12-1106-B-2526 Grounds Maintenance.pdf

INVITATION TO BID

Procurement Office 801 Crawford Street ● Portsmouth, VA 23704

Phone: 757-393-8261 ● Email: purchasing@portsk12.com

Portsmouth Public Schools hereby seeks sealed bids for the following:

TITLE: GROUNDS MAINTENANCE

ITB# 1106-B-2526

ISSUE DATE December 4, 2025

QUESTIONS DUE December 15, 2025

CLOSING DATE January 6, 2026

CLOSING TIME 2:00 PM

PROCUREMENT SUPERVISOR CASSANDRA STANLEY VCM, CPP

PPS DOES NOT DISCRIMINATE AGAINST FAITH BASED ORGANIZATIONS

mailto:purchasing@pps.k12.va.us

Portsmouth Public Schools 1106-B-2526 GROUNDS MAINTENANCE

INVITATION TO BID (ITB)

Issue Date: December 4, 2025 ITB No. 1106-B-2526 Commodity Codes: 98836, 98852 Title: Grounds Maintenance Contract Number: ___________ Issued by: Effective Date: ___________ Portsmouth Public Schools Using Department:

Procurement Office Portsmouth Public Schools 801 Crawford Street Office of Auxiliary Services 3rd Floor SH Clarke Annex Portsmouth, VA 23704 2801 Turnpike Road Portsmouth, VA 23707

CONTRACT TERM: Two (2) year contract with three (3), one-year renewal options.

THE PORTSMOUTH PUBLIC SCHOOLS LOCATED IN PORTSMOUTH, VIRGINIA, WILL RECEIVE SEALED BIDS FOR THE ABOVE NAMED PROJECT UNTIL 2:00 PM LOCAL TIME ON JANUARY 6, 2026 AT THE PROCUREMENT OFFICE, 3RD FLOOR, CITY HALL BUILDING, 801 CRAWFORD STREET, PORTSMOUTH, VA 23704. ANY BIDS RECEIVED AFTER THE SPECIFIED TIME AND DATE WILL NOT BE CONSIDERED. Bidders shall return ALL REQUIRED BID FORMS AND APPLICABLE MWBE FORMS with bid. Failure to return the MWBE forms will result in your bid being deemed non-responsive and ineligible for award.

ALL INQUIRIES FOR INFORMATION SHOULD BE DIRECTED TO Cassandra Stanley (757) 393-8261, FAX: (757) 393-5104; All questions must be submitted via email to purchasing@portsk12.com before 5:00 PM, December 15, 2025.

Bid documents may be examined at Portsmouth Public Schools Procurement Office, City Hall Building, 801 Crawford Street, 3rd Floor-School Board Office, Portsmouth, VA 23704. Electronic copies of the bid documents in PDF format are available for download on PPS’ Bonfire website at https://portsk12.bonfirehub.com/portal/?tab=openOpportunities. Electronic submission are only accepted through this site. Bids are also available through Virginia’s eProcurement Portal Website at https://eva.virginia.gov/ and DemandStar. Please refer to PPS’ Procurement Office website at http://ppsk12.us/departments/departments_n-_z/purchasing_office for more information.

It shall be the responsibility of the prospective bidder to monitor the Bonfire, eVA or DemandStar websites for published addenda and to have all addenda signed by an authorized representative of the company. All fully executed addenda must be returned to the Procurement Office along with the signed bid. PPS will NOT accept faxed addenda.

IF BIDS ARE MAILED, SEND DIRECTLY TO THE PROCUREMENT OFFICE AT THE ADDRESS SHOWN ABOVE. IF HAND DELIVERED, DELIVER TO: Portsmouth City Hall, 801 Crawford Street, 3rd Floor-School Board, Portsmouth, VA 23704. IT SHALL BE THE RESPONSIBILITY OF THE PROSPECTIVE BIDDER TO ENSURE THEIR BID IS DELIVERED TO THE 3RD

FLOOR-SCHOOL BOARD PROCUREMENT OFFICE.

IMPORTANT: BIDDERS ARE ALSO CAUTIONED NOT TO MAKE CHANGES TO THE SPECIFICATIONS OF THIS

SOLICITATION. THIS MAY RENDER THE BID NON-RESPONSIVE.

THIS SECTION IS TO BE COMPLETED BY BIDDER’S OR OFFEROR’S AUTHORIZED REPRESENTATIVE.

