12012026-1400 School Serving Line Design and Consulting Services F.pdf

Request for Proposals (SEALED)

Issue Date: October 29, 2026

RFP Number: 12012026-1400

Title: School Serving Line Design and Consulting Services

Issuing Agency: Spotsylvania County Public Schools

Purchasing Department

8020 River Stone Drive

Fredericksburg, VA 22407

Electronic Proposals Received Until: December 1, 2026 by 2:00 PM local time

Pre-Proposal Conference: No pre-proposal conference is scheduled.

Submit electronic proposals as follows: Submit via eVA at the following link: www.eva.virginia.gov. It shall be the Offeror’s sole responsibility to ensure his/her proposal has been received by the Purchasing Department on or before the due date/time. Proposals received after the due date/time will be rejected.

CONTACTING ANY OTHER REPRESENTATIVE OF SPOTSYLVANIA PUBLIC SCHOOLS OTHER THAN THE

SUPERVISOR OF PURCHASING, MAY RESULT IN THE PROPOSAL BEING DEEMED NON-RESPONSIVE

Any inquiries regarding this solicitation should be directed only to: Jamie Pitts, Supervisor of Purchasing. Questions regarding this solicitation must be received no later than November 16, 2026 by 12:00 noon. Email:

jpitts@spotsylvania.k12.va.us

TERMS & CONDITIONS: This solicitation is subject to the provisions of the School Board of the County of Spotsylvania, d/b/a Spotsylvania County Public School’s (herein referred to as “SBCS”) Request for Proposal (RFP) and any attachments, exhibits, revisions or amendments thereto, which are hereby incorporated into this RFP in their entirety. General/Federal and Special Terms and Conditions and Specifications attached shall also be part of your proposal and any resulting contract. The RFP Package is available at no charge on the Commonwealth of Virginia’s electronic Purchasing system, eVA, at www.eva.virginia.gov. All addendum shall be posted on eVA. It is the sole responsibility of the Offeror to check for any Addendum or other postings. Please be observant of all RFP instructions and specifications. This project is funded with federal funds. All offerors shall comply with all applicable federal, state, and local laws, regulations, and policies, including applicable requirements of 2 CFR Part 200, federal award conditions, and the federal terms and conditions incorporated into this RFP. The successful offeror shall ensure that all subcontractors comply with these requirements, as applicable.

By executing this RFP cover sheet, offeror acknowledges that they have read this RFP, understand it, and agree to be bound by its terms and conditions. The undersigned offeror hereby offers and agrees to furnish all goods and services required by this RFP and certifies that all information it has provided in response to this RFP is true, correct, and complete.

COMPLETE AND RETURN THIS PAGE WITH THE PROPOSAL

Name of Company: Date:

Address of Company: By:

Signature must be in Ink (‘wet’ signature) State Corporation Number: Name:

Title:

Phone: Email:

Note: In accordance with Virginia Code § 2.2-4343.1, as amended, Spotsylvania Public Schools does not discriminate against faith-based organizations.

SBCS does not discriminate against any Vendor because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity or expression, political affiliation, or veteran status, status as a military family, or any other basis prohibited by state law relating to discrimination in employment.

http://www.eva.virginia.gov/ mailto:jpitts@spotsylvania.k12.va.us http://www.eva.virginia.gov/

TABLE OF CONTENTS

I. PURPOSE

II. BACKGROUND

III. PERIOD OF PERFORMANCE

IV. STATEMENT OF NEEDS

V. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

VI. EVALUATION AND AWARD CRITERIA

VII. PRE-PROPOSAL CONFERENCE………………………………………………………………

VIII. ATTACHMENTS A-G………………………………………………………………………………

EXHIBIT 1 – SCHOOL PICTURES

I. PURPOSE

The School Board of the County of Spotsylvania (herein referred to as SBCS) Food Services Department is seeking proposals from qualified and experienced foodservice design consultants to provide professional planning, assessment, and design services for cafeteria serving line improvements at multiple school locations throughout the Division.

