RFP #26-0723 PAINTING SERVICES PAGE 1 OF 38

REQUEST FOR PROPOSALS

PROPOSAL TITLE: PAINTING SERVICES

PROPOSAL NUMBER: RFP #26-0723

PROPOSAL DUE DATE: THURSDAY, JULY 23, 2026

PROPOSAL DUE TIME: 3:00 P.M.

A non-mandatory pre-proposal meeting will be held at the front main entrance to Clarke County

High School (627 Mosby Blvd., Berryville, VA 22611) on Monday, July 13, 2026 at 10:00 am.

Interested vendors will be provided an opportunity to inspect the Administration Wing of the

High School, which vendors are asked to price in their respective proposal response forms.

Vendors are responsible for their own measurements for the area to be painted at the High

School.

RFP #26-0723 PAINTING SERVICES PAGE 2 OF 38

TABLE OF CONTENTS

1. PUBLIC NOTICE PAGE…..3

2. INTRODUCTION AND BACKGROUND PAGE…..4

3. PROPOSAL INQUIRES AND CORRESPONDENCE PAGE…..5

4. SPECIAL TERMS AND CONDITIONS PAGE…..8

5. SCOPE OF WORK PAGE…..14

6. VENDOR PERSONNEL PAGE…..18

7. ATTACHMENT A – REFERENCE FORM PAGE…. 20

8. ATTACHMENT B- PROPOSAL RESPONSE FORM PAGE…..21

9. ATTACHMENT C – SCC FORM PAGE…..26

10. ATTACHMENT D– GENERAL TERMS AND CONDITIONS PAGE…..27

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I. PUBLIC NOTICE

RFP #26-0723

PAINTING SERVICES

The Clarke County Purchasing Office, on behalf of the Clarke County Government, Clarke County

Public Schools, and the Clarke County Sanitary Authority, is soliciting competitive sealed proposals from qualified vendors to perform painting services, on an as-needed basis, as described within this

RFP.

A non-mandatory pre-proposal meeting will be held at the front main entrance to Clarke County High

School (627 Mosby Blvd., Berryville, VA 22611) on Monday, July 13, 2026 at 10:00 am. Interested vendors will be provided an opportunity to inspect the Administration Wing of the High School, which vendors are asked to price in their respective proposal response forms.

Sealed proposals should be clearly marked, "RFP #26-0723 Painting Services.” Proposals must be received in at least one of the two ways below:

• By having the sealed proposal received in the Clarke County Purchasing Office before 3:00:00 p.m. (local prevailing time), Thursday, July 23, 2026.

• By posting electronically on eVA before the deadline of 3:00:00 p.m. on Thursday, July 23, 2026.

Proposals received after the due date of 3:00:00 p.m. on Thursday, July 23, 2026 will not be accepted.

Proposal documents are available at Clarke County Purchasing Office, 129 Ramsburg Lane, Berryville, VA 22611, 540-955-5148, by email at purchasing@clarkecounty.gov, or on-line at www.clarkecounty.gov and clicking on business and procurement notifications.

Each vendor 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

Clarke County Purchasing Manager

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CLARKE COUNTY, VA

RFP #26-0723

II. INTRODUCTION AND BACKGROUND

A. The intent of this "REQUEST FOR PROPOSALS" (hereinafter known as "this document") and resulting contract is to obtain the services of a qualified painting contractor to establish one or more fixed-fee, open-ended contracts for Painting

Services in support of the Clarke County Government and Clarke County Public

Schools on an “as needed” basis.

B. The County intends on entering into a contract for a term ending on June 30, 2027.

This contract may be renewed for five (4) additional one-year terms, per mutual agreement of all parties involved.

C. Vendors shall include the costs of all fuel, travel, equipment, material, insurance, and administrative resources, etc., needed to successfully fulfill the requirements of this RFP in their respective proposal submissions. The cost of the paint itself will not be included as this will be priced separately on an as-needed basis.

