852367glassPps.pdf

REQUEST FOR PROPOSALS

Procurement Office

801 Crawford Street ● Portsmouth, VA 23704 Phone: (757) 393-8261 ● Email: purchasing@portsk12.com

Portsmouth Public Schools hereby seeks sealed proposals for the following:

TITLE: GLASS REPAIRS

#RFP 1118-9-2627

ISSUE DATE November 2, 2026 QUESTIONS DUE November 13, 2026

CLOSING DATE November 30, 2026

CLOSING TIME 2:00 PM

PROCUREMENT SUPERVISOR Cassandra Stanley VCM, CPP

PPS DOES NOT DISCRIMINATE AGAINST FAITH BASED ORGANIZATIONS

http://pps.k12.va.us/ mailto:purchasing@pps.k12.va.us

Portsmouth Public Schools RFP #1118-P-2627 Glass Repairs

REQUEST FOR PROPOSALS (RFP)

Issue Date: November 2, 2026 RFP No. 1118-P-2627 Commodity Code: 91030 Title: School Psychologist Contract Number: _________

Effective Date: ____________ Issued by: Using Department:

Portsmouth Public Schools Portsmouth Public Schools Procurement Office Office of Auxiliary Services 801 Crawford Street SH Clarke Annex 3rd Floor 2801 Turnpike Road Portsmouth, VA 23704 Portsmouth, VA 23707

Period of Contract: The contract term will be from date of award through December 31, 2029 with two (2) one-year renewal options.

THE PORTSMOUTH PUBLIC SCHOOLS LOCATED IN PORTSMOUTH, VIRGINIA, WILL RECEIVE SEALED PROPOSALS FOR THE ABOVE NAMED PROJECT UNTIL 2:00 PM LOCAL TIME ON NOVEMBER 30, 2026 AT THE PROCUREMENT OFFICE, 3RD FLOOR, CITY HALL BUILDING, 801 CRAWFORD STREET, PORTSMOUTH, VA 23704. ANY REPSONSES RECEIVED AFTER THE SPECIFIED TIME AND DATE WILL NOT BE CONSIDERED. Offerors shall return ALL REQUIRED RFP FORMS AND

APPLICABLE MWBE FORMS TO BE CONSIDERED FOR AWARD.

ALL INQUIRIES FOR INFORMATION SHOULD BE DIRECTED TO CASSANDRA STANLEY, PROCUREMENT SUPERVISOR, PHONE: (757) 393-8261, FAX: (757) 393-5104; All questions must be submitted via email to purchasing@portsk12.com before 5:00 PM, November 13, 2026.

RFP documents may be examined at Portsmouth Public Schools Procurement Office, City Hall Building, 801 Crawford Street, 3rd Floor- School Board Office, Portsmouth, VA 23704. Electronic copies of the RFP documents in PDF format are available for download on PPS’ Bonfire website at https://portsk12.bonfirehub.com/portal/?tab=openOpportunities. Electronic submission are only accepted through this site. RFP documents are also available through Virginia’s eProcurement Portal Website at https://eva.virginia.gov/ and DemandStar. Please refer to PPS’ Procurement Office website at http://ppsk12.us/departments/departments_n-_z/purchasing_office for more information.

It shall be the responsibility of the prospective offeror to monitor the Bonfire, eVA or DemandStar websites for published addenda and to have all addenda signed by an authorized representative of the company. All fully executed addenda must be returned to the Procurement Office along with the signed proposal. PPS will NOT accept faxed addenda.

IF PROPOSALS ARE MAILED, SEND DIRECTLY TO THE PROCUREMENT OFFICE AT THE ADDRESS SHOWN ABOVE.

IF HAND DELIVERED, DELIVER TO: Portsmouth City Hall, 801 Crawford Street, 3rd Floor-School Board, Portsmouth, VA 23704.

IT SHALL BE THE RESPONSIBILITY OF THE PROSPECTIVE OFFEROR TO ENSURE THEIR PROPOSAL IS DELIVERED

TO THE 3RD FLOOR-SCHOOL BOARD PROCUREMENT OFFICE.

IMPORTANT: OFFERORS ARE ALSO CAUTIONED NOT TO MAKE CHANGES TO THE SPECIFICATIONS OF THIS

SOLICITATION. THIS MAY RENDER THE PROPOSAL NON-RESPONSIVE.

