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AUGUSTA COUNTY SERVICE AUTHORITY
AUGUSTA COUNTY SERVICE AUTHORITY
AUGUSTA COUNTY SERVICE AUTHORITY
AUGUSTA COUNTY SERVICE AUTHORITY
AUGUSTA COUNTY SERVICE AUTHORITY
AUGUSTA COUNTY SERVICE AUTHORITY
AUGUSTA COUNTY SERVICE AUTHORITY
AUGUSTA COUNTY SERVICE AUTHORITY
AUGUSTA COUNTY SERVICE AUTHORITY
AUGUSTA COUNTY SERVICE AUTHORITY
AUGUSTA COUNTY SERVICE AUTHORITY
AUGUSTA COUNTY SERVICE AUTHORITY
AUGUSTA COUNTY SERVICE AUTHORITY
AUGUSTA COUNTY SERVICE AUTHORITY
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AUGUSTA COUNTY SERVICE AUTHORITY

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  • 1. AUGUSTA COUNTY SERVICE AUTHORITY 18 Government Center Lane PO Box 859, Verona, Virginia 24482-0859 (540) 245-5670, FAX (540) 245-5684 REQUEST FOR PROPOSAL Issue Date: February 1, 2010 RFP NO. 1660 Project Title: Augusta Regional Landfill Solid Waste Management Software Proposals will be received at the following location, subject to the conditions attached hereto until 2:00 PM EST, March 5, 2010 for securing a software system designed for landfill solid waste management, scale operations, solid waste accounting and reporting, accounts receivable, and billing activities. Proposals are requested in accordance with the requirements listed below. Where to submit Proposals: Augusta County Service Authority PO Box 859 Verona, VA 24482 Proposals may be delivered in person to: Augusta County Service Authority 18 Government Center Lane Verona, VA 24482 Requests for specific information should be submitted on the Pre-bid Question Form in Attachment A and directed to: Mr. Gregory A. Thomasson E-mail: gthomasson@co.augusta.va.us In compliance with this Request for Proposal (RFP), and to all the conditions imposed herein, the undersigned offers and agrees to complete all requirements and conditions in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiations. Submitting Firm Name and Address: _____________________________________________ Telephone: (____) ______________ _____________________________________________ Fax: (____) ___________________ _____________________________________________ Signature: _____________________________________ Date:______________________ Title: _________________________________________
  • 2. RFP #1660 Augusta Regional Landfill Solid Waste Management Software Page 2 AUGUSTA COUNTY SERVICE AUTHORITY 18 Government Center Lane P. O. Box 859 Verona, Virginia 24482-0859 RFP NO. 1660 Schedule of Events 1. Mail RFP to vendors February 1, 2010 Post on Augusta County Bulletin Board Post on eVA VBO Bulletin Board Post on ACSA website 2. Pre-submittal questions due by 2:00 PM EST February 19, 2010 3. Proposals due by 2:00 PM EST March 5, 2010 3. Notify bidders of selection April 15, 2010 4. Any Protests of Award due by 2:00 PM EST April 25, 2010 5. Process Contract April 30, 2010
  • 3. RFP #1660 Augusta Regional Landfill Solid Waste Management Software Page 3 AUGUSTA COUNTY SERVICE AUTHORITY REQUEST FOR PROPOSAL Issue Date: February 1, 2010 RFP NO.1660 Project Title: Augusta Regional Landfill Solid Waste Management Software 1. BACKGROUND The Augusta Regional Landfill is located at 749 Christians Creek Road in Augusta County. The Augusta County Service Authority operates the Augusta Regional Landfill for Augusta County and the Cities of Staunton and Waynesboro, which own the landfill. The Augusta Regional Landfill accepts and landfills municipal solid waste, construction demolition debris, industrial waste, and commercial waste generated within the three owner municipalities and municipal solid waste generated within Highland County. The Augusta Regional Landfill also processes vegetative waste and has a public use site that collects tires, lead acid batteries, white goods, used motor oil, used antifreeze, and other materials for recycling. Augusta Regional Landfill has two inbound Cardinal Scales and currently utilizes Refuse Industry Computer Software (RICS) for weighing, tracking, reporting, and billing. 2. STATEMENT OF NEEDS The purpose of this Request for Proposal (RFP) is to obtain formal sealed proposals from qualified vendors and to establish a contract through competitive negotiation for the purchase of a software system designed for landfill solid waste management, scale operations, solid waste accounting and reporting, accounts receivable, and billing activities by the Augusta County Service Authority (ACSA) on behalf of the Augusta Regional Landfill. Specifications are listed in Section 7. 3. SUBMISSION REQUIREMENTS 3.1 SUBMITTAL: Proposals must be received no later than 2:00 PM EST, March 5, 2010. If mailed by USPS address to: Augusta County Service Authority ATTN: RFP #1660 PO Box 859 Verona, VA 24482 Proposals may be delivered in person or by delivery service to: Augusta County Service Authority ATTN: RFP #1660 18 Government Center Lane Verona, VA 24482
