Roofing Consultant/Engineering Services P124023-VR

REQUEST FOR PROPOSALS

RFP No. P124023-VR Issue Date: July 09, 2026

County of York, Virginia

CENTRAL PURCHASING

120 Alexander Hamilton Blvd.

Yorktown, VA 23690

Phone: (757) 890-3680 https://www.yorkcounty.gov/571/Cinformalitentral-Purchasing

Title:

Roofing Consultant/Engineering Services

Pre-Proposal Meeting A Pre-Proposal Meeting is not scheduled for this solicitation.

Proposals Due: Thursday August 13, 2026, through 3:00PM

Method of Proposal

Submittal

To be considered, proposals must be submitted as specified in Section B of this document. No exceptions.

DO NOT SUBMIT YOUR RESPONSE THROUGH eVA. Only paper responses submitted directly to Central Purchasing, or emailed responses sent to bid@yorkcounty.gov, will be considered. Do not email your response to the Contract Officer.

Questions: Questions or comments related to this solicitation shall be directed to the

Contract Officer not later than 1:00 p.m. on Monday August 03, 2026. All questions shall be submitted in writing (email is preferred). Telephone inquiries will not be accepted.

Contract Officer: Victor Robinon, Buyer

Victor.robinson@yorkcounty.gov

On behalf of The County School Board of York County, Virginia (hereinafter the “Board” or “Owner”), the

Central Purchasing office of the County of York, Virginia (hereinafter “Central Purchasing”) is seeking proposals from qualified firms (hereinafter the “Offeror”) to furnish the goods and/or services described herein.

Proposals will be received at the office of Central Purchasing, County of York, Virginia, 120 Alexander

Hamilton Blvd., Yorktown, VA 23690, through the due date and hour shown above (local prevailing time).

A direct link to all Board solicitations on eVA is available on Central Purchasing webpage

(https://www.yorkcounty.gov/571/Central-Purchasing) by selecting “Solicitations” from the left side bar.

Offerors and potential subcontractors may communicate and collaborate using the B2B Connect through the

B2B Connect tab on the eVA solicitation webpage.

Note: The County School Board of York County, Virginia has enacted a 100% ID check at all schools. All persons entering a school building shall be required to scan their valid driver’s license in order to print a visitor’s badge which includes the person’s photo, name, and time of arrival. All visitors are required to wear their badge while in the building and sign out at the front office as they are leaving the building. As an added security feature, the scanning process now includes a cross reference to the national and state sex offender registry. If a visitor does not have a valid driver’s license, staff may request an alternate government issued ID and manually check the visitor in through the system.

For purposes of this solicitation, the following definitions shall apply:

https://www.yorkcounty.gov/571/Cinformalitentral-Purchasing mailto:bid@yorkcounty.gov mailto:Victor.robinson@yorkcounty.gov https://www.yorkcounty.gov/571/Central-Purchasing

Roofing Consultant/Engineering Services P124023-VR

“Board” or “Owner”: The County School Board of York County, Virginia, or its officials, officers, employees, agents and volunteers.

“Contract” and/or “Agreement”, wherever used in this RFP and any addenda to this Request for Proposal, refers to the final, negotiated contract, the Roofing Consultant/Engineering Services Agreement, awarded to the successful Offeror under this solicitation.

“Contract Documents”, wherever used in this RFP and any addenda to this RFP, refers to those documents incorporated by reference or otherwise into the Contract between the parties and includes those documents enumerated in the Contract.

“Consultant”, “Contractor”, “Vendor” or “Architect/Engineer”, whenever used in this RFP and any addenda to this RFP, refers to the legal entity to whom an award is made as a result of this solicitation.

“Offeror”, whenever used in this RFP and any addenda to this RFP, refers to the legal entity that has submitted a response to this RFP.

“County”: County; County of York, Virginia; or any of its departments, agencies or its officials, officers, employees, agents and volunteers, including specifically, but not limited to, the York County School Board, the

York-Poquoson Department of Social Services, Constitutional Officers, the York County Library, or any other governmental entity for which the County is acting as agent.

Roofing Consultant/Engineering Services P124023-VR

Table of Contents

REQUIREMENTS

Section A – Scope of Work

Section B – Proposal Process Section C – Contract Specific Terms and Conditions Section D – General Terms and Conditions

EXHIBITS

DO NOT COMPLETE OR RETURN EXHIBITS WITH YOUR PROPOSAL.

A sample contract is provided as an Exhibit.

The sample contract references two (2) yet-to-be-created exhibits:

1. The Offeror’s Proposal

2. Negotiated Changes to the Proposal

Additional exhibits as applicable to the RFP document and/or the resultant contract include:

3. Certification of Compliance with Immigration Laws and Regulations

4. Insurance Requirements and sample endorsements

5. Student Contact Certification

6. Sample Contract Addendum

7. Duties and Responsibilities of the Roofing On-Site Monitor

SUBMITTAL DOCUMENTS

1. Attachment A: Proposal Form

(Include responses to all sections)

2. Attachment B: SWAM Information

3. Attachment C: References

4. Attachment D: Proprietary Information

5. Attachment E: Insurance Carrier Acknowledgement

6. Technical Proposal

7. Form F: Proposed Fee Schedule (in a separate, sealed envelope)

Roofing Consultant/Engineering Services P124023-VR

REQUIREMENTS

Roofing Consultant/Engineering Services P124023-VR

SECTION A

SCOPE OF WORK

PURPOSE: It is the express purpose of this Request for Proposals (RFP) to acquire the services of a fully qualified Architect/Engineer for The County School Board of York County, Virginia, on an as needed and requested basis.

