IFB 2027-01 MOTOR CONTROLS CENTER REPLACEMENT PROJECT.pdf

GOOCHLAND COUNTY SCHOOL BOARD

INVITATION FOR BID

for

MOTOR CONTROLS CENTER (MCC) REPLACEMENT PROJECT

ISSUE DATE: June 1, 2026

DUE DATE: June 30, 2026

TIME: 2:00 PM

IFB#: 2027-01

ISSUING CONTACT: Tandra Harris AP/Purchasing Supervisor Email: tharris@glnd.k12.va.us Phone: 804-556-5619 Physical/Delivery Address:

2938-I River Rd West Goochland, VA 23063

Mailing Address:

P. O. Box 169 Goochland, VA 23063-0169

TITLE SHEET: #2027-01

MOTOR CONTROLS CENTER REPLACEMENT

(This page to be used as Bidder’s Cover Page.)

OBLIGATION OF BIDDER: By submitting a bid, the Bidder covenants and agrees that he has satisfied himself, from his own investigation of conditions to be met, that he fully understands his obligation and that he will not make a claim for, or have right to cancellation or relief from the resulting contract because of any misunderstanding or lack of information.

Bidder further agrees that conditions herein have been carefully read and this bid is submitted subject to all requirements stated herein. The undersigned hereby acknowledges and agrees, if this bid is accepted, to furnish all service agreed upon in strict accordance with the contract.

NAME OF FIRM

ADDRESS OF FIRM

DATE

BY

(Signature in Ink)

NAME

(Printed Name)

TITLE

(Printed Title) eVA VENDOR or DUNS NO.

STATE CORPORATION COMMISSION (SCC) NO. Submit Attachment A

VA CONTRACTOR LICENSE NO.

FEI/FIN NO.

PHONE FAX

EMAIL

Indicate the length of time you have been in business as a company providing the type of good(s) and/or service(s) required for this contract.

YEARS MONTHS

ACKNOWLEDGE READING OF (if applicable)

☐ADDENDUM 1 ☐ADDENDUM 2 ☐ADDENDUM 3

NON-MANDATORY SITE VISIT June 11, 2026 at 4:00 p.m. at Goochland High School

The Goochland County School Board does not discriminate against faith-based organizations.

SECTION 1 PURPOSE

The intent of this Invitation for Bids and resulting contract is to obtain the services of a qualified firm to replace the Motor Controls Center at the Goochland High School Complex located at 3250 River Road West, Goochland, VA. 23063, as specified in this IFB. GHS was built in 2001.

SECTION 2 PERIOD OF CONTRACT

This contract will begin on July 15, 2026 through completion, inspection, and acceptance of work – all to occur prior to February 1st, 2027 (substantial completion date of January 3, 2027). Materials and supplies may be ordered after the date of the award with actual labor not commencing until a notice to proceed is delivered to Successful Bidder from GCSB.

SECTION 3 SCOPE OF WORK

The Successful Bidder shall provide and furnish all labor, materials, tools, installation services and all other items necessary to fully and properly perform in a workmanlike manner in accordance with the standards required for this project.

In general, the project scope includes the removal of the existing MCC-1, and MCC-E, and any conduit and wiring necessary for connection of replacement equipment. The replacement power distribution equipment will be two power panelboards, and new conduit and wiring as required. All controls in MCC-1 and MCC-E to be replaced with combination motor starters. Extend control circuits between combination motor starters to existing BAS system. See attached specifications and drawings for details.

A shutdown of the equipment powered by MCC-1 and MCC-E to facilitate the replacement shall occur over winter break 2026-2027 (December 18th, 2026 to January 3rd, 2027). During this period the facility shall be available from 7:00am to 5:00pm Monday through Friday. Nights, weekends, or additional working hours may be possible with 72 hours’ advance notice and coordination with the GCPS Facilities Director.

Access to the project areas is possible for preparation and/or rough-in before the scheduled shutdown. A chiller replacement project in the mechanical room will also occur over the 2026-2027 winter break. A high level of coordination will be required between these two projects.

SECTION 4 CONTRACTOR REQUIREMENTS

A. Bidder Qualifications

1) Business Office: Bidder’s business office shall be located within a hundred (100) mile radius of Goochland Courthouse, Virginia.

2) Successful Bidder, before Project begins, must possess familiarity with all Goochland County, Commonwealth of Virginia and federal regulations that may affect the services performed under the resultant contract.