Name and Address of Firm:

_________________________________________________ Date: __________________________________

________________________________________________ By: ____________________________________ (Signature in Ink) _____________________________ Zip Code: ___________ Name: __________________________________ (Please Print) Email: ___________________________________________ Title: ___________________________________

Website: _________________________________________ Phone: __________________ Fax: _______________

FID/Tax ID NO: ________________________________

Check All That Apply: DBSD Certified Business

__ Small __ Women-Owned __Minority-Owned __Micro __ Other DSBSD # ________________________

ACCEPTANCE BY PORTSMOUTH PUBLIC SCHOOLS:

NAME: _______________________________________ SIGNATURE: _______________________________________

(SIGNATURE OF AUTHORIZED REPRESENTATIVE)

TITLE: _______________________________________ DATE: ________________________________________ mailto:purchasing@pps.k12.va.us https://portsk12.bonfirehub.com/portal/?tab=openOpportunities https://eva.virginia.gov/ http://ppsk12.us/departments/departments_n-_z/purchasing_office

TABLE OF CONTENTS

I. PURPOSE 4

II. SCOPE OF WORK 4

III. SPECIAL TERMS & CONDITIONS 1

A. Audit 11 B. Award 11 C. Bidders of Record 12 D. Brand Name or Equal 12 E. Cancellation of Contract 12 F. Changes or Modifications to Solicitation Documents 12 G. Contact with the School Board’s Staff, Representatives and/or Agents 12 H. Contract Administrator 12 I. Contractor of Record 12 J. Cooperative Procurement 12 K. Cost of Responding 13 L. Disposition of Bids 13 M. E-Verify Program 13 N. Contract Term/Renewal 13 O. Identification of Bid Envelope 13 P. Indemnification 14 Q. Independent Contractor 14 R. Invoice/Payment 14 S. ITB Closing 14 T. M/WBE Subcontracting and Evidence of Compliance 14 U. Procedure 15 V. Questions 16 W. Taxpayer ID Number and Certification 16 X. Withdrawal or Modification of Bids 16 Y. Price Escalation/De-Escalation 16

IV. LIST OF ATTACHMENTS 17

A. Traffic and Safety Controls

B. General Terms & Conditions C. Contractor Employee Background Certification D. State Corporation Commission Requirement E. Debarment, Suspension and Other Responsibility Matters F. M/WBE Program Forms Form A- M/WBE Utilization Commitment Form B- Listing of the Good Faith Efforts Form C- Statement of Intent to Perform Work Without Subcontracting G. Taxpayer ID Number and Certification (W-9) Form H. M/WBE Program Policy I. Pricing Sheet J. PPS Locations K. Athletic Sports Schedule-Sample 2024

I. PURPOSE

The purpose of this Request for Proposals (RFP) is to solicit sealed proposals from qualified Bidders to establish a contract through Invitation to Bid to furnish all labor, supervision, materials and equipment to provide grounds maintenance for Portsmouth City Public Schools (referred to as PPS or Purchasing Agency).

II. STATEMENT OF NEEDS/SCOPE OF WORK

A. General Requirements:

Contractors are required to:

1. Contractor shall provide all specified grounds maintenance services for designated

Portsmouth Schools Properties, in accordance with these specifications.

2. The contractor agrees with the delegated responsibility of the Portsmouth Public Schools to maintain the best possible relations with the citizens and students of the City of Portsmouth. The contractor further agrees not to interrupt the normal operations of any school facility, nor to restrict access to the school facility by school management officials, students, faculty, visitors, contractors or others working or otherwise utilizing school grounds. Special consideration shall be given by the Contractor to allow for activities in areas adjacent to instructional areas, playgrounds, parking lots and athlete areas. This will require prior approval of the Contractor’s work schedules by the Contract Administrator.

3. The Contractor must provide completed background certification forms for all personnel that will be assigned to this contract. Work shall be performed by competent technicians who are employees of the Contractor. The Contractor shall be responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work.

4. The Contractor is responsible for the proper conduct and performance of its employees in compliance with the following:

a. Employees appearing to be under the influence of alcohol or drugs shall not be permitted on the School’s premise.

b. Employees engaging in loud or boisterous conduct will not be permitted on the

School’s property.

5. PPS reserves the right to request the removal of any Contractor’s employees from City or Portsmouth Public School properties at any time for reasonable cause.

6. PPS does not guarantee any work for any agreement resulting from the solicitation.

7. PPS reserves the right to make multiple awards as a result of this solicitation.

8. The service areas are listed below:

Site visits can be coordinated until December 15, 2025 by calling (757) 393-8607.