Basic Professional Services will be needed in the following areas: Architectural, Civil Engineering, Structural

Engineering, Mechanical Engineering and Electrical Engineering, all or in part, and such other services as may be necessary to design and construct multiple projects fit for their intended purposes within funding limits, depending on the needs of the Owner.

Basic Professional Services may consist of but are not limited to: Design and administration of project construction, services related to minor and/or new construction or renovation projects, programming cost estimates for future capital improvements, assistance in preparation of Capital Improvement Program documentation, studies and/or audits determining compliance to federal, state and local regulations, and other additional services as requested by the Owner.

The Owner intends to award a single contract to one (1) qualified Offeror for providing such Roofing

Consultant/Engineering services. The contract term shall be for a period of one (1) year from date of award. At the Owner’s sole option, the Contract may be extended for up to four (4) additional one (1) year periods, under the same terms and conditions. The fee schedule may be adjusted at the end of the initial contract term and at the end of each renewal upon mutual agreement of both parties to the Contract. The Board reserves the right to enter into one or more contracts as a result of this RFP when deemed to be in the Board’s best interest.

SCOPE OF WORK:

During the contract period the Owner expects to repair and coat or install replacement roof(s) on school buildings in the York County School Division. Each school building roofing project will be considered a separate project and will be divided into one or more of the following five phases:

1. Study and Report Phase

2. Design Development Phase

3. Construction Documents Phase

4. Bidding Document Phase

5. Construction Phase.

The Architect/Engineer shall provide services for each phase of each project as described below and in the attached (sample) Roofing Consultant/Engineering Services Agreement. A total lump sum basic fee shall be computed for each project, the “Project Fee,” which shall be based on a rate table negotiated with the

Architect/Engineer and incorporated as “Form F" of the Agreement. Periodic payments for Architect/Engineer’s services shall be made at the completion of each phase of work and deducted from the total lump sum fee.

Each project to be performed under the Agreement shall be initiated by an Addendum to the Agreement (hereinafter

“Addendum” or “Addenda”), signed by the parties, specifying the scope of work, amount of compensation, completion deadlines, schedules and other information material to each specific project.

Roofing Consultant/Engineering Services P124023-VR

SECTION B

PROPOSAL PROCESS

PRPPROPOSAL PREPARATION, SUBMISSION REQUIREMENTS, AND AWARD PROCEDURES

PROPOSAL PREPARATION, SUBMISSION REQUIREMENTS, AND AWARD PROCEDURES

1. PROPOSAL FORMAT

To facilitate the analysis of proposals, Offerors should prepare the proposal as presented in this section.

Proposals should be prepared as simply as possible with straightforward, concise descriptions to demonstrate an understanding of the project and services required by the Board. Proposals that provide innovative alternatives and creative approaches are encouraged. Any other information thought to be relevant, but not applicable to the categories below, may be provided as an appendix to the proposal.

The proposal should be organized with tabs in the following order and minimally contain the following information:

1. Form A – Completed and Signed Proposal Form (This form should act as the cover for the proposal)

2. Form B – Completed SWAM form

3. Form C – References

4. Form D – Proprietary Information Form

5. Form E – Insurance Carrier Acknowledgement

6. Technical Proposal – The Offeror is encouraged to provide relevant and concise responses. Provide the following:

a. A one page “Executive Summary” that provides a narrative, prepared in non-technical terms, summarizing the proposal.

b. In individual tabs, address each area identified as an Evaluation Factor (See # 5 below)

c. “Letter of Transmittal” that includes the items listed below:

• History of the company, including the number of years in business, size of company, and financial status.

• A statement of the understanding of the work to be performed with descriptions of the approach and procedures to be employed.

• Biographies, to include their role, relevant education and experience for those individuals that will be providing the services included herein.

o Resumes can be included and are strongly encouraged.

o Identify all sub-consultants who will work on the project/provide services and define their roles.

• Experience and Successes on projects similar in size and scope.

7. Form F – Proposed Fee Schedule (in a separate, sealed envelope or attachment to email)

2. PROPOSAL SUBMISSION

NOTE: Direct contact with anyone other than the County of York, Virginia Central Purchasing, including other Board departments or the Board’s Contractors/Architect’s/Engineer’s, regarding this

Request For Proposals (RFP) is expressly forbidden except with the permission of the Contract Officer.

Violation of this directive may result in a determination that the Offeror is ineligible for award.

NOTE: Direct contact with anyone other than the County of York, Virginia Central Purchasing, including other Board departments or the Board’s Contractors/Architect’s/Engineer’s, regarding this

Request For Proposals (RFP) is expressly forbidden except with the permission of the Contract Officer.

Violation of this directive may result in a determination that the Offeror is ineligible for award.

