829215archClarke.pdf

REQUEST FOR PROPOSALS

PROPOSAL TITLE: ARCHITECTURAL SERVICES-BOYCE ELEMENTARY

SCHOOL

PROPOSAL NUMBER: RFP #26-0721

PROPOSAL DUE DATE: JULY 21, 2026

PROPOSAL DUE TIME: 3:00:00 P.M. (LOCAL PREVAILING TIME)

*A non-mandatory pre-proposal meeting will be held on Wednesday, July 8, 2026 at 10:00 a.m.

This meeting will provide interested vendors with an opportunity to view the school and the areas that need the proposed architectural services, as described in this RFP. 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. The meeting will begin just north of the playground area near the steps leading to the gym and courtyard area.

*If any interested vendor would like to view the building plans for Boyce Elementary School, please email a request to Mike Legge at purchasing@clarkecounty.gov. Please put “Plans for

RFP #26-0721” in the subject line. Mr. Legge will respond with a link to view the plans.

mailto:purchasing@clarkecounty.gov

TABLE OF CONTENTS

I. REQUEST FOR PROPOSALS PAGE…..3

II. INTRODUCTION AND BACKGROUND PAGE…..4

III. PROPOSAL INQUIRIES AND CORRESPONDENCE PAGE…..5

IV. SUBMITTALS PAGE…..7

V. SCOPE OF WORK PAGE…..14

VI. ATTACHMENT A – PROPOSAL RESPONSE FORM PAGE…..16

VII. ATTACHMENT B - SCC FORM PAGE…18

VIII. ATTACHMENT C: COMPANY CERTIFICATION FORM PAGE….19

IX. ATTACHMENT D-GENERAL TERMS AND CONDITIONS PAGE….20

I. Request for Proposals (as publicly advertised)

PUBLIC NOTICE

REQUEST FOR PROPOSALS

RFP #26-0721

ARCHITECTURAL SERVICES-BOYCE ELEMENTARY SCHOOL

The Clarke County Purchasing Department, on behalf of Clarke County Public Schools, is seeking competitively sealed proposals from qualified vendors for architectural services needed at Boyce Elementary School.

A non-mandatory pre-proposal meeting will be held on Wednesday, July 8, 2026 at 10:00 a.m. This meeting will provide interested vendors with an opportunity to view the school and the selected areas included in the scope of work, as described in this RFP.

Sealed proposals should be clearly marked, “RFP: #26-0721 ARCHITECTURAL

SERVICES-BOYCE ELEMENTARY SCHOOL” and must be received by the County in at least one of the two ways below:

• By delivering the sealed proposal in the Clarke County Purchasing Office before 3:00:00 p.m. (local prevailing time), Tuesday, July 21, 2026.

• By posting electronically on eVA before the deadline of 3:00:00 on Tuesday, July 21, 2026.

Proposal documents are available at the Clarke County Purchasing Office, 129 Ramsburg

Lane, Berryville, VA 22611, phone 540-955-5148. Proposal documents can also be found on-line at www.clarkecounty.gov under business, procurement notifications.

Each offeror must be an Equal Opportunity Employer as defined by Federal and State

Law.

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

Mike Legge

Purchasing Manager

Clarke County Joint Finance Department

II. INTRODUCTION AND BACKGROUND

A. The intent of this “Request for Proposals” (hereinafter known as “this document” and the resulting contract is to obtain the services of a qualified architect (hereinafter known as “Vendor”) to provide architectural services as outlined in this document, for Clarke

County Public Schools (herein known as “CCPS or “County”).

B. Clarke County Public Schools is interested in having three items completed in the spring/summer of 2027:

1. A construction firm constructing a new brick breezeway that connects the doors near the gymnasium at Boyce Elementary to the doors directly across from them.

This will enable students/staff to be able to walk in a secure, temperature-controlled hallway instead of walking outside. The breezeway will have a set of double doors at the top of the stairs so students can enter/exit the building from the playground.