Uptown Services Area:

Churchland Elementary 5601 Michael Lane Churchland High 4301 Cedar Lane Churchland Academy 4061 River Shore Road Churchland Middle 4051 River Shore Road Churchland Primary 5700 Hedgerow Lane

Downtown Service Area:

Brighton Elementary 1100 Portsmouth Blvd Emily Spong 2200 Piedmont Avenue Park View Elementary 260 Elm Avenue I. C. Norcom High 1801 London Boulevard Mt. Hermon Preschool 3000 North Street Cradock Middle School 21 Alden Avenue Cradock Elementary 18 Dahlgren Avenue

Manor Service Area:

Victory Elementary 228 Greenwood Drive William E. Waters Middle 600 Roosevelt Boulevard Lakeview Elementary 1300 Horne Avenue Manor High 1401 Elmhurst lane Hodges Manor Elementary 1201 Cherokee Road Olive Branch Preschool 415 Mimosa Road

Mid-Town Service Area:

Douglass Park Elementary 34 Grand Street Simonsdale Elementary 4841 Clifford Street Westhaven Elementary 3701 Clifford Street S. H. Clarke Annex 2801 Turnpike Road Pace Center (formerly DAC) 401 West Road I.R.C. 3651 Hartford Street Waterview Elementary 3649 Hartford Street

B. Specific Requirements

1. Work shall be performed by the Contractors at the above listed contract locations when requested by the Contract Administration.

2. Mowing: All mowing shall be performed on a ten (10) calendar day cycle, unless otherwise authorized by the Contract Administrator.

3. Mulching: All mulching will be performed in accordance with this solicitation, or as otherwise requested by the Contract Administrator. Approval for additional mulching must be approved in writing prior to work commencement.

4. Litter Removal and Disposal of Litter and Debris:

a. Prior to each mowing operation, the Contractor shall remove all litter and debris, including paper, cans, bottles, bags, grass clippings, accumulated leaves, pine needles, and other tree litter including tree limbs from the areas of contract locations.

Including, but not limited to, parking lots, sidewalks, patios, lawns, trees, shrubs, groundcover beds, all curbs and gutters, fence lines, and other hard surfaces, etc.

within the contract areas. Special attention shall be given to insure the removal of objects, which may cause injury, if thrown from mowing equipment.

b. All litter shall be disposed of at an appropriate legal, off-site disposal site.

c. Disposal of litter and debris in an unauthorized or illegal manner shall result in immediate termination of the agreement.

5. Mowing and Trimming:

a. Turf shall be mowed to a height of two (2) inches using reel or rotary type mowers during the season of active growth, generally between mid-march and the first week of December. Rough cutting and bush hogging will not be permitted. Turf shall be mowed to maintain a neat appearance. Mowing shall include any drainage ditches and/or BMP’s on the school’s property. If any mowing is to be omitted or delayed, it shall be omitted or delayed only at the discretion of Portsmouth Public Schools designee. All mowing must be promptly accomplished at the time and frequency specified on the Bid Price Schedule which is attached hereto and made a part thereof.

b. Mower height to be measured with mower on a flat, paved surface. A high quality of cut shall be provided using mowers with sharp cutting edges. Mowing shall be accomplished in such a manner as not to damage trees, shrubs, plants, signs, or other obstructions.

c. Weed eaters shall not be used to mow or trim turf areas wider than 24 inches.

d. Mowing and trimming operations shall be performed in such a manner as to prevent the piling of excessive and unsightly grass clippings on lawns. The Contractor shall remove or adequately disperse excessive clippings immediately following each mowing cycle prior to the work crew leaving the work site.

e. All resulting lawn clippings shall be removed from any roadways, walkways, parking areas, or any other hard surfaces including curbs and gutters and from landscaped areas including plant beds, tree collars, etc. immediately after each mowing by the Contractor prior to the work crew leaving the work site.

f. The Contractor shall perform all trimming at each mowing using hand labor, herbicides, or mechanical devices. Trimming shall include around all trees, shrubs, beds, fences, groundcovers, utilities, poles, signs, buildings, obstacles, air conditioning units, curbing, sidewalks, parking lots, patio, concrete pads, including cracks and expansion joints, edges of all exterior hard surfaces.

g. Any vegetation not cut by the mowing operation located adjacent to, above, or hanging over the curb must be trimmed each mowing cycle. At time of each mowing, trimming shall be done in a manner as not to damage trees, shrubs, fences, etc. At no time shall wild vegetation be allowed to grow out of these areas.

h. Trimming operations shall occur on the same day as the mowing operations. Under no circumstances shall trimming operations be delayed more than 24 hours past the mowing operations.

i. At the time of each mowing, the Contractor shall remove sucker growth at the base of trees before it reaches 6 inches in height and all materials and debris shall be removed from site after each such pruning.