The purpose of this project is to evaluate existing serving line configurations and develop practical, code-compliant design solutions that improve meal service efficiency, food safety, accessibility, equipment functionality, menu flexibility, and the overall student meal experience. The improvements are also intended to support increased student participation in the School Nutrition Program while accommodating current and projected meal service volumes. SBCS is seeking a firm with a demonstrated record of designing innovative and efficient school food service serving lines that improve functionality and the student dining experience while maintaining cost-effectiveness and fiscal responsibility.

II. BACKGROUND

SBCS is centrally located between Richmond and Washington D.C. There are currently 17 elementary schools, 7 middle schools, 5 high schools, Career and Technical Center, John J. Wright Educational and Cultural Center, Gateway Academy and Courthouse Academy serving a student population of approximately 24,000 students.

The SBCS Food Services Department administers the Division’s school nutrition program and provides breakfast and lunch service to students each school day. The program serves approximately 480,000 meals per month and operates in accordance with applicable federal, state, and local school nutrition, food safety, and accessibility requirements.

To support efficient meal service and evolving student needs, SBCS is seeking professional foodservice design and consulting services to evaluate and improve selected cafeteria serving lines. The planned improvements are intended to increase serving capacity and efficiency, improve food holding and safety, expand meal options, support student participation, and provide practical, cost-effective solutions for long-term food service operations.

The intent of this renovation project is to improve workflow efficiency, customer service, accessibility and compliance with all applicable health and safety regulations, modernize equipment layout, and support current and projected student meal service needs while maintaining uninterrupted school nutrition operations to the greatest extent possible.

III. PERIOD OF PERFORMANCE

The contract shall become effective upon issuance of a written Notice to Proceed and shall remain in effect through July, 31, 2027. The Offeror shall propose a schedule for completing the serving line design and consulting services at all nine (9) schools, including a final completion date. All services and final deliverables must be completed no later than July 31, 2027, unless SCPS approves an extension in writing.

IV. STATEMENT OF NEEDS

This solicitation is strictly for consultation, planning, design services, and procurement-ready drawings sufficient to allow the District to develop a subsequent competitive solicitation for the renovation. To avoid organizational conflicts of interest and maintain full and open competition, the successful consultant and any affiliated entities that participate in preparing the design specifications or solicitation documents will not be eligible to compete for the resulting renovation or equipment procurement.

SBCS will accept and consider proposals that shall include but may not be limited to the following:

Project scope of services:

• Conduct a comprehensive site visit and evaluation of existing kitchen serving lines and tray slide and cashier locations, and reach-in cooler/warmer storage. The following locations will be included in this project:

Harrison Road Elementary School

Parkside Elementary School

Smith Station Elementary School

Wilderness Elementary School

Thornburg Middle School

Chancellor Middle School

Chancellor High School

Massaponax High School

Riverbend High School

• Review current foodservice operations, production methods, meal service volumes, circulation patterns, and staffing. Document workflow inefficiencies, equipment limitations, safety concerns, and capacity challenges.

• Prepare complete foodservice design documents. Develop conceptual layout options for serving lines, tray slide and cashier locations, reach-in cooler/warmer layout, equipment layout, utility connections, and clean and soiled dish flow.

• Assess existing electrical, plumbing, mechanical, and ventilation affecting the proposed renovation.

• Produce sketches, flow diagrams, and preliminary equipment lists.

• Any specifications should be written to encourage full and open competition and should not unnecessarily restrict competition by naming proprietary brands other than to indicate type, style, and/or quality.

• Coordinate with district staff regarding plumbing, electrical, and mechanical systems, and confirm regulatory compliance with all applicable regulations, including, but not limited to:

• USDA and TDA requirements

• Local and state health department codes (Virginia)

• Fire and life safety codes

• TAS/ADA accessibility requirements

• Local building codes

• Prepare design drawings suitable for future solicitation. Provide opinion-of-probable-cost estimates for renovation and equipment.

Deliverables:

• Final deliverables should be provided in searchable PDF format and in their original editable electronic format (such as AutoCAD, Revit, Microsoft Office, or equivalent). Provide a list and description of all deliverables to be provided to include:

1. Existing conditions report documenting equipment inventory, utility observations, workflow analysis, deficiencies, and renovation recommendations.