D. 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).

E. 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.

F. The County intends to utilize a single firm over the term of the contract.

However, the County reserves the right to separately procure services for projects when this is deemed to be in the best interest of the County.

G. The County is advertising a RFP instead of an IFB because the pricing is not the only evaluation criteria being used. The award(s) shall be based on the vendor(s)' ability to meet all RFP requirements. The selected vendor will be deemed a responsible and responsive vendor by the County.

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III. PROPOSAL INQUIRES AND CORRESPONDENCE

A. All questions should be done in writing via email (purchasing@clarkecounty.gov) to Mr. Mike Legge, Purchasing Manager. Please put “RFP 26-0723” in the subject line.

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

Please have all questions submitted by noon on Wednesday, July 15, 2026, so questions can be answered in a timely manner before the proposal due date.

C. Note that the Clarke County Joint Maintenance Director, or a designated employee from the County 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 Clarke County Joint Maintenance

Director

540-955-5123

Ruby Miller Joint Maintenance Office Manager 540-955-5118

Andre Kidrick Director of Operations for Clarke County

Public Schools

540-955-6105

E. Proposal Due Date

Sealed proposals should be clearly marked, "RFP 25-0723 Painting Services."

Proposals must be received in at least one of the two ways below:

• By having the sealed proposal received in the Clarke County Purchasing Office before 3:00:00 p.m. (local prevailing time), Thursday, July 23, 2026.

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

Thursday, July 23, 2026.

Proposals received after this time will not be opened. The County is not responsible for any technological issues in submitting a proposal electronically.

mailto:purchasing@clarkecounty.gov

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F. Timeframe

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

RFP ADVERTISED June 26, 2026

NON-MANDATORY PRE-

PROPOSAL MEETING

Monday, July 13, 2026 at 10:00 am at the front main entrance to Clarke County High School

PROPOSALS DUE Before 3:00 pm on Thursday, July 23, 2026

PROPOSAL AWARD Estimated 1 week after Proposal Due Date

PROJECT TIME FRAME The initial contract will likely be from the date of contract agreement through June 30, 2027. The contract can be renewed for up to five additional one-year terms, if both parties agree to the terms and conditions. Additional terms would run from July 1 through June 30.

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.

G. 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. The County 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/

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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 alternate date posted on the County’s website (under business and procurement notifications).

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.

I. 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 procurement notifications.

Once the award is made, the proposals are open to public viewing, except for those sections marked confidential or proprietary, if applicable.

J. Use of Subcontractors

1. Vendor should supply a list of all Subcontractors and Subcontractors(s)’ references, to Clarke County within the proposal packet.

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

Subcontractors.

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IV. SPECIAL TERMS AND CONDITIONS

A. Bid Bonds will not be required for this project.

B. Payment and Performance Bonds will not be required for this project.

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 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 the County 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 proposal 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 the County.

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

Compensation insurance can submit a proposal; however, the selected vendor must purchase and show evidence of the Worker’s Compensation to the County 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 proposal that they are independent contractors and that the vendor and its employees are not employed by the County 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 RFP.

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

County Purchasing Office for clarification and discussion.

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6. Note that the selected vendor shall furnish the County 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. The County 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 RFP, if applicable. Costs for these items shall be the responsibility of the Vendor and shall be included in the proposal price(s).

2. The Vendor shall supply copies of all licenses to Clarke County, 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. 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.

E. Proposal Submittals

*If submitted electronically on eVA, only one copy is needed. If submitting by mail or in-person, please provide a total of two copies of your proposal (one original and one copy).

1. 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.

2. Ownership of all data, materials, and documentation originated and prepared for the RFP 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

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

3. The following forms are provided for uniformity and should be completed (in entirety) and returned as part of your Proposal:

a. Attachment A (Reference Form) and Attachment B (Proposal Response

Form).

b. Sample copy of Certificate of Insurance showing coverage.

