848225lightLcps.pdf

LOUDOUN COUNTY PUBLIC SCHOOLS

DEPARTMENT OF BUSINESS & FINANCIAL SERVICES

PROCUREMENT AND RISK MANAGEMENT SERVICES

21000 Education Court, Suite #316 Ashburn, VA 20148

Phone (571) 252-1270 Fax (571) 252-1432

REQUEST FOR PROPOSAL (RFP)

RFP #: R27203

Title: Athletic Field Lighting Services Issue Date: September 30, 2026 Procurement Specialist: Brandon Grayson, Senior Procurement Specialist Commodity Code: Athletic Field Lighting Services Period of Contract: From Date of award with four (4) additional one (1) year renewal options.

Sealed proposals shall be received until: October 26, 2026 at 2:00 PM (Eastern Time) for furnishing the goods/services described herein. PROPOSALS MUST BE SUBMITTED THROUGH THE LCPS

ELECTRONIC BIDING SYSTEM ON OR BEFORE THE DEADLINE STATED.

In compliance with this Request for Proposals (“RFP”) and all conditions imposed herein, by submitting a proposal in response to this RFP, the undersigned, having become thoroughly familiar with the terms and conditions of this document and with the local conditions which may affect performance and costs, hereby proposes and agrees to furnish all services, labor, and/or materials hereinafter specified, and to fulfill the intent of this agreement in accordance with this document as interpreted by Loudoun County School Board.

The undersigned firm hereby certifies that all information provided in any schedule attached hereto is true, correct, and complete.

Inquiries: All inquiries for information should be provided under the “Questions” tab in the LCPS Electronic Bidding System.

RFP INCLUDES:

• STATEMENT OF NEEDS

• GENERAL SPECIFICATIONS

• GENERAL TERMS AND CONDITIONS

• CONTRACTUAL TERMS AND CONDITIONS

• EXHIBITS: 1, 2 and 3

This public body does not discriminate against faith-based organizations in accordance with the Va. Code, § 2.2-4343.1 or against an Offeror because of race, color, national or ethnic origin, religion, sex, pregnancy, childbirth or related medical conditions, sexual orientation, gender identity, marital status, disability, age, or genetic information or any other basis prohibited by state or federal law relating to discrimination in employment.

Loudoun County Public Schools

RFP# R27203

TABLE OF CONTENTS

GENERAL SPECIFICATIONS

1. PURPOSE

2. BACKGROUND

3. STATEMENT OF NEEDS

4. SUBMISSION OF PROPOSALS

5. PROPOSAL REQUIREMENTS

6. PRICING SCHEDULE

7. EXCEPTIONS AND DEVIATIONS FROM THE RFP

8. EVALUATION PROCESS

9. SELECTION CRITERIA

10. ORAL PRESENTATION

11. AWARD OF CONTRACT

12. PROTEST OF AWARD OR DECISION TO AWARD

13. EXHAUSTION OF ADMINISTRATIVE REMEDIES

GENERAL TERMS AND CONDITIONS

EXHIBIT 1: VENDOR DATA SHEET

EXHIBIT 2: PROPRIETARY CONFIDENTIAL INFORMATION IDENTIFICATION

EXHIBIT 3: PRICING SCHEDULE

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GENERAL SPECIFICATIONS

1. PURPOSE

The intent and purpose of this Request for Proposals (“RFP”) is to establish a multiple term contract through competitive negotiations with qualified source(s) to provide athletic field lighting services to Loudoun County School Board, operating as Loudoun County Public Schools (“LCPS”).

It is LCPS’s intent that this RFP permit competition. It shall be the Offeror's responsibility to advise the LCPS Purchasing Agent in writing if any language, requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be received by the Purchasing Agent not later than fifteen (15) days prior to the date set for acceptance of proposals.

2. BACKGROUND

LCPS is the third largest school division in the Commonwealth of Virginia. Established in 1870, LCPS is located in the rapidly growing Washington metro-area.

LCPS is organized to focus on empowering all 80,000 students to make meaningful contributions to the world, while managing one hundred (100) schools and nine (9) educational support buildings. It is a dynamic, well-managed and efficient organization.

3. STATEMENT OF NEEDS

3.1 General Requirement: An awarded Contractor(s) shall provide, at a minimum, the following services to LCPS:

A. Preferred Service Delivery Methodology: Successful Offerors shall be able to provide a proactive and service-oriented approach to athletic field lighting services. The awarded Contractor shall use a structured methodology that includes system assessments, inspections, testing, troubleshooting, repair and installation recommendations, execution of approved work, and documentation of completed activities. The methodology shall emphasize safety, code compliance, system reliability, responsiveness to service requests, quality workmanship, and ongoing communication with LCPS through the Computerized Maintenance Management System (CMMS) and designated points of contact.

B. Lighting Services. Awarded Contractor(s) shall provide preventative maintenance, inspections, testing, alterations, new installations, and as needed repairs to athletic field lighting systems at various LCPS facilities located throughout Loudoun County as further described in Section 3.2 of this RFP.