2. A construction firm revising the existing breezeway that connects a small cottage that currently is used for pre-kindergarten classes on the far western side of the building. The existing breezeway has a roof, but is not completely enclosed as it is open to the weather and currently has some chain link fencing. CCPS would like to completely enclose this area with bricks and windows so that it enables students/staff to be able to walk in a secure, temperature-controlled hallway. This area will have a set of double doors on the north and south side of the breezeway.

3. A construction firm renovating and repairing the existing windows to the left of the doors near the gymnasium. This is the same area described in item #1 above.

There is currently a large group of windows adjacent to the doors near the gymnasium that is leaking during rain events. Some maintenance and construction officials have told CCPS that area needs to be renovated as there is some rotting of materials around the windows. CCPS would like to revise this area by having a construction company replace this section of windows with standard brick wall with windows instead of having the “storefront” appearance.

C. Before hiring a construction company to begin working on the three items above, CCPS would like to hire an architect to develop bid-ready construction specifications and drawings. These bid specifications and drawings would lay out all necessary parts of the construction including areas such as egress, footers, HVAC issues, roofing, flooring, gutters, fire suppression (if needed), ADA compliance, etc.

D. The objective of this Request for Proposals is to establish a firm fixed price contract with one qualified Contractor to provide the needed architectural services in accordance with the terms, conditions, and specifications indicated herein.

E. 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 CCPS and the successful vendor(s).

F. 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.

G. CCPS intends to utilize a single architectural firm for the various projects that will arise over the term of a contract. However, CCPS reserves the right to separately procure services for projects when this is deemed to be in the best interest of CCPS.

H. CCPS is advertising an RFP instead of an IFB because pricing is not the only evaluation criteria being used and professional services are being procured. Vendors are responsible for all costs associated in preparing a proposal submittal. CCPS will not pay for any costs associated with preparing a proposal.

III. PROPOSAL INQUIRIES AND CORRESPONDENCE

A. All questions should be done in writing via email (purchasing@clarkecounty.gov) to

Mr. Mike Legge, Purchasing Manager. Please have all questions emailed by noon on

July 13, 2026 so that all questions can be answered in a timely manner and addendum(s) can be issued if needed. Please put “RFP 26-0721” in the subject line.

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

C. Note that Tom Mayhew or a designated employee will oversee the contract and will be the selected vendor’s main point of contact during the duration of the contract.

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)

Steve Nucci Director of Joint Administrative Services 540-955-6172

Mike Legge Purchasing Manager 540-955-5148

Tom Mayhew Maintenance Director, Clarke County

Government and Public Schools

540-955-5123

Ruby Miller Maintenance Department Office Manager 540-955-5118

Andre Kidrick CCPS Director of School Operations 540-955-6105

E. Tentative Time Frame

RFP ADVERTISED

Tuesday, June 16, 2026

NON-MANDATORY PRE-PROPOSAL

MEETING

Wednesday, July 8, 2026 at 10:00 am at Boyce

Elementary School.

PROPOSALS DUE Before 3:00:00 p.m. on Tuesday, July 21, 2026.

AWARD OF CONTRACT Estimated 2-4 weeks after proposals are received.

START OF WORK August 2026

COMPLETION DATE CCPS would like for the selected architect to have the bid-ready specifications and drawings completed by December 31, 2026. This will enable CCPS to go out to bid for construction services in first quarter of

2027 with the idea that construction will begin as soon as the 2026-2027 school year ends.

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.

F. Addenda

1. Addenda may occur prior to proposal opening. It is the vendor’s responsibility to check the website (www.clarkecounty.gov) 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

Proposal 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 Proposal

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

Proposals except:

a. any Addendum withdrawing the Request for Proposals

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

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

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

http://www.clarkecounty.gov/

G. 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. Please check the

County website, www.clarkecounty.gov, under business, and current solicitations for updates regarding any changes in meeting times and/or due dates.

H. Notice of Award

All Notices of Award and Notices of Intent to Award will be posted on the County website, www.clarkecounty.gov, under business, and current solicitations.

I. Use of Subcontractors

1. Vendor should supply a list of all Subcontractors and Subcontractors(s)’ references, to CCPS with Proposal Response Form.

