9-1104-B-2526 Food Service Equipment.pdf

INVITATION TO BID

Procurement Office 801 Crawford Street ● Portsmouth, VA 23704

Phone: 757-393-8261 ● Email: purchasing@portsk12.com

Portsmouth Public Schools hereby seeks sealed bids for the following:

TITLE: FOOD SERVICE EQUIPMENT

ITB# 1104-B-2526

ISSUE DATE November 3, 2025

MANDATORY PRE-BID

MEETING/SITE VISIT November 10, 2025 at 9am

QUESTIONS DUE November 11, 2025

CLOSING DATE November 24, 2025

CLOSING TIME 2:00 PM

PROCUREMENT SUPERVISOR CASSANDRA STANLEY VCM, CPP

PPS DOES NOT DISCRIMINATE AGAINST FAITH BASED ORGANIZATIONS

mailto:purchasing@pps.k12.va.us

Portsmouth Public Schools ITB #1104-B-2526 FOOD SERVICE EQUIPMENT

INVITATION TO BID (ITB)

Issue Date: November 3, 2025 ITB No. 1104-B-2526 Commodity Codes: 16585, 16560, 16507, 16505, 16547, 16546, 74013, 74070 Title: Food Service Equipment Contract Number: ___________ Issued by: Effective Date: ___________ Portsmouth Public Schools Using Department:

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

THE PORTSMOUTH PUBLIC SCHOOLS LOCATED IN PORTSMOUTH, VIRGINIA, WILL RECEIVE SEALED BIDS FOR THE ABOVE NAMED PROJECT UNTIL 2:00 PM LOCAL TIME ON NOVEMBER 24, 2025 AT THE PROCUREMENT OFFICE, 3RD FLOOR, CITY HALL BUILDING, 801 CRAWFORD STREET, PORTSMOUTH, VA 23704. ANY BIDS RECEIVED AFTER THE SPECIFIED TIME AND DATE WILL NOT BE CONSIDERED. Bidders shall return ALL REQUIRED BID FORMS AND APPLICABLE MWBE FORMS with bid. Failure to return the MWBE forms will result in your bid being deemed non-responsive and ineligible for award.

ALL INQUIRIES FOR INFORMATION SHOULD BE DIRECTED TO Cassandra Stanley (757) 393-8261, FAX: (757) 393-5104; All questions must be submitted via email to purchasing@portsk12.com before 5:00 PM, November 11, 2025.

Bid 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 bid 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. Bids 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 bidder 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 bid. PPS will NOT accept faxed addenda.

IF BIDS 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 BIDDER TO ENSURE THEIR BID IS DELIVERED TO THE 3RD

FLOOR-SCHOOL BOARD PROCUREMENT OFFICE.

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

SOLICITATION. THIS MAY RENDER THE BID 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: ________________________________________ 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. STATEMENT OF NEEDS/SCOPE OF WORK 4

III. SPECIAL TERMS & CONDITIONS 6

A. Audit 6 B. Award 6 C. Bidders of Record 6 D. Brand Name or Equal 7 E. Cancellation of Contract 7 F. Changes or Modifications to Solicitation Documents 7 G. Contact with the School Board’s Staff, Representatives and/or Agents 7 H. Contract Administrator 7 I. Contractor of Record 7 J. Cooperative Procurement 8 K. Cost of Responding 8 L. Disposition of Bids 8 M. E-Verify Program 8 N. Identification of Bid Envelope 8 O. Indemnification 9 P. Independent Contractor 9 Q. Invoice/Payment 9 R. ITB Closing 9 S. M/WBE Subcontracting and Evidence of Compliance 9 T. Procedure 10 U. Questions 11 V. Taxpayer ID Number and Certification 11 W. Withdrawal or Modification of Bids 11 X. Price Escalation/De-Escalation 11 Y. Extra Charges Not Allowed 12 Z. Maintenance Manuals 12 AA. Ordering Options 12 BB. Preventative Maintenance 12 CC. Warranty of Materials & Workmanship 12 DD. Work Site Damages 13

IV. MANDATORTY PREBID/SITE VISIT 13

V. LIST OF ATTACHMENTS 13

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 Form D- Letter of Intent of Perform as a Subcontractor or Sub consultant

Form E- Documentation for all Payment to Subcontractors/Suppliers/Service Providers

Form F- Subcontract/Purchase Opportunities F. Taxpayer ID Number and Certification (W-9) Form G. M/WBE Program Policy H. Pricing Sheet

I. PURPOSE

The School Board of the City of Portsmouth Virginia, hereinafter referred to as “PPS”, is seeking bids from qualified contractors to provide food service equipment as described by this solicitation to include removal of existing equipment and installation of the new equipment.

