IFB #26-1029 FENCING: D.G. COOLEY ELEMENTARY SCHOOL PAGE 1 OF 36

INVITATION FOR BIDS

BID TITLE: FENCING: D.G. COOLEY ELEMENTARY

SCHOOL

BID NUMBER: IFB #26-1029

BID DUE DATE: THURSDAY, OCTOBER 29, 2026

BID DUE TIME: 3:00 P.M.

A non-mandatory pre-bid meeting will be held on Tuesday, October 20, 2026 at 10:00 a.m. at the jobsite. Interested vendors may encouraged to park in the front main parking lot at D.G. Cooley

Elementary School. Interested vendors will be allowed to inspect the job site, take measurements and pictures, and ask questions about the procurement.

IFB #26-1029 FENCING: D.G. COOLEY ELEMENTARY SCHOOL PAGE 2 OF 36

TABLE OF CONTENTS

1. PUBLIC NOTICE PAGE…..3

2. INTRODUCTION AND BACKGROUND PAGE…..4

3. BID INQUIRES AND CORRESPONDENCE PAGE…..4

4. SPECIAL TERMS AND CONDITIONS PAGE…..7

5. SCOPE OF WORK PAGE….14

6. ATTACHMENT A – BID RESPONSE FORM PAGE…..18

7. ATTACHMENT B-REFERENCE FORM PAGE…..22

8. ATTACHEMENT C – SCC FORM PAGE…..23

9. ATTACHMENT D- COMPANY CERTIFICATION FORM PAGE…..24

10. ATTACHMENT E - GENERAL TERMS AND CONDITIONS PAGE….25

IFB #26-1029 FENCING: D.G. COOLEY ELEMENTARY SCHOOL PAGE 3 OF 36

I. PUBLIC NOTICE

IFB #26-1029

FENCING: D.G COOLEY ELEMENTARY SCHOOL

The Clarke County Purchasing Office, on behalf of Clarke County Public Schools, is soliciting competitive sealed bids from qualified vendors to furnish and install fencing as specified in this

Invitation for Bids.

Sealed bids should be clearly marked, “IFB: #26-1029: D.G. COOLEY ELEMENTARY SCHOOL.”

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

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

(local prevailing time), Thursday, October 29, 2026.

• By posting electronically on eVA before the deadline of 3:00:00 p.m. on Thursday, October 29, 2026.

A non-mandatory pre-bid meeting will be held on Tuesday, October 20, 2026 at 10:00 a.m. at the jobsite. Interested vendors may encouraged to park in the front main parking lot at D.G. Cooley

Elementary School. Interested vendors will be allowed to inspect the job site, take measurements and pictures, and ask questions about the procurement.

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

Room shortly after the bid deadline. Bids received after 3:00:00 p.m. on October 29, 2026 will not be accepted.

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

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

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

Code of Virginia §11-51.

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

Mike Legge

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

IFB #26-1029 FENCING: D.G. COOLEY ELEMENTARY SCHOOL PAGE 4 OF 36

CLARKE COUNTY, VA

II. INTRODUCTION AND BACKGROUND

A. The intent of this “Invitation for Bids” (hereinafter known as “this document” or

“IFB”) and resulting contract(s) is for Clarke County Public Schools (CCPS) to obtain the services of a qualified vendor to provide and install fencing, as specified, at D.G. Cooley Elementary School-Lower Campus, which is located at 240

Westwood Road, Berryville, VA 22611.

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

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

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

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

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

County Public Schools. All bidders are bound by these provisions. Further, these conditions and requirements become part of any contract awarded between CCPS and the successful vendor(s).

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

G. CCPS intends to utilize a single firm for this project.

III. BID INQUIRES AND CORRESPONDENCE

A. All questions should be done in writing via email (purchasing@clarkecounty.gov) to Mr. Mike Legge, Purchasing Manager. Please put “Question: IFB #26-1029” in the subject line. Please have all questions submitted no later than noon on

Thursday, October 22, 2026. This will allow CCPS to answer all questions and issue any addendum, if necessary, in a timely manner.

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

C. Andre Kidrick, CCPS Director of Operations, and Tom Mayhew, Clarke County

Joint Maintenance Director, will oversee the project on behalf of CCPS.

mailto:purchasing@clarkecounty.gov

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

NAME TITLE VOICE (FAX)

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

Mike Legge Purchasing Manager 540-955-5148

Andre Kidrick Clarke County Public Schools Director of

Operations

540-955-6105

Tom Mayhew Clarke County Joint Maintenance

Director

540-955-2123

Melissa Fox Accounts Payable Specialist 540-955-6171

E. Bid Due Date

Sealed bids should be clearly marked, “IFB: #26-1029: D.G. COOLEY

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

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

3:00:00 p.m. (local prevailing time), Thursday, October 29, 2026.