1. Contractor will be responsible for the following:

a. Procure materials in support of LCPS new and existing athletic field lighting systems.

b. Provide equipment including, but not limited to: manlifts, cranes, forklifts, etc., to support the work requested in this RFP for athletic field lighting systems up to 100 feet tall. Contractor use LCPS lifts or equipment is not permitted.

c. Provide proof of Virginia Electrician’s licensure for each electrician and equipment certification of operator training, which shall be on-site and available at all times while work is being conducted.

d. Provide a dedicated project manager or administrator, who is an employee of the Contractor, to manage this contract. This person must be able to mobilize teams, provide proposals, commit to work, and purchase goods and equipment on behalf of the Contractor as well as take corrective action when needed. This person must be available per the response times outlined in Section 3.3 of this RFP.

2. Contractor should have a flexible organization and be capable of performing multiple LCPS assignments simultaneously.

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C. Compliance with Codes. At all times, Contractor shall comply with the National Electric Code (NEC) as well as all applicable National Fire Protection Association (NFPA) codes.

In addition to the current adopted NEC and NFPA codes, LCPS has specified additional workmanship standards as detailed in section 3.2 of the RFP Manufacturer, material, and code references used here are to establish a minimum level of quality and performance standards. If there is a discrepancy between code, manufacturer or LCPS requirement, the most restrictive standard will apply.

3.2 Specific Requirements for Athletic Field Lighting:

A. Maintenance and Repairs.

1. The Contractor must adhere to manufacturer specifications as well as have a purchasing relationship with the manufacturer.

2. The Contractor shall have access to qualified personnel and equipment necessary to perform work on athletic field lighting systems, including mobile elevated work platforms (MEWPs), cranes, and certified pole climbers. Pole climbing techniques, when utilized, shall be performed by properly trained and qualified personnel in accordance with applicable OSHA requirements, manufacturer recommendations, and industry best practices.

3. The preponderance of the LCPS’s athletic field lighting systems are manufactured by Musco and the remainder are from Whitco.

4. Contractor will be required to retrofit lights to existing poles. The existing infrastructure includes Witco poles. Witco is no longer in business. If original replacement parts for Witco poles are not available, LCPS is allowing contractors to use equivalent components from alternative suppliers, provided the components are compatible with the existing system and meet all applicable performance and safety requirements and are approved by LCPS project manager.

B. New Equipment.

1. The Contractor shall be able to furnish and install new materials and equipment, as well as install equipment purchased from the manufacturer by LCPS. This may include, but is not limited to:

a. Removal and replacement of existing lighting poles;

b. Removal and replacement of existing lights; and

c. Removal and replacement of existing miscellaneous athletic field lighting system components.

C. Licensed Electricians. Offerors must possess a Virginia Contractor’s License with the Electrical (ELE) Classification. The awarded Contractor shall provide trained, licensed electricians, who are fully certified and qualified to repair, replace, and install commercial building electrical equipment, components, and related systems. At a minimum, the Contractor shall have one electrician with their Journeyman Electrician’s License in the Commonwealth of Virginia on every project during all working hours, who will be responsible for the project and all Contractor personnel onsite. Additional helpers will be at the Contractor’s discretion.

D. Traffic Management. The Contractor shall be responsible for maintaining traffic flow and for the protection and safety of vehicles and pedestrians in the area affected by any contract work. The Contractor shall provide all signs, barricades, flashers, and flag personnel required to maintain traffic flow and safety. Signs and other traffic control devices shall be in accordance with the most current Virginia Department of Transportation (VDOT) standards. At least one Contractor employee at each site where traffic control is required shall be a VDOT Certified Flagger trained on Basic Work Zone Traffic Control.

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E. Use of MEPs. When Mobile Elevated Work Platforms (MEWPs) (e.g., scissor lifts and/or manlifts) are to be used to perform work:

1. Contractor and its employees and representatives shall comply with the most current revisions of United States Occupational Safety and Health Administration (OSHA) 1926 Subpart L, ANSI/SAIA A92.22-2020 & A92.24-2018, Manufacturer’s Operator’s Manual, and any other industry-specific guidelines and/or best practices.

2. Contractor and its employees and representatives will adhere to ANSI A92.22 4.2 as it pertains to Safe Use Planning, especially subpart h “have trained and qualified Supervisor(s) to monitor the performance of work of the operator to ensure compliance with provisions of this standard”.

3. All “Users,” “Supervisors,” “Operators,” and “Occupants” shall adhere to their respective responsibilities under ANSI/SAIA A92.22 Safe Use of Mobile Elevated Work Platforms (MEWPs) and maintain training certification in accordance with ANSI/SAIA A92.24 Training Requirements.

4. All Contractor employees and representatives working with MEWPs shall be trained and certified in the operation of the MEWP.