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

d. 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.

F. 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. If applicable, 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.

4. Vendor will review the Scope of Work to become familiar with the entire project and will advise Clarke County of any discrepancies.

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G. Contract Method

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

2. After reviewing the proposals, the County will issue a Notice of Award to the selected vendor(s).

3. During the term(s) of the contract, the County will request that the selected vendor(s) provide a quote (based on the contracted price) for work needed on an as-needed basis. If approved, the County will issue a Purchase Order for the respective task.

4. In most cases, receipt of purchase order from Clarke County by the Vendor shall be considered the “Notice to Proceed.”

5. A completed Certificate of Insurance with the County of Clarke, VA listed as

Certificate Holder is required to be on file with the County before any work is allowed to begin.

H. Proposal Evaluation Criteria

1. Points of evaluation include:

a. Pricing, including hourly labor rate and pricing for the Administration

Wing at Clarke County High School. Note that this RFP is asking for pricing in the proposal response form for the Administration Wing at

Clarke County High School.

b. Past Performance

c. Experience

e. Ability to complete work in a timely manner

f. Ability to paint all needed areas.

g. If interviews are needed, the information gained in the interviews may be used as part of the evaluation process.

2. The selected vendor must be determined to be a responsible and responsive vendor by the County.

3. Clarke County reserves the right to reject any and all proposals or any part thereof, to waive any formalities or informalities, to award the contract to the most responsive and responsible vendor as deemed in the best interests of the entity, or to suspend the procurement if the desired outcomes are not achieved.

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I. 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.

J. 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 Clarke County or authorized representative.

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

Clarke County 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

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

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.

K. 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. Clarke County 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.

L. 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 County authorized representative.

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

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

M. 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.

2. Stop Work Notice - Clarke County reserves the right to stop work temporarily at any location because of weather conditions, lack of materials, safety violations, special functions, and/or performance not in accordance with the contract or any other unforeseen circumstances.

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V. SCOPE OF WORK

A. The County is interested in entering in a fixed hourly labor rate contract for painting services on an as-needed basis.

BACKGROUND

B. Clarke County Public Schools maintains the following buildings:

*Clarke County High School (627 Mosby Blvd., Berryville, VA 22611)

*Johnson-Williams Middle School (200 Swan Avenue, Berryville, VA 22611)

*Boyce Elementary School (119 W. Main Street, Boyce, VA 22620)

*D.G. Cooley Elementary School-Lower Campus (240 Westwood, Road, Berryville,VA)

*D.G. Cooley Elementary School-Upper Campus (34 Westwood Road, Berryville, VA)

*Clarke County School Administration Building (317 West Main Street, Berryville, VA)

Clarke County Government maintains the following buildings:

*Clarke County Joint Government Center (101 Chalmers Court, Berryville, VA)

*Clarke County Animal Shelter (225 Ramsburg Lane, Berryville, VA)

*Clarke County Purchasing/Transportation Department (129 Ramsburg Lane, Berryville)

*Clarke County Parks and Recreation Center (225 Al Smith Circle, Berryville)

*Clarke County Circuit Courthouse (102 N. Church Street, Berryville)

*Clarke County Sheriff’s Department (100 N. Church Street, Berryville)

*Clarke County General District Courthouse (104 N. Church Street, Berryville)

*Clarke County Maintenance Department (370 Westwood Road, Berryville)

*Virginia Cooperative Extension Department (524 Westwood Road, Berryville)

*Clarke County Social Services Department (311 E. Main Street, Berryville)

*Clarke County Health Department (100 N. Buckmarsh Street, Berryville)

*Clarke County Historical Association (32 East Main Street, Berryville)

*FISH of Clarke County (36 East Main Street, Berryville)

During the term of the contract, there will likely be times when areas of these buildings

(interior and/or exterior) will need to be painted. If needed, the County will contact the selected vendor(s) for a quote based on the fixed labor rate agreed to in the contract. The quote should clearly lay out the number of hours estimated for each personnel classification.