Roofing Consultant/Engineering Services P124023-VR

a. Submit one (1) original signed paper version (conspicuously marked as “ORIGINAL”), one (1) paper copy, and one (1) electronic version on a USB “Thumb Drive”. The electronic version shall be an exact duplicate of the paper version. In case of a conflict between the original paper version and the electronic version, the original paper version shall prevail. Proposals (including all documents, schedules, reports, plans and other attachments) will not be returned. If proprietary and/or confidential information is included in the proposal, a second, “redacted” electronic version of the proposal shall be included on the USB

“Thumb Drive” and be named “Redacted Version”. A “paper” copy is not required if submittal is emailed, as allowed in 3.c.5 below. Do not email your response directly to the Contract Officer.

All electronic files uploaded must be in a common format accessible by software programs the County uses. Those common formats are generally described as Microsoft Word (.doc or .docx), Microsoft Excel

(.xls or .xlsx), Microsoft Power Point (.ppt or pptx), or Adobe Portable Document Format (.pdf.). Offerors will not secure, password protect or lock uploaded files; the County must be able to open and view the contents of the file. Offerors will not disable or restrict the ability of the County to print the contents of an uploaded file. Scanned documents or images must be of sufficient quality, no less than 150 dpi, to allow for reading or interpreting the words, drawings, images or sketches. The County may disqualify any

Submittal Response that does not meet the criteria stated in this paragraph.

b. Proposals must be received by Central Purchasing Staff by the time specified on page one of this RFP, or as rescheduled by Addendum. Late deliveries will not be considered unless the County’s Purchasing

Agent, at its sole discretion, determines that it is in the County’s best interest to allow the proposal to be considered.

c. Proposals shall be submitted as specified below, other methods are not allowed.

1. Proposals shall be delivered to the Central Purchasing office, located on the second floor of the

Finance Building, 120 Alexander Hamilton Blvd., Yorktown, VA 23690, between the hours of 8:15 am and 5:00 pm, Monday through Friday.

The following information should be written on the outside of the submittal envelope or package:

• RFP Number

• Title of RFP Solicitation

• Submittal Deadline Date and Time

• Offeror’s Name

2. If the building is closed to visitors, call 757-890-3680 and Purchasing staff will meet you at the building’s front door (Fire Exit) to receive your proposal.

3. If the building is closed to both visitors and Central Purchasing staff (i.e.: snow closing), then proposals shall be accepted on the next business day of Central Purchasing at the originally scheduled time.

4. In addition to delivery by the Offeror as described above, proposals may be delivered by USPS, UPS, FedEx, etc., however the County assumes no responsibility for misrouted documents, and will not consider them if they are received in the Central Purchasing office after the specified date and time deadline.

5. Alternatively, proposals may be submitted electronically to purchasing@yorkcounty.gov, and a

“paper” copy will not be required. File size is restricted to 25MB. Do not email your response directly to the Contract Officer. The County shall not be responsible for misrouted email (ie:

mail delivered as SPAM; sent to an alternative email account; undeliverable due to file size; etc.).

d. Proposals will not be accepted if submitted by any other method than as specified above.

mailto:purchasing@yorkcounty.gov

Roofing Consultant/Engineering Services P124023-VR

e. All proposals shall be submitted on and in accordance with this form. Failure to return required documents and information specified herein may result in a determination that the proposal is non-responsive. All costs associated with preparing a proposal are the Offeror’s responsibility.

f. The solicitation document as posted by Central Purchasing shall be considered the official copy. In the case of any inconsistency between proposal documents submitted to the County, but not clearly listed on the exception page of the document as an exception by the Offeror, the language of the official copy shall prevail. Furthermore, any exception or changes to the specifications or terms and conditions made by the

Offeror may be cause to disqualify the proposal from award consideration.

g. The County’s receipt of a proposal document is not to be construed as a determination that the proposal document is responsive, nor shall receipt of a proposal document be construed as an award or an order to provide goods or services.

h. All proposals must be signed by an officer or employee having the authority to sign on behalf of the

Offeror.

i. The Terms and Conditions in this Request For Proposals shall supersede any terms and conditions of the

Offerors proposal. Any additional conditions an Offeror intends to be considered must be submitted as part of the proposal and be indicated on the Exceptions section of the Proposal Form. Such exceptions may result in the proposal being determined non-responsive.

j. All prices and notations should be in ink or typewritten. Mistakes may be crossed out and corrections made in ink and must be initialed and dated in ink by the person signing the proposal.

k. Prices shall be entered on and in accordance with the proposal form. In case of an error in the calculation of cost based on multiple units of the same item, the unit price shall govern and the correct amount will be calculated by Central Purchasing. In case of an error in the total cost, the individual line items shall govern and the summation will be calculated by Central Purchasing. When included on the proposal form, failure to provide unit pricing may result in a determination of non-responsiveness.

l. The Terms and Conditions in this Request For Proposals shall supersede any terms and conditions of the

Offerors proposal. Any additional conditions an Offeror intends to be considered must be submitted as part of the proposal and be indicated on the Exceptions section of the Proposal Form. Such exceptions may result in the proposal being determined non-responsive.