• By posting electronically on eVA before the deadline of 3:00:00 p.m. on Thursday, October 29, 2026.

F. Timeframe:

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

IFB ADVERTISED October 8, 2026

NON-MANDATORY PRE-BID

MEETING

October 20, 2026 at 10:00 a.m. at the jobsite.

BIDS DUE Before 3:00:00 pm. EST on Thursday, October 29, 2026.

BID AWARD Estimated 1 week from bid due date.

PROJECT TIME FRAME Work should be completed before February 15, 2027.

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

G. Addenda

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

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2. The County will attempt to notify all vendors that are known to have a complete set of Bid Documents; however, it is ultimately the responsibility of each company to check the County website (www.clarkecounty.gov, business, and current solicitations) for addendums.

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

Documents are on file for that purpose.

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

Bids except:

a. any Addendum withdrawing the Invitation for Bids

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

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

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

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

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

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

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

I. Notice of Award

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

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

J. Reference Form - Attachment A

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

http://www.clarkecounty.gov/

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K. Use of Subcontractors

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

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

IV. SPECIAL TERMS AND CONDITIONS

A. A Bid Bond is not required.

B. Payment and Performance Bonds will not be required.

C. Vendors are responsible for all costs associated in preparing a bid submittal. The

County will not pay for any costs associated with preparing or submitting a bid.

D. Insurance Requirements

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

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

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

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

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

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

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

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

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

IFB #26-1029 FENCING: D.G. COOLEY ELEMENTARY SCHOOL PAGE 8 OF 36

employed by Clarke County Public Schools and are not covered by the Schools’ worker’s compensation coverage program.

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

Insurance is to be worded.

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

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

County Purchasing Office for clarification and discussion.

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

The selected vendor must provide an endorsement letter that verifies that

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

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

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

E. Codes, Permits, Fees, Licenses and Notices

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

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

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

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

5. Clarke County Business License and/or a License from the Town of

Berryville may be required. Please contact the Town of Berryville (540-955-

1099) and the Clarke County Commissioner of the Revenue (540-955-5187) for more information. Only the selected vendor would be required to have a business license from the Town or County, if applicable.

IFB #26-1029 FENCING: D.G. COOLEY ELEMENTARY SCHOOL PAGE 9 OF 36

A vendor without a Clarke County and/or Town of Berryville business license may submit a bid; however, the selected vendor may need to acquire a Clarke County/Town of Berryville business license before starting work.

6. It shall be the selected vendor’s responsibility to pay for any other permits or licenses that may be required for this project. This includes a building permit, if applicable. Please contact the Clarke County Building

Department (540-955-5112) for more information.

F. Submittals

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

(in entirety) and returned as part of your Bid. Please submit one (1) original and one (1) copy of your bid in your sealed packet/envelope/box. The original should be clearly marked “ORIGINAL” on the front of the bid. If submitting electronically on eVA, only one copy is needed, but please put all documents in one pdf file when uploading it to eVA.

2. Attachment A: Bid Response Form

3. Attachment B: Reference Form

4. Attachment C: SCC Form

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

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

Title 50 or as otherwise required by law.

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

5. Attachment D. Company Certification Form.

6. Sample copy of Certificate of Insurance showing coverage.

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

8. A copy of your Virginia Contractor’s License, if applicable.

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G. Bid Requirements

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

Emphasis should be placed on completeness and clarity of content.

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

Act. Trade secrets or proprietary information submitted by a vendor shall not be subject to public disclosure; however, the vendor must clearly identify the sections by marking “Proprietary” at the top of each applicable page and must explain why the protection is necessary.

H. Work Covered by Contract Documents

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

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

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

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

Subcontractors.

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

I. Contract Method

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

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

3. In most cases, receipt of purchase order or contract from Clarke County by the Contractor shall be considered the “Notice to Proceed” and/or “Contract”.

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

Certificate Holder and as Additionally Insured is required to be on file with

IFB #26-1029 FENCING: D.G. COOLEY ELEMENTARY SCHOOL PAGE 11 OF 36

CCPS before any work is allowed to begin.