*Note that the County may add additional buildings to this list, if needed. The list above is simply an effort to show interested vendors which buildings would be included in the scope of work.

C. The County anticipates that the first job needed to be completed under this contract will likely be the painting of the administration wing at Clarke County High School. The County anticipates that the purchase order for this job will be issued soon after the contract award.

D. Drywall is the principal wall material of interior surfaces; other wall surfaces include, but are not limited to, concrete block, wood, lathe, and plaster.

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E. Exterior surface materials include, but are not limited to, wood, metal, and concrete.

F. Although rare, some jobs may include the need to paint very high areas, such as the courthouse’s cupola. If the selected vendor is not able to paint areas such as the cupola, the

County may contract with the vendor’s subcontractor or another vendor.

G. While the County guarantees no set amount of work, jobs may, but are not expected to exceed $150,000 per task order. Separate orders shall be issued for each scope of work.

GENERAL

H. All tools and equipment used in the performance of the work (i.e. brushes, rollers, sanders, drop cloths, sandpaper, hand tools, etc.) shall be provided by the selected vendor and shall be included in the hourly rate unit prices as overhead. Paint will not be included in the hourly rate and will be quoted separately on each specific job.

I. The Vendor is responsible for moving small freestanding furniture (i.e. single pedestal desks, chairs, empty file cabinets, etc). The County will be responsible for moving large equipment/furniture (i.e. conference room tables, systems furniture, large freestanding furniture, filled file cabinets, and furniture that is fixed to walls.). The vendor’s cost for moving small, free standing furniture, shall be incorporated into their hourly rate.

J. Vendor shall provide and maintain a 24/7 hour point of contact by which the County may directly and immediately communicate work requirements and other messages during normal working hours, from approximately 7 a.m. to 5:00 p.m., Monday through Friday. Email may also be an acceptable form of communication.

K. All major drywall or reconstruction jobs will likely be contracted out separately.

WORK INCLUDED

L. Vendor shall provide qualified contract labor, on a reoccurring basis, to perform those services as performed by commercial painting contractors generally consisting of surface preparation, paint application, and finishing of various types of exposed interior and exterior surfaces.

M. Vendor shall furnish all labor, materials, and equipment to paint/finish all surfaces in a professional manner. Vendor shall be required to perform any and all associated and incidental work that may be required to successfully complete each project.

N. Vendor is responsible for all surface preparation to include scraping, sanding, caulking, etc. and the application of paint, stain, etc., so that the finished product has the appearance expected from a professional painting company.

O. Vendor should be available for any and all interior and exterior painting jobs required by the County during the contract period. Note that the selected vendor does not need to be

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immediately available, but should be able to schedule work within an approximate 2-4 week period, when needed.

PAINT AND MATERIALS

P. All paint purchased and used by the vendor shall be billed to the County at the actual cost to the vendor; no markup is permitted. Actual cost shall be defined as the exact dollar amount paid to a supplier by the vendor for the paint to be used on behalf of the County. No additional markup of any kind shall be allowed on paint or any other material, if applicable. Vendor shall make every attempt to obtain the lowest price for the materials provided under the contract. Note that the County reserves the right to purchase the paint itself.

Q. Vendor shall use materials compatible with existing materials that will ensure proper bonding and longevity or surfaces.

R. Vendor should match existing finishes and color unless otherwise directed by the County.

The County may request a paint sample to ensure an acceptable match.

S. The County reserves the right to specify precisely the types of materials to be utilized.

Substitutions may be used, if approved by the County.

T. Vendor shall provide the receipt(s) for paint and/or other materials used along with the invoice submitted to the County for payment. Invoices shall specifically reference the location, building, room, office, floor, hallway, etc. where the materials were used.