3) Terminated Projects/Contracts: Bidder shall not have been terminated from a contract or project within the last five (5) years. If GCSB discovers during its evaluation that a termination has occurred, Bidder’s bid will be immediately disqualified.

4) Party to Litigation: Bidder shall not have been a party to litigation related to the quality or timeliness of work within the last five (5) years. If GCSB discovers during its evaluation that such a litigation or claim involved the Bidder, Bidder’s bid will be immediately disqualified.

5) Contractor’s Capacity to Perform: The Contractor shall ensure its capacity to perform under this contract, regardless of other contractual responsibilities to GCSB or elsewhere. The Contractor shall be capable of commencing work within the timeframe required herein.

6) Licensing/Certifications: Bidder shall have current appropriate licensing or certifications as of the Closing Day and Time of the receipt of bids for this IFB. It is the responsibility of the Successful Bidder to ensure any and all licenses and/or certifications remain valid during each Project.

B. Contractor Responsibilities & Manner of Conducting Work at the Job Site

1) Satisfaction: All work shall be performed according to GCSB specifications at industry standards or better, and completed to the satisfaction of the GCSB Project Coordinator. Work not meeting this standard shall be the Contractor's responsibility to rework, repair, or replace, at no cost to GCSB. A Complaint Form may be issued against the Contractor. It shall address the deficiency and corrective action needed.

2) Contractor’s Failure to Report: If the Contractor fails to commence work at the mutually agreed upon time, a Complaint Form may be issued against the Contractor. It shall address the deficiency and corrective action needed. If corrective actions are not acquired by the deadline stated in the Complaint Form, GCSB may have the work accomplished by another source and the Contractor may be held responsible for any resulting additional purchase and administrative costs in accordance with Section 16.P: Default.

3) Supervision: It shall be the Contractor's responsibility to completely supervise and direct the work of their employees as well as all subcontractors that they may utilize. Subcontractors who perform work under this contract shall be responsible to the Contractor. Contractors shall indicate the use of subcontractors on Attachment B: Bid Form. See Section 17.O: Subcontracts.

4) Conduct of Contractor's Personnel: The Contractor is responsible for the conduct of all its crew while on GCSB job sites. The conduct of all Contractor’s and subcontractor's personnel shall be professional at all times, and workers appearing to be under the influence of alcohol or drugs shall not be permitted on GCSB property. Loud, disruptive or harassing behavior will not be permitted. Substantiated reports of disruptive behavior or harassment will be grounds for the removal of the employee(s).

Repeated incidents may be grounds for termination of the contract. The Contractor’s employees shall not use or tamper with office machines, equipment and GCSB employee's or student’s personal property at any time. The Contractor's employees are not permitted to use GCSB vehicles or radios at any time. Telephone service will be permitted only for local calls pertaining to the performance of this Contract and for emergency 911 calls. The Contractor shall reverse charges on all long-distance telephone calls.

5) Contractor's Identification Cards: The Contractor, the Contractor's supervisors, employees and any/all subcontractors shall at all times on site wear a company uniform (i.e., hat, jacket, shirt, etc.) with company logo as a form of employee identification.

6) Signs or Advertisements: No signs or advertisements shall be posted on GCSB’s property without prior written approval by the GCSB Project Coordinator.

7) Continuous Operation Requirement: The Contractor shall provide sufficient equipment and personnel to complete the work within the timeframe specified. Contractor shall be allowed to stop work and demobilize between work periods defined in Section 3 if the contractor so chooses.

8) Contractor’s Failure to Report: If the Contractor fails to commence work at the mutually agreed day and time, it may be considered in default and held responsible for any resulting additional purchase and administrative costs in accordance with Section 16.P: Default.

9) Use of Premises: The Contractor shall perform their work in such a manner as not to interrupt or interfere with the operation of any existing activity on the premises. The School Principal or GCSB Project Coordinator may stop work if it is disrupting classroom activities.

10) Delivery and Parking: Arrangements may be made with the GCSB Project Coordinator to deliver material and equipment to work sites. The GCSB Project Coordinator shall approve parking.

11) Storage: The Contractor shall NOT store any flammable or hazardous materials on the GCSB property without prior approval of the GCSB Project Coordinator. Upon request, GCSB may approve and provide storage sites for the Contractor’s equipment or materials; however, GCSB will not be responsible for any damage to the Contractor’s equipment or materials. Hazardous or flammable materials that are stored after work hours shall be in covered metal containers approved by OSHA and VOSH.