5. Anytime a MEWP is in use or there is elevated work taking place, there shall be a supervisor on the ground providing oversight that includes a visual line of sight and the ability to directly communicate. If the supervisor at any time loses visual line of sight or the ability to communicate with the operator of the MEWP, the operator shall immediately lower the MEWP to the ground until a safe visual line of sight and communications can be re-established.

6. Anytime a MEWP is in use or there is elevated work taking place, there shall be a rescue plan that defines a way of implementation

7. Cranes:

a. All work involving cranes shall comply with OSHA 1926.1400-1442, Subpart CC, and ANSI/ASME B30.

b. Whenever a Contractor hires a crane, a crane lift plan should be created and submitted to the Maintenance Manager or their designee 72 hours before crane activities.

F. Notification of Deficiencies. The Contractor shall immediately notify the LCPS Maintenance Manager or their designee of any deficiencies identified during inspections or installations, which could not be adjusted or corrected as part of the service and could jeopardize the ability of the system to function as intended.

G. Permits and Inspections. The Contractor is responsible for obtaining all required and appropriate permits and having a representative on-site at the facility for any inspections.

H. System and Equipment Replacements. All system repairs or replacements shall be approved in advance by the LCPS Maintenance Manager or their designee prior to commencement of work. Where equipment or accessories are used that differ in arrangement, configuration, dimensions, ratings, or engineering parameters from those indicated on the contract documents or existing system, the Contractor is responsible for all costs involved in integrating the equipment or accessories into the system and the assigned space, and for obtaining the performance from the system into which these items are placed.

I. NRTL-Tested Materials. All materials shall be listed by and shall bear the label of an approved Nationally Recognized Testing Laboratory (NRTL) as identified by (OSHA), per the OSHA Nationally Recognized Testing Laboratory Program. If none of the approved Electrical Testing Laboratories has published standards for a particular item, then other national independent testing standards, if available, applicable and approved by NEC shall

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apply and such items shall bear those labels. Where one of the approved Electrical Testing Laboratories has an applicable system listing and label, the entire system, shall be so labeled.

J. Sealing and Fire Stopping. Sealing and fire stopping of openings in sleeves between conduits, cable trays, wireways, troughs, cable bus, bus duct, structural or partition openings shall be the responsibility of the Contractor whose work penetrates the opening.

The Contractor shall provide all fire-stopping of fire-rated penetrations and sealing of smoke-rated penetrations in compliance with NFP 70.

K. In Grade Handholes and Boxes. Handholes and boxes shall be Polymer Concrete with an 8,000 pound. minimum rating.

L. Conduit Water Sealant. Conduit sealant shall be used to prevent water and pests from entering buildings via conduits.

M. Disconnect Switches.

1. Fusible Switch Assemblies: national Electrical Manufacturers Association (NEMA) Type Heavy Duty; quick-make, quick-break, load interrupter, enclosed knife switch with externally operable handle interlocked to prevent opening front cover with switch in ON position. Handle lockable in OFF position. Fuse Clips that are designed to accommodate Class R, Class J, or Class CC (motors) shall be cartridge-type fuses.

2. Non-fusible Switch Assemblies: NEMA Type Heavy Duty; quick-make, quick-break, load interrupter, enclosed knife switch with externally operable handle interlocked to prevent opening front cover with switch in ON position. Handle lockable in OFF position.

N. Enclosures.

1. Indoor: NEMA 1 code gauge steel with rust-inhibiting primer and baked enamel finish.

2. Outdoors: NEMA 3R code gauge zinc coated steel with baked enamel finish. or NEMA 4X, 304 stainless steel with a brushed finish.

3. Corrosive Areas, Kitchen/Food service areas, Therapeutic/Pool spaces, and Interior Damp/Wet locations: NEMA 4X, 304 stainless steel with a brushed finish.

O. Installation Guidelines.

1. Install disconnect switches where required by NEC or as directed by the LCPS Maintenance Manager or their designee.

2. Provide a label on the inside of the disconnect cover identifying the type and size of the fuse to be utilized.

3. When installing Electrical Metallic Tubing, the use of one-hole straps will be required in any public area.

4. Equipment Grounding Conductor: Provide separate, insulated equipment grounding conductor within each raceway. Terminate each end on suitable lug, bus, enclosure, or bushing. Provide a ground wire from each device to the respective enclosure.

5. Anti-short (Red eyes) bushings will be required in any MC\AC wire installation.

6. All the exposed PVC must be Schedule 80 (SCH80).

7. Conduit will be the required method of installation where ceilings are open unless LCPS directs otherwise.

8. Rigid conduits will be used in exterior installations unless LCPS directs otherwise.

a. Liquidtight Flexible Metal Conduit (LFMC) and Fittings:

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i. LFMC shall be flexible, steel, galvanized, spiral strip with an outer Liquidtight nonmetallic sunlight-resistant jacket.

ii. Fittings shall be of the same model and brand as the LFMC

b. Carflex Brand or any other non-metallic flexible conduit and fittings are prohibited.