  • 4. RFP #1660 Augusta Regional Landfill Solid Waste Management Software Page 4 3.2 RESPONSE: In order to be considered for selection, Offerors must submit a complete response to this RFP. Four (4) copies of each proposal must be submitted. The RFP Number should be clearly marked on the cover of the envelope or container to insure it is properly logged-in and received by the due date and time. 3.3 PREPARATION: ACSA intends that responses to this RFP be concise, informative, and inexpensive for the Offeror to prepare. Proposals should be organized in the order in which the requirements are presented in this RFP. Responses must contain the following information: 3.3.1 An authorized representative of the Offeror shall sign the proposal. All information requested shall be submitted. Failure to submit all information requested may result in the purchasing agent requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the purchasing agent. Each copy of the proposal shall be bound or contained in a single volume where practical. 3.3.2 Return the RFP cover sheet (Page 1) and Addenda acknowledgments, if any, signed and completed as required. 3.3.3 Return the Reference List included in the RFP as Attachment B, and other specific items or data requested in the RFP. 3.3.4 A written narrative statement to include: o Names, qualifications and experience of personnel to be assigned to the project. o List names, addresses, and contact information for all solid waste management transfer stations and landfills currently utilizing proposed software. 3.3.5 Specific plans for providing the proposed goods/services including: o List of proposed equipment/goods/etc. including operating parameters, illustrations, data conversion, etc. o Time frame for completion, inclusive of on-site training and/or distance training (if not otherwise specified in the statement of needs). 3.3.6 Proposed Price – Complete and return the pricing schedule provided in this RFP as Attachment C. Price may be considered but need not be the deciding factor.
  • 5. RFP #1660 Augusta Regional Landfill Solid Waste Management Software Page 5 4. EVALUATION AND AWARD Following the receipt of proposals, an ACSA selection committee, including owner’ represent- atives, will review the proposals received and rate the proposals based on the criteria in the below table. Possible Points Suitability of software for the intended purpose 45 References from other clients 20 Maintenance/Support 20 Price 10 Experience and qualifications of implementation team 5 Total 100 4.1 ORAL PRESENTATION: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the selection committee. The presentation provides an opportunity for the Offeror to clarify or elaborate on the proposal, but is a fact-finding and explanation session only and does not include negotiation. ACSA will schedule the time and location of these presentations. Oral presentations are an option of ACSA and may or may not be conducted. 4.2 SELECTION OF OFFERORS AND PREPARATION FOR NEGOTIATION: Selection shall be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the factors included in the Request for Proposal. The selection is based upon the selection committee’s score. Each selected Offeror’s proposal is then discussed in detail by the committee to determine a plan highlighting the areas of negotiation, e.g., concessions to be requested and possible concessions that may be made by ACSA. Negotiations shall be conducted with each of the Offerors so selected. After negotiations, Offerors are given the opportunity to submit a Best and Final Offer (BAFO). After the Offeror submits a BAFO, no further negotiation shall take place with that Offeror. The Offerors proposal may be rescored to combine and include the information contained in the BAFO with the technical evaluation score previously assigned, which may affect the award decision made. The contract file shall be documented to show the basis for the award, and include the final rescoring of the proposals following negotiation and receipt of Best and Final Offers. In the event that a single firm is uniquely qualified, or clearly more highly qualified than other firms offering proposals for this service, ACSA may so state this fact, give a reasonable explanation for this decision and enter into negotiations with the uniquely qualified firm. 4.3 ACSA RESERVES THE RIGHT TO: ACSA reserves the right to reject any and all proposals and to waive any informality or technical defects if, in its judgment, the best
  • 6. RFP #1660 Augusta Regional Landfill Solid Waste Management Software Page 6 interests of ACSA will be served as specified in the Code of Virginia Public Procurement Act Section 2.2-4319. 4.4 NOTICE OF AWARD: ACSA will provide public notice announcing its decision to award by posting the Notice of Intent to Award on the Augusta County Bulletin Board, the ACSA website, and by mailing the notice to all Offerors submitting a proposal. 5. PRE-PROPOSAL CONFERENCE At this time, it is believed that a pre-proposal conference is not required. Requests for specific information should be submitted on the Pre-bid Question Form in Attachment A and directed to Mr. Gregory A. Thomasson, Director of Solid Waste Management, at gthomasson@co.augusta.va.us prior to February 19, 2010. In the event specific information not contained in this RFP is provided to any Offeror the same specific information will be provided to any other Offerors who have registered their interest with ACSA as well as on the ACSA web page and the eVA Electronic VBO Bulletin Board. 