The Contractor shall store their apparatus, materials, supplies, and equipment in such an orderly fashion that they will not interfere with the progress of its work or the work of any other Contractor.

12) Use of GCSB Utilities: With permission from the GCSB Project Coordinator, the Contractor may use GCSB’s water and electric. If any modifications are required, the Contractor shall obtain written permission from the GCSB Project Coordinator. The Contractor, at its expense, shall make modifications that are pre-approved by GCSB. The Contractor shall remove modifications upon completion of the project. GCSB will not charge the Contractor for the use of these utilities unless wastage occurs.

In such cases, the Contractor will be charged for the utilities at the same rates GCSB pays for them.

13) Cleanup: The Contractor shall clean up frequently so the work site presents a neat, orderly, and workmanlike appearance at all times. Floors, walls, etc., shall be swept, wiped down and the work area/site returned to the level of cleanliness prior to work commencing so the area is ready for use. If a Contractor fails to clean up at the completion of the work, GCSB may do so and reserves the right to deduct that portion from the amount due the Contractor.

14) Disposal of Refuse, Rubbish, Scrap, Debris, etc.:

(a) The Contractor is responsible to dispose of all refuse, rubbish, scrap materials and debris caused by their operations. No such refuse, rubbish, scrap material and debris shall be left within the completed work area nor buried on the project site, but shall be removed from the site and properly disposed of in a licensed landfill or otherwise as required by law. No GCSB dumpsters are to be used for disposal. The Contractor shall not dump materials down storm drains or slop sinks in or around GCSB buildings or facilities.

(b) In cases when jobs may require a roll-off dumpster on the Project site, the GCSB Project Coordinator must first approve the dumpster and all associated costs prior to Project start date. The Contractor shall provide the vendor’s invoice for the dumpster with the Contractor’s final Project invoice.

15) Damages: The Contractor shall be responsible for any damage claim, which may arise as a result of the Contractor's operations.

C. General Materials and Supplies

1) Contractor Furnished Supplies & Materials: The Contractor shall furnish all supplies and materials needed unless other arrangements are made by GCSB. The Contractor shall deliver materials to the site in original, new and unopened packages, free from defect, and containers bearing the manufacturer’s name and label. Products supplied by the Contractor shall be quality products that comply with all applicable laws, ordinances, rules, regulations and codes and are compatible with existing materials and equipment in the building involved and have been pre-approved for use by the GCSB Project Coordinator. The use of used materials is strictly prohibited.

2) Incidental Supplies: The Contractor shall be responsible for providing materials that are considered to be of the trade and shall have access to these supplies to prevent unnecessary down time.

3) GCSB Furnished Equipment: When determined to be in the best interest of GCSB, GCSB reserves the right to provide any/all necessary materials, supplies and/or equipment to the Contractor and adjust the Contractor’s estimate accordingly.

4) No Changing of Supplies Without Approval: No materials shall be reduced or changed unless approved by the GCSB Project Coordinator.

D. Personnel Requirements

1) Project Supervisor: The Contractor shall assign a person as its Project

Supervisor for the duration of the Project with GCSB. GCSB reserves the right to request an alternate Project Supervisor.

2) Crew Language: Each crew shall have a designated person capable of communicating (both verbally and in writing) and comprehending the English language. The designated person shall be capable of communicating instructions to members of the Contractor’s crew. The English used by this person must be understood by GCSB’s personnel.

E. Permits and Licenses The Contractor is responsible for obtaining any necessary licenses and permits, and for complying with any applicable Federal, State, and municipal laws, codes, and regulations, in connection with the prosecution of the work without additional expense to GCPS. Any required permits will be obtained and paid by the Contractor. An approved copy of the issued permit must be at the Project site prior to the commencement of any work.

SECTION 5 PROJECT REQUIREMENTS

A. Temporary Facilities and Controls

1) Temporary Utilities:

(a) Water, power for construction purposes and lighting are available at the site. The contractor shall be held responsible for reimbursing GCSB for any costs associated with excessive utility charges (water and electricity) due to the construction process.

(b) Provide all hoses, valves and connections for water from source designated by the owner when made available.

(c) When available, electrical power should be extended as required from the source. Provide all trailers, connections and fused disconnects.

2) Temporary Sanitary Facilities

(a) The contractor shall be allowed to use the sanitary facilities at the school. GCPS personnel will designate a restroom for contractor use. All employees including subcontractors are expected to respect and maintain the cleanliness of the restrooms during the onsite construction period.

