IFB #2027-09022026 Vehicle Maintenance Facility Renovation & Addition.pdf

600 North Main Street, Suite 200 · Woodstock, VA 22664 · (540) 459-6222 · FAX (540) 459-6707

INVITATION FOR BID

IFB #2027-09022026

ISSUE DATE:September 2, 2026

TITLE:Vehicle Maintenance Facility Renovations andAddition

DUE DATE:Friday, September 18, 2026 12:00 P.M. localtime

Shenandoah County Public Schools (SCPS) is seeking sealed bids from qualified vendors to provideconstructionservicesfortherenovationsandconstructionforthevehiclemaintenance facilitylocatedinWoodstock,VA.Amandatorypre-bidconferencewillbeheldat223MillRoad, Woodstock on September 9, 2026 at 10:00 A.M. local time.

All bids must be clearly marked with the solicitation number, sealed, and delivered to:

Kailyn Campbell Director of Finance Shenandoah County Public Schools 600 North Main Street, Suite 200 Woodstock, VA 22664

Bids will be received no later than Friday, September18, 2026 12:00 P.M. local time

SCPSreservestherighttorejectanyandallbidsinwholeorinpartandtowaiveanyinformality in the invitation for bids. Nolatesubmissionswillbeaccepted. Itisthesoleresponsibilityof theproposertoensurethatbidsaredeliveredtotheDirectorofFinancebythedesignateddate and hour. Nothing hereinisintendedtoexcludeanyresponsiblefirmorinanywayrestrainor restrict competition.

Any revisions to this solicitation will be made only by written addendum issued by Shenandoah County Public Schools.

The Shenandoah County School Board does not discriminate against faith-based organizations or against a bidder because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state or federal law relating to discrimination in employment.

Shenandoah County Public Schools IFB 2027-09022026

I. SCOPE OF WORK

The successful firm, under the direction of the Shenandoah County Public Schools, shall perform construction as outlined in the “ Vehicle Maintenance Facility Renovations and Addition” plans prepared by Moseley Inc. The successful contractor will provide all labor, materials, equipment and incidentals necessary to construct the project in accordance with the plans and Specifications. Moseleys’ plans are shown inAttachmentC- Drawingsand specifications are provided inAttachment D- Project Manual.Contractorsshould adhere to directions as specified in the project manual except for any mention of “Architect” with regard to modification, substitutions or notifications shall be replaced with “Owner” as Moseley Inc. is not acting as Construction Manager with regard to this project.

The Base bid for this project includes a small office addition to an existing building, and minor renovations to the existing office area. It is the desire of Shenandoah County Public Schools to consider alternate packages in order to maximize project effectiveness. The project drawings include these alternates and bidders should include them in their bids as separate estimates.

● Alternate Number 1- Expansion of two of the vehicle service bays to allow for work on longer vehicles.

● Alternate Number 2 - Replacement of existing windows as identified.

● Alternate Number 3- Modification of Window Opening and addition of Door Number

(X16)

● Alternate Number 4- Replacement of existing window as identified.

Alternates are not listed in priority order. Alternate Number 4 is not being considered at this time. Shenandoah County Public Schools may choose to award none, one, some, or all of the alternates to the successful contractor in addition to the base bid.

The successful contractor shall be responsible for completing the project in accordance with all applicable federal, state, and local laws, regulations, codes, and school division requirements.

Work will take place on a contractor proposed timeline that will begin no earlier than October 1, 2026 and be completed no later than July 30, 2027.

II. TERMS AND CONDITIONS

These general terms, conditions andinstructionsapplytoallpurchasesandareapartofeach solicitationandeverycontractawardedbySCPS,unlessotherwisespecifiedinsuchsolicitation or contract. Additional conditions can be found in Attachment D. Any terms and conditions outlined in Attachment D that contradict terms and conditions included in this section document shall not apply as the Solicitation Terms and Conditions take precedence. By submitting a bid, the bidder/offeror agrees to all the terms and conditions of this IFB.

Bidder/Offerorortheirauthorizedrepresentativesareexpectedtoinformthemselvesfullyasto the conditions, requirements, and specifications before submitting proposals: failure to doso will be at the bidder’s/offeror’s own risk.

Thesegeneralterms,conditionsandinstructionsaresubjecttoallapplicableFederal,Stateand local statutes, policies, resolutions, and regulations (collectively “laws”), and are to be interpreted so as to be consistent with such laws. In the case of irreducible conflict, these general terms and conditions are preempted by applicable laws.

ACCEPTANCE PERIOD: The response shall be binding upon the offeror for a minimum of 110 calendar days following the bid receipt and opening date.AnyresponseonwhichtheOfferor shortens the acceptance period may be rejected as determined by the Director of Finance.

ADMINISTRATIVEAPPEALSPROCEDURE:Anyprotesttoawardacontractshallbeinwritingand shallbedeliveredsothatitisreceivedbytheSuperintendentofSchools,ordesignee,notlater than ten (10) businesses days after announcement of the award or award, whichever comes first.

ANTITRUST: By enteringintoacontract,theContractorconveys,sells,assigns,andtransfersto SCPSallrights,titleandinterestinandtoallcausesoftheactionitmaynowhaveorhereafter 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 SCPS under said contract.

APPLICABLELAWSANDCOURTS:Thissolicitationandanyresultingcontractshallbegovernedin allrespectsbythelawsoftheCommonwealthofVirginia,includingbutnotlimitedtothePublic Procurement Act, and any litigation with respect theretoshallbebroughtinthecourtsofthe ShenandoahCounty,Virginia.ThesuccessfulfirmshallabidebyallFederal,StateandLocallaws andregulationsgoverningtheprovisionoftheservicescalledforinthecontract.Thesuccessful firmshallgivenoticeandcomplywithalllaws,ordinances,rules,regulations,andlawfulorders of any public authority bearing on the performance of the work.