6. GENERAL TERMS AND CONDITIONS 6.1 TERMS: In the event there is a conflict between the general terms and conditions and any special terms and conditions which may be included in this solicitation for use in a particular procurement, the special terms and conditions shall apply. 6.2 CLARIFICATION: If any prospective Offeror has questions about the specifications or other solicitation documents, the prospective Offeror should submit the Pre-bid Question Form in Attachment A and direct it to Mr. Gregory A. Thomasson, Director of Solid Waste Management, at gthomasson@co.augusta.va.us, prior to February 19, 2010. Any revisions to the solicitation will be made only by addendum issued by ACSA. 6.3 PAYMENT TERMS: Payment will be made net, 30 days after acceptance by ACSA of the completion of each task unless more favorable terms are provided in the Proposal package. 6.4 QUALIFICATIONS OF OFFERORS: ACSA may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to perform the work and the Offeror shall furnish to ACSA all such information and data for this purpose as may be requested. ACSA reserves the right to inspect Offerors physical facilities prior to award to satisfy questions regarding the Offerors capabilities. ACSA further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such Offeror fails to satisfy ACSA that such Offeror is properly qualified to carry out the obligations of the contract and to complete the work/furnish the item(s) contemplated therein. 6.5 ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the Offeror in whole or in part without the prior written consent of ACSA. 6.6 ETHICS IN PUBLIC CONTRACTING: By submitting a proposal, all Offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Offeror, supplier, manufacturer or subcontractor in connection with their proposal.
  • 7. RFP #1660 Augusta Regional Landfill Solid Waste Management Software Page 7 6.7 ANTI-DISCRIMINATION: By submitting a proposal, all Offerors certify to ACSA that they will conform to the provisions of Presidential Order #11246, the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable, and Section 2.2-4311 of the Virginia Public Procurement Act and that during the performance of this contract, the Offeror agrees as follows: 6.7.1 The Offeror will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by the state law relating to discrimination in employment, except when there is bona fide occupational qualification reasonably necessary to the normal operation of the Offeror. The Offeror agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. 6.7.2 Notices, advertisements and solicitations placed by or on behalf of the Offeror will state that such contractor is an equal opportunity employer. 6.7.3 Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. 6.7.4 The Offeror will include the provisions of the fore mentioned paragraphs 6.7.1, 6.7.2 and 6.7.3 in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. 6.8 MINORITY AND WOMEN-OWNED BUSINESSES: In accordance with Presidential Executive Orders #12138 & #11625, ACSA actively solicits both minority and women- owned businesses to respond to all Invitations for Bid and Requests for Proposal, and if not already on the Authority’s mailing list, you may request application for inclusion on the list. Should you be interested, please contact the Authority at (540) 245-5670 and request application. Disadvantaged business enterprises (DBE), as defined in 49 CFR 23, shall have equal opportunity to compete for and perform subcontracts which the contractor enters into pursuant to this contract. The contractor will use his best efforts to solicit bids from and to utilize DBE subcontractors or subcontractors with meaningful minority group and female representation among their employees. 6.9 DRUG-FREE WORKPLACE: 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 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 violation of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv)
  • 8. RFP #1660 Augusta Regional Landfill Solid Waste Management Software Page 8 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 any controlled substance or marijuana during the performance of the contract. 6.10 INSPECTION OF PROCUREMENT RECORDS: Proposals submitted shall be subject to public inspection only in accordance with Virginia Code § 2.2-4342. 6.11 COSTS OF PROPOSAL PREPARATION: Any costs incurred by the Offerors in preparing or submitting proposals are the Offerors’ responsibility. ACSA will not reimburse any Offeror for any costs incurred as a result of a response to this Request for Proposal. 6.12 OWNERSHIP OF MATERIAL: Ownership of all data, material and documentation originated and prepared for ACSA pursuant to the RFP shall belong exclusively to ACSA and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protection of this section prior to or upon submission of the data or other materials, and must identify the data or other materials to be protected and state the reasons why protection is necessary. 6.13 CANCELLATION OF CONTRACT: ACSA reserves the rights to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the contractor. 6.14 INSURANCE COVERAGE: Prior to the execution of the Contract, the Contractor shall furnish ACSA with a Statement of Insurance coverage from his agent indicating effective dates and limits of coverage for professional liability, workers compensation and automobile insurance. 