2. Conceptual layout options

3. Procurement-ready drawings suitable for use in a future competitive solicitation for renovation and equipment procurement

4. Recommended equipment lists

5. Opinion-of-probable-cost estimate for renovation and equipment

Pricing:

• Offerors shall provide a firm, fixed, all-inclusive price for completing the full scope of food serving line design and consulting services described in this RFP. Pricing shall be itemized by school location, with any shared project costs identified separately, and shall include a total price for all locations.

The cost proposal shall identify personnel classifications, hourly rates, and estimated hours by task or project phase supporting the proposed fixed price. This breakdown is for evaluation purposes and shall not establish an hourly billing arrangement.

The proposed price shall include all labor, site visits, meetings, travel, lodging, meals, materials, administrative expenses, and other costs necessary to complete the required services and deliverables. No additional charges or separate reimbursement of expenses will be permitted. The contractor shall be responsible for costs exceeding its proposed price to complete the required scope.

Costs incurred to prepare or submit a proposal are not reimbursable.

Once a proposal has been awarded and a purchase order issued, all design plans and drawings must be completed and submitted to the SBCS Food and Nutrition Services Director within a timeline established through negotiations. All reports, drawings, specifications, cost estimates, CAD files, electronic files, and related work products produced under this contract will become the property of SBCS upon payment in full.

V. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:

A. GENERAL INSTRUCTIONS:

1. RFP Response: In order to be considered for selection, Offerors must submit a complete response to this

RFP. Responses to this RFP will only be accepted electronically prior to the due date and time listed on

Page 1. Offerors shall submit responses via the Virginia Business Opportunities (VBO) portal of eVA.Virginia.gov; video instructions can be located here. In order to be considered for selection, Offerors must submit a complete response to this RFP and provide the following documents in Microsoft-compatible searchable .pdf format (the current maximum size allowed per attachment is 60.0MB):

a. One (1) complete electronic copy of entire proposal with original signature;

b. One (1) complete electronic copy of proposal with original signature redacted to remove proprietary and trade secret material (if any). If there is no proprietary or trade secret material, this copy is not necessary. In the event of a FOIA request, SBCS reserves the right to make its own determination as to whether or not information identified by the vendor as proprietary or trade secrets may lawfully be withheld from disclosure and any FOIA response.

c. This document does not need to be submitted if there is no redacted information. A confirming statement must be included that there is no proprietary information.

The signature page may be submitted as a “PDF” document with an electronic, wet signature or a stamped signature. Typewritten signatures are not acceptable.

No other distribution of the proposal shall be made by the offeror.

2. Proposal Preparation:

a. Proposals shall be signed by an authorized representative of the offeror. All information requested should be submitted. Failure to submit all information requested may result in the purchasing agency 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 agency. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

b. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on addressing the scope of work and requested information.

c. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, sub letter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and sub letter should be repeated at the top of the next page. The proposal should contain a table of contents which cross-references the RFP requirements. Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are https://eva.virginia.gov/ https://eva.virginia.gov/supplier-training-materials.html specifically addressed.

d. As used in this RFP, the terms “must,” “shall,” “should,” and “may” identify the criticality of requirements. "Must" and "shall" identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as "should" or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. Depending on the overall response to the RFP, some individual "must" and "shall" items may not be fully satisfied, but it is the intent to satisfy most, if not all, "must" and "shall" requirements. The inability of an Offeror to satisfy a "must" or "shall" requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offerors’ proposal.

e. Ownership of all data, materials, and documentation originated and prepared for the State pursuant to the RFP shall belong exclusively to SBCS 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 protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document or prequalification application, line-item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. If, after being given reasonable time the offeror refuses to withdraw an entire classification designation, the proposal will be rejected.

f. The version of the solicitation issued by SBCS, as amended by any addenda, is the mandatory controlling version of the document. Any modification of or additions to the solicitation by the

Offeror shall not modify the official version of the solicitation issued by SBCS. Such modifications or additional to the solicitation by the Offeror may be cause of rejection of the proposal; however, SBCS reserves the right to decide, on a case-by-case basis, in its sole discretion, whether to reject such a proposal. If the modification or additions are not identified until after the award of the contract, the controlling version of the solicitation document shall still be the official state form issued by SBCS.