6. Weed Controls:

a. Hard Surfaces:

Use of herbicides and hand labor to remove and control undesirable vegetation (weeds) from expansion joints, cracks of sidewalks, parking lots, curbing and concrete medians, including road pavement that is within two (2) feet of said areas.

b. Beds and Groundcovers – Weed Free Maintenance:

Use of herbicides and hand labor to remove and control understand vegetation (weeds) in mulched areas (designated beds, tree collars, and groundcovers) shall be provided throughout the mowing season each time mowing is performed to ensure a weed-free condition at all times.

7. Edging:

a. All work shall include all curbs and sidewalks. All edges shall be cut as specified in the Bid Price Schedule (typically once per month) during the growing season.

The first edging shall be completed just prior to the beginning of the mowing season and then as specified by the Contract Administrator. Weed eaters shall not be used for edging.

b. The Contractor shall promptly remove all debris, including soil and trimmings from the lawn areas, sidewalks, and roadways after each edging operation prior to the work crew leaving the work site. Edge ONLY with steel disc or steel blade edges.

8. Pruning:

a. The Contractor shall prune shrubs, groundcovers, and hedges by shaping back to the size that existed at the beginning of the current season. Prune in appropriate season so as not to remove ornamental fruit or blooms. Pruning shall occur before growth exceeds 6 inches. Care shall be taken to ensure natural form and shape of plants is maintained.

b. Shrubs existing along windows shall be maintained 6 inches below window ledge.

c. The Contractor shall remove all dead and damaged branches of shrubs and groundcovers and hedges.

d. The Contractor shall remove all materials and debris from trimming operations daily after each pruning prior to leaving the work site.

9. Mulching:

a. Pre-Emergent Herbicide:

All designated areas to be mulched shall first be treated with a pre-emergent herbicide application of either Barricade (manufactured by Sandoz Corp.)

snapshot (manufactured by Dow Chemical), or an approved equal, according to the Manufacturer’s specifications, prior to applying the mulch.

b. Mulch Application All existing shrub beds, tree collars, flowerbeds, planters, and groundcover beds shall be mulched twice per year to a depth of 2 inches. At the beginning of mowing season and prior to the start of the new school year. This schedule may be adjusted as necessary, Mulch material shall be shredded hardwood mulch, or approved equal. Mulch used must be approved by the Contract Administrator prior to application. Additional mulching may be requested as needed; however, all such mulching must be approved in writing prior to application.

10. Application of Pesticides:

a. The Contractor shall submit all appropriate Material Data Safety Sheets and a copy of the label of the pesticide to be applied to the Contract Administrator for authorization to proceed prior to application of the pesticide.

b. The Contractor shall provide copies of records of all pesticide applications to the Contract Administrator with each invoice. These records shall conform to current Virginia Department of Agriculture and Consume Services (VDACS) and EPA regulations.

c. All pesticides used under this contract shall be applied by a Virginia Certified Commercial Pesticide Applicator, who holds Commercial Pesticide Applicator’s certificates for categories:

3-A (03) ornamental Pest Control – Outdoor 3-B (21) Turf Pest Control 6 (06) Right-of-Way Pest Control

d. The Contractor shall possess a currently valid Virginia Pesticide Applications Business License in the name of the Contractor’s business, as required by the Commonwealth of Virginia.

e. The above certifications, registrations, licenses, and permits must be issued by VDACS and shall be kept valid throughout the term of this contract.

f. “Restricted Use Pesticides” (as classified by the administrator of the Environmental Protection Agency)

g. The Contractor agrees to replace ornamental plants, grasses, or trees whether owned by the Portsmouth Public Schools or others, which the Contract Administrator judges to have been damaged or killed as a result of pesticide application under this contract.

h. The Contractor shall not permit uncertified or unauthorized personnel to apply or otherwise handle any pesticide.

i. All pesticides shall be applied in accordance with manufacturer’s labeling and all applicable federal, state, and local regulations.

11. Replacement of Damaged Plants:

a. The Contractor shall be responsible for the replacement of any plantings that may be damaged due to improper performance of designated maintenance activities.

In such case, the Contract Administrator shall determine when replacement is to be made. If the Contract Administrator, agrees that PPS may replace and reduce the Contractor payment by the amount of cost of replacement planting.