THIS SECTION IS TO BE COMPLETED BY BIDDER’S OR OFFEROR’S AUTHORIZED REPRESENTATIVE.

Name and Address of Firm:

_________________________________________________ Date: __________________________________

________________________________________________ By: ____________________________________ (Signature in Ink) _____________________________ Zip Code: ___________ Name: __________________________________ (Please Print) Email: ___________________________________________ Title: ___________________________________

Website: _________________________________________ Phone: __________________ Fax: _______________

FID/Tax ID NO: ________________________________ Check All That Apply: DBSD Certified Business

__ Small __ Women-Owned __Minority-Owned __Micro __ Other DSBSD # ________________________

ACCEPTANCE BY PORTSMOUTH PUBLIC SCHOOLS:

NAME: _______________________________________ SIGNATURE: _______________________________________

SIGNATURE OF AUTHORIZED REPRESENTATIVE)

TITLE: _______________________________________ DATE: ________________________________________ http://pps.k12.va.us/ mailto:purchasing@pps.k12.va.us https://portsk12.bonfirehub.com/portal/?tab=openOpportunities https://eva.virginia.gov/ http://ppsk12.us/departments/departments_n-_z/purchasing_office

TABLE OF CONTENTS

I PURPOSE 4

II. BACKGROUND 4

III. STATEMENT OF NEEDS 4

IV. EVALUATION & AWARD 6

V. PROPOSAL PREPARATION & SUBMITTAL 7

REQUIREMENTS

VI. SPECIAL TERMS & CONDITIONS 8

A. Audit 8 B. Cancellation of Contact 8 C. Changes or Modifications to Solicitation Documents 9 D. Confidentiality of Personally Identifiable Information 9

E. Contact with PPS’ Staff, Representatives, and/or Agents 9 F. Contract Administrator 9 G. Contract Term/Renewals 9 H. Cooperative Procurement 10 I. Cost of Responding 10 J. E-Verify Program 10 K. Identification of Bid/Proposal Envelope 10 L. Indemnification 11 M. Independent Contractor 11 N. Invoice/Payment 11 O. M/WBE Subcontracting and Evidence of Compliance 11 P. Offerors of Record 12

Q. Oral Presentations 12 R. Procedure 13 S. Questions 13 T. RFP Closing 14 U. Disposition 14 V. Taxpayer ID Number and Certification 14 W. Withdrawal or Modification of Proposals 14 X. Price Escalation for Renewable Terms 14 Y. Continuity of Services 15

VII. LIST OF ATTACHMENTS 15

A. General Terms & Conditions B. Contractor Employee Background Certification C. State Corporation Commission Requirement D. Debarment, Suspension and Other Responsibility Matters E. M/WBE Program Forms Form A- M/WBE Utilization Commitment Form B- Listing of the Good Faith Efforts Form C- Statement of Intent to Perform Work Without Subcontracting F. Taxpayer ID Number and Certification (W-9) Form

G. M/WBE Program Policy H. Pricing Sheet

I. PURPOSE

The purpose of this Request for Proposals (RFP) is to solicit sealed proposals from qualified Offerors to establish a contract through competitive negotiation to select a glass repair contractor to provide services to Portsmouth Public Schools (PPS) on an as needed basis.

II. BACKGROUND

Located in the heart of the Hampton Roads region of Virginia, Portsmouth Public Schools (PPS) provides outstanding educational programs in an environment conducive to teaching and learning. The school division consists of three high schools, three middle schools, 13 elementary schools, three Pre-K centers, an alternative school, an adult learning facility, and a career and technology center. PPS has an enrollment of approximately 14,800 students (PreK–12). You may access the division’s official web site at https://www.ppsk12.us/.

III. STATEMENT OF NEEDS/SCOPE OF WORK

A. General Requirements

1. Contractor shall furnish all equipment, labor and/or materials for repair or installation of glass on an on-call basis. The exact nature of the work, the amount of work or the times when work will be required cannot be known in advance. Glass consists of various types and sizes for windows and doors located in approximately 24 buildings throughout PPS.

2. Contractor shall provide PPS the phone number(s) for service requests to enable contact with the Offeror’s representative on a day-to-day basis.

3. Notify PPS within 24 hours of any change to the contact phone number(s). PPS’ Contract Administrator will provide the Contractor with a list of names authorized to request glass repairs and replacement from the Contractor.