(b) Access to school sanitary facilities can be revoked due to abuse or neglect at GCPS discretion. At that time, the contractor shall be responsible for the provision and maintenance of portable toilets or their equal.

3) Building Site:

(a) The contractor shall use reasonable care and responsibility to protect he building and site against damages. The contractor shall be responsible for the correction of any damage incurred as a result of the performance of the contract.

(b) The contractor shall remove all debris from the job site in a timely and legally acceptable manner so as to not detract from the aesthetics or the functions of the building.

4) Security:

(a) Obey the owner’s requirements for personnel identification, inspection and other security measures.

B. Job Site Protection

1) The contractor shall adequately protect building, paved areas, service drives, lawn, shrubs, trees, etc. from damage while performing the required work. Provide canvas, boards and sheet metal (properly secured) as necessary for protection and remove protection material at completion. The contractor shall repair or be responsible for costs to repair all property damaged during the roofing application.

2) During the contractor’s performance of the work, the building owner will continue to occupy the existing building. The contractor shall take precautions to prevent the spread of dust and debris, particularly where such material may sift into the building. The contractor shall provide labor and materials to construct, maintain and remove necessary temporary enclosures to prevent dust or debris in the construction area(s) form entering the remainder of the building.

3) Do not overload any portion of the building, either by use of or placement of equipment, storage or debris, or storage of materials.

4) Protect against fire and flame spread. Maintain proper and adequate fire extinguishers.

5) Store moisture susceptible materials above ground and protect with waterproof coverings.

6) Remove all traces of piled bulk materials and return the job site to its original condition upon completion of the work.

C. Safety The contractor shall be responsible for all means and methods as they relate to safety and shall comply with all applicable local, state and federal requirements that are safety related. Safety shall be the responsibility of the contractor. All related personnel shall be instructed daily to be mindful of the full-time requirement to maintain a safe environment for the facility’s occupants including staff, visitors, customers and the occurrence of general public on or near the site.

D. Workmanship

1) Applicators shall be trained and approved by the manufacturer they are representing.

2) All work shall be of the highest quality and in strict accordance with the manufacturer’s published specifications and to the building owner’s satisfaction.

3) There shall be a supervisor on the job site at all times while work is in progress.

E. Warranty

1) Provide manufacturer’s Total System Warranty covering both labor and material with no dollar limitation.

2) Pro-rated system warranties shall not be accepted.

3) Evidence of the manufacturer’s warranty reserve shall be included as part of the project submittals for the specifier’s approval.

SECTION 6 METHOD FOR INVOICING AND PAYMENT

A. Additional Work: The cost of actual work shall not exceed GCSB’s Purchase

Order without first obtaining written approval by GCSB to proceed. If during the course of the Project, additional work is required that is not listed in the original estimate and GCSB Purchase Order, the Contractor shall provide the GCSB Project Coordinator a quotation for the additional work and obtain a fully-approved Modified Purchase Order from the GCSB Project Coordinator before any additional work can be performed; otherwise, the additional work will not be paid by GCSB.

B. Corrections: Prior to final acceptance of the work by GCSB, the Contractor shall correct, repair, or replace any work that was damaged by the Contractor’s personnel. All work not meeting the approval of GCSB shall be corrected within 24 hours after notification at the Contractor’s sole expense or GCSB may arrange for the corrective work to be accomplished by other forces and reserves the right to deduct that portion from the amount due the Contractor.

C. Invoicing: The Contractor shall submit an executed and notarized Lien Waiver after completion and acceptance of the work by GCSB (AIA G702,703) to confirm payment to subcontractors, suppliers, and any other vendors prior to the County processing a payment to the Contractor for the work by those parties. The Engineer will review and certify each payment application. Owner will make payments, less 5% retainage, to the Contractor approximately 30 days after the Contractor’s Application for Payment is approved. GCSB reserves the right to request additional information to support the invoiced charges. Each invoice shall include: invoice number; invoice date; Contractor’s name; Contractor’s remittance address; GCSB Purchase Order number; description of goods and services provided; and grand total. Invoices shall be emailed to:

Tandra Harris tharris@glnd.k12.va.us and Eric Spott espott@dewberry.com

D. Payment Date: Payment will be made in accordance to Section 16.J: Payment.

SECTION 7 NON-MANDATORY SITE VISIT

A non-mandatory pre-bid conference/site visit will be held at 4:00 PM on June 11, 2026 at the location below. The purpose of this site visit is to allow potential Bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation. Bring a copy of the IFB with you. Any changes to the solicitation resulting from this site visit will be issued in a written addendum.

