821058chillerClake.pdf

IFB #26-0519 CHILLER: BOYCE ELEMENTARY SCHOOL PAGE 1 OF 37

INVITATION FOR BIDS

BID TITLE: CHILLER: BOYCE ELEMENTARY SCHOOL

BID NUMBER: IFB #26-0519

BID DUE DATE: TUESDAY, MAY 19, 2026

BID DUE TIME: 3:00 P.M.

NOTE: There will be a mandatory pre-bid meeting held on Wednesday, May 6, 2026 at 11:30 a.m. (local prevailing time). The meeting will begin at the front main entrance to Boyce

Elementary School (119 West Main Street, Boyce, VA 22620). Please park in the parking lot located behind the school. The entrance for the parking lot is directly across the street from the

Boyce Post Office. Interested vendors will have an opportunity to view the job site and take measurements and photos. An engineer from Lawrence Perry Associates will be in attendance to answer questions. Only those vendors who sign by the completion of the mandatory pre-bid meeting will be eligible to submit a bid.

IFB #26-0519 CHILLER: BOYCE ELEMENTARY SCHOOL PAGE 2 OF 37

TABLE OF CONTENTS

1. PUBLIC NOTICE PAGE…..3

2. INTRODUCTION AND BACKGROUND PAGE…..4

3. BID INQUIRES AND CORRESPONDENCE PAGE…..5

4. SPECIAL TERMS AND CONDITIONS PAGE…..8

5. SCOPE OF WORK PAGE…..14

6. ATTACHMENT A – BID RESPONSE FORM PAGE…..15

7. ATTACHMENT B-REFERENCE FORM PAGE…..19

8. ATTACHEMENT C – SCC FORM PAGE…..20

9. ATTACHMENT D-COMPANY CERTIFICATION FORM PAGE…..21

10. ATTACHMENT E - GENERAL TERMS AND CONDITIONS PAGE….22

IFB #26-0519 CHILLER: BOYCE ELEMENTARY SCHOOL PAGE 3 OF 37

I. PUBLIC NOTICE

IFB #26-0519

CHILLER: BOYCE ELEMENTARY SCHOOL

The Clarke County Purchasing Office, on behalf of Clarke County Public Schools, is soliciting competitive sealed bids from qualified firms for a chiller replacement for Boyce Elementary School.

Sealed bids should be clearly marked, "IFB 26-0519 Chiller: Boyce Elementary School.” Bids must be received in at least one of the two ways below:

• By having the sealed bid received in the Clarke County Purchasing Office before 3:00:00 p.m.

(local prevailing time), Tuesday, May 19, 2026.

• By posting electronically on eVA before the deadline of 3:00:00 p.m. on Tuesday, May 19, 2026.

There will be a mandatory pre-bid meeting held on Wednesday, May 6, 2026 at 11:30 a.m. (local prevailing time). The meeting will begin at the front main entrance to Boyce Elementary School (119

West Main Street, Boyce, VA 22620). Please park in the parking lot located behind the school. The entrance for the parking lot is directly across the street from the Boyce Post Office. Interested vendors will have an opportunity to view the job site and take measurements and photos. An engineer from

Lawrence Perry Associates will be in attendance to answer questions. Only those vendors who sign by the completion of the mandatory pre-bid meeting will be eligible to submit a bid.

Bids will be publicly recorded and read out loud at the Clarke County Purchasing Office’s Conference

Room shortly after the bid deadline. Bids received after 3:00:00 p.m. on Tuesday, May 19, 2026 will not be accepted.

Bid documents are available at Clarke County Purchasing Office, 129 Ramsburg Lane, Berryville, VA

22611, phone 540-955-5148. Bid documents can also be found on-line at www.clarkecounty.gov, by clicking on business and procurement notifications.

Each bidder must be an Equal Opportunity Employer as defined by Federal and State laws and the

Code of Virginia §11-51.

Clarke County reserves the right to reject any and all bids, to waive informalities, and to negotiate with the successful offeror(s).

Mike Legge

Purchasing Manager - Clarke County Joint Finance Department http://www.clarkecounty.gov/

IFB #26-0519 CHILLER: BOYCE ELEMENTARY SCHOOL PAGE 4 OF 37

CLARKE COUNTY, VA

II. INTRODUCTION AND BACKGROUND

A. The intent of this "INVITATION FOR BIDS" (hereinafter known as "this document") and resulting contract is to obtain the services of a qualified firm

(hereinafter known as "Vendor") to successfully complete a chiller replacement project per the specifications stated in this IFB.

B. Vendors shall include the costs of all fuel, labor, travel, engineering, equipment, material, insurance, and administrative resources, and other items as necessary, needed to successfully fulfill the requirements of this IFB in their respective bid submissions.

C. Clarke County Public Schools (hereinafter known as “County” or “CCPS”) has hired Lawrence Perry Associates to create the technical specifications and drawings for this project. The technical specifications and drawings are a part of Appendix

A. Appendix A will be available for viewing and downloading on the Clarke

County website (www.clarkecounty.gov), under business and current solicitations.

Appendix A will also be posted on eVA with this solicitation document.

A representative of Lawrence Perry Associates (“LPA”) will be in attendance at the mandatory pre-bid meeting. The representative from LPA and representatives from

Clarke County Public Schools will show interested vendors the jobsite and answer questions.

D. Vendors will be asked to price the project based on the bid response form included in this IFB.

E. The award(s) shall be based on the bidder(s)' ability to meet all IFB requirements.

CCPS will award the bid to the lowest responsive and responsible bidder.