4. Contractor shall meet all registration, code and licensing requirements for doing work in PPS. Any deficiencies shall be promptly and permanently corrected by the Contractor at the successful Contractor’s expense prior to final acceptance of work.

B. Work Required

1. Normal Work Hours

Upon receipt of a telephone or written request with a Work Order Number from PPS, the successful Offeror shall visit the site of the proposed work to acquire a full understanding of the nature and scope of the project to be accomplished. The successful Offeror shall furnish PPS a written proposal of the costs to be billed at the contracted prices; a listing and description of the major items of material, parts, and equipment; the total cost of materials, parts, supplies and equipment;

and a target date for completion, expressed either as a definite date or the number of days after receipt of the purchase order. Upon approval by PPS, a purchase order will be issued as authority to proceed with the work, which will incorporate the proposal and the terms and conditions of the basic contract. PPS reserves the right to furnish any or all materials, parts, supplies and equipment required to complete a project.

2. After Normal Work Hours Rapid response to emergency repair calls is of the utmost importance in this service contract. The successful Offeror shall have qualified service personnel on the job site within two (2) hours from the time the emergency call for service is placed. This service shall be available 24 hours a day, 7 days a week, whenever necessary. In the event of emergencies, the successful Offeror must secure damaged area of building either with replacement glass or an alternative method until proper repairs can be made. The successful Offeror will receive a Work Order Number from PPS on the next business day. The successful Offeror shall furnish PPS a written cost for each emergency call to be billed at the contracted prices

C. Pricing Schedules

The cost per job (labor, tools, equipment and/or materials) under this contract shall be priced on an individual job basis. A job site visit shall be made and the number of hours required per job shall be submitted for approval and job cost calculations. Overtime hourly rates include work performed between 5:00 p.m. and 7:00 a.m., Monday through Friday and anytime on Saturday, Sunday and federal holidays. Parts and materials used to perform on-call and/or emergency repairs shall be provided at the contracted discount off list price. It shall be the Contractor’s responsibility to notify PPS in advance of any anticipated changes in prices.

D. School Locations

The School Board may, at any time during the contract term(s), request to add or remove locations.

SCHOOL ADDRESS

Brighton Elementary 1100 Portsmouth Boulevard, 23704

Churchland Academy 4061 River Shore Road, 23703 Churchland Elementary 5601 Michael Lane, 23703 Churchland Primary 5700 Hedgerow Lane, 23703 Douglass Park Elementary 34 Grand Street, 23701 Emily Spong Center 2200 Piedmont Avenue, 23704 Hodges Manor Elementary 1201 Cherokee Road, 23701 Cradock Elementary 18 Dahlgren Avenue, 23702 Waterview Elementary 3649 Hartford Street, 23707 Lakeview Elementary 1300 Horne Avenue, 23701 Mt. Hermon Preschool 3000 North Street, 23707 Olive Branch Preschool 415 Mimosa Road, 23701

Park View Elementary 260 Elm Avenue, 23704 Simonsdale Elementary 4841 Clifford Street 23707 Victory Elementary 2828 Greenwood Drive, 23701 Westhaven Elementary 3701 Clifford Street, 23707 Churchland Middle 4051 River Shore Road, 23703 Cradock Middle 21 Alden Avenue, 23702 William E. Waters Middle 600 Roosevelt Boulevard, 23701 Churchland High 4301 Cedar Lane, 23703 I. C. Norcom High 1801 London Boulevard, 23704 Manor High 1401 Elmhurst Lane, 23701 PACE Center 401 West Road, 23707 Stephen H. Clarke Annex 2801 Turnpike Road 23704 Instructional Resources Center 3651 Hartford Street, 23707

IV. EVALUATION & AWARD CRITERIA

A. Evaluation Criteria: Proposals shall be evaluated by PPS by using the following criteria:

Evaluation Criteria Weight

Specific plans or methodology to be used to perform the services to include PPS’ M/WBE Program compliance 30

Proposed Price 20

Experience and qualifications of company and personnel assigned to perform the services 30

Capability 20

TOTAL 100

B. Award of Contract:

Selection shall be made of the two or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors identified above. Negotiations shall be conducted with the Offeror(s) selected. Costs shall be considered but need not be the sole determining factor.