12. Athletic Field Maintenance:

a. Mowing: The Contractor shall be responsible for mowing Athletic Fields in accordance with the following schedule (See Attachment K-Sample Schedule):

Football: April through January – once per week February through March – dormant season (only if needed)

Soccer: March-October – once per week November through February- only as needed Baseball/Softball: February through October – once per week November through January – biweekly Field Hockey: May through October – once per week November through April – only as needed Tennis Court: Maintained year round-Remove grass and weeds on court Cross Country: April through October (to be cut weekly Sept-Oct before each meet) Track Areas Necessary Pruning, trimming (Pole Vault, Long Jump, Discus Areas)

b. Athletic Fields are listed below:

Site visits can be coordinated until Month 2, 2025 by calling (757) 393-8885.

1. Brighton Elementary Complex – Soccer field

2. Cradock Middle – Softball field, Football Practice Field

3. Douglass Park Elementary – Baseball Field (just outside of field). The City will maintain the infield at this location.

4. Hodges Manor Elementary – Soccer Field

5. Olive Branch Pre- School-Baseball Field

6. Simonsdale Elementary – Baseball Field (outside field only). The infield will be maintained by the sports league at this location.

7. Waters Middle – Baseball Field (Football Field for local League).

8. Churchland High School – Baseball and Football Fields, Tennis Court, Cross

Country Trail

9. IC Norcom High School – Baseball and Football Fields, Tennis Court

10. Wilson High School – Baseball and Football Fields

11. Churchland Middle School – Baseball Field, Football Practice Field

c. PPS reserves the right to alter this schedule at any time due to the game schedule.

d. Height Requirements: The grass height requirements for each field is listed below.

1. Football Fields – Cut to a height of 2”

2. Baseball Fields – Outfield – Cut to a height of 2”

3. Baseball Fields – Infield – Cut to height of 2”

4. Softball Fields – Outfield – Cut to a height of 2”

5. Soccer Fields – cut to a height of 2”

6. Field Hockey – Fields will be maintained at a height of 2”

7. Field Hockey – During the field hockey season, each field will be cut to a height of 1” one day prior to the start of each game.

e. Equipment Requirements: Athletic fields must be cut with a lawn mower versus a tractor in an effort to avoid creating dips and grooves in the field areas. In addition, the Contractor shall ensure that the outdoor track area adjacent to the fields remains undamaged during the mowing cycle. Should provide a sufficient covering to cross to ensure no damage to the track occurs. The Contractor shall be responsible for any damages due to not adequately safeguarding these areas.

13. Notifications and Inspections:

a. The Contractor shall submit to the Contract Administrator a weekly schedule of the work planned for each site. Each morning prior to 8:00 a.m., the Contractor shall notify the Contract Administrator of the locations and work being performed that day. All work is subject to inspection and acceptance by Portsmouth Public Schools personnel. No work shall commence without prior notification to the Contract Administrator. Failure to notify the Contractor Administrator of the work locations in advance may result in termination of the contract.

b. The Contractor shall provide written notification of completed work to the Contract Administrator or designee by 4:00 p.m. on the form that will be provided by the Contract Administrator. This form must be approved and signed by the Site Supervisor or designee prior to the Contractor leaving the work site.

c. At the completion of the work, the locations will be inspected and the Contractor shall be notified of any discrepancies. The Contractor shall take whatever action necessary to correct the discrepancies within (1) working day. Working days are considered Monday through Friday, unless one of the days is a designated holiday. The work will be re-inspected to ensure that designated corrections have occurred. Failure to correct the discrepancies shall result in the assessment of a $425.00 fee for the first re-inspection. If the discrepancies have not been corrected after the first re-inspection, the Contractor will be assessed an additional $50.00 fee for each additional re-inspection. These fees will be deducted from the invoices submitted by the Contractor for payment. All discrepancies must be corrected within five (5) days, failure to do so may be grounds for termination of the agreement.

d. The Contract Administrator reserves the right to inspect the supplies, materials, and equipment used by the Contractor, its subcontractors, agents, and employees at any time during the term of the agreement.

e. Work Crew Supervision: The Contractor shall provide qualified supervision of each crew at all times while working under this agreement. Each supervisor shall be authorized by the Contractor to accept and act upon all directives issued by the Contract Administrator. Failure of the supervisor to act on said directives shall be sufficient cause to give notice that the Contractor is in default of the contract, unless such directives would create potential personal injury or safety hazards.

14. Authorized Work Hours:

a. The Contractor shall provide the Contract Administrator with a written work schedule to indicate the normal starting and completion times for its operations.