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

IV. SUBMITTALS

Interested vendors should submit the following in their sealed proposals. Note that vendors should submit these documents with their proposal even if the County already has one or more of the documents on file from previous jobs, responses, etc.

A. Copy of transmittal letter (not exceeding two pages) and Standard Form 330 with no alterations or additions. Please include examples of similar projects completed in the past, preferably in the Commonwealth of Virginia.

B. Attachment A: Proposal Response Form

C. Attachment B: 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.

D. Attachment C: Company Certification Form

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

F. Copies of any required license, (state, local, etc.) for this type of service requested in the scope of work.

G. Insurance Requirements: Please provide a sample copy of your Certificate of Insurance.

Note that the selected vendor will need to provide a Certificate of Insurance that has

“Clarke County Public Schools, 317 West Main Street, Berryville, VA 22611” listed as

Certificate Holder and as Additionally Insured before starting any work.

1.) A Certificate of Insurance will be required from the selected vendor; please refer to

General Terms and Conditions for complete instructions. The selected vendor will need professional liability insurance of at least $2,000,000 per occurrence and

$5,000,000 aggregate. Please include a sample of your Certificate of Insurance with your proposal. All vendors shall include the cost of insurance in their proposal 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 employed by CCPS and are not covered by CCPS’ worker’s compensation coverage program.

a) Be sure to instruct your insurance carrier as to how the Certificate of Insurance is to be worded.

b) Contractor shall be responsible for requiring any subcontractors to have the same amounts/types of insurance as the Contractor.

c) If you have any questions regarding these limits, please contact the Clarke County

Purchasing Office for clarification and discussion.

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

e) Any vendor that is awarded a contract is responsible for ensuring that their employees and any and all subcontractors have insurance coverage and Worker’s

Compensation coverage. CCPS shall not be responsible for any injury (including death) of any vendor or subcontractor that is visiting, inspecting, climbing, or working on the site (s).

f) The selected vendor agrees to accept responsibility for property damage, injury, or death caused by the acts or omissions of its employees or representatives to the fullest extent permitted by law.

H. Bid Bond will not be required.

I. Payment and Performance Bonds will not be required.

J. Use of Subcontractors

1. Vendor should supply a list of all Subcontractors and Subcontractors(s)’ references, to CCPS with Proposal Response Form.

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

K. One (1) original and two (2) copies of each proposal are requested in the vendor’s respective sealed proposal packet/envelope. The original should be clearly marked

“ORIGINAL” on the front of the proposal. If submitting electronically, only one original (no copies) is needed.

M. 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 RFP, if applicable.

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

b) It is the responsibility of the selected vendor to obtain and pay for all necessary permits, inspections, licenses, and notices. The selected vendor shall include these costs in the estimate or cost of repairs.

c) The Vendor shall supply copies of all licenses to Clarke County, upon request.

d) 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.

e) Vendors submitting a proposal are not required to have a Clarke

County Business License. However, the selected vendor(s) may be required to have a Clarke County Business License before starting work. Please contact the Clarke County Commissioner of the Revenue

(540-955-5187) for more information about business licenses. Costs for the business license will be the responsibility of the selected vendor.

N. Proposals should be prepared simply and economically, providing a complete and concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

O. Ownership of all data, materials, and documentation originated and prepared for the RFP shall belong exclusively to CCPS 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 identify the sections by marking “Proprietary” at the top of each applicable page and must explain why the protection is necessary.

P. Sealed proposals should be clearly marked, “RFP: #26-0721 ARCHITECTURAL

SERVICES-BOYCE ELEMETNARY SCHOOL” and must be received by the County in at least one of the two ways below:

• By delivering the sealed proposal in the Clarke County Purchasing Office before

3:00:00 p.m. (local prevailing time), Tuesday, July 21, 2026.

• By posting electronically on eVA before the deadline of 3:00:00 on Tuesday, July

21, 2026.

Q. Contract Method and Terms

1. Upon review and approval by CCPS, a purchase order or contract will be issued to Contractor. Receipt of purchase order or contract by Contractor shall be considered the "Notice to Proceed" with starting date indicated.