F. The provisions set forth herein are for contractual goods/services rendered to Clarke

County, Virginia, hereinafter to be inclusive of but not limited to Clarke County

Joint Administrative Services, General Government, Sanitary Authority, and School

Board, and referred to as Clarke County. All offerors are bound by these provisions.

Further, these conditions and requirements become part of any contract awarded between Clarke County and the successful vendor(s).

G. Any contract resulting from this solicitation shall be governed in any respects by the laws of Virginia, and any litigation with respect thereto shall be brought in the courts of the Commonwealth of Virginia. The Contract shall comply with all applicable federal, state and local laws and regulations.

H. CCPS intends to utilize a single firm for the Chiller Replacement Project.

IFB #26-0519 CHILLER: BOYCE ELEMENTARY SCHOOL PAGE 5 OF 37

III. BID INQUIRES AND CORRESPONDENCE

A. All questions should be done in writing via email (purchasing@clarkecounty.gov) to Mr. Mike Legge, Purchasing Manager. Please put “Question: IFB #26-0210” in the subject line. Please have all questions submitted no later than noon on Monday, May 11, 2026. This will allow time to answer all questions and issue any addendum, if necessary.

B. Questions will likely either be answered directly by an email or through an addendum.

C. Note that a representative of LPA and Tom Mayhew, Clarke County Joint

Maintenance Director, will oversee the project.

D. Should you need to contact someone regarding this document, the following names are listed for your convenience. Please be sure to contact the person best suited to answer your questions or concerns.

NAME TITLE VOICE (FAX)

Chris Boies Clarke County Administrator 540-955-5191

Steve Nucci Director of Clarke County Joint Finance

Department

540-955-6172

Mike Legge Clarke County Purchasing Manager 540-955-5148

Tom Mayhew Clarke County Joint Maintenance

Director

540-955-5123

E. Bid Due Date

Sealed bids should be clearly marked, "IFB 26-0519 Chiller: Boyce Elementary

School.” Bids must be received in at least one of the two ways below:

• By having the sealed bid received in the Clarke County Purchasing Office before

3:00:00 p.m. (local prevailing time), Tuesday, May 19, 2026.

• By posting electronically on eVA before the deadline of 3:00:00 p.m. on

Tuesday, May 19, 2026.

Bids will be publicly recorded and read out loud at the Clarke County Purchasing

Office’s Conference Room shortly after the bid deadline. Bids received after

3:00:00 p.m. on Tuesday, May 19, 2026 will not be accepted.

F. Timeframe

1. CCPS anticipates making an award decision no later than Friday, May 22, 2026.

mailto:purchasing@clarkecounty.gov

IFB #26-0519 CHILLER: BOYCE ELEMENTARY SCHOOL PAGE 6 OF 37

2. The selected vendor should have all work completed no later than Wednesday, August 12, 2026. Note that the first day of school is scheduled for Monday, August

17, 2026.

3. If the selected vendor does not complete the job by close of business on

Wednesday, August 12, 2026, the selected vendor shall either:

(a). Pay CCPS any costs that are incurred by CCPS to cool the building for school use between August 17, 2026 and the time the project is completed in full.

Note that this may include any rental costs, including costs for install and removal, for having a chiller brought in to service the building, if needed.

OR

(b). Install a temporary chiller that will provide ample cool air for the entire building so that the temperature and humidity throughout the entire school is satisfactory to Clarke County Public Schools and allows all classes and events to proceed without any disruption. Remove the temporary chiller once the permanent chiller is up and running at LPA’s satisfaction.

Note that if work is needed to be done after school starts on the morning of August

17th, the selected vendor must meet with CCPS officials to determine what work can be done while classes are in session and that work that may need to be done while classes are not in session due to noise and/or safety concerns.

4. The selected vendor may submit one invoice at the completion of the job or submit invoices as work is completed with a 5% retainage being held on each invoice. The final invoice will be paid when all punch-list items are completed and the system passes inspection by LPA and the Joint Maintenance Director.

5. The following is an estimated time frame for the completion of this project:

IFB ADVERTISED Friday, April 24, 2026

MANDATORY PRE-BID

MEETING

There will be a mandatory pre-bid meeting held on

Wednesday, May 6, 2026 at 11:30 a.m. (local prevailing time). The meeting will begin at the front main entrance to Boyce Elementary School (119 West

Main Street, Boyce, VA 22620).

BIDS DUE 3:00:00 p.m. on Tuesday, May 19, 2026

BID AWARD No later than Friday, May 22, 2026

PROJECT TIME FRAME Work should be completed no later than Wednesday, August 12, 2026.

Please note that the above dates are simply estimated time frames; Clarke County reserves the right to change dates as deemed necessary in the best interest of its constituents.

IFB #26-0519 CHILLER: BOYCE ELEMENTARY SCHOOL PAGE 7 OF 37

G. Addenda

1. Addenda may occur prior to bid opening. It is the vendor’s responsibility to check the website (www.clarkecounty.gov, under business, and procurement notifications) listing frequently to ensure that all solicitation information is complete and accurate. Upon award, this document in its entirety including any forms and addenda shall be referred to as the contract.

2. CCPS will attempt to notify all vendors that are known to have a complete set of

Bid Documents; however, it is ultimately the responsibility of each company to check the County website (www.clarkecounty.gov, business, and current solicitations) for addendums.