II. STATEMENT OF NEEDS/SCOPE OF WORK

A. The Contractor shall furnish all labor, equipment, materials, and supplies necessary to furnish and install fully functioning food service equipment. The Successful Contractor shall furnish and install all hardware, mounting brackets, electrical connections, and all required components necessary to provide a complete and turnkey installation. Turnkey installation to include removal and disposal of existing machines, delivery, setting in place, and final electrical and plumbing connections. The existing ductwork is to be reused and attached to the new machines.

All work shall be performed at the following school locations, including delivery of equipment:

Churchland Academy Churchland Middle School 4061 River Shore Road 4051 River Shore Road Portsmouth, VA 23703 Portsmouth, VA 23703

William E. Waters Middle Waterview Elementary 600 Roosevelt Blvd. 3649 Hartford Street Portsmouth, VA 23701 Portsmouth, VA 23707

Hodges Manor Elementary Brighton Elementary 1201 Cherokee Road 1100 Portsmouth Blvd.

Portsmouth, VA 23701 Portsmouth, VA 23704

Manor High School Lakeview Elementary 1401 Elmhurst Lane 1300 Horne Ave.

Portsmouth, VA 23701 Portsmouth, VA 23701

Cradock Elementary School 21 Alden Ave.

Portsmouth, VA 23702

Site visits are mandatory and required to ensure new equipment will work with existing electrical wiring, gas supply, power supply and plumbing. Bids will only be accepted by contractors in attendance.

B. The quality of all services rendered hereunder shall conform to the highest standards in the relevant profession, trade or field of endeavor. All Contractor services shall be rendered by or supervised directly by individuals fully qualified in the relevant profession/trade and holding any license(s) required by law. The Contractor shall adhere to all Local, State, and/or Federal regulations and/or standards pertaining to this type of work.

C. The Contractor shall plan and coordinate all work with the PPS’ Food Service Coordinator in order to complete all work in an orderly and expeditious manner.

D. The Contractor shall make all arrangements for delivery, unloading, receiving and storing materials in the building during installation. Delivery is required to each school, to include all associated work to ensure the proper operation of equipment.

The School Board will not assume any responsibility for receiving these shipments. The Contractor shall check with the owner and make necessary arrangements for security and storage space in the building during installation. The Contractor shall notify the School Board 48 hours prior to delivery of any items so that personnel may be available to allow access to the building and verify items received. Notification shall be made to:

James Riddick Nutrition Services Coordinator 2801 Turnpike Road Portsmouth, VA 23707 Phone: (757) 393-8366 Email: james.riddick@portsk12.com

E. The Contractor shall perform his contract in such a manner as not to interrupt or interfere with the operation of any existing activity on the premises or with the work of any Contractor.

F. The Contractor shall remove existing equipment, which consists of the disconnection of all electrical, gas, water and mounting brackets, as applicable. The equipment must be removed from the building and property with no damage to floors, walls, doors or any other part of the building or property from which the equipment is being removed. If the Contractor chooses not to keep the equipment, it shall be removed from the site and properly disposed of in a licensed landfill or otherwise as required by law.

G. The Contractor shall store his apparatus, materials, supplies, and equipment in such orderly fashion at the site of the work as will not unduly interfere with the progress of his work or the work of any other Contractor.

H. The Contractor shall not operate or disturb the setting of any valves, switches or electrical equipment on the service lines to the building except by proper previous arrangement with the owner. The Contractor shall give ample advance notice of the need for cut offs which will be scheduled at the convenience of the owner.

I. The new equipment must be fully installed. This will include, when applicable, all electrical, gas connections, and plumbing that is required to make equipment operational. The equipment must be mounted in the same position, or as close to the same position, as the existing piece of equipment unless otherwise directed by the PPS’ mailto:james.riddick@portsk12.com designated representative. Some fabrication may be required to ensure cosmetic appearance and functionality is the same as existing equipment.

J. The Contractor expressly undertakes, either directly or through his subcontractor(s) all cutting, filling, or patching of his work required to make the same conform to the drawings and specifications, and, except with the consent of the owner, not to cut or otherwise alter the work of any other Contractor. The Contractor shall not damage or endanger any portion of the work or premises, including existing improvements, unless called for by the contract.

K. At the conclusion of the work, the Contractor shall demonstrate to PPS’ authorized representative that the work is in compliance with these specifications. Any deficiencies shall be promptly and permanently corrected by the Contractor at the Contractor’s sole expense prior to final acceptance by PPS.

L. The Contractor shall provide factory startup, demonstration, and operations and maintenance manuals with wiring diagrams, parts list, and a copy of all warranties. 18-month warranty is required.