2. A completed Certificate of Insurance with the Clarke County Public Schools, VA listed as Certificate Holder is required to be on file with the County before any work is allowed to begin.

3. The award shall be based on the contractor’s ability to meet all RFP requirements.

4. The Contractor shall submit to CCPS an itemized application for payment.

5. The selected vendor shall submit a monthly invoice for all work completed to date. CCPS typically pays NET 30.

R. Proposal Evaluation Criteria

1. Selection of the successful Offeror will be based upon submission of proposals meeting the selection criteria. The minimum evaluation criteria will include:

a. Familiarity with the project’s area of specialty

b. Past performance and experience with projects of similar scope

c. Qualifications and availability of personnel to be assigned to the work

d. Ability of the firm to complete in a timely manner

e. References and Experience

f. Geographic closeness and ability to attend pre-bid meetings and/or construction meetings, as needed.

2. CCPS shall evaluate the proposals received and engage in individual discussions with two or more offerors deemed the most qualified, responsible, and suitable on the basis of the evaluations. These Offerors will likely be requested to make an oral presentation to CCPS officials to explain their proposal and answer questions. Firms short-listed will be notified of the time and location for discussions. Non-binding cost estimates may be discussed during the oral presentations.

3. At the conclusion of the discussion, on the basis of evaluation factors as stated in the RFP and all information gathered during the selection process, the CCPS evaluation team shall select in the order of preference two or more Offerors whose professional qualifications and proposed services are deemed to be the best for completing this project.

4. Negotiations shall then be conducted; beginning with the Offeror ranked first.

If a contract satisfactory and advantageous to the County can be negotiated at a price considered fair and reasonable, the award shall be made to that Offeror. If not, negotiations with the Offeror ranked first shall be formally terminated and negotiations with the Offeror ranked second, and so on until such a contract can be negotiated at a fair and reasonable price.

5. The selected vendor must be deemed to be a responsible and responsive bidder. The County will determine if the selected vendor is responsible and responsive.

T. 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.

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

1. Contractor 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

Clarke County property.

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

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

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

Contractor shall be subject to the general control and approval of the County authorized representative.

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

b) The Director of Joint Administrative Services 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) Contractor 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.....Clarke County may, from time to time, make inspections of the work performed under this contract. Any inspection by Clarke County does not relieve the Contractor from any responsibility regarding defects or other failures to meet the contract requirements.

W. Special Requirements

1. Accident Prevention and Safety - Each Contractor 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.

V.SCOPE OF WORK

A. Clarke County Public Schools is soliciting this RFP with the intention of hiring a qualified architect to develop bid ready, construction documents for:

1. Having a construction firm constructing a new brick breezeway that connects the doors near the gymnasium at Boyce Elementary to the doors directly across from them. This will enable students/staff to be able to walk in a secure, temperature-controlled hallway instead of walking outside. The breezeway will have a set of double doors at the top of the stairs so students can enter/exit the building from the playground.

2. Having a construction firm revising the existing breezeway that connects a small cottage that currently is used for pre-kindergarten classes on the far western side of the building. The existing breezeway has a roof, but is not completely enclosed as it is open to the weather and currently has some chain link fencing. CCPS would like to completely enclose this area with bricks and windows so that it enables students/staff to be able to walk in a secure, temperature-controlled hallway. This area will have a set of double doors on the north and south side of the breezeway.

3. Having a construction firm renovating and repairing the existing windows to the left of the doors near the gymnasium. This is the same area described in item #1 above. There is currently a large group of windows adjacent to the doors near the gymnasium that is leaking during rain events. Some maintenance and construction officials have told CCPS that area needs to be renovated as there is some rotting of materials around the windows. CCPS would like to revise this area by having a construction company replace this section of windows with standard brick wall with windows instead of having the “storefront” appearance.

B. The selected architect will work our School Administration team to develop specifications and drawings for the specified areas that include single and/or double door locations, window styles and locations, brick that matches the existing brick color as much as possible, locking mechanisms, fire suppression, HVAC, roofing, flooring, ADA Compliance and other aesthetic and operational features to ensure a successful project that meets the needs our students and staff at Boyce Elementary

School.