3. Copies of Addenda will be made available for inspection wherever Bid

Documents are on file for that purpose.

4. No Addenda will be issued later than two (2) days prior to the date of receipt for

Bids except:

a. any Addendum withdrawing the Invitation for Bids

b. any Addendum that includes postponement of the date of receipt for Bids.

5. Each Vendor should ascertain before submitting a Bid how many Addenda, if any, were issued.

6. Each Vendor should certify on the Response Form the number of additional addenda received.

H. Inclement weather: In the event that the Clarke County Purchasing Office is closed during the scheduled times for a pre-bid (pre-proposal) conference or bid/proposal opening; the pre-bid (pre-proposal) conference or bid/proposal opening will occur on the next business day that Clarke County Public School

Administrative Offices are open at the appropriate times as stated in the

IFB/RFP or on an alternative day/time stated in a notification posted by the

Clarke County Purchasing Department. Please check the County website, www.clarkecounty.gov, under business, and procurement notifications for updates regarding any changes in meeting times and/or due dates.

I. Notice of Award

All Notices of Award or Non-Award and Notices of Intent to Award will be posted on the County website, www.clarkecounty.gov, under business, and current solicitations. Any bid tabulations will be posted on the County website as well.

J. Reference Form - Attachment A

IFB #26-0519 CHILLER: BOYCE ELEMENTARY SCHOOL PAGE 8 OF 37

Each vendor should complete and submit the Reference Form with the names of four (4) most recent references, preferably in Virginia, which can be verified as to the quality of service and/or work, provided by the Vendor.

K. Use of Subcontractors

1. Vendor should supply a list of all Subcontractors and Subcontractors(s)’ references with the Bid Price Response Form.

2. CCPS reserves the right to reject the Vendor’s selection of Subcontractors.

IV. SPECIAL TERMS AND CONDITIONS

A. A Bid Bond is not required.

B. Payment and Performance Bonds are not required.

C. Insurance Requirements

1. A Certificate of Insurance will be required from the selected vendor; please refer to General Terms and Conditions for complete instructions. Please include a sample of your Certificate of Insurance with your bid. All vendors shall include the cost of insurance in their bid pricing.

2. Worker’s Compensation Coverage is required for employers of three or more employees, to include the employer. Contractors who fail to notify CCPS of increases in the number of employees and subcontractors that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

Vendors (employers of three or more employees) shall include the cost of worker’s compensation insurance in their bid pricing. The selected vendor

(if employer of three or more employees) must provide evidence of Worker’s

Compensation Insurance coverage before starting any work. All vendors are solely responsible for insuring their workers and themselves when doing work for CCPS.

A vendor (employers of three or more employees) without Worker’s

Compensation insurance can submit a bid; however, the selected vendor must purchase and show evidence of the Worker’s Compensation to CCPS before receiving the contract or starting any work.

Employers with less than three employees are not required to have Worker’s

Compensation Coverage. Employers with less than three employees that do not have Worker’s Compensation Coverage agree that by submitting a bid that they are independent contractors and that the vendor and its employees are not

IFB #26-0519 CHILLER: BOYCE ELEMENTARY SCHOOL PAGE 9 OF 37

employed by the County of Clarke or CCPS and are not covered by the County’s worker’s compensation coverage program.

3. Be sure to instruct your insurance carrier as to how the Certificate of

Insurance is to be worded.

4. Vendor shall be responsible for requiring any subcontractors to have the required amount and types of insurance stated in this IFB.

5. If you have any questions regarding these limits, please contact the Clarke

County Purchasing Office for clarification and discussion.

6. Note that the selected vendor shall furnish CCPS with all certificates of insurance, endorsements, declaration pages, and policies affecting coverage.

The selected vendor must provide an endorsement letter that verifies that

Clarke County, its officers, officials, employees, volunteers and agents (as their interest may appear)” are additionally insured.

7. CCPS shall not be responsible for any injury (including death) of any vendor or subcontractor that is visiting, inspecting, climbing, or conducting any work related to this procurement and the contract awarded in response to this procurement.

D. Codes, Permits, Fees, Licenses and Notices

1. It is the responsibility of the Vendor to maintain all required licensing and training for his/her employees to provide the services as stated in this IFB.

Costs for these items shall be the responsibility of the Vendor and shall be included in the bid price(s).

2. The Vendor shall supply copies of all licenses to CCPS, upon request.

3. The Vendor shall give all notices and comply with all laws, ordinances, rules, regulations, and lawful orders of any public authority bearing on the performance of the Work.

4. A Clarke County Business License may be required. Please contact the

Clarke County Commissioner of the Revenue (540-955-5187) for more information. Only the selected vendor would be required to have a business license from the County, if applicable.

5. A vendor without a Clarke County business license may submit a bid;

however, the selected vendor may need to acquire a Clarke County business license before starting work.

IFB #26-0519 CHILLER: BOYCE ELEMENTARY SCHOOL PAGE 10 OF 37

E. Submittal

1. The following forms are provided for uniformity and should be completed

(in entirety) and returned as part of your Bid.

2. Attachment A: Bid Response Form

3. Attachment B: Reference Form

4. Attachment C: SCC Form

Per § 2.2-4311.2 of the Virginia Public Procurement Act, any contractor/vendor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership must be authorized to transact business in the Commonwealth of

Virginia as a domestic or foreign business entity if so required by Title 13.1 or

Title 50 or as otherwise required by law.