ASSIGNMENTOFCONTRACT:AcontractshallnotbeassignablebytheContractorinwholeorin part without the written consent of SCPS. The submission of a bid and participating in the process as outlined in this solicitation does not constitute a contract of any kind.

AUDIT:TheContractorherebyagreestoretainallbooks,records,andotherdocumentsrelative to this contract for five (5) years after final payment, or until audited by SCPS, whichever is sooner. SCPS, its authorized agents, and/or auditors reserve the right to perform or have performedanauditoftherecordsoftheContractorandthereforeshallhavefullaccesstoand the right to examine any of said materials within a reasonable period of time during said period.

AUTHORITY: The Director for Finance has the responsibility and authority for issuance of invitationstobid,invitationforbids,requestsforproposal,requestsforproposals,negotiations, placingandmodifyinginvitations,requests,purchaseordersandawardsissuedbyandforSCPS at the discretion of the superintendent or his/her designee. In the discharge of these responsibilities, theDirectorforFinancemaybeassistedbydelegatingtootherstaff.Noother School Board officers or employee is authorized to order supplies or services, enter into purchase negotiations or contracts, or in any way obligate the School Board for any indebtedness. Any purchase order or contractmadewhichiscontrarytotheseprovisionsand authorities shall be of no effect and void, and the School Board shall not be bound thereby.

AVAILABILITYOFFUNDS:ItisunderstoodandagreedbetweenthepartieshereinthatSCPSshall be bound hereunderonlytotheextentofthefundsavailableorwhichmayhereafterbecome available for the purpose of this contract. Furthermore, if funds are notappropriatedforany succeeding fiscal year subsequent to the one in which this contract is entered into, for the purposeofthiscontract,thenSCPSmayreduceorterminatethiscontractuponthirty(30)days priorwrittennoticetotheContractor.Shouldterminationbeaccomplishedinaccordancewith this Section, SCPS shall be liable only for payments due through June 30 of the calendar year.

CARE OF DATA: The selected firm shall take all steps necessary to safeguard any data, files, reports, or other information from loss, destruction or erasure. Any costs or expenses of replacing, or damages resulting from the loss of such data shall be borne by the contractor when such loss or damage occurred through its negligence.

CHANGES TO THE CONTRACT: SCPS may, upon mutual agreement with the Contractor, issue written modifications to the scope of work/specifications of this contract, and within the generalscopethereof,exceptthatnomodificationscanbemadewhichwillresultinanincrease oftheoriginalcontractpricebyacumulativeamountofmorethan$50,000or25%,whichever is greater, without the advance written approval of SCPS. In making any modification, the resulting increase or decrease in cost for the modification shall be determined by oneofthe following methods as selected by the Director for Finance:

● The written modification shall stipulate the mutually-agreed price for the specific additiontoordeletionfromthescopeofwork/specificationswhichshallbeaddedtoor deducted from the contract amount.

● The written modification shall stipulate the number of unit quantities added to or deleted from the contract and multiplied by the unit price which shallbeaddedtoor deducted from the contract amount.

● The written modification shall direct the Contractor to proceed with the work and to keep,andpresentinsuchformasSCPSmaydirect,acorrectaccountofthecostofthe change together with all vouchers therefore. The cost shall include an allowance for overhead and profit to be mutually agreed upon by SCPS and the Contractor.

Changes can be made to the contract in any one of the following ways:

● SCPSmayorderchangeswithinthegeneralscopeofthecontractatanytimebywritten notice to the Contractor.Changeswithinthescopeofthecontractinclude,butarenot limited to things such as the method of packing or shipment, place of delivery, installation or performance of work, etc. The Contractor shall comply with the notice upon receipt. The Contractor shall be compensated for anyadditionalcostincurredas the result of such order and shall give SCPS a credit or any resulting savings. Said compensation shall be determined by one of the following methods:

● By mutual agreement between the parties in writing; or

● Byagreeinguponaunitpriceorusingaunitpricesetforthinthecontract,iftheworkto bedonecanbeexpressedinunits,andtheContractoraccountsforthenumberofunits of work performed, subject to SCPS’s right to audit the Contractor'srecordsand/orto determine the correct number of units independently; or

● By ordering the Contractor to proceed with the work andtokeeparecordofallcosts incurred and savings realized. A markup for overhead and profit may be allowed if providedbythecontract.Thesamemarkupshallbeusedfordeterminingadecreasein price as the result of savings realized. The Contractor shall present SCPS with all vouchers and records of the Contractor as it deems necessary to determine costs of savings. Any claim for an adjustment inpriceunderthisprovisionmustbeassertedby written notice to SCPS within thirty (30) days from the date of receipt of the written orderfromSCPS.Ifthepartiesfailtoagreeonanamountofadjustment,thequestionof an increaseordecreaseinthecontractpriceortimeforperformanceshallberesolved in accordance with the procedures for resolving disputes provided by the Disputes Clauseofthiscontract.Neithertheexistenceofaclaimoradisputeresolutionprocess, litigation or any other provision of this contract shall excuse the Contractor from promptly complying with thechangesorderedbySCPSorwiththeperformanceofthe contract generally.

Thepartiesmayagreeinwritingtomodifythescopeofthecontract.Anincreaseordecreasein thepriceofthecontractresultingfromsuchmodificationshallbeagreedtobythepartiesasa part of their written agreement to modify the scope of the contract, and must beconsistent with the limits otherwise specified in the Public Procurement Act.