U. All tools and equipment used in the performance of the work (i.e. brushes, rollers, sanders, drop cloths, sandpaper, hand tools, etc.) shall be provided by the Vendor and included in the hourly labor rate unit prices as overhead.

V. At the completion of the job, vendor shall provide documentation to the Joint Maintenance

Director that shows make, model, and color of paint used.

WORKFORCE REQUIRMENTS

W. Vendor shall provide workers who are fully trained to the skill level necessary to complete the job in a satisfactory manner. Should the County determine that a worker is not competent to complete a job, the County may either insist on a substitute worker with appropriate skills or cancel the purchase order without penalty to the County. Substitutions shall be done at no additional cost to the County. The County is the sole judge of worker competence.

X. Vendors personnel working at County facilities shall wear clean work clothes with either a prominently displayed ID badge or company identification affixed to their clothing.

Y. Vendor shall complete all painting tasks normally encountered in commercial and residential buildings on both interior and exterior surfaces within the time specified in the scope of work on the work order or on the purchase order, or, if not specified, within thirty

(30) days of the date of the purchase order or notice to proceed.

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Z. Vendor shall perform work in accordance with manufacturer’s recommendations/guidelines or industry standards, whichever is higher, and provided the desired coverage and surface appearance; this includes, but is not limited to, wet and dry mil thickness, spread rates, dry times, recoat windows, and related systems procedures. Vendor shall comply with all regulatory safety requirements in regards to use, handling, storage, mixing, application, and disposal of all paint related materials.

AA. Vendor shall not perform work unless environmental conditions are within County’s and manufacturer’s requirements, or adequate weather protection is provided.

BB. All work shall be completed at the convenience and safety of the occupants. If complaints about fumes, smells, etc. are received from the occupants of the facility where work is being performed, the Vendor shall be required to immediately cease work and implement a corrective action to resolve the complaint. Vendor shall be required to reschedule the work at a time suitable to the occupants or devise a ventilation method that eliminates the problem. Any remedy used by the Vendor shall be done at no additional cost to the County.

SUPERVISION

CC. The Vendor may be required to have a Project Manager/Supervisor present at all times that work is being performed. When providing a statement of work to the Vendor, the County will state whether or not a full-time site supervisor is needed. Otherwise, the Vendor is required to have a supervisor on site at the start of each job for a minimum of one (1) hour and available to be on the site whenever there is an issue that requires supervision.

DD. The Project Manager/Supervisor shall be literate and fluent in the English language because of the necessity to read chemical labels, job instructions and signs, as well as the need for conversing with County staff. The County's authorized representative shall be the sole judge of the communication level.

PRODUCTIVE HOURS

EE. Labor hours billed under this Contract shall be only productive hours at the job site. Time spent for transportation of workers, material acquisition, handling and delivery, or for movement of Contractor owned or rented equipment is not chargeable directly but is overhead and the cost shall be included in the fixed hourly rate. The hourly rate shall also include direct labor, general and administrative overhead, taxes, insurance, profit, and the cost of equipment that is normal and necessary tools of the trade (excluding paint).

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VI. VENDOR PERSONNEL

Vendor should employ and have available an adequate number of qualified personnel capable of performing the scope of work as specified within this RFP. Vendors should have the following qualifications to any and all labor provided under the contract:

A. Project Manager/Supervisor:

Vendor shall designate one (1) Project Manager/Supervisor who shall be responsible for providing consultations, generating work proposals, conducting periodic quality control inspections, and providing general direction to work crew, including site safety briefings.

Project Manager/Supervisor shall have extensive knowledge and experience in all facets of commercial painting services.

Each assigned Project Manager/Supervisor should have the following qualifications:

• Five (5) years continuous field experience working in the painting service trade of which a minimum of three (3) years should be in a leadership capacity;

• Considerable knowledge of trade standards;

• Ability to provide technical assistance;

• Considerable knowledge of applicable rules, regulations, and codes governing work, including OSHA safety standards;

• Ability to implement and monitor established safety policies, procedures, and regulations;

• Ability to resolve project quality, scheduling, and progress problems;

• Ability to generate work proposal estimates based on personnel and equipment requirements.