5. The selected vendor shall submit an itemized invoice that shows the delivery location, the quantity of propane delivered, and the price.

J. Bid Evaluation Criteria

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

2 The selected vendor must be deemed to be responsible and responsive. CCPS will determine if the selected vendor is responsible and responsive.

K. Independent Contractor

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

L. Vendor’s Duties

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

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

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

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

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

4. Vendor shall be responsible for all property damaged, or persons injured, by the Vendor’s and/or subcontractors’ negligence. This includes, but is not limited to, fences, trees, plants, grass, walks, drives, building surfaces – interior/exterior, visitors, visitors’ belongings and vehicles, county equipment, building contents, etc. Note that the selected vendor will be provided an area to drive their work vehicles on the jobsite(s) and conduct their work.

M. Material Delivery, Storage and Handling

1. Vendor shall be responsible for the protection of materials during delivery.

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

School or County property.

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

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

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

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

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

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

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

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

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

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

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

4. The selected vendor shall correct any defects in workmanship before final acceptance by CCPS.

O. Special Requirements

1. Accident Prevention and Safety – Each Vendor shall:

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

b) Erect and maintain, as required by conditions and progress of work, all necessary safeguards for safety and protection, including fences, railings, barricades, lighting, posting of danger signs and other warnings against hazards.

c) Be solely responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with this Contract.

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2. Work hours - Normal work hours are from 8:00 a.m. to 5:00 p.m., Monday through

Friday. These hours may be extended, contingent on CCPS’s approval.

3. Work adjacent to private property - Contractor shall conduct construction activities in a manner that will not interfere with adjacent property

4. Urgent reports - It is imperative that each Contractor immediately contact Clarke

County in the event of any of the following incidents:

a) Accidents - report immediately.

b) Situations or circumstances that could delay work or give cause for claims for extensions or added costs.

c) Instructions and/or clarifications requested.

IFB #26-1029 FENCING: D.G. COOLEY ELEMENTARY SCHOOL PAGE 14 OF 36

III. SCOPE OF WORK

A. Purpose

1. Clarke County Public Schools would like to contract with a vendor to furnish and install new black vinyl coated chain link fence to replace an existing chain link fence at the baseball field next to D.G. Cooley Elementary School-Lower Campus per the specs in this IFB.

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B. Contractor’s Duties

PERIMETER FENCING (DUGOUT TO DUGOUT INCLUDING BATTING

CAGE FENCING)

1. The selected vendor shall remove and haul away all existing fencing and any gates from the edge (southern side) of the first place dugout to the edge (eastern side) of the third place dugout. The selected vendor shall also remove and haul away the existing fencing and any existing gates surrounding the batting cage that is located near left field

(adjacent to the access road leading to 370 Westwood Road).

Please note that the backstop behind home plate will be left as-is.

2. After removal of the fence, the selected vendor will be responsible for trimming/pruning any bushes, limbs, or other vegetation that are laying on either side of the fence that may hinder the installation of the new fence.

3. After removal of the existing fence, the selected vendor shall install a new black vinyl chain link fence with top and bottom rail. The new black vinyl fence will be 8’ tall all the way around. The new black vinyl fencing will be 9-guage (0.148-inch core wire). The mesh size will be 2” diamond mesh. The coating will be fused and bonded

(thermally fused) black vinyl coating.

The posts shall be at least Schedule 40 or HF40. Line posts shall be at least 2-1/2” O.D.

Terminal posts (corners, ends, and gates) shall be at least 3” O.D. Top and Brace Rails shall be at least 1-5/8” O.D.

To optimize structural integrity against high impacts, line posts should be spaced no further than 8 feet center-to-center.

Posts shall be set in concrete per code and industry standard.

4. The selected vendor will also install an orange plastic cap (Poly-Cap Fence

Topper/Safety Top Cap) on top of the new chain-link fence along the entire new fencing.

GATES

5. CCPS would like for the new fencing (from dugout to dugout and the batting cage area) to include replacing any removed gates with new gates in the same location with the same size (just with black vinyl). The selected vendor must show that the gates easily open and close during the final inspection. Interested vendors are responsible for taking their own measurements of the fencing and the number and size of existing gates that will be replaced.

6. One additional new gate: The baseball coach would like one new single gate to be added in the left outfield corner so that his players can easily have access to the area behind the outfield fence. Therefore, please include in your pricing one additional new

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single black-vinyl fence in the left field outfield corner. Please factor this one additional gate into your count.