CLARIFICATION OF TERMS: If anyprospectiveofferorhasquestionsaboutthespecificationsor other solicitation documents, the prospective offeror should contact in writing the individual whose name appears on the face of the solicitation by the time specified on the faceofthis solicitation. Any revisions tothesolicitationwillbemadeonlybywrittenaddendumissuedby the Director of Finance.

COMPLIANCE WITHPROCEDURES:TheContractorshallcomplywithallproceduralinstructions that may be issued from time to time by SCPS. However, the terms and conditions of the contract will not change.

CONTRACT DOCUMENTS/PURCHASE ORDERS: The Contract entered into by the parties shall consist of the solicitation, the signed bid/proposal submitted by theContractor,theNoticeof Award and/or Purchase Order/Contract, these General Terms and Conditions and any Special Terms and Conditions, and the listed specifications and drawings, if any, including all modifications thereof, all ofwhichshallbereferredtocollectivelyastheContractDocuments.

AlltimelimitsstatedintheContractDocumentsareoftheessenceoftheContractunlessstated otherwise. Orders against contracts will be placed with the Contractor on a Purchase Order.

CONTRACTUALDISPUTES:Anydisputeconcerningaquestionoffactincludingclaimsformoney orotherreliefasaresultofacontractwithSCPSwhichisnotdisposedofbyagreementshallbe declaredbytheDirectorofFinancewhoshallreduceadecisiontowritingandmailorotherwise forward a copy thereof to the Contractorwithinten(10)days.ThedecisionoftheDirectorof Finance shall be final and conclusive unless the Contractor appeals within ten (10) days of receipt of the written decision by formal protest.

Contractual claims, whether for money or other relief, shall be submitted in writing no later thansixty(60)daysafterfinalpayment,however,writtennoticeoftheContractor'sintentionto file such a claimshallhavebeengivenatthetimeoftheoccurrenceorbeginningofthework uponwhichtheclaimisbased.Pendencyofclaimsshallnotdelaypaymentofamountsagreed dueinthefinalpayment.ContractualdisputesshallalsobesubjecttotheprovisionsofVirginia Code § 2.2-4363 Contractual Disputes and §2.2-4364 Legal Actions.

COOPERATIVE PURCHASING: SCPS may participate in, sponsor, conduct or administer a cooperative procurement agreement on behalf of or in conjunction with one or more other publicbodies,orpublicagenciesorinstitutionsorlocalitiesoftheseveralstates,oftheUnited Statesoritsterritories,ortheDistrictofColumbia,forthepurposeofcombiningrequirements toincreaseefficiencyorreduceadministrativeexpensesinanyacquisitionofgoodsorservices.

Exceptforcontractsforprofessionalservices,apublicbodymaypurchasefromanotherpublic body’s contract even if it didnotparticipateintherequestforproposal(RFP)orInvitationfor Bid (IFB), if the RFP or IFB specified that the procurement was being conducted onbehalfof other public bodies. Nothing herein shall prohibit the assessment or payment by direct or indirect means of any administrative fee that will allow for participation in any such arrangement.

CRIMINAL BACKGROUND CHECK CERTIFICATION: To protect the safety of students and school employees, Contractor certifies to the School Board that none of Contractor’s employees, whether new or current, full-time or part-time,permanentortemporary,whowillbepresent on school property and will have direct contact with students or school employees, (i) have been convicted of a felony, or of any offense involving sexual molestation, physical or sexual abuse or rape of a child; or (ii) have been the subject of a founded case of child abuse or neglect.

The contractor shall not send any employee or agent who is a registered sexoffendertoany schoolproperty.Monthly,thecontractorshallchecktheregistrytodetermineifanyemployee is registered.

Contractorshallconductaninvestigationofthecriminalhistory,sexoffenderstatusandagency determinationsofchildabuseofeachemployeewhowillbepresentonotherschoolproperty and will have direct contact with students or school employees. Contractor shall conduct all such investigations with the written consentofaffectedemployeesandincompliancewithall applicable laws. Contractor certifies that it has conductedsuchaninvestigationforallcurrent employeeswhowillbeinvolvedintheworktobeperformedpursuanttothisAgreement,and willconductsuchaninvestigationforanyfutureemployeeswhowillbeinvolvedintheworkto be performed pursuant to this Agreement. Contractor shall keep records of all investigations and shall make such records available to the School Board upon request.

If any employee of Contractor who will be present on school property and will have direct contact with students or school employees is arrested for, charged with, or convicted of any suchoffense,orbecomesthesubjectofachildabuseinvestigation,Contractorshallnotifythe Superintendent of the arrest, charge, conviction or investigation within forty-eight (48) hours after Contractor is made aware of the arrest, charge, conviction or investigation. The School Board reserves the right to exclude such employees from positions that may involve contact betweensuchemployeesandstudentsorschoolemployees,ortoexcludesuchindividualsfrom school property entirely.

Contractor shall include the provisions of this section in all contracts with its subcontractors whowillprovidegoodsorservicesfortheProject,ifany,sothatsuchprovisionsarebindingon all such subcontractors of Contractor.

Failure by Contractor or one of its subcontractors to conduct investigations or to make the certificationsrequiredbythisprovisionmayconstituteabreachofthisAgreementandgrounds for termination or rescission of the Agreement (Code of Virginia § 22.1-296.1).

DEBARMENT STATUS:Bysubmittingtheirproposals,offerorscertifythattheyarenotcurrently debarred bytheCommonwealthofVirginiafromsubmittingbidsorproposalsoncontractsfor the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

DEFAULT: In case of failure to deliver goods orservicesinaccordancewiththecontractterms and conditions, SCPS, after due oral or written notice, may procure them fromothersources and hold the contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which SCPS may have.