B. Journeyman Painter

Journeyman Painter should have the knowledge, training, skills, and ability to correctly and efficiently perform all tasks commonly required in the painting trade for this position, and as described herein including, but not limited to, material and tool selection, surface protection, surface repair, coating application by such methods as brushing, rolling, and spraying, and quality control procedures.

Each assigned Journeyman Painter should meet the following minimum qualifications:

• Five (5) years continuous and verifiable journeyman level experience, with specific emphasis on commercial painting project work;

• Comprehensive knowledge of standard trade practices, methods, materials, and tools of painting trade, and how they are used to get a variety of finish results on various kinds of surfaces;.

• Comprehensive knowledge of and skill in the use of all tools, equipment, and materials commonly used in the trade work;

• Ability to work with minimal or no supervision;

• Ability to accurately analyze, troubleshoot, and remedy any work related problems;

RFP #26-0723 PAINTING SERVICES PAGE 19 OF 38

• Considerable knowledge of the hazards and safety precautions of the work including working on ladders, scaffolds, and lifts.

Vendor shall only assign Journeyman Painters who meet or exceed the qualifications as specified herein. The assignment of personnel with only residential or limited commercial experience shall not be acceptable. Journeyman Painter shall be required to act in the capacity of Lead Painter when so designated.

C. Trades Helper

Trades Helper shall have the knowledge, skills, and ability to perform the most common and basic painting related tasks.

Each assigned Trades Helper should meet the following minimum qualifications:

• Six (6) months continuous practical experience assisting and working in the service trade;

• Skill in the operation and care of the tools, materials, and equipment of the trade;

• Ability to understand and follow instructions relative to the work as communicated;

• Ability to carry-out all work assignments diligently within time limits as reasonably expected without interruption, unnecessary delay and need for continuous monitoring;

• General knowledge of the potential hazards that may exist in the work environment.

It shall be required that the Trade Helper work shall be under the close and continuous supervision of a Lead Painter.

RFP #26-0723 PAINTING SERVICES PAGE 20 OF 38

ATTACHMENT A: REFERENCE FORM

This form should be completed and returned as part of your Proposal. Vendors should provide the following references for four (4) most recent and similar projects.

1. FIRM NAME

CONTACT PERSON

TITLE

STREET ADDRESS, CITY, STATE, ZIP

TELEPHONE

FAX

SPECIFIC INFORMATION

2. FIRM NAME

3. FIRM NAME

4. FIRM NAME

RFP #26-0723 PAINTING SERVICES PAGE 21 OF 38

Attachment B – Proposal Response Form.

Note: Sealed proposals should be clearly marked, "RFP #26-0723 Painting Services." Proposals must be received in at least one of the two ways below:

• By having the sealed proposal received in the Clarke County Purchasing Office before 3:00:00 p.m. (local prevailing time), Thursday, July 23, 2026.

• By posting electronically on eVA before the deadline of 3:00:00 p.m. on Thursday, July 23, 2026.

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

Pursuant to and in accordance with "REQUEST FOR PROPOSALS # 26-0723", the undersigned agrees to provide all equipment, fuel, insurance, labor, and material to provide painting services as described in the RFP and the vendor’s proposal.

