVMPD without a valid PO or prior written authorization from the Purchasing Representative. Invoices received that do not comply with the standards set forth herein may be returned to supplier unpaid.

12. PAYMENT: Standard terms for payment shall be net 30 days unless otherwise noted on the face of the PO. Payment discount period will be calculated from the date of receipt of a complete, correct invoice, or receipt and acceptance of goods or services, whichever is later.

13. DISPUTES: The parties shall attempt to amicably resolve disputes through escalating levels of management. All unresolved disputes may be settled by arbitration in Nevada if agreed to by both parties, otherwise, litigation may be used. Notice of any dispute must be given in writing within 30 days of the claim, dispute, or matter arising.

14. GOVERNING LAW/VENUE OF ACTION: This purchase order shall be construed and enforced in accordance with the laws of the State of Nevada. Any action at law or other judicial proceeding for the enforcement of any provision shall be instituted in a state court located in the County of Clark, State of Nevada.

15. NOTIFICATION: Notices will be addressed to the place of business identified on the face of the PO.

16. INDEMNIFICATION: Supplier warrants that the purchase, installation and /or use of the goods covered hereby will not result in any claim of infringement or actual infringement of any patent, trademark, copyright, franchise, or other intellectual property right. Supplier shall defend, indemnify and hold harmless LVMPD, its officers, employees, and agents from and against any and all damages, claims, demands, suits, judgments, penalties, and costs, including reasonable attorney’s fees and expenses and all liability imposed by law, for or on account of damage to property of death of or injury to any person or persons (including property and employees of LVMPD) arising from the work, goods or service provided by the Supplier, its employees, agents or subcontractors pursuant to the PO. Supplier shall save and hold harmless LVMPD, its employees and agents from liability for infringement of any United States patent, trademark or copyright for or on account of the use of any product sold to LVMPD or used in the performance of this PO.

17. TERMINATION FOR CONVENIENCE: The LVMPD shall have the right at any time to terminate further performance of this Contract, in

Las Vegas Metropolitan Police Department (LVMPD) Purchase Order Standard Terms and Conditions Revised as of 9/19/2016

PO-2

whole or in part, for any reason or for no reason. Such termination shall be effected by written notice from the LVMPD to the Supplier, specifying the extent and effective date of the termination. The Supplier shall submit a written request for incurred costs for work performed through the date of termination and shall provide any substantiating documentation requested by the LVMPD.

18. TERMINATION FOR DEFAULT: The LVMPD, by written notice of default to the Supplier may terminate the whole or any part of this PO if the Supplier fails to make delivery or perform the service, as applicable, within the time required or any extension thereof. The LVMPD, by written notice of default to the Supplier, may terminate the whole or any part of this PO if the Supplier fails to perform any of the other provisions of this order or so fails to make progress as to endanger the performance of this order in accordance with its terms and conditions; and, in either of these two circumstances does not cure such failure within a period of ten days (or such longer period as the LVMPD may authorize in writing) after receipt of notice from LVMPD specifying such failure. If this PO is terminated in whole or in part for default, the LVMPD may procure, upon such terms and in such manner as the LVMPD may deem appropriate similar to that so terminate. The Supplier shall be liable to the LVMPD for any excess costs of such similar procurement, and shall continue the performance of this PO to the extent not terminated under the provisions of this clause. Supplier will be compensated to the extent that items affected by the termination have been accepted by LVMPD prior to the effective date of termination. Other than to this extent, LVMPD shall not be liable to Supplier for any damages on account of its failure to accept all of the items ordered. If, after notice of termination of this PO under the provisions of this clause, it is determined for any reason that the Supplier was not in default under the provisions of this clause, or that the default was excusable under the provisions of this clause, the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to termination for convenience of the LVMPD.

19. INSURANCE: At its own expense, the Supplier shall procure and maintain General Liability, Auto Liability and Workers Compensation insurance in adequate amounts for all work related to the performance of this PO and name the LVMPD as an additional insured on a primary and non-contributory basis. Supplier shall provide proof of such insurance at the request of the LVMPD. Failure by the LVMPD to request the Certificate of Insurance documenting this coverage shall not be construed as a waiver of such requirement.

20. INDEPENDENT CONTRACTOR: Supplier acknowledges that it is an independent contractor under this PO and is not entitled to any rights, privileges, or protections of an employee of the LVMPD.

21. WARRANTY (GOODS): The Supplier shall guarantee all workmanship, materials and equipment it has furnished for a period of one year after final acceptance of the equipment and/or materials, or for the period stated in Supplier’s/Manufacturer’s standard warranty, whichever is longer. If during the guarantee period any defect or faulty materials are found, Supplier shall within five days notification of a problem by the LVMPD proceed at its own expense return the goods, to replace and repair the same, together with any damages to all finishes, fixtures, equipment, and furnishings that may be damaged as a result of this defective equipment or workmanship. The Supplier also warrants that any goods supplied under this PO are merchantable of good material and workmanship, free of defects in material, workmanship and design, suitable for the purpose intended, and in compliance with all applicable specifications, instructions, drawings, data and samples, and free from liens or encumbrance on title. These warranties shall be in addition to all other warranties, express, implied and statutory. Acceptance or receipt of payment for goods or services shall not constitute a waiver of any warranty. Replaced and repaired goods shall be warranted

for the remainder of the warranty period or six months, whichever is longer.