DRUG-FREEWORKPLACE:PursuanttoVirginiaCode§2.2-4312,duringtheperformanceofthis contract, the contractor agrees to (i) provide a drug-free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be takenagainst employees for violations ofsuchprohibition;(iii)stateinallsolicitationsoradvertisementsfor employees placed by or on behalf of the contractorthatthecontractormaintainsadrug-free workplace, and (iv) include the provisions of the foregoing clauses in every subcontract or purchaseorderofover$10,000,sothattheprovisionswillbebindinguponeachsub-Consultant or vendor. Successful consultants shall not use, possess,manufacture,ordistributealcoholor illegaldrugsduringtheperformanceofthecontractorwhileonSCPSpremisesordistributeitto SCPS employees. Successful contractor understands that a violation of these prohibitions constitutes a breach of the contract and that SCPS has the right cancel the contract

For the purposes of this section, "drug free workplace" means a site for the performance of work done in connection with a specific contract awarded to acontractorinaccordancewith this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale,distribution,dispensation,possessionoruseofanycontrolledsubstanceor marijuana during the performance of the contract.

ETHICS IN PUBLIC CONTRACTING: By submitting their bid, offerors certify that their bids are made without collusion or fraud and that they have not offered or received anykickbacksor inducementsfromanyotherofferor,supplier,manufacturerorsubcontractorinconnectionwith their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, depositofmoney,servicesoranythingofmorethannominalvalue,presentorpromisedunless consideration of substantially equal or greater value was exchanged.

EXTRA CHARGES NOT ALLOWED: The proposed costs/fees shall be for providing complete services and shall include any costs or fees incidentaltoprovidingthegoodsorservices;e.g., travel, hourly rates, supplies, printing, misc. support services, etc. Extra charges will not be allowed.

FAILURE TO DELIVERORMEETDEADLINES:Failuretocomplywiththetermsandconditionsof this solicitation or to deliver services and meet deadlines identified in the solicitation and contract at the costsquotedwillvoidthecontractaward.TheContractorshallinthisinstance be responsible for any and all costs incurred by SCPS to procure such products or services elsewhere.

FEES/COSTS: Negotiated costs shall be firm and fixed throughout the initial contract period.

HAZARDOUSMATERIALS:Iftheitemsorproductsrequestedbythissolicitationare“Hazardous Substances” as definedbySection1261ofTitle15oftheUnitedStatesCode(U.S.C),thenthe Bidder/Offeror, by submitting his/her bid/proposal, certifies and warrants that the items or products to be delivered under this contract shall be properly labeled as required by the foregoing sections and that by delivering the items or products the Bidder/Offeror does not violate any of the prohibitions of Title 14 of the U.S.C. or Section 1263

IMMIGRATION REFORM AND CONTROL ACT OF 1986:Byenteringintoawrittencontractwith SCPS, the Contractor certifies that the Contractor does not, and shall not during the performanceofthecontractforgoodsandservicesknowinglyemployanunauthorizedalienas defined in the Federal Immigration Reform and Control Act of 1986.

INCLEMENT WEATHER/CLOSURE OF SCPS OFFICES: If SCPS is closed for business at the time scheduled for proposal opening, for whatever reason, sealed proposals will be accepted and opened on the next scheduled business day, at the originally scheduled time.

INDEMNIFICATION: The Contractor shall indemnify, save and hold harmless SCPS, its officers, agents, employees and volunteers against and from any and all injuries, death,loss,damage, claims, patent claims, suits, liabilities, judgments, costs of investigation, attorney fees,costof appeals arising out of any such claims or suits, and other expenses which may or otherwise accrue in consequence of the granting of a contract or which may or otherwise result in connection with work thereof, if it shall be determined that the act was caused through negligence, omission or commission of the Contractor, including its agents, subcontractors, employees, and volunteers. The Contractor expressly understands and agrees that any performance bond or insurance shall innowaylimittheresponsibilitytoindemnify,keepand save harmless and defend theSchoolBoardashereinprovided.Furthermore,itisunderstood and agreed that the Contractor is at all times herein acting as an independent contractor.

INSURANCE: The Successful Offeror shall procure and maintain professionalliabilityinsurance for protection from claims arising out of the performance of professional services causebya negligent act, omission or error forwhichtheinsuredislegallyliable. Liabilityinsuranceshall provide for coverage in the amount of two million dollars, withsuchdeductibleprovisionsas required by the School Board. Certificates indicating that such insurance is in effect shall be delivered to the School Board. The Successful Offeror shall also cause the independent professional engineers, architects and other consultants retained by the Architect for the servicesunderthisAgreementtoprocureandmaintainprofessionalliabilityinsurancecoverage intheamountoftwomilliondollars.TheSchoolBoardwillbenamedonallliabilitypoliciesand Workers' Compensation policies as "Additional Named Insured" or "Alternate Employer Endorsement" for the proposed work. By signing and submitting a proposal under this solicitation,theofferorcertifiesthatifawardedthecontract,itwillhavetheinsurancecoverage at thetimetheworkcommences.Additionally,itwillmaintaintheseduringtheentiretermof the contract and that all insurance coverage will be provided by insurance companies authorizedtosellinsuranceinVirginiabytheVirginiaStateCorporationCommission.Duringthe periodofthecontractSCPSreservestherighttorequiretheContractortofurnishcertificatesof insurance for the coverage required by SCPS and the Commonwealth.

The firm shall be responsible for its work and every part thereof, and for allmaterials,tools, equipment, appliances, and property of any and alldescriptionusedinconnectiontherewith.

The firm assumes all risks of direct and indirect damage or injury to the propertyorpersons usedoremployedonorinconnectionwiththeworkcontractedfor,andofalldamageorinjury toanypersonorpropertywhereverlocated,resultingfromanyaction,omission,commissionor operation under the contract, or in connection in any way whatsoever with the contracted work.