ADDING BOTTOM RAIL TO EXISTING FENCE

7. There are two very small sections of existing 8’ tall black vinyl fencing that are located between the dugouts and backstops on both sides. This fencing and the gates in this area will stay as-is; however, the selected vendor will install a bottom rail to these existing fences. Please include this into your lump sum bid price. Note that no orange capping is needed for this fencing area.

REPLACING TWO SMALL FENCES IN FRONT OF TWO DUGOUTS

8. There are currently two small sections of fencing in front of the dugouts (one on the first base side and one on the third base side). They are each about 4-5’ tall.

The selected vendor will remove these two sections of fencing and replace them with new black vinyl fencing with an orange plastic cap. Due to the extreme, localized abuse that these fences take, the specifications for this fencing will be different than the rest of the fencing. The height will be the same as the existing fence (4-5’). The wire gauge shall be a 6-guage core. The mesh size will be 1.75-inch diamond mesh. The terminal/end posts will be 3” O.D. Schedule 40. Line posts will be 2.5-inch O.D.

Schedule 40 spaced tightly at a maximum of 6 feet apart (instead of the standard 8 feet) to absorb the weight of multiple players leaning on this fence. The top and bottom rails shall be 1.625-inch OD Schedule 40. Vendors shall include this work in their respective lump sum bid pricing.

9. All vendors are responsible for their own measurements. The non-mandatory pre-bid meeting provides all interested vendors with an opportunity to take measurements and photographs needed for their bid pricing. If any vendor needs to schedule additional time to evaluate the site, please contact Tom Mayhew at (540) 955-5123.

10. The selected vendor will be responsible for contacting Miss Utility before doing any digging.

11. There is likely a high probability that the selected vendor may encounter some rock during this project. Please note the rock clause provided in the bid response form.

12. Work can begin as soon as the contract is awarded, which is estimated to be around

November 6th. The selected vendor must have the project completed no later than

February 15, 2027. The Clarke County High School baseball team will begin using the field in mid to late February, so it is a requirement that the project be completed before

February 15th so their season is not interrupted.

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13. The selected vendor shall clean up all debris, equipment, and materials from the jobsite at the completion of the job.

14. The selected vendor will schedule the work with Tom Mayhew, 540-955-5123.

15. All work and materials must have at least a one-year warranty. Warranty will begin from the date of invoice issuance. Invoice can only be issued after both parties approve a final inspection.

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Attachment A – Bid Response Form.

Sealed bids should be clearly marked, “IFB #26-1029 Fencing: DG Cooley Elementary School” and received in at least one of the two ways below:

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

(local prevailing time), Thursday, October 29, 2026.

• By posting electronically on eVA before the deadline of 3:00:00 p.m. on Thursday, October 29, 2026.

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

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

1. NAME AND ADDRESS OF FIRM

SIGNATURE

BY (print name)

TITLE

DATE

COMPANY NAME

STREET ADDRESS

CITY, STATE, ZIP

TELEPHONE

FAX E-MAIL

SOCIAL SECURITY OR FEDERAL TAX I.D. #

CLARKE COUNTY BUSINESS LICENSE #

VIRGINIA CONTRACTOR'S LICENSE #

EXPIRATION DATE CLASS

NAME OF INSURANCE CARRIER, BROKER OR AGENCY

IFB #26-1029 FENCING: D.G. COOLEY ELEMENTARY SCHOOL PAGE 19 OF 36

Pursuant to and in accordance with "INVITATION FOR BIDS # 26-1029", the undersigned agrees to provide all equipment, transportation, insurance, labor, material, and other items as necessary, needed to successfully provide and furnish the fencing as stated in this IFB.

2. PRICE

LUMP SUM PRICE TO INSTALL NEW BLACK VINYL FENCING FOR THE BASEBALL FIELD

AT D.G. COOLEY ELEMENTARY SCHOOL PER THE SPECIFICATIONS STATED WITHIN

THIS IFB:

All prices shall include all insurance premiums required and all applicable allowances of this Bid

Response Form.

OPTIONAL DEDUCT: ELIMINATING BATTING CAGE AREA FROM SCOPE

If CCPS elects to eliminate the need to replace the fencing and gates surrounding the batting cage (not including the fencing for the actual baseball field that runs down the left field line), please list your price reduction (from the lump sum at the top of the page).