6.15 OBLIGATION OF OFFEROR: By submitting a proposal, the Offeror covenants and agrees that he has satisfied himself, from his own investigation of the conditions to be met, that he fully understands his obligation and that he will not make any claim for, or have right to cancellation or relief from the contract because of any misunderstanding or lack of information. 7. SPECIFICATIONS 7.1 GENERAL: The Augusta Regional Landfill is a joint venture between Augusta County and the Cities of Staunton and Waynesboro. The proposed software must be able to assign each ticket an origin (such as: Augusta County, Staunton, Waynesboro or Highland County). Commercial haulers currently may have up to four origin codes. Augusta Regional Landfill is required to track the revenue and tonnage generated from each of the three owner localities and Highland County. The proposed
  • 9. RFP #1660 Augusta Regional Landfill Solid Waste Management Software Page 9 software must be able to support additional origin codes should they be needed in the future. The program must be concurrently accessible by multiple users and have multiple levels of security access. The proposed software is to be server based, include scale data entry, detailed reporting abilities, accounts receivable and billing capabilities. 7.2 SOFTWARE COMPATIBILITY: 7.2.1 OPERATING SYSTEM: a) Client: Windows XP Professional, Windows 7 Compliant. b) Server: If using a PC, same as client, else Windows Server 2008. Capable of being virtualized on VMWare, ESXi preferred. 7.2.2 GENERAL COMPATIBILITY: a) Any standard SQL Database, Microsoft SQL Server Express preferred. b) Output compatible with Microsoft Office Suite 2000 – 2007. 7.3 HARDWARE COMPATIBILITY: a) The scale program must be compatible with Cardinal 210 and Cardinal Deteco #738 scale interfaces. b) Peripheral support and control – software must support and control off-the-shelf peripherals such as printers, scanners, scale indicators, point of sale registers, credit card machines and signature capture tablets. 7.4 SPECIFIC REQUIREMENTS: 7.4.1 SCALE ACTIVITIES: a) Utilize multiple scales simultaneously. b)Ability to save tare weights. c) Ability to record multiple commodities on a single weigh ticket. d)Ability for scale operators to include comments if necessary. e) Ability to record waste quantity by waste type, charges by weight or unit. f) Ability to track outbound tonnage. g) Ability for customers to be identified by vehicle ID or customer name. h)Delinquent account notification to scale operator and transaction lock out, with the option for supervisor override. i) Allow customer, vehicle, container and generator quick add or editing by scale operators with automatic next number assignment. j) Ability to track and record residential vehicle count by origin (locality) and waste type without generating a ticket for each resident. k)Ability to view customer balance due at scale house (preferably in real time). l) Printed customizable weigh tickets to include but not limited to: m) Date, weigh in, and weigh out times (24-hour clock). n)Customer, bill to account number, transaction/ticket number, vehicle number, container number, origin(locality), generator, disposal site, waste type, gross and tare weights, net tons and transaction dollar amount.
  • 10. RFP #1660 Augusta Regional Landfill Solid Waste Management Software Page 10 o) Comments from scale operator, if applicable. p)Driver signature line. q)Default statement to print under signature, i.e. “Driver certifies that load contains no hazardous material”. r) Ability to print tickets on either preprinted forms or standard letter paper. s) Security log on/out for operator with password. 7.4.2 OFFICE ACTIVITIES: a) Ability to track waste by multiple disposal sites. b) Ability to apply credit limits and/or require pre-payment balances to customers. c) Ability to track tonnage and revenue for “no charge” accounts. d) Ability to track charges not related to scale activitiy. 7.4.3 ACCOUNTING ACTIVITIES: a) Print customizable monthly statement of account to include but not limited to: • Customer name, contact, and trade name • Remittance address • Billing address • Previous Balance • Finance Charges • Detailed new monthly charges • Total Balance Due • Customizable message field b) Only print invoices for accounts with a balance amount set by user. c) Balance forward capabilities. d) Ability to track payment by reference number or date. e) Ability to apply payments by origin. f) Ability to make adjustments by tonnage and/or dollar amount. g) Ability to set different fees for different waste types. 7.4.4 SECURITY: a) Voided transactions require supervisor approval and documentation. b) Ability for security settings to be applied at a group or user level. c) Ability for granular permissions to be applied, such as only allowing a user to run reports. d) Ability to report on user activities and/or changes to customer or other reference tables. 7.4.5 INCLUDED REPORTS: 7.4.5.1 SCALES: a) Voided ticket list b) Cash ticket list c) Detailed ticket list d) Summary of input by commodity e) Posting summary