g. Communications regarding this RFP shall be formal from the date of issue as stated in this document, until either a contract has been awarded or SBCS rejects all proposals. Formal communications shall be directed to the Buyer of Record as stated on the cover page of this solicitation. Informal communications, including, but not limited to, requests for information, comments or speculations, regarding this RFP to any SBCS employee other than the Buyer of

Record or other SBCS Office of Purchasing representative may result in the offending Offeror’s proposal being rejected.

h. Demonstration of Services/Interviews: Offerors who submit a proposal in response to this RFP may be required to give a live demonstration and oral presentation of their proposed solution to SBCS.

This provides an opportunity for the Offeror to demonstrate how their proposed solution will meet

SBCS’s needs. This is a fact-finding and explanation session only and does not include negotiation.

The issuing agency will schedule the time and location of these demonstrations, if desired. These are not a mandatory requirement and are at the sole discretion of SBCS.

i. This Request for Proposal creates no obligation on the part of SBCS to award a contract or to compensate vendors for proposal preparation expenses. SBCS will not be responsible for any costs incurred by any vendor in preparing and submitting a proposal. SBCS reserves the right to accept or reject any and all proposals, in whole or in part, received as a result of this RFP, to waive minor informalities, or to negotiate with all responsible vendors in any manner necessary to serve the best interests of SBCS. However, SBCS has the right to accept the best proposal as submitted, without negotiation, and may do so; therefore, vendors should not rely on having a chance to negotiate and adjust their proposals.

B. SPECIFIC PROPOSAL INSTRUCTIONS:

Proposals should be as thorough and detailed as possible so that the SBCS committee may properly evaluate your firms capabilities to provide the required services. Offerors are required to submit the following items in the order listed as a complete proposal.

Proposals shall be submitted in two separate volumes – Volume I; Technical Proposal and Volume II;

Cost and Overall Value. No price data shall be included in Volume I, Technical Proposal.

VOLUME I

Technical Proposal

Offerors are to make written proposals that present the offeror’s qualifications and understanding of the work to be performed including all components listed in the Statement of Need. Offerors shall address each of the specific evaluation criteria listed below, in the following order. Failure to include any of the requested information may be cause for the proposal to be considered nonresponsive and rejected. Firm shall confirm their proposal conforms to all required credentials in Section IV

– Statement of Needs.

1. Project Approach and Understanding of School District Needs present and future:

Proposed process for assessing existing serving lines, identifying operational needs, developing recommendations, and coordinating with Food Services, Facilities, and school staff. Consider student throughput, cold and hot holding capacity, space limitations, and minimizing disruption.

2. Relevant Experience with K-12 Public School Food Service Projects, Subject Matter Expertise and References:

The evaluation committee will assess the offeror’s experience with comparable K–12 public school food service projects, expertise in serving line design and operational flow, and demonstrated success in improving service efficiency. References will be evaluated for quality of work, responsiveness, adherence to schedules and budgets, and overall client satisfaction. A minimum of three (3) K-12

Public School references are required.

3. Schedule and Project Management Plan:

The evaluation committee will assess the feasibility of the proposed schedule, staffing and coordination approach, and ability to complete deliverables within required timeframes while minimizing disruption to regular school food service operations.

VOLUME II

Cost and Overall Value:

1. Offerors shall submit a Pricing Schedule as part of Volume II of the proposal. This will be evaluated under Item 4 of the evaluation criteria and from the Pricing Section requirements under the Statement of Needs. The evaluation committee will assess the reasonableness and completeness of proposed costs in relation to the scope of services, deliverables, and level of effort, as well as the overall value to the district.

2. Required Return of the following documents should be placed in this Section:

Return the RFP cover sheet, page 1 (and all addenda acknowledgments, if any, signed and filled out as required.

Attachment A – Certificate of Compliance Involving Crimes Against Children Attachment B – State Corporation Commission Form Attachment C – Insurance Requirements Attachment D – Pricing Schedule Attachment E - Certification Regarding Debarment

Attachment F – Certification Regarding Lobbying

Any deviations to Attachment G, GENERAL TERMS AND CONDITIONS AND REQUIRED FEDERAL

PROCUREMENT STANDARDS.