22. WARRANTY (SERVICES): The Supplier represents and warrants that any services performed in a professional workmanlike manner, with the degree of skill and care that is required by current, good and sound professional procedures and generally accepted industry practices by qualified personnel trained and experienced in the appropriate fields. Further, Supplier represent and warrants that the services shall be completed in accordance with applicable specifications/state of work and shall be correct and appropriate for the purposes contemplated in this PO. Supplier represents and warrants that the performance of services under this PO will not conflict with, or be prohibited in any way by, any other agreement or statutory restriction to which Supplier is bound. In the event of a breach of this warranty, the Supplier shall, at no cost to the LVMPD, re-perform the services so that the services conform to the specification/statement of work.

23. NEW EQUIPMENT: The Supplier shall guarantee that the items provided under this PO shall be new, of the latest and most improved model of current production, and shall be of first quality as to workmanship and materials used in said units. All modifications will have been made at the factory, unless otherwise specified. New equipment is defined as equipment that is made up completely of unused genuine original parts. Equipment shall not have been operated for any purpose other than routine operational testing. Demonstration equipment does not meet this definition and is not acceptable.

24. INSPECTION: All goods and/or services purchased will be subject to inspections, tests and approval/acceptance by LVMPD. Supplier acknowledges that many of the goods contained in closed packages may not be inspected until such time as they are used and that the inspections and rejection rights will continue until those packages are opened and inspected, notwithstanding prior payment. Prior to acceptance by the LVMPD the Supplier shall have risk of loss, including any damages sustained during shipment and delivery. If deficiencies are detected, including latent deficiencies, the goods and/or services will be rejected, returned at Supplier’s expense and the Supplier will be required to make necessary repairs, corrections, or replacements. Nonconforming goods will be returned to Supplier freight collect and risk of loss will pass to seller upon LVMPD's delivery to the common carrier. Payment and/or commencement of a discount period will not be made until the corrective action is made, the good and/or services are re-inspected and accepted. No material or equipment returned to Supplier as defective shall be replaced except upon Purchasing Representative's formal authorization.

25. FORCE MAJEURE: The Supplier shall not be liable for any failure to perform if acceptable evidence has been submitted to the LVMPD that failure to perform the contract was due to causes beyond the control and without the fault or negligence of the Supplier. Examples of such causes include acts of God, civil disturbances, fire, war, or floods, loss or shortage of transportation facilities, lockout or commandeering of raw materials, products, plants or facilities by the Government; but does not include labor related incidents, such as strikes or work stoppages. Supplier shall provide LVMPD satisfactory evidence that non-performance is due to other than fault or negligence on its part.

26. ASSIGNMENT: It is agreed that the Supplier will not assign, transfer, convey, or otherwise dispose of this PO or its right, title, or interest in or the same, or any part thereof, without previous written consent of the LVMPD and any sureties.

27. MODIFICATION: No modification or changes to this PO shall be binding unless approved in writing by the LVMPD Purchasing Representative. The Purchasing Representative may make changes to the PO by written notice to the Supplier. If such changes will cause an increase or decrease in the time of performance or the amount

Las Vegas Metropolitan Police Department (LVMPD) Purchase Order Standard Terms and Conditions Revised as of 9/19/2016

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due to Supplier, the Supplier must notify the Purchasing Representative immediately. If the Supplier does not object within 10 days, Supplier is deemed to agree to the change as presented by the Purchasing Representative. The Purchasing Representative name and contact information is located on the PO.

28. SEVERABILITY: In the event any provision of this PO is held to be invalid or unenforceable, the remaining provisions shall remain valid and binding.

29. COLLUSION: Any evidence of agreement or collusion among bidders, or a prospective bidder acting to restrain freedom of competition by agreement to quote a fixed price or otherwise, will render the bids of such bidders void.

30. ADVANCE DISCLOSURE: Advance disclosures of any information to any particular bidder, which gives that particular bidder any advantage over any other interested bidder, in advance of the Quotation Due Date, made or permitted by a member of the governing Body or any employee or representative thereof, will cause all quotations of that particular request to be void.

31. NON-DISCRIMINATION: The LVMPD is committed to promoting full and equal business opportunity for all persons doing business in Las Vegas. Supplier acknowledges that the LVMPD has an obligation to ensure that public funds are not used to subsidize private discrimination. Supplier recognizes that if the Supplier or its subcontractors or subconsultants are found guilty by an authority of refusing to hire or do business with an individual or company due to reasons of race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, national origin, or any other legally protected status, with regard to, but not limited the following: employee practices, rates of pay or other compensation method and training selections; LVMPD may declare the Supplier in breach of contract and terminate the contract.