m. The Specifications, Scope of Work, Item Descriptions, etc. shall supersede any additional writings submitted by the Offeror. Such writings shall be clearly marked and noted by the Offeror on the exception page.

n. Unless qualified by the provision "NO SUBSTITUTE", the use of the name of the manufacturer, brand make or catalog designation in specifying an item does not restrict Offerors to the manufacturer, brand, make or catalog designation identification. This is used simply to indicate the character, quality and/or performance equivalence of the goods and/or services desired. The goods and/or services on which proposals are submitted must be of such character, quality and/or performance equivalence that it will serve as specified. In submitting proposals on goods and/or services other than as specified, Offeror shall so note on the Exceptions section of the Proposal Form and shall furnish complete data and identification with respect to the alternate goods and/or services they propose to furnish. Consideration will be given to proposals submitted on alternate goods and/or services to the extent that such action is deemed to serve the best interests of the Board. If the Offeror does not indicate the goods and/or services he proposes to furnish is other than specified, it will be construed to mean the Offeror proposes to furnish the exact goods and/or services described.

o. The apparent silence of these specifications and any supplemental specifications as to any detail or the omission from the specifications of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and that only services of the highest quality and correct type are to be provided by the Architect/Engineer. All interpretations of these specifications shall be made on the basis of this statement.

p. Offerors may request withdrawal of their proposal from consideration due to error by giving notice not later than two business days after the Request For Proposals closing date. Upon request, administrative withdrawal procedures will be provided that shall be used for that purpose.

q. The Offeror’s proposal (including all documents, schedules, reports, plans and other attachments) shall become the property of The County School Board of York County, VA and/Central Purchasing, and documents will not be returned to the Offeror.

Roofing Consultant/Engineering Services P124023-VR

3. ADDENDA: Changes or supplemental instructions to this Request For Proposals will be in the form of written

Addenda. All Addenda will be posted online with this solicitation. It is the Offeror’s responsibility to check for

Addenda prior to the RFP closing date and time to ensure that all addenda are received.

The County posts all solicitations and related addenda on eVA, Virginia’s eProcurement Portal

(www.eva.virginia.gov). A direct link to all York County solicitations on eVA is available on Central

Purchasing webpage (https://www.yorkcounty.gov/571/Central-Purchasing) by selecting Solicitations from the left side bar.

All Offerors shall acknowledge receipt of Addenda with the Proposal. Acknowledgement of all Addenda shall be in the space provided on the Proposal Form or by returning a copy of each signed Addendum. If all Addenda are not acknowledged, the proposal may be determined non-responsive.

4. NO PUBLIC OPENING: There is no public opening of proposals.

5. RIGHT TO CANCEL: The County reserves the right to cancel this solicitation in its entirety at any time, to reject any and all proposals, and to refrain from making an award if it is determined to be in the best interest of the County. In the event of such cancellation, rejection, or decision not to award, Offerors shall have no claim or entitlement to any costs, reimbursements, or compensation of any kind arising from or related to this solicitation. Submission of a proposal confers no right to an award or to any expectation thereof.

6. EVALUATION FACTORS: Each proposal will be evaluated according to the following criteria. The criteria are listed in order of importance:

a. Demonstrated qualifications and capacity of the Offeror, to include but not be limited to:

i. Experience of the Architect/Engineer in providing specified services/school improvements similar in scope to the project(s) outlined herein, to K-12 educational institutions. Looking for an Architect who, if needed, would engage engineering as a sub-contractor.

ii. Service capabilities

iii. A minimum of 5 consecutive years of K-12 experience, within the last 10 years, is preferred.

iv. Experience in identifying workmanship and product defects and obtaining positive warranty outcomes. List a case study type of example.

v. Verification of positive references with other clients will be considered in the evaluation process.

vi. Special qualifications or requirements may be set forth elsewhere in this proposal document.

vii. Overall qualifications and experience of the Offeror, identify key personnel, and any subcontractors used.

viii. Sufficiency of financial resources and ability of the Offeror to perform the Contract or provide the services, to include performing future maintenance and service for the subject of the Contract.

b. Past performance and Related experience. Offerors must demonstrate their ability to perform the requested scope of work and provide pertinent examples of past performance relative to the scope of services specified. Submittal shall indicate quality of previous work, timeliness, diligence and ability to meet schedules, budgets and needs of clients.

i. Documented evidence of the Offeror’s ability to perform the project(s) on time and on/under budget.

Include beginning project costs, final total project costs and number of change orders.

ii To include additional narrative citing examples of what went well and what went poorly. We’re looking to have better understanding of why a project was under budget, over budget, under timeline, over timeline.

c. Accessibility, proximity and ability to be on site as necessary to perform the services.

d. Proposed fee/costs/and/or rates associated with the specified services.

http://www.eva.virginia.gov/

Roofing Consultant/Engineering Services P124023-VR

e. Responsiveness and Overall Quality of the Proposal:

i. Quality and completeness of the submitted proposal.

ii. Content of the proposal

7. EVALUATION OF PROPOSALS: Prior to proposal evaluation, the Board shall establish a panel to evaluate proposals.

On the basis of the initial responses to and the evaluation factors identified in the RFP, at least two (2) Offerors deemed to be the most qualified, responsible and suitable or having proposed the best solution for which the

RFP was issued shall be selected. Individual discussions shall then be had with each such Offeror.