P. Access to Boring Equipment. Contractors must have access to direct boring equipment.

Access is defined as:

1. Ownership of direct boring equipment with a trained operator; or

2. The ability to rent and use direct boring equipment with a trained operator.

Q. Cover Plates, Quazite Boxes and Junction Box Covers.

1. All cover plates for in-wall electrical devices should match existing plates and be engraved with panel designation and circuit number. In the case of light control systems such as nLight, Wattstopper, etc. that use network cabling, the switch plate will have the panel and circuit number that serves the feed voltage of the driver.

Adhesives or double-sided tape will not be acceptable.

2. All interior junction boxes may be labeled with adhesive tape, panel/circuit number(s)

3. All exterior junction boxes must have lamicoid/plastic engraved labels with panel/circuit number(s) affixed with rivets or screws. Adhesives or double-sided tape will not be acceptable.

4. All quazite box installations will have a lamicoid/plastic engraved label with panel/circuit number(s). This label will be tye-wrapped inside the quazite box to the grounding conductor. The grounding conductor should have adequate length to be pulled out of the box and expose the label.

3.3 Repairs and Preventive Maintenance Work Hours.

A. Regular work hours are from 7:30 A.M. to 3:30 P.M. Monday through Friday. Overtime work hours will be after regular work hours, weekends, and the following holidays:

Indigenous People’s Day, Thanksgiving and following day, Christmas Eve, Christmas Day, New Years Day, President’s Day, Memorial Day, Independence Day, and Labor Day.

B. For Emergency Calls, the response time from the Contractor for a call back shall be less than one hour from the initial call from LCPS. Once contact has been made between LCPS & the Contractor, a team should be on site, ready to work within four hours. Total time from the initial phone call from LCPS to a team on site shall be less than five hours. The Contractor must supply the correct staffing for the emergency based on the information provided on the initial phone call from LCPS.

C. For Non-Emergency Calls, the Contractor shall provide a qualified technician on-site at the facility, with tools, ready to work on the next business day. Longer response times may be approved on a case-by-case basis at the sole discretion of the LCPS Maintenance Manager or their designee.

D. Contractor will be required to provide phone and email points of contact for emergency and non-emergency work, as well as two escalation points of contact.

1. LCPS will make a service request via phone or email to the initial point of contact and will “CC” the escalation points.

2. LCPS will clearly designate if something is an emergency in the initial request.

3.4 Quotes, Estimates, Proposals, Bills of Materials, Invoices and LCPS Workorder Number.

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A. Before quoting or performing any non-emergency work, the Contractor will be issued an LCPS work order number.

1. The work order number will be required on all quotes, estimates, proposals, bills of materials, invoices, and correspondence about the work order.

2. If the Contractor fails to include the correct work order number, LCPS reserves the right to delay payment until the paperwork is corrected by the Contractor.

B. For emergency work, LCPS will provide a work order number as soon as possible.

1. Emergency work shall not be delayed due to lack of a work order number.

2. Once a work order number is assigned to the emergency work, the requirements in Sections 3.4.A will apply.

C. Whenever the Contractor is corresponding with any LCPS department, the LCPS work order number will be required.

3.5 Computerized Maintenance Management System (CMMS).

A. LCPS uses a CMMS for service requests. Unless waived by LCPS, the Contractor shall be required to use this system.

B. To avoid a single point of failure, the Contractor will be required to provide a company-branded email address that multiple employees can receive and send email correspondence to LCPS.

1. This email will be used for the CMMS log-in.

2. This email should automatically distribute any incoming emails to all points of contact as noted in Section 3.3.D.

C. Contractor will be required to complete tasks in the CMMS. These tasks may include, but are not limited to:

1. Receiving work orders issued by the LCPS Maintenance Manager or their designee.

2. Providing status updates on the work orders through the CMMS system.

3. Updating work orders as tasks are completed.

4. Contractor shall not close the work order. This will be done by LCPS.

5. LCPS reserves the right to review all open work orders

3.6 LCPS Contractor Badges.

A. A Contractor badge will be required for the primary point of contact assigned to LCPS.

LCPS will provide the badge at no cost. To be provided a badge, the Contractor must supply the following:

1. Clear images of the front and back of their valid Drivers License

2. Clear image with a neutral background of the person being badged.

B. The LCPS Maintenance Manager and the primary point of contact assigned to LCPS will determine how many other employees, if any, will be required to be badged.

C. The Contractor must notify LCPS immediately of any separation of badged staff. The Contractor must make a good faith effort to retrieve the badges assigned to any separated staff and return those badges to LCPS at their cost.

D. The Contractor must notify LCPS immediately if a Contractor badge is lost or stolen. Lost or stolen badges may incur a replacement charge.

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E. Any damages to LCPS property caused by misuse of a badged contractor staff member will be the legal and financial responsibility of the Contractor.