After negotiations have been conducted with each Offeror selected, the School

Board shall select the Offeror which in its opinion, has made the best proposal and shall award the contract to the Offeror. The School Board may cancel the RFP, reject proposals or any portion thereof at any time prior to award and is not required to furnish a statement of the reason why a particular proposal was not deemed to be the most advantageous (Section 2.2-4359D, Code of Virginia). Should the School Board determine in writing and in its sole discretion that one Offeror is clearly more highly qualified than the others under consideration; a contract may be negotiated and awarded to that Offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of this solicitation and the Contractor’s proposal as negotiated. The School Board will not sign any Offeror contract.

V. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS

A. Proposals should be as thorough and detailed as possible so that PPS may properly evaluate your capabilities to provide the required services. For the Submission of paper responses Offeror is required to submit the following items as a complete proposal. All offerors shall include the following indexed sections, with each tab clearly labeled and in this order:

• One (1) original, four (4) copies, and one (1) electronic pdf or word copy of your proposal on a flash drive or CD.

• One (1) redacted copy (only if Contractor has invoked the protections of §2.2-4342F of the Code of Virginia.

• One (1) redacted electronic copy of proposal in a text searchable format (either MS Word or text searchable pdf; only if the Contractor has invoked the protections of §2.2-4342F of the Code of Virginia.

TAB 1 - Qualification Statement: The Offeror shall provide information that documents the company’s qualifications to provide services, including its ability, capacity, skill, financial strength, and number of years of experience in providing the required services.

Sufficient detail shall be provided to demonstrate the Offeror’s understanding of the Scope of Work and willingness to satisfy all specified requirements.

TAB 2 - Methodology: The Offeror shall provide a detailed account of how the Scope of Work shall be completed. Sufficient detail shall be provided to demonstrate the Offeror’s understanding of the Statement of Needs/Scope of Work and willingness to satisfy all specified requirements. Offeror shall provide the proposed methods and equipment to be used, assistance and materials to be furnished by PPS and project plan and any other pertinent information.

TAB 3 - M/WBE Compliance: Describe the Offeror’s strategy for compliance with PPS’ MWBE Program (provided with this RFP as an attachment). This strategy must also include any and all good faith efforts made by Offeror to ensure the project goal of this solicitation is met. Failure to complete and return M/WBE forms with proposal will result in response being deemed non-responsive.

TAB 4 - Customer References: The Offeror shall provide a minimum of three (3) customers during the past five (5) years for which the firm has provided similar services.

The services provided to these customers shall be of similar size and scope. Each customer reference shall include the following information:

• Customer name, address, and telephone number

• Contact name and telephone number

• Time period of services provided

• Description of services provided

• Details of any legal challenges as a result of services provided

TAB 5 - Proposed Cost: The Offeror shall complete the Price Proposal Form to include the firm fixed price for hourly labor. Offeror shall provide any other pricing information that is relevant to this contract. Prices will be subject to negotiation.

TAB 6 - Exceptions/Alternatives: Detail any exceptions taken to the Scope of Work and General Terms and Conditions sections of this RFP. For each exception, specify the RFP page number, section number, and the exception taken. Offeror must not incorporate any standard contract documents it may have into its proposal, by reference or in full text, without listing each exception it represents to the terms and conditions of this RFP, as described in the Exceptions/Alternatives section of this RFP.

VI. SPECIAL TERMS AND CONDITIONS

The conditions set forth herein apply to all Proposals rendered to the School Board of the City of Portsmouth, VA, hereinafter referred to as the School Board. All Offerors are bound by these conditions. Please read these conditions carefully, as they are an integral part of the agreement and contract awarded to the successful Offeror.

A. Audit:

The Contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the PPS, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

B. Cancellation of Contract:

The procurement agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

C. Changes or Modifications to Solicitation Documents:

Changes or modifications to this RFP made prior to the date and time of closing will be addressed by addenda from the Issuing Office. Offerors are to acknowledge receipt of addenda in the space provided on the cover page of this RFP. Oral modifications shall not form a part of the proposal documents. This RFP and any addenda shall be incorporated, by reference, into any resulting contract.

D. Confidentiality of Personally Identifiable Information:

The Contractor assures that information and data obtained as to personal facts and circumstances related to patients or clients will be collected and held confidential, during and following the term of this agreement, and unless disclosure is required pursuant to court order, subpoena or other regulatory authority, will not be divulged without the individual’s and the agency’s written consent and only in accordance with federal law or the Code of Virginia. Contractors who utilize, access, or store personally identifiable information as part of the performance of a contract are required to safeguard this information and immediately notify the agency of any breach or suspected breach in the security of such information. Contractors shall allow the agency to both participate in the investigation of incidents and exercise control over decisions regarding external reporting.