REDUCTION IN PRICE BY NOT INCLUDING THE FENCING AND GATES FOR THE

BATTING CAGE AREA

OPTIONAL: ROCK CLAUSE:

The contract price is based on the assumption that the soil conditions at the baseball field site consist of standard, easily drillable earth. "Rock or Underground Obstructions" shall be defined as any subsurface material—including but not limited to solid rock, ledge, limestone, boulders, hardpan, caliche, buried concrete, or abandoned utilities—that cannot be drilled or excavated using standard hand tools or a standard, truck/skid-steer-mounted mechanical auger

If the Contractor encounters rock or underground obstructions during the drilling of fence post holes, work at the affected hole(s) shall immediately cease. The Contractor shall promptly notify the Owner

(or the School District's designated representative) of the condition.

Upon encountering rock or obstructions, the Contractor shall not proceed with alternative drilling methods until a written Change Order is approved. Remediation shall be billed under one of the following methods, as agreed upon in the approved Change Order:

• Option 1 (Unit Pricing): A flat additional rate of $__________ per hole requiring specialized rock drilling, jackhammering, core drilling, or blasting.

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• Option 2 (Time & Materials): An hourly rate of $__________ per hour for the extra labor incurred, plus the actual cost of specialized equipment rentals (e.g., air compressors, core drills, pneumatic hammers).

Please include your pricing for both options in the rock clause in the two spaces above highlighted in yellow.

*Note: Since CCPS can not predict the amount of rock (if any) that will be encountered during the project, the rock clause will not be used to determine the apparent low bidder and will only be used with the selected vendor if rock is encountered.

3. SUBCONTRACTORS

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

ITEM OF WORK SUBCONTRACTOR

4. RECEIPT OF CORRESPONDENCE

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

"NONE".)

A. Pre-bid minutes __________ Dated: ____________________

B. Pre-bid minutes __________ Dated: ____________________

C. Addendum No. __________ Dated: ____________________

D. Addendum No. __________ Dated: ____________________

5. BID PRESENTATION

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

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

IFB #26-1029 FENCING: D.G. COOLEY ELEMENTARY SCHOOL PAGE 21 OF 36

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

A. An individual or sole proprietorship

B. A partnership

C. A joint venture

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

7. ATTACHMENTS

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

A. _____ Attachment B: Reference Form

B. _____ Attachment C: SCC Form

C. _____ Attachment D: Company Certification Form

D. _____ Sample Certificate of Insurance

E. _____ Recognition of any addendum posted

F. _____ Copies of any required licenses or permits

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

8. SIGNATURE

Signed this ___________________________day of __________________, 20_____

BIDDER - SIGNATURE: _________________________________________________

NAME: ____________________________________________________

TITLE: _____________________________________________________

IFB #26-1029 FENCING: D.G. COOLEY ELEMENTARY SCHOOL PAGE 22 OF 36

ATTACHMENT B: REFERENCE FORM

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

(4) most recent and similar projects.

1. FIRM NAME

CONTACT PERSON

STREET ADDRESS, CITY, STATE, ZIP

FAX

SPECIFIC INFORMATION

2. FIRM NAME

3. FIRM NAME

4. FIRM NAME

IFB #26-1029 FENCING: D.G. COOLEY ELEMENTARY SCHOOL PAGE 23 OF 36

ATTACHMENT C:

CLARKE COUNTY

DEPARTMENT OF JOINT ADMINISTRATIVE SERVICES

PURCHASING DEPARTMENT

129 Ramsburg Lane Berryville, VA 22611

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

Compliance with Virginia Law for Transacting Business in Virginia.

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

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

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

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

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

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

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

Legal Name of Bidder/Offeror

Date

Authorized Signature

Print or Type Name and Title

IFB #26-1029 FENCING: D.G. COOLEY ELEMENTARY SCHOOL PAGE 24 OF 36

CLARKE COUNTY, VIRGINIA

FENCING:D.G. COOLEY ELEMENTARY SCHOOL

ATTACHMENT D - COMPANY CERTIFICATION

The undersigned, on behalf of _________________________________________________________

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

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

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

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

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

Signature:________________________________ Date:________________________________

Printed Name and Title of Person Making Certification

Address: _________________________________ Phone: ______________________________

________________________________________ Fax: _______________________________

Service(s) Provided: ____________________________________________________________

Dr. Rick Bolling, Jr.