Repetitive discussions shall be permissible. Offerors shall be encouraged to elaborate on their proposed solution and/or qualifications, scope of work, performance data, or expertise pertinent to the proposed project as well as any alternative concepts. Proprietary information from competing Offerors shall not be disclosed to the public or to competitors. Discussions may encompass non-binding estimates of total project costs, including, where appropriate, design, construction, and life cycle costs. Methods to be used in arriving at a price for services may also be discussed. Price of service may be discussed and considered but will not be the sole determining factor in proceeding with negotiations. The evaluation panel shall identify and rank at least two of the Offerors with whom the Purchasing representative will negotiate.

Negotiations shall be led by the Purchasing Division representative, beginning with the Offeror ranked first.

If a contract satisfactory and advantageous to the Board can be negotiated at a price considered fair and reasonable and pursuant to contractual terms and conditions acceptable to the Board, the award shall be made to that Offeror. Otherwise, negotiations with the Offeror ranked first shall be formally terminated and negotiations conducted with the Offeror ranked second, and so on until such a contract can be negotiated at a fair and reasonable price.

Should the panel, after the initial submission of proposals, determine in writing that only one Offeror is fully qualified, or that one Offeror is clearly more qualified and/or suited for the award than the others under consideration, a contract may be negotiated and awarded to that Offeror.

Upon successful completion of negotiations with the Board as set out above, the selected Contractor(s) must complete all required formalities related to executing the Contract (obtaining the certificate(s) of insurance and endorsements; obtaining the corporation board's resolution, if applicable, authorizing execution of the

Contract; and execution of the Contract itself) within ten (10) calendar days of receiving direction from the

County.

8. AWARD:

i. Award shall be made to the responsible Offeror whose qualifications are determined to be the most advantageous to the Board taking into consideration the evaluation factors set forth herein and successful negotiation of fees considered fair and reasonable. The award of a contract shall be at the sole discretion of the Board. The award shall be based on the evaluation of all information as the Board may request. The Board reserves the right to accept or reject any or all proposals in whole or in part and to waive informalities in an Offeror’s proposal. Further, the Board reserves the right to enter into one or more contracts deemed to be in its best interest.

ii. The Board reserves the right to issue and award large or specialized project(s) pursuant to separate

Requests for Proposals, separate and apart from this Request for Proposal. The Board also reserves the right to award individual project(s) under this Request for Proposal to one or more Architect/Engineers based on their performance and/or work load.

iii. A notice of award will be posted with the original solicitation on eVA, Virginia’s eProcurement Portal

(www.eva.virginia.gov ). A direct link to all York County solicitations on eVA is available on Central

Roofing Consultant/Engineering Services P124023-VR

Purchasing webpage (https://www.yorkcounty.gov/571/Central-Purchasing) by selecting Solicitations from the left side bar.

iv. As permitted by County Code Chapter 2.1, an Offeror may protest the award or decision to award by submitting such protest in writing to the Purchasing Agent no later than ten (10) days after the award or the announcement of the decision to award. No protest shall lie for a claim that the selected Offeror is not a responsible Offeror. The written protest shall include the basis for the protest and the relief sought.

9. DEBRIEFING

Proposal records shall be open to public inspection only after award of the Contract. Any Offeror may be allowed to inspect the proposal records after the evaluation and negotiation of proposals are completed, and prior to award unless the Board decides not to accept any of the proposals and to reopen the contract. Trade secrets or proprietary information submitted to the County are not subject to disclosure if requested by the person submitting such information prior to or upon submission of the data or other materials. Any such request must identify what is to be protected and state the reasons therefor.

Inspection of the records shall be made available in the office of Central Purchasing for public review. Interested parties may request a review time during normal business hours, 8:15 a.m. – 5:00 p.m., Monday -Friday. The

Purchasing Agent reserves the right to limit the duration of inspection reviews to not more than sixty minutes per review; multiple reviews are allowed. Until available to the public, no copy, photograph, or any other facsimile of a procurement record shall be allowed.

A notice of decision to award or award will be posted with the original solicitation on eVA, Virginia’s eProcurement Portal (www.eva.virginia.gov). A direct link to all York County solicitations on eVA is available on Central Purchasing’s webpage (https://www.yorkcounty.gov/571/Central-Purchasing) by selecting

Solicitations from the left side bar.

Roofing Consultant/Engineering Services P124023-VR

SECTION C

CCCONTRACT SPECIFIC TERMS AND CONDITIONS

1. QUESTIONS: Questions regarding this Request For Proposals (RFP) must be received prior to the date and time posted on the cover page.

The County School Board of York County, Virginia has enacted a 100% ID check at all schools. All persons entering upon the Owner’s property shall be required to scan their valid driver’s license in order to print a visitor’s badge which includes the person’s photo, name, and time of arrival. All visitors are required to wear their badge while on school property and sign out at the front office as they are leaving the building. As an added security feature, the scanning process now includes a cross reference to the national and state sex offender registry. If a visitor does not have a valid driver’s license, staff may request an alternate government issued ID and manually check the visitor in through the system.