3. Additional material or information Offeror desires to include that would be helpful and that does not fall within any of the requirements of the RFP may be placed in this Section.

Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

VI. EVALUATION AND AWARD CRITERIA:

A. EVALUATION CRITERIA: Proposals shall be evaluated by the SBCS using the following criteria.

ITEM CRITERIA WEIGHT

1. Project Approach and Understanding of School District Needs present and future

2. Relevant Experience with K-12 Public School Food Service Projects, Subject

Matter Expertise and References (Volume I response)

4. Schedule and Project Management Plan (Volume I response) 20

5. Cost and Overall Value (total price, all inclusive) – Attachment D 30

Total 100

B. EVALUATION PROCESS: Each proposal will initially be evaluated independently by the Evaluation Committee based on the evaluation criteria established in this Request for Proposals. Following the initial independent evaluations, the Evaluation Committee may meet to discuss the strengths, weaknesses, deficiencies, and other relevant aspects of the proposals as they relate to the published evaluation criteria. As a result of these discussions, committee members may revise their individual evaluation scores prior to the completion of the evaluation process.

Any revisions shall be based solely upon the evaluation criteria contained in this Request for Proposals and information obtained through the procurement process, including written proposals, interviews, presentations, clarifications, negotiations, or Best and Final Offers (if requested). Final evaluation scores shall constitute the official evaluation record.

C. AWARD: 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 evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, the agency shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. SBCS may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D). Should SBCS determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated.

D. Conflict of Interest

Food service management companies (FSMCs), including their parent companies, subsidiaries, and affiliates, are not eligible for award under this solicitation.

The successful offeror must provide independent, impartial recommendations solely in the best interest of SBCS.

Offerors must disclose any actual or potential conflicts of interest, including financial interests, ownership interests, referral arrangements, or business relationships with any FSMC or equipment manufacturer, supplier, or installer that could influence their recommendations. Disclosure is required with the proposal and throughout the contract term.

The contractor shall not accept commissions, referral fees, or other third-party compensation related to its recommendations or purchases resulting from this project. SBCS reserves the right to reject a proposal or terminate the contract for an undisclosed conflict of interest or a conflict that cannot be satisfactorily resolved.

VII. PREPROPOSAL CONFERENCE AND QUESTIONS:

In lieu of a pre-proposal conference, SBCS has provided Exhibit 1, which includes a photograph of each school site included in the Statement of Needs.

NOTE: Due dates and times for questions and proposals will not be extended. A Question and Answer (Q&A) addendum containing all questions received prior to the question due date and time will be posted to eVA, ATTACHMENT A

SCHOOL BOARD OF THE COUNTY OF SPOTSYLVANIA

CERTIFICATE OF COMPLIANCE INVOLVING CRIMES AGAINST CHILDREN

Contractor acknowledges that the implementation of this contract requires Contractor and Contractor’s employees to have direct contact with Spotsylvania County Schools’ students. Therefore, Contractor hereby certifies that neither Contractor nor, to the best of Contractor’s knowledge, its employees who will have such contact, have been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child.

For the purposes of this certification, "direct contact with students" means being in the presence of students on school property during regular school hours or during school sponsored activities.

Contractor understands that, pursuant to Code of Virginia §22.1-296.1(C), making a materially false statement in this

Certification is a Class 1 misdemeanor and, upon conviction, the fact of such conviction shall be grounds for the revocation of the contract to provide such services and, when relevant, the revocation of any license required to provide such services.

Spotsylvania County Public Schools shall not be liable for materially false statements regarding the certifications required under this Contract.

Company Name

Print Name Title

Signature Date

This form must be submitted with Proposal to be considered

ATTACHMENT B

STATE CORPORATION COMMISSION FORM

Section 2.2-4311.2, Code of Virginia

Any Offeror that is organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the

Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 or as otherwise required by law. The Offeror is to include with its proposal either the identification number issued to it by the State Corporation

Commission or a statement describing why the Offeror is not required to be so authorized.