4. SUBMISSION OF PROPOSALS

4.1 Each Offeror shall respond to this solicitation using the LCPS Electronic Bidding System by October 26, 2026, at 2:00 PM (Eastern Time). Different forms of the proposal will NOT be accepted. NO FAXED, MAILED, OR E-MAILED PROPOSALS WILL BE ACCEPTED.

4.2 A “How-To Guide” for step-by-step instructions on how to respond to this solicitation can be found on the login page of the LCPS Electronic Bidding System via the following link: LCPS Electronic Bidding System.

4.3 After your successful submission, the system will display “Response Submitted” followed by the date and time stamp in the “Response Status” field. It is the sole responsibility of the Offeror to ensure that their offer is submitted by the designated date and time stated. An incomplete submission will NOT be considered.

4.4 The digital signature must be signed by a person authorized to represent and bind the Offeror’s company.

4.5 Requests for additional information or clarification of specifications must be sent via the LCPS Electronic Bidding System under the “Questions” tab. Requests for information must be received before the question cutoff date and time posted under the “Event Details” tab. Any material interpretation made to prospective Offerors will be expressed in the form of a written response or addendum to the solicitation which shall be posted on the LCPS Electronic Bidding System. It shall be the Offeror’s responsibility to monitor the website for changes. The addenda will be posted no later than three (3) business days before the opening date. Oral answers shall not be authoritative or provide any basis for reliance by an Offeror. Offerors shall acknowledge receipt of any addenda with their proposal.

4.6 Offeror will receive a system-generated email notification if an addendum has been issued.

4.7 Upon award, the solicitation in its entirety including any forms, vendor response, and addenda shall be referred to as the contract.

4.8 Offeror must provide contact information where remittance will be sent under the “Attributes” tab.

5. PROPOSAL REQUIREMENTS

5.1 General Instructions

A. Proposal Preparation:

1. Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in LCPS requiring prompt submissions of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by Procurement & Risk Management Office. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

2. Proposals should be as thorough and detailed as possible so that LCPS may properly evaluate the Offeror’s capabilities to provide the required service.

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

4. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, sub letter, and repeat the text of https://lcpscm.ionwave.net/Login.aspx https://lcpscm.ionwave.net/Login.aspx

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the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and sub letter should be repeated at the top of the next page. The proposal should contain a table of contents which cross references the RFP requirements. Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted in the appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

5. Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume.

6. As used in this RFP, the terms “must,” “shall,” “should,” and “may” identify the criticality of requirements. “Must” and “shall” identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as “should” or “may” are highly desirable, although their absence will not have a large impact and would be useful but are not necessary. Depending on the overall response to the RFP, some individual “must” and “shall” items may not be fully satisfied, but it is the intent to satisfy most, if not all, “must” and “shall” requirements.

The inability of an Offeror to satisfy a “must” or “shall” requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offeror’s proposal.

7. Ownership of all data, materials and documentation originated and prepared for LCPS pursuant to the RFP shall belong exclusively to LCPS and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by the Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protection of Va. Code § 2.2-4342(F), in writing, either before or at the time the data is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret materials submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information.

8. The Offeror agrees to be bound by its proposal for a period of at least 365 days, during which time LCPS may request clarification or correction of the proposal for the purpose of evaluation. Amendments or clarifications shall not affect the remainder of the proposal, but only the portion so amended or clarified.

5.2 Specific Proposal Instructions

Proposals should be as thorough and detailed as possible so that LCPS may properly evaluate the Offeror’s capabilities to provide the required service. Offerors are required to submit only the following items as a complete proposal to avoid submitting complete copies of the entire solicitation. This will help speed up the review process.

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

Should the proposal contain proprietary information, provide one (1) redacted copy with proprietary portions removed or blacked out. This copy should be clearly marked “Redacted Copy.” The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable. LCPS shall not be responsible for the Offeror’s failure to exclude proprietary information from this redacted copy.

Proposal Section 1: Executive Summary and Approach

A. Executive Summary.

One- or two-page executive summary of the proposal, including brief descriptions of the

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Contractor’s expertise and experience dealing with a contract the size and scope of LCPS service operations and plan to address the requirement of the solicitation.

B. Specific Approach for Providing Work.

The Offeror must submit a written statement indicating the Offeror’s understanding of LCPS’s requirements. This written narrative must be sufficient in detail to permit evaluation by LCPS. It should include, but is not limited to, the following:

1. Proposed plan for completing the work including an innovative approach the Offeror may have to provide services and a staffing plan in order to achieve LCPS’s goal.

2. Narrative description of the services, programs, etc., offered to meet the requirements and objectives stated in the RFP. The Offeror shall provide samples of all invoices, notices, and reports offered in their proposal.

3. Length of time required from date of contract award to commencement of work with a contract implementation and transition plan in place and adequate, trained personnel on staff and ready for operation.