Certificate - The firm will provide an original, signed Certificate of Insurance and such endorsementsasprescribedherein,andshallhaveitfiledwithSCPSFinanceOfficebeforeany work is started.

InsuranceCancellation-Nochange,cancellation,ornon-renewalshallbemadeinanyinsurance coverage without a sixty day written notice to SCPS Finance Office.

Contract Control of All Tasks - Contractual and other Liability insurance provided under this contractshallnotcontainasupervision,inspectionorengineeringservicesexclusionthatwould precludeSCPSfromsupervisingand/orinspectingtheprojectastotheendresult.Thefirmshall assumeallon-the-jobresponsibilitiesastothecontrolofpersonsdirectlyemployedbyitandof the subcontractors and any persons employed by the subcontractors.

SubcontractorLiabilityInsurance-Nothingcontainedinthespecificationsshallbeconstruedas creatinganycontractualrelationshipbetweenanysubcontractorandSCPS.Thecontractorshall beasfullyresponsibletoSCPSfortheactsandomissionsofthesubcontractorsandofpersons employed by them as it is for acts and omissions of persons directly employed by it.

Safety and Health Regulations - The contractor and all subcontractors are tocomplywiththe Occupational Safety and Health Act of 1970, Public Law 91-956, as it may apply to this Contract.

INVOICES: Invoices for items/services ordered, delivered and accepted shall be submitted in duplicate by the Contractor directly to the payment address shown on the purchase order/contract. Allinvoicesshallreferencesaidpurchaseorder/contractnumber.Invoicesshall beforworkcompletedandstoredtodatewithnomiscellaneousormobilizationcharges,front loading of cost isstrictlyprohibited.Shouldanofferorwishtoproposemilestonepayments,it should be specifically outlined in the submitted bid.

LATE RESPONSES: To beconsideredforselection,responsesmustbereceivedbySCPSFinance Department by the designated date and hour. ResponsesreceivedintheFinanceDepartment after the date and hour designated are automatically disqualified and willnotbeconsidered.

SCPS is not responsible for delays in the delivery of mail by the U.S. Postal Service, private couriers, or the intra-school mail system, or any other method of delivery. It is the sole responsibilityoftheofferortoensurethatitsresponsereachestheFinanceDepartmentbythe designated date and hour.

LICENSE: Any bidder not licensed as may be required byfederal,state,orcountylawshallbe determined a non-responsive bidder.

LICENSESANDPERMITS:Thesuccessfulfirmshallsecureandpayforallpermits,governmental fees and licenses necessary for the proper execution and completion of the work which are legally required prior to and during the work.

MANDATORY USE OF SCPSFORMANDTERMSANDCONDITIONS:Failuretosubmitaresponse ontheofficialSCPSformprovidedforthatpurposemaybecauseforrejectionoftheresponse.

Returnofthecompletedocumentisrequired.ModificationoforadditionstotheGeneralTerms and Conditions of this solicitation may be cause for rejection of the response; however, the Director of Finance reserves the right to decide, on a case by case basis, in his/her sole discretion, whether to reject such a response.

METHOD OF PAYMENT: The Contractor shall be paidonthebasisofinvoicessubmitted,tobe paidnetthirty(30)daysfromreceiptandapprovalbyauthorizedSCPSofficial,uponcompletion ofservices.Paymentshallbemadeaftersatisfactoryperformanceofthecontractinaccordance withalloftheprovisionsthereofanduponreceiptofaproperlycompletedinvoice.TheSchool Board reserves the right to withhold any or all payments or portions thereof for contractor's failure to perform in accordance with the provisions of the contract or any modifications thereto.

NON-DISCRIMINATION:Bysubmittingtheirproposal,theofferorcertifiestoSCPSthattheywill conform to the provisions of the Federal Civil Rights Act of 1964, asamended,aswellasthe

Virginia Fair Employment Act of 1975, as amended, where applicable, and Code of Virginia Section2.2-4311.Iftheawardismadetoafaith-basedorganization,theorganizationshallnot discriminate against any recipient of goods, services, or disbursements made pursuanttothe 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 subjecttothesamerulesasotherorganizationsthatcontractwithpublicbodiestoaccountfor theuseofthefundsprovided;however,ifthefaith-basedorganizationsegregatespublicfunds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Virginia Code 2.2.4343.1).

If the resultant contract exceeds $10,000, during the performance of the contract, the successful firm agrees as follows:

1) The successful firm will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to thenormaloperationofthesuccessfulfirm.Thesuccessfulfirmagreesto post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause.

2) Thesuccessfulfirm,inallsolicitationsoradvertisementsforemployeesplacedbyoron behalfofthesuccessfulfirm,willstatethatsuchsuccessfulfirmisanequalopportunity employer.

3) Notices, advertisements andsolicitationsplacedinaccordancewithfederallaw,ruleor regulation shall be deemed sufficient for the purpose of meeting the requirementsof this section.

4) Thesuccessfulfirmwillincludetheprovisionsoftheforegoingparagraphs1,2and3in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontracted firm or vendor.

NON-DISCRIMINATION OF CONTRACTORS: A bidder, offeror, or contractor shall not be discriminatedagainstinthesolicitationorawardofthiscontractbecauseofrace,religion,color, sex,nationalorigin,age,disability,faith-basedorganizationalstatus,anyotherbasisprohibited bystatelawrelatingtodiscriminationinemploymentorbecausethebidderorofferoremploys ex-offenders unlesstheCountyhasmadeawrittendeterminationthatemployingex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services,ordisbursements,thepublicbodyshalloffertheindividual,withinareasonableperiod of time after the date of hisobjection,accesstoequivalentgoods,services,ordisbursements from an alternative provider.