Superintendent

Dr. Cathy Seal Assistant Superintendent

Dr. Jessica Nail Director of Curriculum and Instruction

Andre Kidrick Director of Operations

Clarke County Public Schools

317 West Main Street

Berryville, Virginia 22611

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

IFB #26-1029 FENCING: D.G. COOLEY ELEMENTARY SCHOOL PAGE 25 OF 36

ATTACHMENT E:

COUNTY OF CLARKE GENERAL TERMS AND CONDITIONS

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

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

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

TABLE OF CONTENTS

A. COMPETITION INTENDED

B. INQUIRIES

C. INCONSISTENCY IN PROVISIONS

D. COOPERATIVE PURCHASING

E. ETHICS IN PUBLIC CONTRACTING

F. TAX-EXEMPT STATUS

G. APPLICABLE LAWS AND COURTS

H. FIRM BID PRICING

I. TIE BIDS

J. ANTI-DISCRIMINATION

K. IMMIGRATION REFORM AND CONTROL ACT OF 1986

L. DEBARMENT STATUS

M. RESPONSE FORM PROCEDURES

N. BID WITHDRAWALS

O. AWARD SPECIFICS

P. JUSTIFICATION FOR TERMINATION

Q. DRUG-FREE WORKPLACE

R. INSURANCE REQUIRMENTS

S. BOND REQUIREMENTS

T. PERMITS AND LICENSES

U. PAYMENTS TO CONTRACTOR

V. PAYMENTS TO SUBCONTRACTORS

W. DISPUTES

X. PROTEST OF AWARD OR DECISION TO AWARD

Y. USE OF BRAND NAMES

Z. PAYMENT OF CLARKE COUNTY TAXES

AA. NOTICE OF REQUIRED DISABILITY LEGISLATION COMPLIANCE

BB. CONTRACT QUANTITIES

CC. DEVIATIONS

DD. SAFETY

EE. HOLD HARMLESS CLAUSE

FF. REFERENCES

GG. FEDERAL/STATE LAWS AND COUNTY ORDINANCES

HH. ANITTRUST

II. DEFAULT

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

KK. SEVERABILITY OF CONTRACT

A. COMPETITION INTENDED: It is Clarke County’s intent that this document permits competition. It shall be the prospective bidder’s responsibility to advise the Director of Joint Administrative Services in writing if any language requirements, specifications, etc., or any combinations thereof, inadvertently restrict or limit the requirements stated in this document to a single source. The Director of Joint

Administrative Services must receive such notification not later than ten (10) calendar days prior to the date set for the bids to close.

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

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

Services.

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

All addenda issued will become part of the bid.

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

C. INCONSISTENCY IN PROVISIONS: In the event there are inconsistencies between the General Terms and Conditions and any other schedules contained herein, the first shall govern.

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

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

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

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

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

E. ETHICS IN PUBLIC CONTRACTING: The provisions contained in Article 6 of the Virginia Public Procurement Act (VPPA) as set forth in the 1950 Code of Virginia, as amended, shall be applicable to all contracts solicited or entered in to by Clarke County. A copy of these provisions may be obtained from the Director of Joint Administrative Service upon request.

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

The provisions referenced above supplement, but do not supersede, other provisions of law including, but not limited to, the Virginia

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

By entering into a contract, the bidder conveys, sells, assigns, and transfers to Clarke County, all rights, title and interest in and to all causes of the action it may now have or hereafter acquire under the anti-trust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by Clarke County, under said contract.

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

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

G. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed by the laws of the

Commonwealth of Virginia. All Court proceedings shall be held in the Commonwealth of Virginia. The contractor shall comply with all applicable federal, state and local laws, rules, ordinances, and regulations.

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

I. TIE BIDS: The Joint Administrative Services Department and all other departments of Clarke County making purchases of services, supplies, material or equipment, shall, in making purchases of same, give preference to services, supplies, material or equipment sold by Clarke

County and the State of Virginia vendors, in that order, in all cases of tie bids, quality and service being equal.

J. ANTI-DISCRIMINATION: Every individual or firm bidding must be an Equal Opportunity Employer as defined by federal law and the

Code of Virginia, Virginia Public Procurement Act as amended: “Section 2.2-4311, Employment Discrimination by Contractor Prohibited” which reads:

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

IFB #26-1029 FENCING: D.G. COOLEY ELEMENTARY SCHOOL PAGE 27 OF 36

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

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

b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

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

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

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

Control Act of 1986.

L. DEBARMENT STATUS: By submitting a bid, the bidder certifies that they are not currently debarred by the Federal Government, Commonwealth of Virginia, or by any City, Town, or County from submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

M. RESPONSE FORM PROCEDURES:

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

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

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

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

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

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

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

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

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

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

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

12. The…