2. QUALIFICATIONS: Architect/Engineers shall have the capability in all respects to fully perform the services specified and have the experience necessary to assure good faith performance of the Contract.

Architect/Engineers should have a minimum of five (5) years of previous experience in design of K-12 school facilities.

The Architect/Engineer shall be registered in the Commonwealth of Virginia. Architect/Engineer(s) shall submit documentation of licensure for the person(s) proposed to work with Owner.

Additional certification shall be required per Virginia Code Section 22.1 – 296.1. (Attachment A).

Architect/Engineer shall utilize the AIA Document A201 – 1997 edition of the General Conditions of the Contract for Construction, as well as the Supplemental Conditions to AIA Document A201-1997 provided by the Owner, for all projects under the Agreement.

3. SUBCONTRACTS: All of the services required hereunder shall be performed by the Architect/Engineer.

No portion of the required services shall be subcontracted to others without prior written consent of the Owner and Central Purchasing.

4. AWARD: Award shall be made to the responsible Offeror whose proposal is determined to be the most advantageous to the Board taking into consideration the evaluation factors set forth herein and successful negotiation of a price that is considered fair and reasonable. The award of a contract shall be at the sole discretion of the Board. The award shall be based on the evaluation of all information as the County may request. The County reserves the right to accept or reject any or all proposals in whole or in part and to waive informalities in an Offeror’s proposal.

The Contractor shall notify his Surety of any change affecting the general scope of the Work or change in the

Contract Price and/or Contract Time and the amount of the applicable Bonds shall be adjusted accordingly.

The Architect/Engineer shall furnish proof of such adjustment to the Owner.

Performance and Payment Bonds shall remain in full force during the warranty period.

5. CONTRACT/AGREEMENT: Following award, an “Agreement” will be executed between the Contractor and the Board. A sample contract is included in this Request for Proposals. Do not return the sample contract with the proposal; it is provided for informational purposes only. Individual projects shall be authorized by

NOTE: This solicitation and any and all resulting contracts incorporate, by reference, all requirement, terms and conditions stated in both the solicitation document and the sample contract provided herein.

Roofing Consultant/Engineering Services P124023-VR issuance of a written Contract Addendum to the Contract/Agreement (A Purchase Order may serve as the

Contract Addendum).

6. CONTRACT MODIFICATIONS: Any modifications made to the Agreement or Contract Addenda must be approved by the Central Purchasing office in advance.

7. CHANGES IN THE WORK: Any changes in the scope of work which may be found necessary or desirable as the work progresses, shall be in writing with the price change given, and shall be approved by the Board before any work is started. No change in the scope of work will be accepted unless authorized by a change order approved and signed by the Board and the Contractor. Any extra work done without such written authority shall be considered unauthorized work done at the expense of the Contractor.

Approvals given by the Owner shall not constitute nor be deemed a release of the responsibility and liability of the Architect/Engineer, or Architect/Engineer’s employees, subcontractors, agents and consultants, for the accuracy and competency of designs, drawings, specifications or other documents, or for any defect in the designs, drawings and specifications or other documents prepared by the Architect/Engineer, or

Architect/Engineer’s employees, subcontractors, agents and consultants.

Architect/Engineer shall be liable to the Owner for all additional costs incurred by the Owner due to any error in the construction documents, designs, working drawings, and specifications with respect to each project.

Architect/Engineer shall be liable to the Owner for all additional costs incurred by the Owner due to any omission in the construction documents, designs, working drawings, and specifications with respect to each project, such additional cost for omissions limited to that amount of cost above and beyond the cost for which the Owner would have had been responsible had the omission been included in the construction documents.

The “Claims and Liabilities” provisions of Section D, General Terms and Conditions, Section 29, shall apply.

8. CONTRACT PERIOD/ RENEWAL: The initial contract period will be for one year from date of award and continue for one year with the option to renew, at the Board’s sole discretion, for four (4) additional one

(1) year periods. If a determination is made by the Purchasing Agent that circumstances warrant, a contract extension, under the terms and conditions contained herein, may be considered for up to six (6) months following the end of the final one-year renewal period upon mutual agreement of the Board and

Architect/Engineer. The Board will provide as much advance notice of renewal or non-renewal as is practical.

9. PROJECTS: The services for individual projects shall be authorized by issuance of a written Addendum to the Contract (A Purchase Order may serve as the Addendum).

10. FEES: The Project Fee shall be negotiated prior to award.

The total lump sum fee for each individual project the “Project Fee” under any Contract Addendum shall be based on the rate table “Form F” incorporated herein and negotiated between the parties prior to award. The

Project Fee shall not exceed $1,000,000, and the total of all Project Fees issued to the Contractor during each one-year contract term shall not exceed $10 million. The Project Fee limitations shall automatically adjust to the amounts specified in the County’s Purchasing Policy that is in effect at the time of the issuance of the

Contract Addendum.