Contractors and their employees working on this project may be required to sign a confidentiality statement.

E. Contact with the School Board’s Staff, Representatives and/or Agents:

Direct contact with the School Board’s staff, representatives and/or agents other than Procurement staff on the subject of this RFP or any subject related to this RFP is expressly prohibited except with the prior knowledge and permission of the Procurement Manager.

All questions prior to the awarding of this contract shall be made to the Issuing Office.

F. Contract Administrator

The contract administrator for this contract shall be Project Manager, or designee. Contact can be made with the Office of Auxiliary Services at 757-393-8607.

G. Contract Term/Renewal:

The contract shall be date of award through December 31, 2029 with two (2) one-year renewal options, commencing on date of award unless cancellation in accordance with Section B - Cancellation of Contract.

Price increases may be negotiated only at the time of renewal. Written notice of the PPS’ intention to renew shall be given approximately 90 days prior to the expiration date of each contract period.

If PPS elects to exercise the option to renew the contract for an additional one-year period, the contract price(s) for the additional one year shall not exceed the contract price(s) of the original contract increased/decreased by more than the percentage increase/decrease of the Urban Wage Earners and Clerical Workers category of the CPI-W section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

H. Cooperative Procurement:

Any resultant contract of this solicitation may be extended to any public agency or body in the Commonwealth of Virginia to permit those public agencies or bodies to purchase at contract prices, in accordance with the terms, conditions and specifications of this bid (Code of Virginia Chapter 43, Article 2 §2.2-4304). The successful bidder shall deal directly with each public agency or body in regard to order placement, delivery, invoicing and payment.

Note: PPS would in no way be involved in the authorized agency or body purchasing procedure other than to reference PPS’ RFP number. PPS shall not be held liable for any costs or damage incurred by another jurisdiction as a result of any award extended to that jurisdiction or political subdivision by the awarded Contractor.

I. Cost of Responding:

This solicitation does not commit PPS to pay any costs incurred by the Offeror or any other party in the preparation and/or submission of proposals or in making necessary studies or designs for the preparation thereof, nor is PPS obligated to procure or contract for such services.

J. E-Verify Program:

EFFECTIVE 12/1/13. Pursuant to Code of Virginia, §2.2-4308.2., any employer with more than an average of 50 employees for the previous 12 months entering into a contract in excess of $50,000 with any agency of the Commonwealth to perform work or provide services pursuant to such contract shall register and participate in the E-Verify program to verify information and work authorization of its newly hired employees performing work pursuant to such public contract. Any such employer who fails to comply with these provisions shall be debarred from contracting with any agency of the Commonwealth for a period up to one year. Such debarment shall cease upon the employer’s registration and participation in the E-Verify program. If requested, the employer shall present a copy of their Maintain Company page from E-Verify to prove that they are enrolled in E-Verify.

K. Identification of Bid/Proposal Envelope:

If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid/proposal should be returned in a separate envelope or package, sealed and identified as follows:

Name of Bidder/Contractor Due Date Time

Street or Box Number RFP Number RFP Title

City, State, Zip Code

L. Indemnification:

Contractor agrees to indemnify, defend and hold harmless PPS, its officers, agents, Board and employees from any liability for claims, damages and actions of any kind or nature, whether at law or in equity, incurred or suffered by PPS, directly or indirectly arising from or caused by the negligent or intentional act or omission of contractor or any of contractor’s employees or subcontractors, whether arising from the furnishing of equipment of any kind or nature or services of any kind or nature. Damages hereunder includes reasonable attorney’s fees and court costs.

M. Independent Contractor:

In providing requested services under an Agreement/Contract, Contractor will be acting as an independent contractor and not as an employee of Portsmouth City Public Schools.

Contractor and PPS acknowledge that resulting Agreement/Contract will not create a partnership or joint venture between the parties, and the Agreement/Contract will be exclusively a contract for services.

N. Invoice/Payment:

Invoices must state purchase order number, delivery location, delivery date, and an itemized list of products delivered. Invoices shall be sent to the Portsmouth School Board, P.O. Box 998, Portsmouth, VA 23705. Invoices shall cite the purchase order number. The School Board reserves the right to return incorrect invoices, including invoices not citing the purchase order number, to the Contractor for correction. Payment terms shall be net 30 days from receipt of goods and/or services of invoice, whichever is later.