Goochland High School Complex 3250 River Road West Goochland, Va. 23063

SECTION 8 PRE-QUALIFICATION OF BIDDERS

GCSB has not employed a pre-qualification process. No Bidder is either pre-qualified or precluded from responding to this IFB except as indicated in Section 4.A.

SECTION 9 COMPETITION INTENDED

It is GCSB’s intent that this IFB permits competition. It shall be the Bidder’s responsibility to advise the Purchasing Officer in writing if any language requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this IFB to a single source. Such notification must be received by the Purchasing Officer by June 15, 2026 at 2pm.

SECTION 10 REFERENCES

Bidder shall provide references who can attest to the Bidder’s experience and qualifications, quality of service, timeliness and responsiveness to client’s needs. The Bidder shall use Attachment C: References to:

1) provide three (3) references of similar contracts and/or work performed under similar specifications; and

2) provide only references for projects/contracts within the past three (3) years, and ensure that contact names and telephone numbers are current.

By submitting a bid, the Bidder authorizes GCSB to undertake such investigation as may be necessary to verify the Bidder’s qualifications and reputation. The Bidder may be requested to execute a release(s) in favor of third parties who have information relative to the Bidder’s qualifications and reputation. Refusal to execute a release may result in disqualification.

SECTION 11 INFORMATION REQUESTS AND ADDENDA

All questions relating to this solicitation shall be submitted to Tandra Harris, AP/Purchasing Supervisor, Goochland County Public Schools, at tharris@glnd.k12.va.us by 2:00 PM on Monday, June 15, 2026. Questions shall be succinct and include the submitter’s name, title, company name, company address, and telephone number.

Necessary replies will be issued as addenda, which will become part of the contract documents. Oral instructions do not form a part of the bid documents.

Addenda, if any, to this IFB will be posted at this URL on the School Board’s website:

https://www.goochlandschools.org/page/bids-and-proposals and attached to the original IFB on eVa. Bidders shall ascertain prior to submitting a bid that all issued addenda have been received, read, and addressed in their bids if or where necessary.

SECTION 12 BID EVALUATION AND AWARD

It is the intent to award all items to the 1) lowest responsive and responsible bidder on the basis of a firm fixed unit price, 2) provided the bid price is reasonable and it is in the best interest of GCPS to accept it, and 3) compliance with all provisions of the IFB.

1) Award may be made to as many bidders as deemed necessary to fulfill the anticipated requirements. GCPS reserves the right to award a contract by individual items, in the aggregate, or in combination thereof, or to reject any or all bids and to waive any informality in bids received whenever such rejection or waiver is in the best interest of the school division. GCPS also reserves the right to reject the bid of a bidder deemed to be a non-responsible bidder.

2) In determining the responsibility of a bidder, the following criteria may be considered:

(a) The ability, capacity and skill of the bidder to perform the contract or provide the service required;

(b) Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;

(c) The character, integrity, reputation, judgment, experience and efficiency of the bidder;

(d) The quality of performance of previous contracts or services;

(e) The previous and existing compliance by the bidder with laws and ordinances relating to the contract or services;

(f) The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service;

(g) The quality, availability and adaptability of the goods or services to the particular use required;

(h) The ability of the bidder to provide future maintenance and service for the use of the subject of the contract;

(i) The number and scope of the conditions attached to the bid;

(j) Whether the bidder is in arrears to GCPS on debt or contract or is a defaulter on surety to GCPS or whether the bidder's County taxes or assessments are delinquent; and

(k) Such other information as may be secured by GCPS Purchasing Supervisor having a bearing on the decision to award the contract.

If an apparent low bidder is not awarded a contract for reasons of non-responsibility, GCPS Purchasing Supervisor shall so notify that bidder and shall have recorded the reasons in the contract file.

3) Lowest pricing, quality goods and services, availability, warranty, return policy and service are factors in awarding this contract. GCPS reserves the right to:

(a) Accept other than the lowest price.

(b) Waive minor defects or technicalities, formalities and informalities.

(c) Award either in whole or in part, whichever is deemed in the best interest of GCPS.

(d) Reject any or all bids, in whole or in part, to waive any informality and to delete items prior to making the award, whenever it is deemed in the sole opinion of GCPS to be in its best interest.

(e) Award to multiple vendors.

(f) Make the sole determination if any item is an equal.