Virginia State Corporation Commission (SCC) registration information - The Offeror must check a box:

□ is a corporation or other business entity with the following SCC identification number:

-OR-

□ is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust

□ is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in

Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the Offeror in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from Offeror’s out-of-state location)

□ is an out-of-state business entity that is including with this bid an opinion of legal counsel which accurately and completely discloses the undersigned Offeror’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1- 757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.

**NOTE** >> Check the following box if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for bids (the

Commonwealth reserves the right to determine in its sole discretion whether to allow such waiver).

Offeror must have an active SCC on file upon proposal submission

ATTACHMENT C

INSURANCE REQUIREMENTS

This form must be submitted on a separate sheet and returned with the proposal.

INSURANCE SPECIFICATIONS

Spotsylvania County Schools

The Successful Offeror(s) shall carry Liability Insurance in the amount specified below, including contractual liability assumed by the Successful Offeror(s), and shall deliver a Certificate of Insurance from carriers licensed to do business in the Commonwealth of Virginia. The Certificate shall show School Board of the County of Spotsylvania (herein referred to as SBCS), named as an additional insured for the Commercial General Liability coverage and the Commercial

Excess/Umbrella coverage. The coverage shall be provided by a carrier(s) rated not less than “A-“ with a financial rating of at least VII by A.M. Bests or a rating acceptable to SBCS. In addition, the insurer shall agree to give the Supervisor of

Purchasing at SBCS, 30 days’ notice of its decision to cancel coverage anytime during the contract period or renewal periods. Each renewal period, the Contractor shall send updated certificates of insurance with the corresponding coverage dates of the renewal period.

WORKERS’ COMPENSATION:

Statutory Virginia Limits

Employers’ Liability Insurance - $100,000 for each Accident by employee

$100,000 for each Disease by employee

$500,000 policy limit by Disease

COMMERCIAL GENERAL LIABILITY – COMBINED SINGLE LIMIT:

$1,000,000 each occurrence including contractual liability for specified agreement

$2,000,000 General Aggregate (other than Products/Completed Operations)

$2,000,000 General Liability-Products/Completed Operations

$1,000,000 Personal and Advertising injury

$100,000 Fire Damage Legal Liability

$1,000,000 Abuse and Molestation Coverage

$2,000,000 Professional Liability Coverage

COMMERCIAL:

Excess/Umbrella Liability $2,000,000 per occurrence

NOTE 1: The commercial general liability insurance shall include contractual liability. The contract documents include an indemnification provision(s). The School Board of the County of Spotsylvania makes no representation or warranty as to how the Successful Offeror(s)’s insurance coverage responds or does not respond. Insurance coverages that are unresponsive to the indemnification provision(s) do not limit the Successful Offeror(s)’s responsibilities outlined in the contract documents.

NOTE 2: The intent of this insurance specification is to provide the coverage required and the limits expected for each type of coverage. This insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded to the School Board of the County of Spotsylvania. This policy shall be endorsed to be primary with respect to the additional insured.

NOTE 3: Title 65.2 of the Code of Virginia requires every employer who regularly employs three or more full-time or part-time employees to purchase and maintain workers' compensation insurance. If you do not purchase a workers’ compensation policy, a signed statement is required documenting that you are in compliance with Title 65.2 of the Code of

Virginia.

NOTE 4: The Certificate Holder Box shall read as follows:

School Board of the County of Spotsylvania

8020 River Stone Drive, Fredericksburg, VA 22407

ATTACHMENT D

PRICING SCHEDULE

Offeror must provide all-inclusive hourly rates and estimated hours for the complete scope of services.

Personnel Position All-Inclusive Hourly

Rate

Estimated Hours Extended Cost

Project Manager $________ ________ $________

Lead Food Service Consultant $________ ________ $________

Food Service Equipment/Serving Line Designer $________ ________ $________

CAD/Drafting Technician $________ ________ $________

Administrative Support $________ ________ $________

Other (Specify): __________________ $________ ________ $________

TOTAL ________ $________

Offerors may attach additional sheets as needed to list personnel positions and corresponding pricing not included in the table.

All hourly rates must include overhead, profit, travel, and all other expenses. No separate charges or reimbursements will be permitted. The total extended cost shall constitute the all-inclusive firm fixed price for the complete scope of services.