NOTICEOFAWARD:SCPSreservetherighttoawardthecontractasitdeemswillbestserveits interests.Unlessotherwisespecified,allnoticesofawardand/ornoticeofintenttoawardwill be posted on the SCPS webpage.

OBLIGATIONOFOFFEROR:Bysubmittingaresponse,theofferorcovenantsandagreesthatthey are satisfied, from their own investigation of the conditions to be met, that they fully understand their obligation and that they will not make any claim for, or have right to cancellation or relief from the contract because of any misunderstanding or lack of information.

OFFICIALNOTTOBENEFIT:Offerorshallcertifyuponsigningaresponsethattothebestoftheir knowledge no SCPS official or employee having official responsibility for the procurement transactionormemberofhisorherimmediatefamilyhasreceivedorwillreceiveanyfinancial benefitofmorethannominalorminimalvaluerelatingtotheawardofthiscontract.Ifsucha benefithasbeenreceivedorwillbereceivedthisfactshallbedisclosedwiththeresponseoras soon thereafter as it appears that such a benefit will be received. Failure to disclose the information prescribed above may result in suspension or debarment or recession of the contract made or could affect payment pursuant to the terms of the contract.

Whenever thereisreasontobelievethatbenefitofthesortdescribedintheparagraphabove has been or will be received in connection with response, bid or contract and that the Contractor has failed to disclose such benefit or has inadequately disclosed it, SCPS, as a prerequisite to payment pursuant to the contractor, or at any time require the contractor to furnish, under oath, answers to any interrogatories related to such possible benefit.

Intheeventtheofferorhasknowledgeofbenefitsasoutlinedabove,thisinformationshouldbe submitted with the response. If the above does not apply at time of award of contract and becomes known after inception of a contract the offeror shall address the disclosure of such factsto:DirectorofFinance,ShenandoahCountyPublicSchools,600N.MainStreet,Suite200, Woodstock, VA 22664. The Request for Proposal Number should be referenced in the disclosure.

OWNERSHIP OF MATERIAL: Ownershipofalldata,materialanddocumentationoriginatedand preparedbytheOfferorandsuccessfulContractorforSCPSpursuanttothissolicitationandany resulting contract shall belong exclusively to SCPS and be subject to public inspection in accordance with the Virginia Freedom of Information Act.

PAYMENT TERMS: Anypaymenttermsrequiringpaymentinlessthan30dayswillberegarded asrequiringpayment30daysafterinvoiceordelivery,whicheveroccurslast.However,thisshall not affect offers of discounts for payment in less than 30 days.

PRIME CONTRACTOR RESPONSIBILITIES: The Contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that they may utilize,usingtheirbestskillandattention.Subcontractorswhoperformworkunderthiscontract shall be responsible to the prime contractor. The contractoragreestobefullyresponsiblefor theactsandomissionsoftheirsubcontractorsandofpersonsemployedbythemastheyarefor the acts and omissions of their own employees.

PROTESTOFAWARDORDECISIONTOAWARD:Anyofferormayprotesttheawardordecisionto awardacontractbysubmittingaprotestinwritingtotheDirectorofFinancenolaterthanten

(10)daysaftertheNoticeofAwardortheNoticeofIntenttoAward,whicheveroccursfirst.The written protest shall include the basis for the protest and the relief sought. The Director of Finance,ordesignee,shallissueadecisioninwritingwithinten(10)daysofthereceiptofthe protest stating the reasons for the action taken.

If prior toawarditisdeterminedthatthedecisiontoawardisarbitraryorcapriciousthenthe sole relief shall be a finding to that effect. The Director of Finance shall cancel theproposed awardorreviseittocomplywiththelaw.If,afteranaward,itisdeterminedthatanawardofa contractwasarbitraryorcapricious,thenthesolereliefshallbeashereinafterprovided.Where the award hasbeenmadebutperformancehasnotbegun,thecontractmaybedeclaredvoid bySCPS.Wheretheawardhasbeenmadeandperformancehasbegun,theDirectorofFinance may declare the contract void upon a finding that this action is in the best interest of SCPS.

Whereacontractisdeclaredvoid,theperformingContractorshallbecompensatedforthecost of performance at the rate specified in the contract up tothetimeofsuchdeclaration.Inno event shall the performing Contractor be entitled to lost profits.

Pending final determination of a protest or appeal, the validity of a contract awarded and acceptedingoodfaithinaccordancewiththisparagraphshallnotbeaffectedbythefactthata protest or appeal has been filed.

AnawardneednotbedelayedfortheperiodallowedanOfferortoprotest,butintheeventofa timely protest, no further action to award the contract will betakenunlessthereisawritten determination that proceeding without delay is necessary to protect the public interest or unless the response would expire.

QUALIFICATIONS OF OFFERORS: SCPS may make such reasonable investigations as deemed proper and necessary to determine the ability of the offerortoperformthework/furnishthe item(s) and the offeror shall furnish to SCPS allsuchinformationanddataforthispurposeas may be requested. SCPS reserves the right to inspect the offeror’s physical facilities prior to awardtosatisfyquestionsregardingtheofferor’scapabilities.SCPSfurtherreservestherightto reject any proposal if the evidence submitted about, or investigations of, such offerorfailsto satisfy SCPS that such offeror is properly qualified to carryouttheobligationsofthecontract and to complete the work/furnish the item(s) contemplated therein.

TERMOFCONTRACT:Thesuccessfulofferor(s)shallexecuteacontractwithShenandoahCounty Public Schools, incorporating all termsandconditionsincludedinthisIFBandthecontractor’s proposal.