Proposal Section 2: References and Related Experience

A. References.

The Offeror shall provide at least three (3) contract references (K-12 experience is preferred) to enable LCPS to assess the quality of the Offeror’s past performance. The referenced contracts shall be similar in scope, magnitude, and complexity to that contemplated in this RFP. (Exhibit 1: Vendor Data Sheet).

B. Related Experience Questions.

In addition, Offerors must respond to the statements below. The responses must be in sufficient detail so that evaluators can ascertain the company's past performance.

1. Describe the overall reputation of your company for providing similar services.

Include all past relationships with public school divisions and commercial clients.

2. Provide information to support the consistent quality of service performed by your company, including letters of appreciation, contracts that have been renewed and long-standing relationships without contracts.

3. Describe your company’s past relationship with other customers placing particular emphasis on partnering, teamwork, communication, and cooperation.

4. Provide any additional information explaining why awarding this contract to your company will be beneficial to LCPS.

Proposal Section 3: Capability and Skills

The Offeror shall provide a description of qualifications and skills of the organization and personnel that shall be responsible for performance of the service in accordance with the statement of needs in this RFP. Such description shall, at a minimum, include:

A. Company Information and Organization.

1. Provide background information about your organization, e.g., the philosophy, ownership, officers, and directors. Offeror shall indicate the type of organization they represent, e.g., individual, partnership, or corporation. If the Offeror represents a corporation or partnership, the Offeror should include the names of the President, Vice President, Secretary, Treasurer, and all principals or partners of the organization.

2. Describe your company’s management structure, roles, and duties, e.g., organization chart of the firm, proposed staffing for this contract, etc.

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3. Describe the financial stability of your company and other resources that most adequately ensure delivery of acceptable services to LCPS. The Offeror shall include a copy of the Offeror’s most recent financial statement audited by an outside CPA firm.

B. Staffing Qualifications and Capacity.

1. Staffing/Personnel: Names, qualifications, and capabilities of key employees who will be associated with performing the services. List the following information for key personnel who are to work on the contract:

i. The name of the employee,

ii. Employee’s craft/position,

iii. Years with the company and the amount of time they expect to spend on the contract, and

iv. Primary point of contact for the contract, and their role within the Company.

2. Subcontractors. Names, qualifications, and capabilities of key subcontractors who will be associated with performing the services, as applicable.

3. Offeror’s Capacity. The offeror’s qualifications to perform the service include the ability to handle requests and claims and perform during peak demands.

C. Alternative Methods.

Offeror may recommend any alternative approaches to performing the work and services described for this contract that would provide better dimmer system reliability for LCPS. LCPS may, but is not obligated to, consider any alternative methods proposed in its decision to award the Contract.

Note for All Offerors: In addition to the information provided by Offeror in these Sections, LCPS may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to perform the services and the Offeror shall furnish to LCPS all such information and data for this purpose as may be requested. LCPS reserves the right to inspect Offeror’s physical facilities prior to award to satisfy questions regarding the Offeror’s capabilities. LCPS further reserves the right to reject any offer if the evidence submitted by, or investigation of, such Offeror fails to satisfy LCPS that such Offeror is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

Proposal Section 4: LCPS Required Documents (to be completed)

A. Exhibit 1: Vendor Data Sheet B. Exhibit 2: Proprietary Confidential Information Identification C. Exhibit 3: Pricing Schedule D. Certificate of Insurance (Proof of Insurance) E. W9

Proposal Section 5: Additional Information

Provide LCPS with other information that may be pertinent.

6. PRICING SCHEDULE

6.1 The Offeror shall provide a proposed pricing schedule to include all travel, labor, tools, overhead, and profit. Pricing for any equipment noted shall include drop-off and pickup charges as well as fuel and other incidentals. Billable labor hours shall start once the certified, qualified electrician/service technician has arrived on site at the facility with all necessary tools, equipment, and parts ready to work. If subcontractors or independent consultants are used, their costs must be broken out, in detail, as such included in the total cost for providing services described herein. Offerors shall submit a cost proposal using the Pricing Schedule, provided with the RFP.

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6.2 Offerors agree that the pricing offered in response to the RFP is equal to or less than prices offered on other contracts with similar terms and conditions.

6.3 Unit prices must remain firm for the duration of the contract.

6.4 Offerors must provide contact information where payment will be rendered under the “Attributes” tab.

6.5 Unless stated otherwise in the solicitation, Offerors shall state offer prices in U.S. dollars.

7. EXCEPTIONS AND DEVIATIONS FROM THE RFP

7.1 If there is an exception or deviation in any proposal offer from the terms, condition, and specifications prescribed in this RFP, it must be noted under the “Attributes” tab of the LCPS Electronic Bidding System. LCPS reserves the right to determine the responsiveness of any deviation.

7.2 Unless otherwise indicated, any specification for an item of equipment shall be interpreted to include not only the item of equipment specified, but also the parts, items, appurtenances, and accessories reasonably necessary to make the equipment complete and working.