ATTACHMENT E

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER

RESPONSIBILITY MATTERS

This contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt. 3000. As such the contractor is required to verify that none of the contractor, its principals (defined at 2 C.F.R. § 180.995), or its affiliates (defined at 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at

2 C.F.R. § 180.935).

(2) The contractor must comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into.

By signing and submitting this Certification, the contractor certifies as follows:

This certification is a material representation of fact relied upon by Spotsylvania County Public Schools. If it is later determined that the contractor did not comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, in addition to remedies available to Spotsylvania County Public Schools, the Federal Government may pursue available remedies, including but not limited to suspension and/ or debarment.

The contractor agrees to comply with the requirements of2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C while any offer is valid and throughout the period of any contract that may arise from this offer. The contractor further agrees to include a provision requiring such compliance in its lower tier covered transactions.

The contractor certifies to the best of its knowledge and belief that it and the principals:

(a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency;

(b) Have not within a three year period preceding this proposal been convicted of or had a civil judgment rendered against them or commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction:

violation of Federal or State antitrust statute or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property:

(c) Are not presently indicted for or otherwise criminally or civilly charged by a government entity

(Federal, State, or local) with commission of any of the offenses enumerated in paragraph (b) of this certification; and

(d) Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State, or local) terminated for cause or default.

I understand that a false statement on this certification may be grounds for rejection of this proposal or termination of the contract award. In addition, under 18 USC Sec. 1001, a false statement may result in a fine of up to $10,000 or imprisonment for up to 5 years, or both.

Company Name: ___________________________________________ Date: __________________________

Printed Name & Title of Authorized Representative

Signature of Authorized Representative

❑ I am unable to certify to the above statements. My explanation is attached.

ATTACHMENT F

CERTIFICATION REGARDING LOBBYING PURSUANT APPENDIX A, 44 C.F.R., PART 18

The undersigned [Contractor] certifies, to the best of his or her knowledge and belief, that:

(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for making lobbying contacts to an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of

Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form--LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.

(3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

The Contractor, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. A 3801, et seq., apply to this certification and disclosure, if any.

Signature of Contractor's Authorized Official

Printed Name of Contractor's Authorized Official

Title of Contractor’s Authorized Official

Date

ATTACHMENT G

Spotsylvania County Schools - GENERAL TERMS AND CONDITIONS AND REQUIRED SPECIAL TERMS AND

CONDITIONS/FEDERAL PROCUREMENT STANDARDS: (Revised 10/22/2026)

These General Terms and Conditions shall apply to all purchases and be a part of every contract awarded by SBCS unless otherwise specified in writing. Bidders/Offerors, or their authorized representatives, are expected to inform themselves fully as to the conditions, requirements and specifications before submitting bids/proposals.

These General Terms are subject to all Federal, State, and local laws, SBCS policies, regulations and rules. Bids/Proposals submitted by Contractors to SBCS and all contract awards made by SBCS will bind Bidders/Offerors to applicable conditions and requirements herein set forth unless otherwise specified in the solicitation.

1. SCHOOL DIVISION LEGAL STATUS: The school board is a corporate body whose official title is “The School Board of the County of Spotsylvania” herein referred to as SBCS.

2. ADDENDA: Any changes or supplemental instructions to a solicitation, shall be in the form of written addenda.

Most addenda are included with each solicitation. Each bidder/offeror is responsible for obtaining all addenda posted on the Purchasing Department website, or on eVA https://eva.virginia.gov/ . Acknowledgement of receipt of all addenda shall be in the space provided within the solicitation or by returning a copy of each addendum, signed by the bidder/offeror. Failure to do so, may result in rejection of the solicitation. All addenda issued shall become part of the solicitation and all resulting contract documents.