(g) Request the submission of bid modifications at any time before the award is made. Alter the scope of work reasonably and bid documents until a contract is executed. This is an accepted practice if all bids are over budget.

4) GCPS reserves the right to base its evaluation on a “Should Cost” analysis to reflect the real costs to GCPS arising out of or incidental to the award. Proposing firms should therefore avoid unbalanced pricing and other cost presentation tactics that attempt to understate, conceal or distort real costs or otherwise take advantage of a mere formula-oriented, non-judgmental type of cost or price analysis. GCPS shall look to substance more than format and shall perform its cost/price evaluation on the basis of probable real costs.

5) GCPS reserves the right to negotiate with the lowest responsive and responsible bidder, should the lowest bid exceed the budget set aside for this project.

SECTION 13 AWARD OF CONTRACT

The following documents shall be incorporated by reference in the resulting contract and become a part of said contract: IFB and all attachments; Bidder’s response to the IFB; any GCPS purchase order; and any addenda subsequently issued.

SECTION 14 BID REQUIREMENTS

A. Bids should be as thorough and accurate as possible. Bidder is required to submit items in a complete proposal; omission of any signatures, required pages or omission of information requested within those pages, may cause Bidder to be deemed non-responsive and eliminated from further consideration. Bidder shall not submit corporate marketing materials or other pre-printed materials to supplant the written requirements of the response.

B. Required Forms: The Bidder must include the following completed attachments as part of its bid submission. GCSB reserves the right to disqualify a bid if any of the following is not returned and/or completed in full:

£ Title Sheet (page 2 of this IFB) – To be used as bid cover £ Attachment A: State Corporation Commission Form £ Attachment B: Bid Sheet £ Attachment C: References £ Attachment D: Contractor Background Certification Form £ Attachment E: Statement of Non-Collusion Form £ Attachment F: Debarment Certification £ Attachment G: Certification as to New Restrictions on Lobbying £ Bid Bond

C. Bid Cover: The Contractor shall use Title Sheet (page 2) of this IFB as the cover of each copy. The original Title Sheet signed in ink shall be the cover for the original bid document.

D. Bid Copies: Bidder shall submit one (1) hard copy with all signatures in ink or one (1) digital copy of the proposal via email to tharris@glnd.k12.va.us. If additional copies are required, the Purchasing Officer will request them.

E. Bid Bond: If the total bid price, including any add alternates and not excluding any deduct alternates, exceeds $50,000, the Bid shall be accompanied by Bid security in the amount of five (5%) percent of the Bid amount in the form of a Bid Bond from a Surety legally authorized to do business in Virginia, or a cashier's check, or certified check payable to GOOCHLAND COUNTY, VIRGINIA.

F. Bid Labelling: The complete bid should be delivered in an envelope or package and legibly identified as follows:

Name of Firm/Bidder

Address of Firm/Bidder Telephone of Firm/Bidder:

IFB Number: 2027-01 IFB Title: Motor Controls Center Replacement Project

GCPS Procurement Officer: Tandra Harris

G. Bid Receipt: All bids must be received at the front reception desk of the Goochland County School Board Office no later than 2:00 PM (EST) on Tuesday, June 30, 2026 (“the Closing Date and Time”). All bids received by hand-delivery, postal mail, or delivery services, shall be accepted if received in their entirety and date/time stamped no later than the Closing Date and Time.

Telephone or facsimile bids will not be accepted.

H. Late Bids: Bids received and date/time stamped after the Closing Date and Time will become part of the procurement file. No allowance will be made for postmark error, error in delivery to incorrect address, or delivery service delay. All overnight delivery services do not guarantee timely next day delivery to this location;

check with the service you use.

I. School Board Office Closures: If the School Board Office is closed for business at the Closing Date and Time scheduled, for inclement weather or whatever reason, bids will be accepted on the next scheduled business day, at the originally scheduled time. Note: GCPS closings due to inclement weather do not necessarily indicate a School Board Office closure. Bidder shall have responsibility for verifying any assumed School Board Office closures by calling the School Board Office at (804) 556-5630.

SECTION 15 IFB SCHEDULE OF EVENTS

A. The following IFB Schedule of Events in Table 1 represents the best estimate of the schedule GCSB will follow. lf a component of the schedule is delayed, it shall be anticipated that the remaining components will also be delayed by a similar number of days. Any significant change to the schedule will be published via IFB addendum.