Vendors submitting a bid/proposal shall include the identification number that was issued to them by the State Corporation Commission. Any vendor that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its quote a statement describing why the vendor is not required to be so authorized.

5. Attachment D: Company Certification Form

6. Sample copy of Certificate of Insurance showing coverage.

7. A signed copy of any addendum issued before bid opening date and time.

8. Virginia Contractor’s License and other licensing required for this job.

F. Bid Requirements

1. Bids should be prepared simply and economically, providing a complete and concise description of capabilities to satisfy the requirements of the IFB.

Emphasis should be placed on completeness and clarity of content.

2. Ownership of all data, materials, and documentation originated and prepared for the IFB shall belong exclusively to Clarke County and shall be subject to public inspection in accordance with the Virginia Freedom of Information

Act. Trade secrets or proprietary information submitted by a vendor shall not be subject to public disclosure; however, the vendor must clearly

IFB #26-0519 CHILLER: BOYCE ELEMENTARY SCHOOL PAGE 11 OF 37

identify the sections by marking “Proprietary” at the top of each applicable page and must explain why the protection is necessary.

G. Work Covered by Contract Documents

1. This section generally summarizes the Work, exclusions and special considerations applicable to the Contract. The Vendor shall thoroughly examine the entire Contract Documents, in addition to this section to determine the scope of work required under this Contract.

2. Where a specification section, which has been assigned to the Contract, refers to another specification section for standards, criteria, procedures, and methods of fabrication, it shall be deemed as included in the Contract by reference.

3. Any incidental work required to accomplish the work of the Contract shall be undertaken and completed at no additional cost to CCPS.

4. All work performed and all materials used shall be ADA compliant, including but not limited to all materials supplied to the Vendor by all tiers of Subcontractors.

5. Vendor will review the Scope of Work to become familiar with the entire project and will advise CCPS of any discrepancies.

H. Contract Method

1. This project will likely be awarded as one (1) contract.

2. Upon bid review and approval by CCPS, a purchase order or contract will be issued to the Vendor(s).

3. In most cases, receipt of purchase order or contract from CCPS by the

Contractor shall be considered the “Notice to Proceed” and/or “Contract”.

4. A completed Certificate of Insurance with “Clarke County Public Schools, 317 West Main Street” listed as Certificate Holder is required to be on file with the County before any work is allowed to begin.

I. Bid Evaluation Criteria

1. Pricing will be the evaluation criteria used to determine the apparent low bidder.

2. The selected vendor must be deemed to be responsible and responsive.

CCPS will determine if the selected vendor is responsible and responsive.

IFB #26-0519 CHILLER: BOYCE ELEMENTARY SCHOOL PAGE 12 OF 37

J. Independent Contractor

The selected vendor will be hired as an independent contractor and thus, agrees and understands that they, the vendor and its employees, are not employed by the County of the Clarke or CCPS.

K. Vendor’s Duties

1. All work performed under this contract shall be performed in accordance with all provisions of these specifications or plans and must be approved in writing by CCPS or authorized representative.

2. The Vendor shall immediately upon discovery, bring to the attention of

CCPS any conflicts that may occur among the various provisions of the specifications and plans.

3. Failure of the Vendor to bring conflicts or exceptions to the attention of

CCPS shall allow CCPS to require any changes deemed necessary before acceptance by CCPS.

4. Vendor shall be responsible for all property damaged, or persons injured, by the Vendor’s and/or subcontractors’ negligence. This includes, but is not limited to, fences, trees, plants, grass, walks, drives, building surfaces – interior/exterior, visitors, visitors’ belongings and vehicles, county equipment, building contents, etc.

L. Material Delivery, Storage and Handling (if applicable)

1. Vendor shall be responsible for (1) the protection of materials from deterioration during delivery, and while stored on site, and (2) all project related deliveries to the site, and materials stored on site.

2. CCPS is not responsible for any material or equipment that is stored or left on CCPS property.

3. Materials shall be stored in a neat and safe way as to prevent any type of accident.

M. Procedures for Authority, Workmanship, Inspection and Clean-up

1. Authority. The extent and character of the services to be performed by the

Vendor shall be subject to the general control and approval of the CCPS authorized representative.

a) The Vendor shall comply with requests and/or orders issued by the authorized representative(s) acting within their authority for CCPS.

IFB #26-0519 CHILLER: BOYCE ELEMENTARY SCHOOL PAGE 13 OF 37

b) The Joint Finance Director must approve any change to the contract in writing.

2. Workmanship. All work under the resulting contract shall be performed in a skillful and workmanlike manner.

a) Vendor shall be responsible for conduct and supervision of its personnel.

b) There shall be no smoking or vaping on any School-owned property or in any County Government-owned building.

3. Inspection. CCPS may, from time to time, make inspections of the work performed under this contract. Any inspection by CCPS does not relieve the

Vendor from any responsibility regarding defects or other failures to meet the contract requirements.

N. Special Requirements

1. Accident Prevention and Safety – Each Vendor shall:

a) Comply with all applicable laws, ordinances, rules, regulations and orders of governing authorities having jurisdiction for the safety of all persons and property to protect them from damage, injury or loss.

IFB #26-0519 CHILLER: BOYCE ELEMENTARY SCHOOL PAGE 14 OF 37

V. SCOPE OF WORK

A. PURPOSE AND SPECIFICATIONS

1. Clarke County Public Schools is soliciting competitive sealed bids from qualified firms for the delivery and installation of a chiller for Boyce Elementary School as described in this document.