  • 11. RFP #1660 Augusta Regional Landfill Solid Waste Management Software Page 11 f) Daily commodity code by origin g) Customer by origin h) County box report i) Sludge report j) Waste by origin k) Period end production analysis (by commodity for customer) l) Tonnage and “by the piece” reports (run reports separately or together) m) Summary of input by operator 7.4.5.2 ACCOUNTING: a) Aging balance reports for each separate locality (origin) or combined b) A/R control totals with grand totals, by date c) Finance charges assessed d) Sales journal e) Period end production analysis (by commodity for customer) f) Credit balance report g) Comprehensive audit trail (select on customer, origin and/or waste type activity) h) Ad hoc report writer 7.5 OTHER GENERAL ATTRIBUTES: a) Integration with Active Directory for authentication preferred. b) Export reports to CSV, tab delimited, or MS Excel. c) Create custom reports preferably with a wizard. d) Floating seat license structure preferred. e) Real time updates of transactions, payments, credit limit warning, and past due accounts. f) Offline mode to allow uninterrupted operations with automatic synchronization when communications are restored. g) Centralized software update distribution preferred. h) Integrated backup capabilities preferred. i) Intuitive interface design for all modules, including common Windows shortcut keys, and the ability to quickly enter data. j) Ability for historical data (i.e. customers and tonnage) to be imported/exported. k) Ability for future improvements such as accepting credit card payments, RFID, and online billing. Remainder of Page Intentionally Left Blank
  • 12. RFP #1660 Augusta Regional Landfill Solid Waste Management Software Page 12 AUGUSTA COUNTY SERVICE AUTHORITY Attachment A Pre-Bid Question Form Project Title: Augusta Regional Landfill Solid Waste Management Software RFP #:1660 The undersigned potential Bidder would like to request a written clarification, interpretation, or explanation to the following question or question(s): ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ________________________________________________________________________ ______________________________________________________________________________________ Please note that all questions should be submitted on this Pre-bid Question Form and directed to Mr. Gregory A. Thomasson, Director of Solid Waste Management, at gthomasson@co.augusta.va.us, prior to February 19, 2010 to allow for sufficient time for an addendum with answers to the questions to reach all interested parties who have registered with the Authority. ACSA will endeavor to respond to all inquiries in the timeliest manner possible. However, if in its discretion, it determines the inquiry to be inappropriate for any reason, the ACSA may refuse to respond. Multiple inquiries of substantially the same question may be answered in one addendum. Submitting Firm Name and Address: _____________________________________________ Telephone: (____) ______________ _____________________________________________ Fax: (____) ___________________ _____________________________________________ Signature: _____________________________________ Date:______________________ Title: _________________________________________
  • 13. RFP #1660 Augusta Regional Landfill Solid Waste Management Software Page 13 AUGUSTA COUNTY SERVICE AUTHORITY ATTACHMENT B Client Reference List 1. YEARS IN BUSINESS: Indicate the length of time you have been in business providing this type of services _____ years ___ months. 2. REFERENCES: List the number of solid waste facilities, specifically transfer stations and landfills, which currently use the proposed software: _____________ a. Provide contact information for three (3) municipal solid waste facilities in Virginia utilizing the proposed software; to include: Name of facility, contact person, address, telephone number, and the dates the software went online. If the Offeror has not recently provided this type of service, list at least two (2) general references that ACSA has your permission to contact. 1) Facility Name: Contact: Address: Telephone: Dates of service: 2) Facility Name: Contact: Address: Telephone: Dates of service: 3) Facility Name: Contact: Address: Telephone: Dates of service:
  • 14. RFP #1660 Augusta Regional Landfill Solid Waste Management Software Page 14 AUGUSTA COUNTY SERVICE AUTHORITY ATTACHMENT C PRICE SCHEDULE Item Itemized Description Bid Price($) 1) Software and program modules 2) Maintenance or annual fee 3) Updates 4) Upgrades 5) Support 6) Data Conversion 7) Training TOTAL BID PRICE $ In compliance with this Request for Proposal, and subject to all the conditions thereof, the undersigned offers, if this offer be accepted within _____ days from the date of the opening, to furnish the equipment at the price quoted above, delivered at the point specified within ____ days after receipt of order. Payment or Discount Terms _________(%)____________(days). Submitting Firm Name and Address: _____________________________________________ Telephone: (____) ______________ _____________________________________________ Fax: (____) ___________________ _____________________________________________ Authorized Signature: ___________________________ Date:______________________ Title: _________________________________________

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