Table 1: IFB Schedule of Events

Event Date Invitation for Bids lssued June 1, 2026

Non-Mandatory Pre-bid Conference/Site Visit June 11, 2026 at 4:00 p.m. at

GHS

Deadline for Questions June 15, 2026 at 2:00 p.m.

Final Addendum Published, if any June 17, 2026

Deadline for Bid Submissions & Public Opening Immediately After

June 30, 2026 at 2:00 p.m.

SECTION 16 GENERAL TERMS AND CONDITIONS

A. VENDORS MANUAL: This solicitation is subject to the provisions of the

Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in its entirety. The procedure for filing contractual claims is in Section 7.19 of the Vendors Manual.

A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at www.eva.virginia.gov under “Vendors Manual” on the Vendors tab.

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choices of law provisions, and any litigation with respect thereto shall be brought in the Circuit Court of Goochland County, Virginia. The School Board and Contractor are encouraged to resolve any issues in controversy arising from the award of a contract or any contractual dispute using Alternative dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366).

ADR procedures are described in Chapter 9 of the Vendors Manual. The

Contractor shall comply with all applicable federal, state and local laws, rules and regulations now in effect or hereafter adopted, in the performance of this contract. Notwithstanding any other provision of the contract, no claim or dispute under the contract shall be subject to binding arbitration. The parties hereto consent to the jurisdiction and venue of said Court.

C. ANTI-DISCRIMINATION: Bidder certifies to the Commonwealth that it will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the contract is with a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).

1) During the performance of this contract, the Bidder agrees as follows:

(a) The Bidder will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any 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 Bidder. The Bidder agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

(b) The Bidder, in all solicitations or advertisements for employees placed by or on behalf of the Bidder, will state that such Bidder 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.

(d) The requirements of these provisions 1. and 2. are a material part of the contract. If the Bidder violates one of these provisions, the School Board may terminate the affected part of this contract for breach, or at its option, the whole contract.

(e) In accordance with Executive Order 61 (2017), a prohibition on discrimination by the Contractor, in its employment practices, subcontracting practices, and delivery of goods or services, on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, political affiliation, disability, or veteran status, is hereby incorporated in this contract.

1) The Bidder will include the provisions of Paragraph 1 above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or Bidder.

D. ETHICS IN PUBLIC CONTRACTING: By submitting a proposal, Bidder certifies that the proposal is made without collusion or fraud and that Bidder has not offered or received any kickbacks or inducements from any other Bidder, supplier, manufacturer or subcontractor in connection with its proposal, and that they have not conferred on 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.

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By entering into a written contract with the School Board, the Bidder certifies that the Bidder 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.

F. DEBARMENT STATUS: By participating in this contract, the Offeror certifies that they are not currently debarred by the Commonwealth of Virginia or Federal Government for the type of goods and/or services covered by this contract.

Offeror further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the Commonwealth of Virginia or Federal Government. The certification regarding debarment, suspension, proposed debarment, and other responsibility matters attached to this Request for Proposal must be executed and returned with the offer documents. See Attachment F

G. ANTITRUST: By entering into a contract, the Bidder conveys, sells, assigns, and transfers to the School Board all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the School Board under said contract.

H. MANDATORY USE OF TERMS AND CONDITIONS: No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

I. CLARIFICATION OF TERMS: If any prospective Bidder has questions about the specifications or other solicitation documents, the prospective Bidder should contact the GCSB representative whose name appears on the face of the solicitation no later than five (5) working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the School Board.

J. PAYMENT: Where applicable:

1) To Prime Contractor:

(a) Invoices for items ordered, delivered and accepted shall be submitted by the Contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number; social security number (for individual Contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

(b) Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

(c) All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the Contractor at the contract price, regardless of which public agency is being billed.

(d) The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

(e) Unreasonable Charges. Under certain emergency conditions and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, Contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be resolved in accordance with Code of Virginia, § 2.2-4363 and - 4364. Upon determining that invoiced charges are not reasonable, the School Board shall notify the Contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2-4351. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

2) To Subcontractors:

(a) Within seven (7) days of the Contractor’s receipt of payment from the School Board, a Contractor awarded a contract under this solicitation is hereby obligated:

i. To pay the subcontractor(s) for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

ii. To notify the School Board and the subcontractor(s), in writing, of the Contractor’s intention to withhold payment and the reason.

(b) The Contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the Contractor that remain unpaid seven (7) days following receipt of payment from the School Board, except for amounts withheld as stated in (2) above. The date of mailing of any payment by United States mail is deemed to be payment to the addressee. These provisions apply to each sub-tier Contractor performing under the primary contract. A Contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the School Board.