2. Clarke County Public Schools (hereinafter known as “County” or “CCPS”) has hired

Lawrence Perry Associates to create the technical specifications and drawings for this project. The technical specifications and drawings are a part of Appendix A. Appendix

A will be available for viewing and downloading on the Clarke County website

(www.clarkecounty.gov), under business and current solicitations. Appendix A will also be posted on eVA with this solicitation document.

3. As stated in M001 of the drawings in Appendix A, compressors will have a five year warranty starting from final acceptance date of the project. Other equipment, materials, and labor required by the contract drawings shall have a one year warranty and be guaranteed to be free from defective materials or workmanship for one year after final acceptance of the project. Defective materials or workmanship occurring during this period shall be corrected at no additional cost.

4. As stated in M001 of the drawings in Appendix A, only Trane or Carrier chillers will be eligible for bid consideration.

IFB #26-0519 CHILLER: BOYCE ELEMENTARY SCHOOL PAGE 15 OF 37

Attachment A – Bid Response Form.

Note: Sealed bids should be clearly marked, “IFB #26-0519 Chiller-Boyce Elementary School” and bids must be received in at least one of the two ways below:

• By having the sealed bid received in the Clarke County Purchasing Office before 3:00:00 p.m.

(local prevailing time), Tuesday, May 19, 2026.

• By posting electronically on eVA before the deadline of 3:00:00 p.m. on Tuesday, May 19, 2026.

Bids received after this time will not be accepted. The official time will be determined by the clock in the Purchasing Office.

This form should be completed and returned as part of your bid packet.

1. NAME AND ADDRESS OF FIRM

SIGNATURE

BY (print name)

TITLE

DATE

COMPANY NAME

STREET ADDRESS

CITY, STATE, ZIP

TELEPHONE

FAX E-MAIL

SOCIAL SECURITY OR FEDERAL TAX I.D. #

CLARKE COUNTY BUSINESS LICENSE #

VIRGINIA CONTRACTOR'S LICENSE #

EXPIRATION DATE CLASS

NAME OF INSURANCE CARRIER, BROKER OR AGENCY

IFB #26-0519 CHILLER: BOYCE ELEMENTARY SCHOOL PAGE 16 OF 37

Pursuant to and in accordance with "INVITATION FOR BIDS # 26-00519", the undersigned agrees to provide all equipment, fuel, transportation, insurance, labor, material, and other items as necessary, needed to successfully provide all the goods and services as specified in this IFB.

All prices shall include:

1. all applicable sales and/or use taxes,

2. all insurance premiums required,

3. all applicable allowances of this Bid Response Form

2. BID PRICE

Lump sum bid price to complete all work as stated within this document for the successful replacement chiller at Boyce Elementary School:

*The lump sum cost will be used to determine the apparent low bidder.

3. TIMING

Please provide your estimated completion date from date of award:

______________________________________________________________ calendar days

4. SUBCONTRACTORS

The following Subcontractors are proposed for the item(s) of work listed. Trade contractors are subject to review per the General Conditions. List only firms that will supply any labor at this site. Submit a reference form for each Subcontractor listed.

ITEM OF WORK SUBCONTRACTOR

IFB #26-0519 CHILLER: BOYCE ELEMENTARY SCHOOL PAGE 17 OF 37

5. If a contract for construction, removal, repair, or improvement of a building or other real property is for $150,000 or more, the bidder is required under Title 54.1-1100, Code of Virginia (1950), as amended, to be licensed by the State Board of Contracts a “Class A Contractor.” If such a contract is for $30,000 or more but less than $150,000, the bidder is required to be licensed as at least a “Class B

Contractor.” If such a contract is for $1,000 or more but less than $30,000, the bidder is required to be licensed at least as a “Class C Virginia Contractor.”

Please provide your license number below:

Licensed Class A Virginia Contract No. Specialty: ______________________________________

Licensed Class B Virginia Contract No. Specialty: ______________________________________

Licensed Class C Virginia Contract No. Specialty: ______________________________________

6. RECEIPT OF CORRESPONDENCE

The undersigned acknowledges receipt and inclusion of the following into the bid: (If none, write

"NONE".)

A. Pre-bid minutes __________ Dated: ____________________

B. Pre-bid minutes __________ Dated: ____________________

C. Addendum No. __________ Dated: ____________________

D. Addendum No. __________ Dated: ____________________

7. BID PRESENTATION

A. The Contractor having carefully examined the Bid Documents and all other related documents, fully reviewed the existing site conditions, and having become familiar with all conditions affecting the proposed work, including the availability of labor, materials and equipment, agrees to perform all Work required by the Bid Documents.

B. The Contractor, if awarded a Contract, agrees to commence the work on the date(s) specified in the Notice(s) to Proceed; to carry the work forward expeditiously with adequate forces; and subject to authorized adjustments, to achieve Interim Milestones, Substantial Completion and Final Completion in accordance with the dates or periods of performance set forth in the Contract Documents.