The schedule shall be delivered to the Contract Administrator for approval two

(2) weeks prior to first beginning the work. Changes in such work schedules must be approved by the Contract Administrator.

b. Saturday, Sunday and Holiday Work: There shall be no work performed on Saturdays, Sundays and Holidays, unless approved by the Contract Administrator and except that it is necessary to protect life and property in an emergence, or as shown or specified elsewhere herein. The following is a list of Holidays observed by PPS:

HOLIDAYS

New Year’s Day 1st day of January Lee - Jackson Day 2nd Friday in January Martin Luther King, Jr. Day 3rd Monday in January George Washington’s Birthday 3rd Monday in February Memorial Day Last Monday in May Independence Day 4th Day of July Labor Day 1st Monday in September Veteran’s Day 11th Day of November Thanksgiving 4th Thursday in November Friday after Thanksgiving 4th Friday in November Christmas Eve 24th Day of December Christmas Day 25th Day of December

14. Traffic Control Requirements: The Contractor is responsible for controlling traffic in and around the contract area in accordance with Attachment A.

15. Accidents and Safety: The Contractor shall employ methods including proper safe techniques, equipment and materials in accordance with Attachment A.

16. Site Defects. The Contractor shall promptly (same day) notify the Contract Administrator of any holes, cave-ins, or depressions in turf grass, mulched areas, broken signs and any other defects or hazards.

III. SPECIAL TERMS AND CONDITIONS

A. Audit:

The Contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the PPS, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

B. Award:

PPS may elect to award a contract to more than one vendor. The award of contracts shall be at the sole discretion of PPS. Unless cancelled or rejected, a responsive bid from the lowest responsible bidder shall be accepted as submitted, except that if the bid from the lowest responsible bidder exceeds available funds, PPS may negotiate with the apparent low, reject any or all Bids in whole or in part and to waive any informalities in the process. Further, PPS reserves the right to enter into any contract deemed to be in PPS’ best interest.

C. Bidders of Record:

Bidders receiving a copy of this ITB from a source other than the Purchasing Office or via DemandStar or eVA must contact the Purchasing Office and provide the Bidder’s name, address, contact person, telephone and fax numbers and the ITB number. Bidder wanting to be added to PPS plan holders’ list must register at https://portsk12.bonfirehub.com/portal/?tab=openOpportunities and will receive notification of any addenda to this ITB.

E. Cancellation of Contract:

The Procurement agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

F. Changes or Modifications to Solicitation Documents:

Changes or modifications to this ITB made prior to the date and time of closing will be addressed by addenda from the Issuing Office. Bidders are to acknowledge receipt of addenda in the space provided on the cover page of this ITB.

Oral modifications shall not form a part of the bid documents. This ITB and any addenda shall be incorporated, by reference, into any resulting contract.

G. Contact with the School Board’s Staff, Representatives and/or Agents:

Direct contact with the School Board’s staff, representatives and/or agents other than Procurement staff on the subject of this ITB or any subject related to this ITB is expressly prohibited except with the prior knowledge and permission of the Procurement Manager. All questions prior to the awarding of this contract shall be made to the Issuing Office.

H. Contract Administrator:

The contract administrator for this contract shall be the Coordinator of Auxiliary Services, and/or designee at (757) 393-8607.

I. Contractors of Record:

Contractors receiving a copy of this ITB from a source other than the Procurement Office, Bonfire or eVA or DemandStar must contact the Procurement Office and provide the Contractor’s name, address, contact person, telephone and fax numbers and the ITB number.

Contractor will be included to receive notification of any addenda to this ITB.

J. Cooperative Procurement:

Any resultant contract of this solicitation may be extended to any public agency or body in the Commonwealth of Virginia to permit those public agencies or bodies to purchase at https://portsk12.bonfirehub.com/portal/?tab=openOpportunities contract prices, in accordance with the terms, conditions and specifications of this bid (Code of Virginia Chapter 43, Article 2 §2.2-4304). The successful bidder shall deal directly with each public agency or body in regard to order placement, delivery, invoicing and payment.

Note: PPS would in no way be involved in the authorized agency or body purchasing procedure other than to reference PPS’ ITB number. PPS shall not be held liable for any costs or damage incurred by another jurisdiction as a result of any award extended to that jurisdiction or political subdivision by the awarded Contractor.

K. Cost of Responding:

This solicitation does not commit PPS to pay any costs incurred by the Bidder or any other party in the preparation and/or submission of bids or in making necessary studies or designs for the preparation thereof, nor is PPS obligated to procure or contract for such services.

L. Disposition of Bids:

All materials submitted in response to this ITB shall become the property of PPS. One (1) copy of each bid will be retained for official files. Said copy will become public record after award of the contract and will be open to public inspection subject to the Proprietary Information/Disclosure section of this ITB.