K. PRECEDENCE OF TERMS: In the event there is a conflict between any of the General Terms and Conditions and any Special Terms and Conditions in this contract, the Special Terms and Conditions shall apply.

L. QUALIFICATIONS OF BIDDER: The School Board may make such reasonable investigations as deemed proper and necessary to determine the ability of the Bidder to perform the services/furnish the goods and the Bidder shall furnish to the School Board all such information and data for this purpose as may be requested. The School Board reserves the right to inspect Bidder’s physical facilities prior to award to satisfy questions regarding the Bidder’s capabilities.

The School Board further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such Bidder fails to satisfy the School Board that such Bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

M. TESTING AND INSPECTION: The School Board reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

N. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the Bidder in whole or in part without the written consent of the School Board.

O. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:

1) The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the main contract. Any increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract. The Contractor and/or Subcontractor markup for overhead and profit is limited to 10% of direct work only.

2) The School Board may order changes within the general scope of the contract at any time by written notice to the Bidder. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The Bidder shall comply with the notice upon receipt, unless the Bidder intends to claim an adjustment to compensation, schedule, or other contractual impact that would be caused by complying with such notice, in which case the Bidder shall, in writing, promptly notify the School Board of the adjustment to be sought, and before proceeding to comply with the notice, shall await the School Board's written decision affirming, modifying, or revoking the prior written notice. If the School Board decides to issue a notice that requires an adjustment to compensation, the Bidder shall be compensated for any additional costs incurred as the result of such order and shall give the School Board a credit for any savings. Said compensation shall be determined by one of the following methods:

(a) By mutual agreement between the parties in writing; or

(b) By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the Bidder accounts for the number of units of work performed, subject to the School Board’s right to audit the Bidder’s records and/or to determine the correct number of units independently; or

(c) By ordering the Bidder to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The Bidder shall present the School Board with all vouchers and records of expenses incurred and savings realized. The School Board shall have the right to audit the records of the Bidder as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the School Board within 30 days from the date of receipt of the written order from the School Board. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contract or, if there is none, in accordance with the disputes provisions of the Commonwealth of Virginia Vendors Manual.

Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the Bidder from promptly complying with the changes ordered by the School Board or with the performance of the contract generally.

(d) The School Board will consider adding additional Contractors to the contract assuming they submit a reasonable bid and are considered responsible. The process will only be conducted once each year during the renewal period. Interested Contractors should submit their bids approximately 90 days prior to the expiration of the contract term stated herein.

P. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the School Board, after due oral or written notice, may procure them from other sources and hold the Bidder responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies that the School Board may have.

Q. TAXES: The School Board is exempt from federal excise tax and from all state and local taxes. Bidder shall not include such taxes in any invoices under this agreement. Upon request, the School Board will furnish the Bidder with a Sales and Use Tax Certificate, Form ST-12, or the School Board’s tax exempt number.

R. INSURANCE: By signing and submitting a proposal under this solicitation, the Bidder certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with §§ 2.2-4332 and 65.2-800 et seq. of the Code of Virginia. The Bidder further certifies that the Contractor and any subcontractors will maintain this insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

Minimum Insurance Coverage and Limits:

1) Workers’ Compensation - Statutory requirements and benefits.

2) Employer’s Liability - $100,000.

3) Commercial General Liability - $1,000,000 per occurrence and

$2,000,000 in the aggregate.

4) Automobile Liability - $1,000,000 combined single limit.

The Successful Bidder shall submit certificates of insurance to the School Board prior to beginning work under the resulting contract and no later than ten (10) days after award of the contract. All policies of insurance shall carry the provision that the insurance will not be cancelled or materially modified without 30 days prior written notice to the School Board or to the extent permitted by Virginia law.

Failure to notify the School Board shall constitute a material breach of the contract.

The certificates of insurance shall list the School Board as the additional insured for the specified project as outlined in this IFB. Copies of actual endorsements to the policy shall be required to confirm any special request, such as, additional insured status. A certificate of insurance shall not be issued or delivered that gives the impression there are coverage terms the referenced policy does not specifically provide.

The establishment of minimum limits of insurance by the School Board does not reduce or limit the liability or responsibilities of the Successful Bidder.

S. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the School Board will publicly post such notice for a minimum of ten (10) days.

T. DRUG-FREE WORKPLACE: During the…