8. CONTRACTOR’S ORGANIZATION (strike out all conditions that do not apply)

A. An individual or sole proprietorship

B. A partnership

C. A joint venture

D. A corporation organized under the laws of the State of _______________

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9. ATTACHMENTS

The following is a checklist of items that are to be included with the Bid Response Form and shall be completed by the Contractor:

A. _____ Attachment B: Reference Form

B. _____ Attachment C: SCC Form

C. _____ Attachment D: Company Certification Form

D. _____ Sample Certificate of Insurance

E. _____ Recognition of any addendum posted

F. _____ Copies of any required licenses or permits

G. _____ Copy of State Contractor’s License

10. SIGNATURE

Signed this ___________________________day of __________________, 20_____

BIDDER - SIGNATURE: _________________________________________________

PRINTED NAME: ____________________________________________________

TITLE: _____________________________________________________

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ATTACHMENT B: REFERENCE FORM

This form should be completed and returned as part of your bid. Vendors should provide the following references for four

(4) most recent and similar projects.

1. FIRM NAME

CONTACT PERSON

STREET ADDRESS, CITY, STATE, ZIP

FAX

SPECIFIC INFORMATION

2. FIRM NAME

3. FIRM NAME

4. FIRM NAME

IFB #26-0519 CHILLER: BOYCE ELEMENTARY SCHOOL PAGE 20 OF 37

ATTACHMENT C:

CLARKE COUNTY

DEPARTMENT OF JOINT ADMINISTRATIVE SERVICES

PURCHASING DEPARTMENT

129 Ramsburg Lane Berryville, VA 22611

Phone (540) 955-5185 Fax (540) 955-0456

Compliance with Virginia Law for Transacting Business in Virginia.

The undersigned hereby agrees, if this Bid/Proposal is accepted by Clarke County, for such services and/or items that the undersigned has met the requirements of the Virginia Code Section 2.2-4311.2

Please complete the following by checking the appropriate line that applies and providing the requested information:

A._____ Bidder/offeror is a Virginia business entity organized and authorized to transact business in Virginia by the SCC and such bidder’s/offeror’s Identification Number issued to it by the SCC is_______________________.

B._____ Bidder/offer is an out-of-state (foreign) business entity that is authorized to transact business in Virginia by the SCC and such bidder’s/offeror’s Identification Number issued to it by the SCC is

C.______ Bidder/offeror does not have an Identification Number issued to it by the SCC and such bidder/offeror is not required to be authorized to transact business in Virginia by the SCC for the following reason(s):

Please attach additional sheets of paper if you need to explain why such bidder/offeror is not required to be authorized to transact business in Virginia.

Legal Name of Company (as listed on W-9)

Legal Name of Bidder/Offeror

Date

Authorized Signature

Print or Type Name and Title

IFB #26-0519 CHILLER: BOYCE ELEMENTARY SCHOOL PAGE 21 OF 37

CLARKE COUNTY, VIRGINIA

CHILLER: BOYCE ELEMENTARY SCHOOL

ATTACHMENT D - COMPANY CERTIFICATION

The undersigned, on behalf of _________________________________________________________

(insert company name) hereby certifies to the Clarke County School Board and Clarke County Public Schools that any employee of the company who will have direct contact with students on school property during regular school hours or during school-sponsored activities while providing services called for in the contract:

A. have not been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child.

This certification is provided in accordance with the provisions of § 22.1 - 296.1 of the Code of Virginia.

Certification is also made in accordance with § 2.2 - 4311.1 that:

A. the contractor does not, and shall not during the performance of the contract for goods and services, knowingly employ an unauthorized alien as defined in the Federal Immigration Reform and Control Act of 1986.

Signature:________________________________ Date:________________________________

Printed Name and Title of Person Making Certification

Address: _________________________________ Phone: ______________________________

________________________________________ Fax: _______________________________

Service(s) Provided: ____________________________________________________________

Dr. Rick Bolling Superintendent

Dr. Cathy Seal Assistant Superintendent

Dr. Jessica Nail Director of Curriculum and Instruction

Andre Kidrick Director of Operations

Clarke County Public Schools

317 West Main Street

Berryville, Virginia 22611

Phone: (540) 955-6100 www.clarke.k12.va.us AX: (540) 955-6109 http://www.clarke.k12.va.us/

IFB #26-0519 CHILLER: BOYCE ELEMENTARY SCHOOL PAGE 22 OF 37

ATTACHMENT E:

COUNTY OF CLARKE GENERAL TERMS AND CONDITIONS

These General Terms and Conditions are required for all sealed and unsealed written solicitations issued by the County of Clarke. The

County of Clarke includes the Clarke County Board of Supervisors and General Government, the Clarke County School Board and

School System, and all other agencies, boards, and commissions under the fiscal direction of the Clarke County Board of Supervisors.