O. M/WBE Subcontracting and Evidence of Compliance:

Portsmouth Public Schools’ solicitations and contract awards shall not discriminate against a Bidder or Offeror because of race, religion, color, sex, national origin, age, disability or any other basis prohibited by state law and School Board policy relating to discrimination in employment. Portsmouth Public Schools is committed to ensuring fair consideration of all suppliers in its day-to-day procurement of services, suppliers and construction.

Providing the opportunity for a wide-range of suppliers provides a competitive edge in producing high-quality, low cost innovative products and services. It is the goal of PPS that 11% of its purchases is made from minority and women-owned businesses enterprises (M/WBE) under this solicitation. This includes discretionary spending in prime contracts and subcontracts. All potential respondents are required to submit an M/WBE Subcontracting Plan to either disclose its intent to utilize subcontractors or its intent not to utilize subcontractors. All M/WBE forms must be completed and returned with the respondent’s proposal. M/WBE Forms are listed in the Appendices and included as an Attachment (Forms can also be found in the M/WBE Program Policy referenced below).

Information and instructions on completing the Forms are included in the M/WBE Program Policy.

The Contractor is encouraged to offer such subcontracting opportunities to M/WBE-certified businesses. No respondent or subcontractor shall be considered a Women- Owned Business or a Minority-Owned Business unless certified as such by the Virginia Department of Small Business and Supplier Diversity (formerly Virginia Department of Minority Business Enterprise - VDMBE), Women Business Enterprise Council (WBENC), or the Carolina-Virginia Supplier Diversity Council (CVSDC) by the due date for receipt of proposals. The prime Contractor agrees to report the use of these subcontractors by providing the PPS’ Procurement Office, at a minimum, the following information: name of small business with the DMBE certification number, phone number, total dollar amount subcontracted, and type of product/service provided.

Respondents who propose self-performance of the work under this RFP must provide supporting documentation or evidence of its historical self-performance status to show self-performance of this work is not intermittent or elected only for PPS. Additional details of the PPS’ M/WBE program and requirements are included in the PPS’ M/WBE Program Policy, which is hereby incorporated into this proposal by reference and attached to this solicitation. (Failure to complete and return M/WBE forms with proposal will result in response being deemed non-responsive).

P. Offerors of Record:

Offerors receiving a copy of this RFP from a source other than the Procurement Office or via Bonfire, DemandStar or www.eva.virginia.gov must contact the Procurement Office and provide the Offeror’s name, address, contact person, telephone and fax numbers and the RFP number. Offeror shall register with Bonfire to be added to planholders’ list and will receive notification of any addenda to this RFP.

Q. Oral Presentation:

Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the agency. 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. The issuing agency will schedule the time and location of these presentations. Oral presentations are an option of the purchasing agency and may or may not be conducted.

R. Procedure

1. Discrepancies or Omissions: In the event an Offeror finds any discrepancies or omissions in the Request for Proposal, or has any doubt as to its meaning, he shall notify the Procurement Manager, 801 Crawford Street, 3rd Floor, and Portsmouth, VA, 23704 at once. If it is found necessary, a written addendum will be sent to each Offeror. All addenda so issued shall become a part of the contract document and will be signed and returned with the Proposal. Requests for such interpretation should be in writing, addressed to the Procurement Manager not later than five (5) days prior to the date fixed for RFP closing. Oral responses, instructions, or questions do not form any part of the Request for Proposal.

2. Internet Access: All bids/proposals may be viewed on the School Board’s website at https://www.ppsk12.us/ or download from Bonfire, DemandStar or eVA.

3. Submission: The Proposal must be:

a. Sealed and submitted in a plain opaque envelope.

b. Addressed to Procurement Manager, Portsmouth Public Schools, 801

Crawford Street, 3rd Floor, Portsmouth, Virginia 23704. Offeror is responsible for ensuring proposal is delivered to this address at the specified date and time.

Deliveries after the specified time will not be accepted.

c. Clearly marked: The RFP number and closing date stated in the RFP must appear on the envelope.

4. Corrections: Any proposal submitted with corrections must have the corrections initialed by the person who signed the proposal.