IV. SPECIAL TERMS AND CONDITIONS

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. Award:

PPS may elect to award a contract to more than one vendor. The award of contracts shall be at the sole discretion of PPS. Unless cancelled or rejected, a responsive bid from the lowest responsible bidder shall be accepted as submitted, except that if the bid from the lowest responsible bidder exceeds available funds, PPS may negotiate with the apparent low, reject any or all Bids in whole or in part and to waive any informalities in the process. Further, PPS reserves the right to enter into any contract deemed to be in PPS’ best interest.

C. Bidders of Record:

Bidders receiving a copy of this ITB from a source other than the Purchasing Office or via DemandStar or eVA must contact the Purchasing Office and provide the Bidder’s name, address, contact person, telephone and fax numbers and the ITB number. Bidder wanting to be added to PPS plan holders’ list must register at https://portsk12.bonfirehub.com/portal/?tab=openOpportunities and will receive notification of any addenda to this ITB.

https://portsk12.bonfirehub.com/portal/?tab=openOpportunities

D. Brand Names or Equal:

The use of a brand name, make or manufacturer within the specifications does not restrict the Bidder solely to that specified. Instead, it serves to convey to the Bidder the style, type, character and quality of the item desired. Any item which the School Board in its sole discretion determines to be equal of that specified, considering quality, workmanship, economy of operation and suitability for the purpose intended shall be accepted. It shall be the responsibility of the Bidder to submit an exact description of the proposed alternate and, if requested, to provide exact samples of the proposed item prior to contract award.

E. 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.

F. Changes or Modifications to Solicitation Documents:

Changes or modifications to this ITB made prior to the date and time of closing will be addressed by addenda from the Issuing Office. Bidders are to acknowledge receipt of addenda in the space provided on the cover page of this ITB.

Oral modifications shall not form a part of the bid documents. This ITB and any addenda shall be incorporated, by reference, into any resulting contract.

G. 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 ITB or any subject related to this ITB 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.

H. Contract Administrator:

The contract administrator for this contract shall be James Riddick, Coordinator of Nutrition Services, at (757) 393-8366.

I. Contractors of Record:

Contractors receiving a copy of this ITB from a source other than the Procurement Office, Bonfire or eVA or DemandStar must contact the Procurement Office and provide the Contractor’s name, address, contact person, telephone and fax numbers and the ITB number.

Contractor will be included to receive notification of any addenda to this ITB.

J. 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’ ITB 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.

K. Cost of Responding:

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

L. Disposition of Bids:

All materials submitted in response to this ITB shall become the property of PPS. One (1) copy of each bid will be retained for official files. Said 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 ITB.

M. 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.

N. Identification of Bid 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/Offeror Street or Box Number City, State, Zip Code IFB/RFP Number IFB/RFP Title Due Date and Time

O. Indemnification:

Contractor agrees to indemnify, defend and hold harmless PPS, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the Contractor/any services of any kind or nature furnished by the Contractor, provided that such liability is not attributable to the sole negligence of the using agency or to failure of the using agency to use the materials, goods, or equipment in the manner already and permanently described by the Contractor on the materials, goods or equipment delivered.

P. 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.

Q. Invoice/Payment:

Invoices must accompany each delivery. 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 or emailed to accounts.payable@portsk12.com. 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.

R. ITB Closing:

Bidder shall ensure its bid is time stamped by the Issuing Office no later than the closing date and time shown on the cover of this ITB. Bids received after the specified date and time (ex:

time stamped 2:01 or later) will not be considered and will be returned to the Bidder 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 ITB/RFP closing, the closing date will default to the next open business day at the same time.

S. M/WBE Subcontracting and Evidence of Compliance:

Portsmouth Public Schools’ solicitations and contract awards shall not discriminate against a Bidder/Offeror or Contractor 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 13% its purchases is made from minority and women-owned businesses enterprises (M/WBE) under this solicitation. This includes discretionary spending in prime contracts mailto:accounts.payable@portsk12.com 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 Attachment E and the Program Policy document is included as an Attachment. (Forms can also be found in the M/WBE Program Policy which is referenced as an attachment). 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 (DSBSD and formerly Virginia Department of Minority Business Enterprise - DMBE), 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 DSBSD certification number, phone number, total dollar amount subcontracted, and type of product/service provided. Respondents who propose self-performance of the work under this solicitation 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).

T. Procedure

1. Discrepancies or Omissions: In the event a Bidder finds any discrepancies or omissions in the ITB or has any doubt as to its meaning, he shall notify the Procurement Office or 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 Bidder.