TABLE OF CONTENTS

A. COMPETITION INTENDED

B. INQUIRIES

C. INCONSISTENCY IN PROVISIONS

D. COOPERATIVE PURCHASING

E. ETHICS IN PUBLIC CONTRACTING

F. TAX-EXEMPT STATUS

G. APPLICABLE LAWS AND COURTS

H. FIRM BID PRICING

I. TIE BIDS

J. ANTI-DISCRIMINATION

K. IMMIGRATION REFORM AND CONTROL ACT OF 1986

L. DEBARMENT STATUS

M. RESPONSE FORM PROCEDURES

N. BID WITHDRAWALS

O. AWARD SPECIFICS

P. JUSTIFICATION FOR TERMINATION

Q. DRUG-FREE WORKPLACE

R. INSURANCE REQUIRMENTS

S. BOND REQUIREMENTS

T. PERMITS AND LICENSES

U. PAYMENTS TO CONTRACTOR

V. PAYMENTS TO SUBCONTRACTORS

W. DISPUTES

X. PROTEST OF AWARD OR DECISION TO AWARD

Y. USE OF BRAND NAMES

Z. PAYMENT OF CLARKE COUNTY TAXES

AA. NOTICE OF REQUIRED DISABILITY LEGISLATION COMPLIANCE

BB. CONTRACT QUANTITIES

CC. DEVIATIONS

DD. SAFETY

EE. HOLD HARMLESS CLAUSE

FF. REFERENCES

GG. FEDERAL/STATE LAWS AND COUNTY ORDINANCES

HH. ANITTRUST

II. DEFAULT

JJ. TYPES OF CONTRACT CLAUSES THAT THE COUNTY SHALL ATTEMPT TO REMOVE FROM VENDOR

CONTRACTS

KK. SEVERABILITY OF CONTRACT

A. COMPETITION INTENDED: It is Clarke County’s intent that this document permits competition. It shall be the prospective bidder’s responsibility to advise the Director of Joint Administrative Services in writing if any language requirements, specifications, etc., or any combinations thereof, inadvertently restrict or limit the requirements stated in this document to a single source. The Director of Joint Administrative Services must receive such notification not later than ten (10) calendar days prior to the date set for the bids to close.

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B. INQUIRIES: If any prospective bidder has questions about the specifications or other solicitation documents, the prospective bidder shall contact the Director of Joint Administrative Services, no later than seven (7) days before the due date.

Any changes after the bid is advertised will be official only when submitted in writing and signed by the Director of

Joint Administrative Services.

Any and all changes will be made by addendum and sent to all recorded holders of the bid documents.

All addenda issued will become part of the bid.

For a list of specific persons available to discuss this bid, see Points of Contact.

C. INCONSISTENCY IN PROVISIONS: In the event there are inconsistencies between the General Terms and

Conditions and any other schedules contained herein, the first shall govern.

D. COOPERATIVE PURCHASING: It is the desire of Clarke County that all other jurisdictions be allowed to “ride the bid” and enter in to a contract with any successful Contractor chosen by Clarke County, based on mutual agreement between successful Contractor(s) and other jurisdiction(s).

If this bid is used as a cooperative IFB issued by Clarke County, the following would apply:

6. Clarke County is acting as the “Contracting Agent” for the jurisdictions concerned and shall not be held liable for any costs, damages, etc., incurred by any other jurisdiction.

7. Each jurisdiction will execute its own purchase orders with the Contractor(s) and be invoiced accordingly, in accordance with each jurisdiction’s purchasing policy and procedures.

8. For copies of other jurisdictions’ terms and conditions, Contractor must contact them.

E. ETHICS IN PUBLIC CONTRACTING: The provisions contained in Article 6 of the Virginia Public Procurement Act

(VPPA) as set forth in the 1950 Code of Virginia, as amended, shall be applicable to all contracts solicited or entered in to by Clarke County. A copy of these provisions may be obtained from the Director of Joint Administrative Service upon request.

By submitting their bids, all bidders certify that their bids are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder, supplier, manufacturer or Subcontractor in connection with their bid, and that they have not conferred to any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

The provisions referenced above supplement, but do not supersede, other provisions of law including, but not limited to, the Virginia Conflict of Interest Act (§2.2-3100 et. Seq.). The provisions apply not withstanding the fact that the conduct described may not constitute a violation of the Virginia Conflict of Interests Act. To the extent that violations of the ethical standards of conduct constitute violations of the Code of Virginia, they shall be punishable as provided therein. Such sanctions shall be in addition to the civil remedies set forth.

By entering into a contract, the bidder conveys, sells, assigns, and transfers to Clarke County, all rights, title and interest in and to all causes of the action it may now have or hereafter acquire under the anti-trust laws of the United

States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by Clarke

County, under said contract.

Consistent and continued tie bidding could cause rejection of bids by Clarke County and/or investigation for anti-trust violations.

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F. TAX-EXEMPT STATUS: Since municipalities and school districts are exempt from all direct federal and state taxes, Clarke County is tax-exempt and will provide a tax-exempt certificate upon request. Contractor is responsible for paying any and all taxes on any purchases that it directly makes.

G. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed by the laws of the Commonwealth of Virginia. All Court proceedings shall be held in the Commonwealth of Virginia. The contractor shall comply with all applicable federal, state and local laws, rules, ordinances, and regulations.

H. FIRM BID PRICING: Clarke County requires the bid price remains firm for ninety (90) days after date of the bid opening, during which period bids may not be withdrawn. “Discount from list” bids are not acceptable unless requested.

I. TIE BIDS: The Joint Administrative Services Department and all other departments of Clarke County making purchases of services, supplies, material or equipment, shall, in making purchases of same, give preference to services, supplies, material or equipment sold by Clarke County and the State of Virginia vendors, in that order, in all cases of tie bids, quality and service being equal.

J. ANTI-DISCRIMINATION: Every individual or firm bidding must be an Equal Opportunity Employer as defined by federal law and the Code of Virginia, Virginia Public Procurement Act as amended: “Section 2.2-4311, Employment

Discrimination by Contractor Prohibited” which reads:

All public bodies shall include in every contract of more than $10,000 the following provisions:

1. During the performance of this contract, the contractor agrees as follows:

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. 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.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

2. The contractor will include the provisions of the foregoing paragraphs a, b and c in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

K. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting their bids, bidders certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the Federal Immigration Reform and Control Act of 1986.