Anycontractawardedpursuanttothissolicitationisconditioneduponanannualappropriation madebytheShenandoahCountyBoardofSupervisorsoffundssufficienttopaycompensation duetheContractorunderthecontract. Ifsuchanappropriationisnotmadeinanyfiscalyear, and the County lacks funds from other sources to pay the compensation due under the contract, SCPS is entitled, at the beginning of or during such fiscal year, to terminate the contract. In that event, SCPS will not be obligated tomakeanypaymentsunderthecontract beyond the amount properlyappropriatedforcontractpaymentsintheimmediatepriorfiscal year. SCPS will provide the Contractor with written noticeofcontractterminationduetothe non-appropriation of funds at least thirty (30) calendar days before the effective date of the termination. However,theDistrict’sfailuretoprovidesuchnoticewillnotextendthecontract into a fiscal year in which funds for contract payments have not been appropriated.

Thiscontractshallbeaten(10)monthagreement,commencingafterthedateofawardandthe issuance of a verified purchase order, to approximately July 31, 2027.

RECEIPT OF PROPOSALS: It is the responsibility of the offeror to assure that the proposal is delivered to the place designated for receipt of proposals prior to the time set forreceiptof proposals. No proposal received after the time designated for receipt of proposals shall be considered.

RIGHT TO ACCEPT OR REJECT OFFERORS: SCPSreservestherighttoacceptorrejectanyorall proposalsinwholeorinpart.SCPSreservestherighttowaiveanyinformalityandtoreissueany RFP or IFB.

SEXUAL HARASSMENT: SCPS does not and will not tolerate any form of sexual harassment, including but not limited to physical, verbal, implied or any other context that shall be interpreted as harassment.

SMALLANDMINORITYBUSINESSENTERPRISES:ItisthepolicyofSCPStoundertakeeveryeffort to increase opportunity for utilization of small and minority businesses in all aspects of procurement to the maximum extent feasible. In connection with the performance of this contract, theContractoragreestousetheirbestefforttocarryoutthispolicyandensurethat SmallandMinorityBusinessesshallhavethemaximumpracticableopportunitytocompetefor subcontractworkunderthiscontractconsistentwiththeefficientperformanceofthiscontract.

As used in this contract, the following definitions apply:

Contractorsmayrelyonoralorwrittenrepresentationbysubcontractorsregardingtheirstatus as small and/or minority business enterprises in lieu of independent investigation.

Where Federal grants or monies are involved, it is the policy of the School Boardthroughits agents and employees to comply with the requirements setforth-StandardsgoverningState and Local Grantee Procurement - of the U.S. Office of Management and Budget Circular No.

A-102,UniformAdministrativeRequirementsforGrants-in-AidtoStateandLocalGovernments, as they pertain to small and minority business utilization.

STUDENT INFORMATION CONFIDENTIALITY: Under no circumstances may a firm release, disclose, sell, or otherwise use student names and addresses. Firms may only use this informationforpurposesrequiredbythiscontract.Failuretocomplywiththisrequirementwill result in immediate cancellation of the contract.

SUBCONTRACTING:Ifoneormoresubcontractorsarerequired,thecontractorisencouragedto utilize small, minority-owned, and women-owned business enterprises. Upon award of a contract, the prime contractor agrees to make maximum effort to provide the names and addressesofeachsubcontractor,thesubcontractor’sstatusaswellasthetypeanddollarvalue of the subcontracted goods/services provided.

TAX EXEMPTION: SCPS is exemptfromthepaymentoffederalexciseorVirginiaSalesandUse Tax.Theproposalpricemustbenet,exclusiveoftaxes.Whenunderestablishedtradepractice, anyfederalexcisetaxisincludedinthelistprice;theofferormayquotethelistpriceandshall showseparatelytheamountoffederalexcisetax,eitherasaflatsumorasapercentageofthe list price,whichshallbedeductedbySCPS.ContractorslocatedoutsidetheCommonwealthof VirginiaareadvisedthatwhenmaterialsarepickedupbySCPSattheirplaceofbusiness,they may charge and collect their own local/state sales tax.

TERMINATION FOR CAUSE/DEFAULT: In case of failure to deliver goods or provide services in accordancewiththecontracttermsandconditions,SCPS,afterdueoralorwrittennotice,may procure them from other sources and hold the Contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which SCPS may have.

If, through any cause, the Contractor fails to fulfill in a timely and proper manner their obligationsunderthiscontract,oriftheContractorviolatesanyofthecovenants,agreements, or stipulations of this contract, the School Board shall thereuponhavetherighttoterminate, specifying the effective date thereof, at leastthirty(30)daysbeforetheeffectivedateofsuch termination. In such event, all finished or unfinished documents, data, studies, surveys, drawings,maps,models,andreportspreparedbytheContractorunderthecontractshallatthe optionoftheSchoolBoardbecomeitspropertyandtheContractorshallbeentitledtoreceive just and equitable compensation for any satisfactory work completed on such documents.

Notwithstandingtheabove,theContractorshallberelievedofliabilitytotheSchoolBoardfor damages sustained by the School Board by virtueofanybreachofcontractbytheContractor forthepurposeofsettingoffuntilsuchtimeastheexactamountofdamagesduetotheSchool Board from the Contractor is determined.