All addenda so issued shall become a part of the contract document and will be signed and returned with the bid. Requests for such interpretation should be in writing, addressed to the Procurement Office not later than five (5) days prior to the date fixed for ITB closing. Oral responses, instructions, or questions do not form any part of the Invitation to Bid.

2. Internet Access: All bids/proposals may be viewed on the School Board’s Bonfire website at https://portsk12.bonfirehub.com/portal/?tab=openOpportunities or download from www.eva.virginia.gov or the DemandStar website.

3. Submission: The Bid 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. Bidder is responsible for ensuring bid is delivered to this address at the specified date and time.

Deliveries after the specified time will not be accepted.

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

https://portsk12.bonfirehub.com/portal/?tab=openOpportunities http://www.eva.virginia.gov/

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

5. Bid Cost: Bids are to be submitted in accordance with the Invitation to Bid. Cost proposal submitted to perform all work/services stated herein will be “all inclusive”.

All costs incurred for bid preparation shall be the responsibility of the Bidder.

6. Validity: All information requested in the Invitation to Bid must be completed in order to constitute a valid bid.

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

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

U. Questions:

Bidders must submit questions regarding the Invitation to Bid in writing by email to the Issuing Office at purchasing@portsk12.com by November 11, 2025. Necessary replies will be issued to all Bidders of record as addenda that shall become part of the contract documents. Oral instructions do not form a part of the ITB documents. Bidder is responsible for checking available sites.

V. Taxpayer ID Number and Certification:

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

W. Withdrawal or Modification of Bids:

Bids may be withdrawn or modified by written notice received from bidders prior to the deadline fixed for bid receipt. The withdrawal or modification may be made by the person signing the bid or by an individual(s) who is authorized by him/her on the face of the bid.

Written modifications may be made on the bid form itself, on the envelope in which the bid 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/De-Escalation:

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.

http://purchasing@portsk12.com

Y. Extra Charges Not Allowed:

The bid price shall be for complete installation ready for the Commonwealth’s use, and shall include all applicable freight and installation charges; extra charges will not be allowed.

Z. Maintenance Manuals:

The Contractor shall provide with each piece of equipment an operations and maintenance manual with wiring diagrams, parts list, and a copy of all warranties.

AA. Ordering Option:

Portsmouth Public Schools, may, during the first year after this contract is awarded, with the concurrence of the Contractor, place additional orders under the contract at the original unit price through the issuance of separate purchase orders.

BB. Preventive Maintenance:

The Contractor shall provide necessary preventive maintenance, required testing and inspection, calibration and/or other work necessary to maintain the equipment in complete operational condition during the warranty period.

CC. Warranty of Materials and Workmanship:

i. The contractor warrants that, unless otherwise specified, all materials and equipment incorporated in the work under the contract shall be new, in first class condition, and in accordance with the contract documents. The contractor further warrants that all workmanship shall be of the highest quality and in accordance with contract documents and shall be performed by persons qualified at their respective trades.

ii. Work not conforming to these warranties shall be considered defective.

iii. This warranty of materials and workmanship is separate and independent from and in addition to any of the contractor’s other guarantees or obligations in this contract.

iv. All materials and equipment shall be fully guaranteed against defects in material and workmanship for a period of one (1) year following date of delivery. Should any defect be noted by the owner, the Purchasing Office will notify the contractor of such defect or non-conformance. Notification will state either (1) that the contractor shall replace or correct, or (2) the owner does not require replacement or correction, but an equitable adjustment to the contract price will be negotiated. If the contractor is required to correct or replace, it shall be at no cost to PPS and shall be subject to all provisions of this clause to the same extent as materials initially delivered. If the contractor fails or refuses to replace or correct the deficiency, the office issuing the purchase order may have the materials corrected or replaced with similar items and charge the contractor the costs occasioned thereby or obtain an equitable adjustment in the contract price.

DD. Work Site Damages:

Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to PPS’ satisfaction at the contractor’s expense.

IV. MANDITORY PREBID/SITE VISITS

Mandatory Pre-Bid meetings/site visits will be conducted on November 10, 2025 at 9:00 am at Manor High School located at 1401 Elmhurst Lane, Portsmouth, VA 23701. The purpose of this conference is to allow Bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

Site visits are required for installation purposes and to ensure equipment will work with existing electrical wiring, gas supply, power supply and plumbing. Site visits will be held directly after the Pre-Bid.

V. 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

• Form D – Letter of Intent to Perform as a Subcontractor or Sub consultant

• Form E – Documentation for all Payment to

Subcontractors/Suppliers/Service Providers

• Form F – Subcontract/Purchase Opportunities

F. Taxpayer Identification Number and Certification G. M/WBE Program Policy H. Pricing Sheet