L. DEBARMENT STATUS: By submitting a bid, the bidder certifies that they are not currently debarred by the Federal

Government, Commonwealth of Virginia, or by any City, Town, or County from submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

M. RESPONSE FORM PROCEDURES:

1. Response Forms must be signed and received at the Purchasing Office, before the opening hour.

2. Sealed Bids and Sealed Proposals offered by fax and or telephone will not be accepted.

3. Quotes offered by fax will be accepted; however, telephone quotes will not be accepted.

4. All Response Forms delivered in person must be delivered to the Purchasing Office.

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5. In submitting a Response Form, the bidder signifies that he/she is fully informed as to the extent and character of the supplies, materials, equipment and/or services necessary to perform this project in accordance with all documents constituting the bid and will comply satisfactorily with the bid documents.

6. Further, the bidder signifies that when necessary he/she has inspected the site on which the work shall be done and is aware of all conditions affecting the execution of the work contained within the bid documents. Failure to visit the site will in no way relieve the successful bidder from performance under the contract.

7. All information required by the solicitation must be supplied to constitute a responsive bid. All information submitted including prices should be typed so as to insure legibility. However, the bidder’s signature shall be handwritten in ink in order for the bid to be considered.

8. The bidder expressly warrants that the price or prices quoted herein are not the result of an agreement or understanding expressed or implied with any other bidder or bidders.

9. By submitting a Response Form, bidders certify that they are not currently debarred by Clarke County from submitting bids, proposals or quotes on contracts, nor are they an agent of any person or entity that is currently debarred by Clarke County from submitting bids, proposals or quotes.

10. Any Response Form submitted with corrections must have corrections initialed by the person who signed the original. The unit price will prevail in the event an error is made in computing totals.

11. All prices for materials are to be F.O.B. Destination, prepaid and allowed. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping containers shall be legibly marked or labeled on the outside with purchase order, commodity description, and quantity.

12. The successful bidder shall not assign, transfer, convey, sublet, or otherwise dispose of the contract or his/her right, title, or interest therein, or his/her power to execute written consent of Clarke County.

13. Bidders are encouraged to have a representative at the bid opening if information on the bids submitted is desired.

14. Bids will be opened at the advertised local prevailing time, but Clarke County officials reserve the right to take sufficient time to study the various bids and then make the awards. Bids will be awarded as promptly as possible after the closing date.

15. Unless otherwise specified, Response Forms must be submitted in triplicate and will be received at:

Clarke County Purchasing Office

129 Ramsburg Lane

Berryville VA 22611

16. Sealed Bid envelopes must be clearly marked, with the IFB number and project name, on the outside, lower left corner as follows:

Sealed Bid – Do Not Open

IFB #______________________________________

PROJECT NAME___________________________

17. Sealed Bids will be received up to the advertised time and date at the Clarke County Purchasing Office and at the appointed time will be opened publicly and read allowed. The clock on the Purchasing Office’s wall will be used to log the time each bid/proposal is received.

18. If more than one bid opening is held the same date, bids will be opened in succession as numbered and lettered

(A, B, C, etc.).

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a. Late bids will not be accepted. Bids received in the mail will be returned to the bidder unopened

(provided properly sealed and marked as indicated above). Failure to comply with conditions set forth herein may result in removal of bid (all/part) from consideration.

b. All contracts, unless otherwise specifically stated, shall provide materials/commodities in new, first class condition, fresh stock, latest model, design or pack. This shall include any containers suitable for shipment, usage and/or storage unless otherwise indicated within this document. Verbal agreements to the contrary will not be recognized.

c. Any items or parts of any equipment listed in this solicitation which are not fully described or are omitted from such specifications and which are clearly necessary for the completion of such equipment and its appurtenance shall be considered a part of such equipment although not directly specified or called for in the specifications.

d. By law, Clarke County will not receive any materials, products, or chemicals that may be hazardous to an employee’s health, unless accompanied by a Material Safety Data Sheet (MSDS) when products and/or chemicals are received. MSDS must be submitted to Clarke County in triplicate.

N. BID WITHDRAWALS

1. A bidder, for contract other than for public construction, may request withdrawal of his/her bid before award, by submitting a written request to the Director of Joint Administrative Services.

2. After bid/proposal opening, corrections shall be permitted only to the extent that the vendor can show by clear and convincing evidence that a mistake of a nonjudgmental character was made, the nature of the mistake, and the price actually intended. After the opening, no changes in prices or other provisions of bids/proposals prejudicial to the interest of the County or fair competition shall be permitted. In lieu of bid correction, a low bidder/offeror alleging a material mistake of fact may be permitted to withdraw its bid/proposal if:

a. the mistake is clearly evident on the face of the bid/proposal document but the intended correct bid/proposal is not similarly evident; or

b. the vendor submits evidence which clearly and convincingly demonstrates that a mistake was made.

All decisions to permit the correction or withdrawal of bids, or to cancel awards or contracts based on bid mistakes, shall be supported by a written determination made by the Director of Joint Administrative

Services.

3. If bid bonds were tendered with the bid, Clarke County may exercise its right of collection. No bid may be withdrawn under this paragraph when the result would be the awarding of the contract on another bid of the same bidder in which the ownership of the withdrawing bidders is more than five percent (5%).

4. If a bid is withdrawn under the authority of this paragraph, the lowest qualified remaining bid shall be deemed to be the low bid.

5. Except as otherwise provided by regulation, all decisions to permit the correction or withdrawal of bids, or to cancel awards or contracts based on bid mistakes shall be supported by a written…