M. E-Verify Program:

EFFECTIVE 12/1/13. Pursuant to Code of Virginia, §2.2-4308.2., any employer with more than an average of 50 employees for the previous 12 months entering into a contract in excess of $50,000 with any agency of the Commonwealth to perform work or provide services pursuant to such contract shall register and participate in the E-Verify program to verify information and work authorization of its newly hired employees performing work pursuant to such public contract. Any such employer who fails to comply with these provisions shall be debarred from contracting with any agency of the Commonwealth for a period up to one year. Such debarment shall cease upon the employer’s registration and participation in the E-Verify program. If requested, the employer shall present a copy of their Maintain Company page from E-Verify to prove that they are enrolled in E-Verify.

N. Contract Term/Renewal:

The contract shall be a two (2) year term contract with three (3) one-year renewal options, commencing on date of award unless cancelled in accordance with Section E- Cancellation of Contract. PPS will provide the Contractor a notice of renewal no later than 60 days prior to end of the contract term.

O. Identification of Bid Envelope:

If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid/proposal should be returned in a separate envelope or package, sealed and identified as follows:

Name of Bidder/Offeror Street or Box Number City, State, Zip Code

IFB/RFP Number IFB/RFP Title Due Date and Time

P. Indemnification:

Contractor agrees to indemnify, defend and hold harmless PPS, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the Contractor/any services of any kind or nature furnished by the Contractor, provided that such liability is not attributable to the sole negligence of the using agency or to failure of the using agency to use the materials, goods, or equipment in the manner already and permanently described by the Contractor on the materials, goods or equipment delivered.

Q. Independent Contractor:

In providing requested services under an Agreement/Contract, Contractor will be acting as an independent contractor and not as an employee of Portsmouth City Public Schools.

Contractor and PPS acknowledge that resulting Agreement/Contract will not create a partnership or joint venture between the parties, and the Agreement/Contract will be exclusively a contract for services.

R. Invoice/Payment:

Invoices must accompany each delivery. Invoices must state purchase order number, delivery location, delivery date, and an itemized list of products delivered. Invoices shall be sent to the Portsmouth School Board, P.O. Box 998, Portsmouth, VA 23705 or emailed to accounts.payable@portsk12.com. The School Board reserves the right to return incorrect invoices, including invoices not citing the purchase order number, to the Contractor for correction. Payment terms shall be net 30 days from receipt of goods and/or services of invoice, whichever is later.

S. ITB Closing:

Bidder shall ensure its bid is time stamped by the Issuing Office no later than the closing date and time shown on the cover of this ITB. Bids received after the specified date and time (ex:

time stamped 2:01 or later) will not be considered and will be returned to the Bidder unopened.

In the event that PPS is closed due to inclement weather and/or emergency situations prior to or at the time set aside for the published ITB/RFP closing, the closing date will default to the next open business day at the same time.

T. M/WBE Subcontracting and Evidence of Compliance:

Portsmouth Public Schools’ solicitations and contract awards shall not discriminate against a Bidder/Offeror or Contractor because of race, religion, color, sex, national origin, age, disability or any other basis prohibited by state law and School Board policy relating to discrimination in employment. Portsmouth Public Schools is committed to ensuring fair consideration of all suppliers in its day-to-day procurement of services, suppliers and mailto:accounts.payable@portsk12.com construction. Providing the opportunity for a wide-range of suppliers provides a competitive edge in producing high-quality, low cost innovative products and services. It is the goal of PPS 8% its purchases is made from minority and women-owned businesses enterprises (M/WBE) under this solicitation. This includes discretionary spending in prime contracts and subcontracts. All potential respondents are required to submit an M/WBE Subcontracting Plan to either disclose its intent to utilize subcontractors or its intent not to utilize subcontractors. All M/WBE forms must be completed and returned with the respondent’s proposal. M/WBE Forms are listed in Attachment E and the Program Policy document is included as an Attachment. (Forms can also be found in the M/WBE Program Policy which is referenced as an attachment). Information and instructions on completing the Forms are included in the M/WBE Program Policy. The Contractor is encouraged to offer such subcontracting opportunities to M/WBE-certified businesses. No respondent or subcontractor shall be considered a Women-Owned Business or a Minority- Owned Business unless certified as such by the Virginia Department of Small Business and Supplier Diversity (DSBSD and formerly Virginia Department of Minority Business Enterprise - DMBE), Women Business Enterprise Council (WBENC), or the Carolina- Virginia Supplier Diversity Council (CVSDC) by the due date for receipt of proposals. The prime Contractor agrees to report the use of these subcontractors by providing the PPS’ Procurement Office, at a minimum, the following information: name of small business with the DSBSD certification number, phone number, total dollar amount subcontracted, and type of product/service provided. Respondents who propose self-performance of the work under this solicitation must provide supporting documentation or evidence of its historical self-performance status to show self-performance of this work is not intermittent or elected only for PPS. Additional details of the PPS’ M/WBE program and requirements are included in the PPS’ M/WBE Program Policy, which is hereby incorporated into this proposal by reference and attached to this solicitation. (Failure to complete and return M/WBE forms with proposal will result in response being deemed non-responsive).