8. EVALUATION PROCESS

8.1 A Proposal Analysis Group (PAG) has been established to review and evaluate all proposals submitted in response to this RFP. The group shall conduct a preliminary evaluation of all proposals based on the information provided with the Offeror’s proposal, and the evaluation criteria listed below. Based upon this review, the highest rated Offeror(s) may then be invited to make oral presentations.

8.2 If additional information is requested, Offeror must respond within forty-eight (48) hours.

8.3 No Offeror, including any of their representatives, subcontractors, affiliates and interested parties, shall contact any member of the PAG or any person involved in the evaluation of the proposals. PAG members will refer all calls related to this solicitation to the Procurement & Risk Management Office. Failure to comply with this directive may, at the sole discretion of LCPS, result in the disqualification of an Offeror from the procurement process.

8.4 Selection shall be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals based on the evaluation factors included in the RFP, including price, if so, stated in the RFP. Negotiations shall be conducted with the Offerors so selected. Price shall be considered but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, LCPS shall select the Offeror(s) which, in its opinion, has made the best proposal, and shall award the contract to that Offeror(s).

8.5 LCPS may cancel this Request for Proposals or reject proposals at any time prior to an award and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Va. Code § 2.2-4359(D)). Should LCPS determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror.

8.6 Acceptance or Rejection: LCPS reserves the right to accept or reject any or all proposals, in whole or in part, to take exception to any RFP specifications, to make an award based solely on the proposals received or to negotiate further with one or more offers. Failure to comply with the RFP by an Offeror may be grounds for the exclusion of such Offeror from further consideration by LCPS. Selection: The selection by LCPS of any proposal as ultimately negotiated will be at the School System’s entire discretion, which discretion shall extend to purely subjective considerations solely exercisable by the LCPS without regard to a claimed lowest cost by any proposed vendor. LCPS is not required to furnish a statement of the reason why a particular proposal was not deemed to be the most advantageous.

RFP# R27203

9. SELECTION CRITERIA

Proposals will be evaluated by LCPS using the requirements of this RFP and the following criteria.

Evaluation Criteria Max Points

1. Executive Summary and Specific Approach for providing Service

• Proposals will be evaluated based on the Offeror’s understanding of the requirements, preferred service methodology, proposed plan and process to perform the requested work (20 points)

• Services offered to meet the requirements and objective of this RFP (5 points)

• Implementation and timeline for the completion of work (5 points)

2. Capability and Skill

Proposals will be evaluated based on the range of services provided and factors influencing the ability of the Offeror to deliver the requested services, such as the capability, integrity, and reliability of the Offeror, financial stability, operating history, ability to start immediately and sustain services, etc. as outlined in Proposal Section 3 above.

• Company information and organization (15 points)

• Staffing qualifications and capacity (15 points)

3. References and Experience

Proposals will be evaluated based on using the form included in this RFP, clients for whom comparable service have been performed.

Experience and history of the firm in the particular services covered by the RFP, as well as credentials of the project team and experience in providing similar services.

• References (10 points)

• Related Experience:

o Overall Reputation (5 points) o Experience in providing similar services (5 points)

4. Cost of Services Offered

Pricing must be submitted on RFP pricing form.

• Percentage discount (5points)

• All other pricing (15 points)

Total 100

10. ORAL PRESENTATION

10.1 Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to LCPS. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. LCPS will schedule the time and location of these presentations. Oral presentations are an option of the School System and may or may not be conducted.

10.2 The Offeror’s Project Team must be in attendance to represent all phases of services requested.

RFP# R27203

A. The Project Team and services must be presented by the Project Manager who will be assigned to LCPS projects.

B. Firm principals, not responsible for project management, and marketing professionals may participate in the presentation in a supportive role only.

C. A total ranking of 50 points are possible for this portion of the Evaluation Process. Points will be determined by:

1. Overall presentation

2. Project team qualifications

3. Presentation and staff competence of all services requested

4. Responses to Proposal Analysis Group questions

D. After the oral presentations, the PAG will finalize the rankings and determine the highest ranked Offerors.

E. Negotiations shall then be conducted, with the Offerors until contracts can be negotiated at a fair and reasonable price. LCPS intends to negotiate a fixed price aligned across each vendor.

11. AWARD OF CONTRACT

11.1 The award, if any, will be made to the responsive and responsible Offeror(s) that meets or exceeds the specifications and conditions of the request for proposals, that offers the best value and is determined to be to the best advantage to LCPS.

11.2 LCPS reserves the right to reject any or all proposals received and to waive technicalities in any proposal.

11.3 LCPS reserves the right to award the proposal in total, by item, or by group of related items.

11.4 LCPS reserves the right to make multiple awards as a result of this solicitation.

11.5 LCPS reserves the right to reject any and all proposals in whole or in part, to waive technical defects, irregularities, and omissions if in its judgment the best interest of LCPS will be served.

11.6 Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the Purchasing Agent will publicly post such notice on the LCPS website (www.lcps.org) for a minimum of ten (10) days.