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

1. NAME AND ADDRESS OF FIRM

SIGNATURE

BY (print name)

DATE

COMPANY NAME

STREET ADDRESS

CITY, STATE, ZIP

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

RFP #26-0723 PAINTING SERVICES PAGE 22 OF 38

2. PRICING

Hourly Labor Rate for the following personnel classification:

Project Manager/Supervisor: $_________________________ Hourly Labor Rate

Journeyman Painter: $________________________________ Hourly Labor Rate

Trades Helper: $____________________________________ Hourly Labor Rate

In an effort to get a clearer apples to apples comparison, this RFP is asking all vendors to supply their pricing to paint the Administration Wing at Clarke County High School (627 Mosby Blvd. Berryville, VA 22611). A non-mandatory pre-proposal meeting will be held at the front main entrance to

Clarke County High School (627 Mosby Blvd., Berryville, VA 22611) on Monday, July 13, 2026 at 10:00 am. Interested vendors will be provided an opportunity to inspect the Administration Wing of the High School. Vendors are responsible for taking their own measurements for the work to be done.

LUMP SUM PRICE TO PAINT ALL ROOMS AND HALLWAYS IN THE ADMINISTRATION

WING OF CLARKE COUNTY HIGH SCHOOL.

ESTIMATED TIME TO COMPLETE THE ADMINISTRATION WING PAINTING FROM DATE

OF PURCHASE ORDER ISSUANCE:

__________________________________________________________ calendar days

3. LIST OF PERSONNEL EXPECTED TO WORK ON THE CLARKE COUNTY CONTRACT, IF

AWARDED THE JOB.

Please list the names and years of painting experience for each of your employees that would be expected to work on the Clarke County contract, if awarded the job. Feel free to provide a separate piece of paper with more names, if needed.

Project Manager/Supervisor

Name ______________________________________ Years of Painting Experience: _________

RFP #26-0723 PAINTING SERVICES PAGE 23 OF 38

Journeyman Painter

Trades Helper

4. EXPERIENCE OF FIRM:

Number of years that your firm has been in the painting business: __________________________

5. LOCATION

Please identify the location of your closest office to Clarke County, VA

6. ABILITY TO PAINT ALL AREAS

If awarded the contract, would you be able to paint all areas described within the RFP. Would you be able to paint the cupola at the top of the General District Courthouse, if needed? Would you be able to paint high ceilings in our Courtrooms, if needed? Do you have concerns about completing certain projects that may arise during the term of the contract? Please answer below:

RFP #26-0723 PAINTING SERVICES PAGE 24 OF 38

7. AVAILABILITY

As stated in the RFP, Vendor should be available for any and all interior and exterior painting jobs required by the County during the contract period. Note that the selected vendor does not need to be immediately available, but should be able to schedule work within an approximate 2-4 week period, when needed.

If awarded a contract with Clarke County, would your firm be able to schedule new work within an approximate 2-4 week period, when needed? Please answer below:

8. 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

9. RECEIPT OF CORRESPONDENCE

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

"NONE".)

A. Pre-bid minutes __________ Dated: ____________________

B. Pre-bid minutes __________ Dated: ____________________

C. Addendum No. __________ Dated: ____________________

D. Addendum No. __________ Dated: ____________________

10. PROPOSAL PRESENTATION

A. The Contractor having carefully examined the Proposal 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 Proposal 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, RFP #26-0723 PAINTING SERVICES PAGE 25 OF 38

Substantial Completion and Final Completion in accordance with the dates or periods of performance set forth in the Contract Documents.

11. 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 _______________

12. ATTACHMENTS

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

A. _____ Attachment A: Reference Form

B. _____ Attachment C: SCC Form

C. _____ Sample Certificate of Insurance

D. _____ Recognition of any addendum posted

E. _____ Copies of any required licenses or permits

F. _____ Copy of State Contractor’s License, if applicable.

13. SIGNATURE AND SEAL

Signed this ___________________________day of __________________, 20_____

BIDDER - SIGNATURE: _________________________________________________

NAME: ____________________________________________________

TITLE: _____________________________________________________

RFP #26-0723 PAINTING SERVICES PAGE 26 OF 38

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

RFP #26-0723 PAINTING SERVICES PAGE 27 OF 38

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.

RFP #26-0723 PAINTING SERVICES PAGE 28 OF 38

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:

1. 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.

2. 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.

3. 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…