11. PRICE ADJUSTMENT:

Fees shall remain firm for the initial contract period. Should the County exercise the option to renew the

Contract for additional one-year periods, the Architect/Engineer may request an adjustment to the fee schedule prior to the end of the then current period. The price increase for each renewal period shall not exceed the change of the Consumer Price Index (CPI) for Series ID: CUUR0000SA0 for All items in U.S.

city average, all urban consumers, not seasonally adjusted as published by the United States Bureau of Labor

Statistics for the latest twelve months for which statistics are available.

The new fee schedule shall be calculated by applying the published index percentage change to the then current fee schedule. Fee schedule increases shall be limited to a maximum of 5% for each one-year renewal

Roofing Consultant/Engineering Services P124023-VR period. The newly adjusted fee schedule will become effective upon a mutually acceptable date, but not prior to the date of the renewal period, and will apply to services requested on or after the effective date of the new fee schedule. Individual Project fees and fee schedules for projects initiated under previously issued

Addendums shall not be adjusted.

The Contractor shall submit a written request for an adjustment to the fee schedule (email, facsimile, or US

Mail) to the Office of Purchasing. Fee schedule increases will not be automatic and are subject to approval by the County.

Consumer Price Index information and detailed statistics including current percentage changes can be accessed at http://www.bls.gov/cpi.

12. DELIVERY OF SERVICES: The Architect/Engineer shall not commence any work unless authorized in writing in a Contract Addendum that specifies the project’s scope of work, amount of compensation, and completion deadlines and receipt of a Notice to Proceed from the Owner’s representative for each phase of the project. The Architect/Engineer assumes all risk and financial liability for any services rendered without such authorization.

13. INVOICING: The Purchase Order Number, Identification of work or phase completed, and Invoice Amount shall be included on each invoice. Failure to include this information may delay payment. Invoices shall be sent to the address specified on the County issued Purchase Order or Contract.

14. PAYMENT: Payment will be authorized following receipt of a valid invoice (including Purchase Order

Number, Line-Item Number(s), Description of Goods and Services, Unit Prices, Total Price) and delivery of goods or completion of services according to specifications and subject to inspections.

Unless otherwise specified in the negotiated Contract or Contract Addendum, for services provided on a full construction project, progress payments on account of Contractor’s services shall be made during each phase of work in accordance with the following percentages of the lump sum basic fee:

PHASE INCREMENT (%)

1. Schematic Design Phase 12%

2. Design Development Phase 25%

3. Construction Documents Phase 40%

4. Bidding Document Phase 2%

5. Construction Administration Phase 21%

100%

The payment of the Architect/Engineer’s fee at the conclusion of a phase or a project is not to be construed as creating separate contracts, and the Architect/Engineer’s obligation under the Agreement is an entire one.

However, should Owner cancel, indefinitely suspend further services under this Agreement or terminate this

Agreement pursuant to Article VIII herein, Architect/Engineer shall immediately cease all services.

Architect/Engineer shall be entitled to no compensation other than for those services authorized and completed prior to receipt of said notice of termination, cancellation or suspension.

For services provided outside of a full construction project, unless otherwise specified in the negotiated

Contract, payment for Contractor’s services shall be made for the proportionate amount of work completed based on the negotiated fee schedule, upon presentation of the Architect/Engineer’s detailed invoice, and not more often than every thirty (30) days.

No deduction shall be made from the Architect/Engineer’s compensation on account of penalty, liquidated damages or other sums withheld from payments to contractors.

http://www.bls.gov/cpi

Roofing Consultant/Engineering Services P124023-VR

15. PAYMENT TERMS:

A. Unless otherwise negotiated, payment terms shall be “Net 30 Days" for the completion of the work properly invoiced. Alternate terms may be Proposal by Offeror for prompt payment of bills. The payment of the Architect/Engineer’s fee for each project as specified in one or more Contract Addenda, and in monthly installments, is not to be construed as creating separate contracts, and the Architect/Engineer’s obligation under the Contract is an entire one.

B. The payment terms stated herein must appear on the Architect/Engineer’s invoice. Failure to comply with this requirement may result in the invoice being returned to the Architect/Engineer for correction.

C. Late payment charges shall not exceed 1% per month of the invoice amount due.

D. If offered by the successful Offeror, a payment discount period shall be computed from the date of proper receipt of a valid invoice, or from the date of acceptable receipt of the goods and/or services, whichever is latest.

E. Invoices for services delivered and accepted shall be submitted directly to the “Invoice To” address shown on the purchase order or contract. All invoices shall show the Purchase Order or Contract number. Any payment terms requiring payment in less than thirty (30) days will be regarded as requiring payment thirty

(30) days after invoice or delivery, whichever occurs last. However, this shall not affect Proposals or discounts for payment in less than thirty (30) days.

16. EXAMINATION OF CONDITIONS: For each individual project, the Architect/Engineer shall fully investigate site conditions and determine work conditions and take necessary measures to ensure a complete understanding of the specifications and work requirements. Failure to become familiar with the site conditions or work conditions will not relieve the Architect/Engineer from performing the work in accordance with the

Specifications.

17. INSURANCE: The Architect/Engineer(s) shall maintain adequate liability insurance, which shall protect and save harmless The County School Board of York County, Virginia, its officials, officers, agents and employees from all suits and actions of every kind and description arising from injury or damage to persons and property in the prosecution of said services or for failure to properly safeguard same, and from all claims arising under the workers’ compensation laws. Following award of the Contract(s), the Architect/Engineer shall furnish proof of said insurance and the proper endorsement(s) prior to commencement of the services.