32. FAIR EMPLOYMENT PRACTICES: In connection with the performance of work under this contract, the Supplier agrees not to discriminate against any employee or applicant for employment because of race, color, religion, national origin, sex, sexual orientation, gender identity or expression, age, disability, national origin, or any other legally protected status. Such agreement shall include but not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation; and selection for training, including apprenticeship.

33. RIGHT TO ADEQUATE ASSURANCE OF PERFORMANCE: When reasonable grounds for insecurity arise with respect to the performance of either party, the other may in writing demand adequate assurance of due performance and until it receives such assurance may, if commercially reasonable, suspend any performance for which it has not already received the agreed return. Acceptance of any improper delivery or payment does not prejudice the aggrieved party’s right to demand adequate assurance of proper performance. After receipt of a justified demand, failure to provide within a reasonable time not exceeding 30 days, such assurance of due performance as is adequate under the circumstances of the particular case is a repudiation of the contract.

34. FEDERAL CONDITIONS: Pursuant to Appendix II to 2 code of Federal Regulations (CFR) Part 200, Contract Provisions for non-Federal Entity Contracts Under Federal Awards, the applicable terms are incorporated into this contract by reference, and orders funded with Federal funds may have additional contractual requirements or certifications that must be satisfied at the time the order is placed or upon delivery.

35. SECURITY: All Supplier’s employees working on this project may be subject to LVMPD background checks and fingerprinting. Anyone with a background history showing a conviction for a felony; theft history of any kind, sex offense history, or any crime involving moral turpitude, illegal drug or narcotics use, sale or possession, or anyone showing a felony charge pending, or who has any outstanding

warrants of any type, including misdemeanor traffic or felony warrants, may be subject to arrest and will not be allowed to work under this contract.

36. BANKRUPTCY: In the event Supplier files for bankruptcy protection, this contract is automatically null and void, and is terminated without further notice.

37. LVMPD LOGO, ARTWORK AND COPYRIGHT USE: LVMPD’s logo, artwork and copyright use are owned by the LVMPD. Any logo, artwork and copyright owned by the LVMPD may only be used in association and within the scope requirements of its use pursuant to this PO (and such use by the Supplier shall be subject to the prior approval of LVMPD), but not for any other purpose, unless written approval is given to the Supplier by the LVMPD.

38. PUBLIC RECORD: The LVMPD is a public agency as defined by state law and as such, is subject to the Nevada Public Records Law (Chapter 239 of the Nevada Revised Statutes (NRS)). Under the law, all of the LVMPD’s records are public records (unless otherwise declared by law to be confidential) and are subject to inspection and copying by any person.

39. ADVERTISEMENTS: Except as may be required to perform this PO, Supplier shall not in any manner advertise or publish the fact that it has furnished or contracted to furnish LVMPD with the goods or services herein mentioned without prior written consent of Purchasing Representative.

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ATTACHMENT 2 – TAX EXEMPT STATUS AND CREDIT INFORMATION

LAS VEGAS METROPLITAN POLICE DEPARTMENT

ACCOUNTING SECTION Office of Finance

CREDIT APPLICATION RESPONSE

LEGAL NAME: CLARK COUNTY LAS VEGAS METROPOLITAN POLICE DEPARTMENT 3141 E. SUNRISE LAS VEGAS, NV 89101-2984 (702) 828-2904 (702) 828-1529 Fax

FEDERAL ID#: 88-6000028 MOODY’S: AA DUNS#: 08-542-5762 BANK Bank of America REFERENCE NV2-117-02-19

401 S. Virginia St, 2nd fl Reno, NV 89501

CREDIT Friendly Ford Red Rock Harley-Davidson REFERENCES 660 North Decatur Blvd 2260 S. Rainbow Blvd

Las Vegas, NV 89107-1918 Las Vegas, NV 89146 Ph: 702-877-6541 Ph: 702-876-2884 Fax: 702-877-6555 Fax: 702-247-8310

Staples Advantage Ro-Wing Aviation, Inc 39143 Treasury Center 275 Durley Ave Chicago, IL 60694-9100 Camarillo, CA 93010 Ph: 888-238-6329 Ph: 805-484-0556 Fax: 805-388-9906

Las Vegas Metropolitan Police Department is a discreetly presented component unit in the Clark County financial statements. These financial statements can be located at www.clarkcountynv.gov and viewed.

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Las Vegas Metropolitan Police Department Purchasing Unit

400B South Martin Luther King Boulevard Las Vegas, Nevada 89106

(702) 828-5788 Purchasing@lvmpd.com

mailto:Purchasing@lvmpd.com