C. CCPS would like for the selected architect to have the bid-ready specifications and drawings completed by December 31, 2026. This will enable CCPS to go out to bid for construction services in first quarter of 2027 with the idea that construction will begin as soon as the 2026-2027 school year ends. CCPS would like for construction to be completed before the first day of school for the 2027-2028 school year.

D. The selected architect will be asked to attend at least one pre-bid meeting when

CCPS bids out the construction part of the project. The selected architect will be asked to answer any questions received by interested vendors during the bidding process of the construction phase.

E. The selected architect will be asked to assist with construction management to ensure that the selected construction vendor complies with the architect’s specifications and drawings.

F. If any interested vendor would like to view the building plans for Boyce Elementary

School, please email a request to Mike Legge at purchasing@clarkecounty.gov.

Please put “Plans for RFP #26-0721” in the subject line. Mr. Legge will respond with a link to view the plans.

REQUEST FOR PROPOSAL

RFP # 26-0721

ATTACHMENT A – PROPOSAL RESPONSE FORM

Please submit a copy of a transmittal letter (not exceeding two pages) and Standard Form 330 with no alterations or additions with your proposal response form.

Complete and return the following price information in your proposal. By your signature, you are confirming the understanding of and your agreement to perform within the terms and conditions stated in this RFP.

Note: Sealed proposals should be clearly marked, “RFP: #26-0721 ARCHITECTURAL

SERVICES-BOYCE ELEMENTARY SCHOOLS” and must be received by the County in at least one of the two ways below:

• By delivering the sealed proposal in the Clarke County Purchasing Office before 3:00:00 p.m. (local prevailing time), Tuesday, July 21, 2026.

• By posting electronically on eVA before the deadline of 3:00:00 on Tuesday, July 21, 2026.

The official time will be determined by the clock in the Purchasing Office.

1. NAME AND ADDRESS OF VENDOR

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 #

SCC IDENTIFICATION NUMBER (IF APPLICABLE)

NAME OF INSURANCE CARRIER, BROKER OR AGENCY

2. 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

3. RECEIPT OF CORRESPONDENCE

The undersigned acknowledges receipt and inclusion of the following into the proposal: (If none, write "NONE".)

A. Pre-proposal minutes __________ Dated: ____________________

B. Pre-proposal minutes __________ Dated: ____________________

C. Addendum No. __________ Dated: ____________________

D. Addendum No. __________ Dated: ____________________

4. VENDOR’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 _______________

5. SIGNATURE AND SEAL

Signed this ___________________________day of __________________, 20_____

BIDDER - SIGNATURE: _________________________________________________

NAME: ____________________________________________________

TITLE: _____________________________________________________

ATTACHMENT B:

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

CLARKE COUNTY, VIRGINIA

RFP #26-0721

ATTACHMENT C - 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 FAX: (540) 955-6109 http://www.clarke.k12.va.us/

ATTACHMENT D:

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.

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:

3. 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.

4. 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.

5. 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.

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.

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.).

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 determination made by the Director of Joint Administrative Services.

6. No bidder who is permitted to withdraw a bid shall, for compensation, supply any material or labor or to perform any subcontract or other work agreement for the person or firm to whom the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn bid was submitted.

O. AWARD SPECIFICS

1. Clarke County reserves the right to accept, reject and/or cancel all or any part of any Response

Form, and to waive minor technicalities.

2. Awards will be made to the lowest responsive and responsible bidder(s), provided services and quality are considered to be equal to (or better than) that offered by other bidders, and the right is reserved to make the award to other than the lowest bidder when it is in the best interest of Clarke

County. Further, Clarke County will be the sole judge as to conditions affecting such interest.

3. Clarke County may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the work and/or furnish the item(s), and the bidder shall furnish to Clarke County all such information and data for this purpose, as may be requested.

4. Clarke County reserves the right to inspect bidder’s physical facilities before award to…