12. PROTEST OF AWARD OR DECISION TO AWARD

Any Offeror who desires to protest the award or decision to award the contract shall submit the protest in writing to LCPS Procurement & Risk Management Office no later than ten (10) days after the award or the announcement of the decision to award, whichever occurs first. Any potential Offeror on a contract negotiated on a sole source or emergency basis who desires to protest the award or decision to award such contract shall submit the protest in the same manner no later than ten (10) days after posting or publication of the notice of such contract as provided in Va. Code § 2.2-4303. If the protest of any actual or potential Offeror depends in whole or in part upon information contained in public records pertaining to the procurement transaction that are subject to inspection under Va. Code § 2.2-4342, then the time within which the protest shall be submitted shall expire ten (10) days after those records are available for inspection by such Offeror under Va.

Code § 2.2-4342, or at such later time as provided in this provision. All protests must be received by LCPS Procurement & Risk Management Office no later than 5:00 p.m. on the tenth day. If the tenth day falls on a weekend or an official holiday, then the ten-day period expires at 5:00 p.m. on the next regular business day. 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.

Procurement & Risk Management Office shall issue a decision in writing within ten (10) days stating the reasons for the action taken. This decision shall be final unless the Offeror appeals within ten (10) days of receipt of the written decision by instituting legal action under Va. Code § http://law.lis.virginia.gov/vacode/2.2-4303/ http://law.lis.virginia.gov/vacode/2.2-4342/ http://law.lis.virginia.gov/vacode/2.2-4342/

RFP# R27203

2.2-4364.

13. EXHAUSTION OF ADMINISTRATIVE REMEDIES

No Offeror, potential Offeror, or Contractor shall institute any legal action against LCPS until all administrative remedies available under the above provisions have been exhausted and until all requirements of School Board Policy, and, to the extent applicable, the Virginia Public Procurement Act, have been met.

GENERAL TERMS AND CONDITIONS

14. AUTHORITY

The Purchasing Agent shall serve as the principal purchasing official for LCPS and shall be responsible for the procurement of goods and services, with the exception of design and construction, the responsibility for which shall reside with the Chief Financial Officer. In the discharge of these responsibilities, the Purchasing Agent may be assisted by other staff. Any purchase order or contract made contrary to these provisions and authorities shall be of no effect and void, and LCPS and the School Board shall not be bound thereby.

15. DEFINITIONS

The following terms, whether capitalized or lowercase, shall have the following meanings, as used in this solicitation or any awarded contract:

BUSINESS DAY or WORKING DAY: The term “business day” or “working day” shall mean any day that the LCPS Administrative Office is open. Unless otherwise specified, business or working days are Monday through Friday from 8:00 a.m. to 5:00 p.m., and shall not include Saturday, Sunday, or any holiday observed by LCPS. The term “day” shall mean the calendar day. *Note:

This definition shall not impact work regular and emergency work hours defined in Section 3.3 of this RFP.

CONTRACTOR: Any individual, company, firm, corporation, partnership or other organization to whom an award is made by LCPS.

LCPS: Loudoun County School Board, operating as Loudoun County Public Schools, the contracting entity.

OFFEROR: Any individual, company, firm, corporation, partnership or other organization submitting a proposal in response to a solicitation issued by the Purchasing Agent and offering to enter into contracts with LCPS.

PURCHASING AGENT: The Purchasing Agent employed by LCPS and formally appointed, supervised and subject to the direction of the LCPS Superintendent or his/her designees.

REQUEST FOR PROPOSAL (RFP): A request for an offer from prospective offerors which will indicate the general terms which are sought to be procured from the offeror. The RFP will specify the evaluation factors to be used and will contain or incorporate by reference other contractual terms and conditions applicable to the procurement. All RFPs are made pursuant to School Board Policy which is in compliance with the Virginia Public Procurement Act, Va. Code § 2.2-4300, et.

seq.

SOLICITATION: The process of notifying prospective offerors that LCPS wishes to receive proposals on a set of requirements to provide goods or services. The notification of LCPS requirements may consist of public advertising (LCPS Web Site or other electronic notification), the emailing Notices of Solicitation or Request for Proposal (RFP), the public posting of notices, newspapers advertisement, or issuance of an informal solicitation to include telephone calls to prospective offerors.

16. SOLICITATION CONTACT

RFP# R27203

All contacts between Offerors or prospective Offerors shall be only with the Purchasing Agent or other designated employee(s) of LCPS. No Offeror or potential Offeror shall initiate or engage in any discussions with any other employee of LCPS or any member of the School Board while a solicitation is outstanding concerning the contents of such solicitation or with the intent to influence or interfere with the contract award authorized by and described in such solicitation. A violation hereof may result in a disqualification of such Offeror.

17. QUALIFICATIONS OF OFFERORS

LCPS may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to perform the services/furnish the goods and the Offeror shall furnish to Procurement & Risk Management Office all such information and data for this purpose as may be requested.