3. ANTI-DISCRIMINATION: By submitting their bid/proposal, the Bidder/Offeror certifies to SBCS that it will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, the Virginians with Disabilities Act, the Americans with Disabilities Act, the Age Discrimination in Employment Act and all other federal or state anti-discrimination laws, including Section 2.2-4311 of the Virginia Public Procurement Act (VPPA). Neither the public body's selection of a charitable or faith-based provider of services nor the expenditure of funds under this contract is an endorsement of the provider's charitable or religious character, practices, or expression. No provider of services may discriminate against you on the basis of religion, a religious belief, or your refusal to actively participate in a religious practice. If you object to a particular provider because of its religious character, you may request assignment to a different provider. If you believe that your rights have been violated, please discuss the complaint with your provider or notify the appropriate person as indicated in this form. If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient’s religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by SBCS (Code of Virginia, Section 2.2-4343.1E.).

In every contract over $10,000, the provisions in 2.1. - 2.3 below apply:

During the performance of this contract, the Contractor agrees as follows:

a. 2.1 The Contractor 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 law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. 2.2 The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, will state that such Contractor is an equal opportunity employer. Notices, https://eva.virginia.gov/ 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;

c. 2.3 The Contractor will include the provisions of 2.2 above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

4. ANTITRUST: By entering into a contract, the Contractor conveys, sells, assigns, and transfers to SBCS all rights, title and interest in and to all causes of the action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by SBCS under said contract.

5. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, including, but not limited to, the Code of Virginia, Virginia Public Procurement Act (VPPA), and any litigation with respect thereto shall be brought in the state courts of the Commonwealth of Virginia. The Contractor shall comply with applicable federal, state and local laws and regulations, and be legally authorized to do business in the Commonwealth of Virginia.

6. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the Contractor in whole or in part without the written consent of SBCS and other participating jurisdictions. Nothing herein shall be construed as creating any personal liability on the part of any officer or agent of SBCS, nor shall it be construed as giving any rights or benefits hereunder to anyone other than SBCS and Contractor.

7. AUTHORITY: The Superintendent, or his designee, has the responsibility and authority for issuance of Invitations to Bid, Requests for Proposals, negotiations, placing and modifying invitations, requests, purchase orders and awards issued by and for SBCS. In the discharge of these responsibilities, the Superintendent may be assisted by delegating to the Purchasing Agent or other staff member(s). No other School Board officer or employee is authorized to enter into purchase negotiations, change orders, contracts, or in any way obligate the School Board for any indebtedness. Any purchase order or contract made which is contrary to these provisions and authorities shall be of no effect and void, and the School Board shall not be bound thereby.

8. AVAILABILITY OF FUNDS: The continuation of the terms, conditions, and provisions of a resulting contract or renewal beyond June 30 of any year, or at the end of the SBCS fiscal year, are subject to appropriation by The School Board of the County of Spotsylvania and the necessary money to fund said contract for each succeeding year. In the event of non-appropriation of funds, the contract will be terminated for convenience, without penalty and with no recourse for the Contractor.

9. BID/PROPOSAL ACCEPTANCE PERIOD / RESULTS / WITHDRAWAL: Unless otherwise specified, all formal bids/proposals submitted shall be valid for a minimum period of one hundred twenty (120) calendar days following the date established for acceptance. The procedures for withdrawal of bids hall be in accordance with Section §2.2-4330 of the Code of Virginia, 1950, as amended. The bidder shall give notice in writing to the Procurement manager of bidder’s claim of right to withdraw its bid within two (2) business days after the conclusion of the bid opening procedure and shall submit original papers with such notice. The work papers, documents and materials shall, at bidders request, be considered as trade secrets or proprietary information subject to compliance with the provisions of the Code of Virginia §2.2-4342, as amended. Within five (5) business days, SBCS will notify the bidder in writing of its decision. If SBCS denies the withdrawal of bid under provisions of the Code of Virginia §2.2-4330, as amended, it shall state in such notice, the reasons for its decision and award the contract to such bidder at the price provided, SBCS will return all work papers and copies thereof to the bidder. If the bid/proposal is not withdrawn at that time, it remains in effect until an award is made or the solicitation is canceled. Bid/proposal results are posted on the Purchasing Department website or available upon request.

10. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:

The parties may agree to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract. SBCS may order changes within the general scope of the contract at any time by written notice to the Contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation.

The Contractor shall comply with the notice upon receipt. The Contractor shall be compensated for any additional costs incurred as the result of such order and shall give SBCS a…