TERMINATIONFORCONVENIENCE:SCPSreservestherighttocancelandterminateanyresulting contract,inpartorinwhole,withoutpenalty,whenevertheDirectorofFinancedeterminesthat such a termination is in the best interest of SCPS. Any such termination shall be effected by delivery to the Contractor, at least ninety (90) days prior to theterminationdate,aNoticeof Termination specifying the extent to which performance shall be terminated and date upon which such termination becomes effective. After receipt of a notice of termination, the Contractormuststopallworkordeliveriesunderthepurchaseorder/contractonthedateand to the extent specified; however, any contract termination notice shall not relieve the Contractoroftheobligationtodeliverand/orperformonalloutstandingordersissuedpriorto the effective date oftermination.Anequitableadjustmentinthecontractpriceshallbemade for completed service, but no amount shall be allowedforanticipatedprofitonunperformed services.

TESTINGANDINSPECTION:SCPSreservestherighttoconductanytest/inspectionitmaydeem advisable to assure goods and services conform to the specifications.

TRANSPORTATION AND PACKAGING: All prices submitted must be FOB Destination - Freight Prepaid and Allowed. By submitting their proposals, all offerors certify and warrant that the price offered for FOB destination includes only the actual freight rate costsatthelowestand bestrateandisbasedupontheactualweightofthegoodstobeshipped.Exceptasotherwise specifiedherein,standardcommercialpackaging,packingandshippingcontainersshallbeused.

All shipping containers shall be legibly marked or labeled on theoutsidewithpurchaseorder number, commodity description, and quantity.

VIRGINIA FREEDOM OF INFORMATION ACT: Except as otherwise provided, and in accordance with Virginia Code § 2.2-4342, all proceedings, records, contracts and other public records relatingtotheCounty’sprocurementtransactionsshallbeopentotheinspectionofanycitizen, or any interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act (Virginia Code § 2.2-3700 et seq).

Costestimatesrelatingtoaproposedtransactionpreparedbyorforapublicbodyshallnotbe open to public inspection.

Any offeror, upon requestshallbeaffordedtheopportunitytoinspectproposalorbidrecords withinareasonabletimeaftertheopening/receiptofallproposals,butpriortoaward,exceptin the event that SCPS decides not to accept any of the proposals and to re-solicit. Otherwise proposal records shall be open to public inspection only after award of the contract. Any inspectionofprocurementtransactionrecordsunderthissectionshallbesubjecttoreasonable restrictions to ensure the security and integrity of the records.

Trade secrets or proprietary information submitted by an offeror or contractor in connection with a procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act,however,theofferororContractormustinvoketheprotectionof this section in writing prior to or upon submission of the data or other materials, and must identify the dataorothermaterialstobeprotected,andstatingthereasonswhyprotectionis necessary. The offeror shall submit trade secrets or proprietary information under separate coverinasealedenvelopeclearlymarkedPROPRIETARY.SCPSreservestherighttosubmittoits attorney any information an offeror designates as proprietaryforconcurrenceoftheofferor’s claim that it is in fact proprietary.

Nothing contained in this section shallbeconstruedtorequireSCPStofurnishastatementof the reasons why a particular proposal was not deemed to be the most advantageous to SCPS.

OTHER:

The terms and conditions set forth above within this Invitation for Bid shall be deemed incorporatedintoanycontractresultingfromthisprocurementtransaction,asifsetforthherein verbatim.

INQUIRIES

All inquiries for information shall be directed to:

Kailyn Campbell Director of Finance Shenandoah County Public Schools 600 North Main Street, Suite 200 Woodstock, VA 22664 kmcampbell@shenandoah.k12.va.us

Inquiries will be acceptedviaemailorphysicalmailingsreceivedpriortotheinquirydeadline, September 10, 2026 at 5:00 PM local time.

III. TIMING OF BID

Mandatory pre-bid conference: September 9, 2026 at 10:00 A.M. local time Deadline for questions: September 10, 2026 at 5:00 PM local time.

Deadline for proposal submission: Friday, September 18, 2026 12:00 P.M. local time Award: On or around September 25, 2026

IV. PRE-BID CONFERENCE

A mandatory pre-bid conference will be held at the site on September 9, 2026 at 10:00 A.M.

local time. Interested vendors should meet in the parking lot at the Shenandoah County Bus Garage located at:

223 Mill Road Woodstock, VA 22664

The conference will consist of a brief site visit and overview of the proposed project. Verbal inquiries will not be accepted during the conference and must be submitted in writing as indicated by Section III of this document.

V. SUBMISSION OF PROPOSAL

All bids must be clearly marked with the solicitation number, sealed, and delivered to:

Ms. Kailyn Campbell Director of Finance Shenandoah County Public Schools 600 North Main Street, Suite 200 Woodstock, VA 22664

Sealedbidswillbereceivednolaterthan Friday,September18,202612:00P.M.localtime.Bids may be hand delivered, submitted by mail orviatheeVAonlinebiddingsystem.Emailedbids will not be accepted.

ShenandoahCountyPublicSchools(SCPS)reservestherighttorejectanyandallbidsinwhole or in part and to waive any informality in the invitation for bid. No late submissions will be accepted. Itisthesoleresponsibilityofthebiddertoensurethatproposalsaredeliveredtothe DirectorofFinancebythedesignateddateandhour.Nothinghereinisintendedtoexcludeany responsible firm or in any way restrain or restrict competition.

VI. SUBMITTAL REQUIREMENTS

All proposals shall include at a minimum:

1) Completed Certification Page - Attachment A

2) Completed Pricing Schedule - Attachment B

3) A letter of introduction that includes the name and the location of the company, a statement of interest, and the ability to provide the required services.

4) Description of approach and proposed timeline.

5) Certificate of Insurance

Incomplete bids may be subject to rejection at the discretion of the Director of Finance.

VII. EVALUATION CRITERIA

Bids will be evaluated for completeness, ability to meet requested deadlines, and overall price.

The school division reserves the right to request additional information, conduct interviews if necessary, and negotiate with the highest-ranked proposer in accordance…