5. Proposal Cost: Proposals are to be submitted in accordance with the Request for Proposal. Cost proposal submitted to perform all work/services stated herein will be “all inclusive”. All costs incurred for proposal preparation shall be the responsibility of the Offeror.

6. Validity: All information requested in the Request for Proposal must be completed in order to constitute a valid proposal. The School Board reserves the right to require selected Offerors to make an oral presentation of their proposal.

7. Deviations: Any deviations from the specifications must be set forth in the proposal.

8. Charges: All prices in the proposal shall be for all equipment, materials, supplies (including delivery), labor and any incidental expenses incurred by the Offeror. No other charges may be added.

S. Questions:

Offerors must submit questions regarding the Request for Proposal in writing by email to the Issuing Office at purchasing@portsk12.com no later than November 13, 2026.

mailto:purchasing@portsk12.com

Necessary replies will be issued to all Offerors of record as addenda that shall become part of the contract documents. Oral instructions do not form a part of the RFP documents.

Offeror is responsible for checking Bonfire, DemandStar or eVA.

T. RFP Closing:

Offeror shall ensure its proposal is time stamped by the Issuing Office no later than the closing date and time shown on the cover of this RFP. Proposals received after the specified date and time (ex: time stamped 2:01 or later) will not be considered and will be returned to the Offeror unopened.

In the event that PPS is closed due to inclement weather and/or emergency situations prior to or at the time set aside for the published RFP closing, the closing date will default to the next open business day at the same time.

U. Disposition of Proposals:

All materials submitted in response to this RFP shall become the property of PPS. One (1) copy of each proposal will be retained for official files. The copy will become public record after award of the contract and will be open to public inspection subject to the Proprietary Information/Disclosure section of this RFP.

V. Taxpayer ID Number and Certification:

Contractor must submit with its offer the attached W9 Form – Request for Taxpayer ID Number and Certification.

W. Withdrawal or Modification of Proposals:

Proposals may be withdrawn or modified by written notice received from Contractors prior to the deadline fixed for proposal receipt. The withdrawal or modification may be made by the person signing the proposal or by an individual(s) who is authorized by him/her on the face of the proposal. Written modifications may be made on the proposal form itself, on the envelope in which the proposal is enclosed, or on a separate document. Written modifications, whether the original is delivered, or transmitted by facsimile, must be signed by the person making the modification or withdrawal.

X. Price Escalation for Renewable Terms

If the contract is renewed beyond the initial contract period, the first option year, and each additional option year may be subject to a price increase. This increase will be determined by using the Consumer Price Index-All Urban Consumers (CPI-U from December to December) as reported annually by the Bureau of Labor Statistics. The current rates will be increased by the same percentage of the CPI-U for the renewal period with the increase not to exceed five percent (5%). The price increase will not be automatic and must be mutually agreed upon.

Y. Continuity of Services:

a.) The Contractor recognizes that the services under this contract are vital to the Agency and must be continued without interruption and that, upon contract expiration, a successor, either the Agency or another contractor, may continue them. The Contractor agrees:

(i) To exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor;

(ii) To make all Agency owned facilities, equipment, and data available to any successor at an appropriate time prior to the expiration of the contract to facilitate transition to successor; and

(iii) That the Agency Contracting Office shall have final authority to resolve disputes related to the transition of the contract from the Contractor to its successor.

b.) The Contractor shall, upon written notice from the Contract Officer, furnish phase-in/phase-out services for up to ninety (90) days after this contract expires and shall negotiate in good faith a plan with the successor to execute the phase-in/phase-out services. This plan shall be subject to the Contract Officer’s approval.

c.) The Contractor shall be reimbursed for all reasonable, pre-approved phase-in/phase-out costs (i.e., cost incurred within the agreed period after contract expiration that result from phase-in/phase-out operations) and a fee (profit) not to exceed a pro rata portion of the fee (profit) under this contract. All phase-in/phase-out work fees must be approved by the Contract Officer in writing prior to commencement of said work.

VII. LIST OF ATTACHMENTS

A. General Terms and Conditions B. Contractor Employee Background Certification C. State Corporation Commission Requirement D. Debarment, Suspension and Other Responsibility Matters E. M/WBE Program Forms

• Form A – M/WBE Utilization Commitment

• Form B – Listing of the Good Faith Efforts

• Form C - Statement of Intent to Perform Work Without Subcontracting F. Taxpayer Identification Number and Certification

G. M/WBE Program Policy H. Pricing Sheet