See “Exhibit 4” for requirements.

Architect/Engineer(s) shall immediately notify the Board of any changes, modifications or cancellations of the insurance policies required pursuant to the resulting Contract(s).

As acknowledgement of understanding the insurance requirements, submitted Proposals should include the insurance carrier’s sign off on Attachment “E”. If Offeror is selected for contract award, Architect/Engineer shall have ten (10) days from the date of the Owner’s request, to provide insurance documentation. Failure to provide the Certificate and forms within this period may be cause for the Board to award a contract to the next responsive Offeror and hold the original Architect/Engineer liable for excess costs.

18. BACKGROUND CHECKS: Prior to any employee of Architect/Engineer, or any employee of a subcontractor of Architect/Engineer, doing on-site work for this project, the Architect/Engineer at the

Architect/Engineer’s expense shall require such individual to submit an application for federal, state and local criminal history background checks, as well as a check through the National Sex Offender Registry and the

Virginia Child Abuse and Neglect Registry. Architect/Engineer likewise shall provide the Board with the results of such background checks on himself. Any findings must be reported to the Contract Officer, and the

Board in its discretion may refuse permission for any individual to perform on-site work whose background check reveals a prior criminal or sex offender history.

19. TUBERCULOSIS SCREENING: Architect/Engineer(s) shall certify that it or any of its employees who will provide services under this Agreement and who will be in direct contact with students on school property

Roofing Consultant/Engineering Services P124023-VR during regular school hours or during school sponsored activities have successfully completed a Tuberculosis

(TB) screening and/or been deemed negative for a TB Skin Test.

20. MISCLASSIFICATION OF WORKERS PROHIBITED: The Contractor and its subcontractors shall appropriately classify all workers as employees or independent contractors, pursuant to law, guarantee and hold harmless the Board from any liability arising from Contractor’s failure to do so.

21. CERTIFICATIONS: (updated 10/2/2020) In accordance with Virginia Code Section 22.1-296.1, Architect/Engineer(s) shall certify that they or any of their employees, servants, agents or subcontractors who will provide services under a contract/agreement and who will be in direct contact with the Owner’s students:

“Have not been convicted of any violent felony as set forth in the definition of barrier crime in subsection A of § 19.2-392.02 of the Code of Virginia, or any offense involving the sexual molestation or physical or sexual abuse or rape of a child, or the solicitation of any such offense, or any crime of moral turpitude. For purposes of this requirement, “direct contact with students” means being in the presence of students on school property during regular school hours or during school-sponsored activities.”

Any person making a materially false statement regarding any such offense shall be guilty of a Class 1 misdemeanor and, upon conviction, the fact of such conviction shall be grounds for the revocation of the

Contract/Agreement to provide such services and, when relevant, the revocation of any license required to provide such services.

The Student Contact Certification should be completed in its entirety. Any person, employee, subcontractor, agent, officer, owner or shareholder of the corporation, firm or partnership who will provide services under the Contract/Agreement and who will be in direct contact with the Owner’s students shall meet the certification requirements.

This certification shall be binding throughout the contract period and Architect/Engineer(s) shall provide the

Owner with immediate notice of any event which renders their certifications untrue.

Those persons who have been convicted a felony or crime of moral turpitude, other than those included in the definition of barrier crime in § 19.2-392.02 (A), which do not involve the sexual molestation, physical or sexual abuse, or rape of a child, or the solicitation of any such offense, are permitted on school property if such individual has had their civil rights restored by the Governor.

Those persons required to register as a sex offender in any U.S. state, the District of Columbia, any

U.S. territory or Indian Country shall not meet the requirements of this section. Such persons shall not be permitted on school property except in compliance with School Board Policies KN and KNA.

Additionally, Architect/Engineer(s) shall certify that it or any of its employees who will provide services under this Agreement and who will be in direct contact with students on school property during regular school hours or during school sponsored activities have successfully completed a Tuberculosis (TB) screening and/or been deemed negative for a TB Skin Test.

22. PLANS AND DRAWINGS - OWNERSHIP / INTELLECTUAL PROPERTY

A. All plans and/or drawings shall be prepared and submitted by Architect/Engineer to the Owner in an electronic format compatible with the Owner’s AutoCAD software and on 24inch by 36inch reproducible sheet(s). All plats shall be submitted on legal size 8½-inch x 14-inch reproducible sheets

(or larger) suitable for recordation. All lettering shall be sized so it is clearly legible when the sheets are reproduced in full and half size.

B. Upon completion of the construction of the Project(s), Architect/Engineer shall, within Forty-five (45) calendar days following final inspection, deliver to the Owner two hard copies of the contract working drawings and tracings, correct as to "as-built" conditions, (including all changes made during the course

Roofing Consultant/Engineering Services P124023-VR of the project), together with two (2) electronic files containing same in PDF format and two (2) electronic/digital files containing same in AutoCAD format. Architect/Engineer shall also provide two

(2) hard copies…