U. Procedure

1. Discrepancies or Omissions: In the event a Bidder finds any discrepancies or omissions in the ITB or has any doubt as to its meaning, he shall notify the Procurement Office or Manager, 801 Crawford Street, 3rd Floor, and Portsmouth, VA, 23704 at once. If it is found necessary, a written addendum will be sent to each Bidder.

All addenda so issued shall become a part of the contract document and will be signed and returned with the bid. Requests for such interpretation should be in writing, addressed to the Procurement Office not later than five (5) days prior to the date fixed for ITB closing. Oral responses, instructions, or questions do not form any part of the Invitation to Bid.

2. Internet Access: All bids/proposals may be viewed on the School Board’s Bonfire website at https://portsk12.bonfirehub.com/portal/?tab=openOpportunities or download from www.eva.virginia.gov or the DemandStar website.

3. Submission: The Bid must be:

a. Sealed and submitted in a plain opaque envelope.

b. Addressed to Procurement Manager, Portsmouth Public Schools, 801 Crawford

Street, 3rd Floor, Portsmouth, Virginia 23704. Bidder is responsible for https://portsk12.bonfirehub.com/portal/?tab=openOpportunities http://www.eva.virginia.gov/ ensuring bid is delivered to this address at the specified date and time.

Deliveries after the specified time will not be accepted.

c. Clearly marked: The ITB number and closing date stated in the ITB must appear on the envelope.

4. Corrections: Any bid submitted with corrections must have the corrections initialed by the person who signed the bid.

5. Bid Cost: Bids are to be submitted in accordance with the Invitation to Bid. Cost proposal submitted to perform all work/services stated herein will be “all inclusive”.

All costs incurred for bid preparation shall be the responsibility of the Bidder.

6. Validity: All information requested in the Invitation to Bid must be completed in order to constitute a valid bid.

7. Deviations: Any deviations from the specifications must be set forth in the bid.

8. Charges: All prices in the bid shall be for all equipment, materials, supplies (including delivery), labor and any incidental expenses incurred by the Bidder. No other charges may be added.

V. Questions:

Bidders must submit questions regarding the Invitation to Bid in writing by email to the Issuing Office at purchasing@portsk12.com by December 15, 2025. Necessary replies will be issued to all Bidders of record as addenda that shall become part of the contract documents. Oral instructions do not form a part of the ITB documents. Bidder is responsible for checking available sites.

W. Taxpayer ID Number and Certification:

Bidder must submit with its offer the attached W9 Form – Request for Taxpayer ID Number and Certification.

X. Withdrawal or Modification of Bids:

Bids may be withdrawn or modified by written notice received from bidders prior to the deadline fixed for bid receipt. The withdrawal or modification may be made by the person signing the bid or by an individual(s) who is authorized by him/her on the face of the bid.

Written modifications may be made on the bid form itself, on the envelope in which the bid is enclosed, or on a separate document. Written modifications, whether the original is delivered, or transmitted by facsimile, must be signed by the person making the modification or withdrawal.

Y. Price Escalation/De-Escalation:

If the contract is renewed beyond the initial contract period, the first option year and each additional option year may be subject to a price increase. This increase will be determined by using the Consumer Price Index – All Urban Consumers (CPI-U from December to December) as reported annually by the Bureau of Labor Statistics. The current rates will http://purchasing@portsk12.com be increased by the same percentage of the CPI-U for the renewal period with the increase not to exceed five percent (5%). The price increase will not be automatic and must be mutually agreed upon.

IV. LIST OF ATTACHMENTS

A. Traffic and Safety Controls B. General Terms and Conditions C. Contractor Employee Background Certification D. State Corporation Commission Requirement E. Debarment, Suspension and Other Responsibility Matters F. M/WBE Program Forms

• Form A – M/WBE Utilization Commitment

• Form B – Listing of the Good Faith Efforts

• Form C - Statement of Intent to Perform Work Without Subcontracting

G. Taxpayer Identification Number and Certification H. M/WBE Program Policy I. Pricing Sheet J. PPS Locations K. Athletic Sports Schedule Sample-2024