MPCS 24027RFP- MPHS Chillers Replacement 2024 FINAL.pdf

Manassas Park City Schools

Request for Proposals (RFP)

# 24027RFP

For

CHILLER REPLACEMENT -

MANASSAS PARK HIGH SCHOOL (MPHS)

Issue Date: February 8, 2024

THE SCHOOL BOARD RESERVES THE RIGHT TO CANCEL THIS INVITATION TO BID OR REJECT ANY

AND ALL BIDS WHEN IT IS IN THE BEST INTERESTS OF THE SCHOOL BOARD.

Manassas Park City Schools does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Firm because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

Manassas Park City Schools does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Firm because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

Manassas Park City Schools does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Firm because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to

Table of Contents

1 General Information

1.1 Purpose:

1.2 Registration and Licensure:

1.3 Inquiries:

1.4 Anticipated Procurement Schedule

1.5 No Contact Policy

1.6 Competition Intended

1.7 Summary of Services Requested

1.8 Disbarment Status

1.9 Ethics in Contracting

1.10 Qualification of Vendor

1.11 Authority to Transact Business

1.12 Inclement Weather Policy

1.13 Vendor's agent:

1.14 School Board's agent:

1.15 Non-appropriation:

1.16 Compliance with Virginia Law on Authorization to Transact Business:

1.17 Miscellaneous:

2 Division Information

2.1 Background:

2.2 Implementation Considerations:

3 Scope of Work

3.1 Vendor’s Responsibilities

3.2 Chiller Unit Specification

4 Proposal Format and Content

4.1 Letter of Transmittal:

4.2 Government Rider Clause

4.3 Conflict of Interest Statement

4.4 Proof of Insurance:

4.5 Vendor Profile:

4.6 References:

4.7 Functional Requirements:

4.8 Installation:

4.9 Warranty & Guarantee:

4.10 Implementation:

4.10.1 Performance Schedule:

4.10.2 Staging Area:

4.10.3 Additional Considerations:

4.11 Cost:

4.12 Proprietary Information

Manassas Park City Schools does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Firm because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

4.13 Exceptions to MPCS Contract Terms and Conditions

5 Proposal Procedures and Guidelines

5.1 Submission of Proposal:

5.2 Virginia Freedom of Information Act

5.3 Qualifications of Vendor

5.4 Acceptance of Proposals:

5.5 Assignment and Subcontracting:

5.6 Incurring Costs:

5.7 Disclosure of Proposal Content:

5.8 Other Terms and Conditions:

5.9 Exceptions to MPCS Contract Terms and Conditions

6 Evaluation Criteria and Award Process

6.1 Methodology:

6.2 Evaluation Weights and Criteria:

6.3 Notice of Intent to Award

6.4 Award Protest

7 Appendix A: Cover Page – MPCS HVAC CHILLER REPLACEMENT - MPHS

8 Appendix B: Rider Clause

9 Appendix C: Conflict of Interest Statement

10 Appendix D: MPCS Contract Terms and Conditions

Manassas Park City Schools does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Firm because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

1 GENERAL INFORMATION

1.1 Purpose:

The Purpose and Intent of this Request for Proposal (“RFP”) is to solicit sealed proposals from qualified Vendors (“Vendor”) to conduct competitive negotiations to enter a contract with Manassas Park City Schools (“MPCS”) to furnish all labor and materials to replace an aging chiller unit at Manassas Park High School (“MPHS”) in accordance with the stated requirements of this RFP (collectively, the “Project”). MPCS is seeking a chiller unit that is energy efficient, offers a life expectancy of at least 15 years, carries a warranty that exceeds the industry standard, and comply with federal regulations. The chiller unit must be compatible with the automatic logic system currently in use at MPHS located in Manassas Park, Virginia, in accordance with the statement of needs, terms, and conditions stated herein.

1.2 Registration and Licensure:

State Registration: All contractors working on the Project must be appropriately registered with the State Board for Contractors as a Class A contractor.

A. Business License: The City of Manassas Park requires all contractors who reside in the city or have a definite place of business located within the City to obtain a business license when engaging in business within the city. This license is issued by the Commissioner of Revenue and must be maintained for the life of the contract or project.

B. Prior to the issuance of the notice to proceed for this Project, validation of all contractors’ business license and contractor registration will be verified.

1.3 Inquiries:

All inquiries for information shall be directed to:

Amy Watkins Financial Analyst E-Mail: amy.watkins@mpark.net

All parties who wish to participate in this RFP process should contact Ms. Watkins to provide the name and email address of a primary contact.

Vendors wishing to participate in the site visit must register no more than two staff members who will attend the visit on Tuesday, February 13, 2024. To register, send an email to Ms.

Watkins containing the name(s), email address(es) and phone number(s) of those participants.

This information should be received no later than Monday, February 12, 2024, at 12:00 Noon (EST). The meeting place and process for the building tours will be distributed via email to the registered participants.

No oral interpretation or clarification will be made to any firm or individual as to the meaning of the RFP document. All requests for interpretation or clarification shall be made via e-mail to the address listed above on or before February 14, 2024, at 2:00 PM (EST). MPCS will respond via e-mail by February 15, 2024, at 2:00 PM (EST) to all clarification requests using the distribution list of primary contacts collected.

MPCS reserves the right to accept or reject any and all Proposals in whole or in part and waive any informalities in the competitive negotiations process. Further, MPCS reserves the right to enter into any Contract deemed to be in the best interest of MPCS. The entire contents of the RFP, any Addenda, Vendor’s Proposal and Negotiated Changes shall be incorporated by reference into any resulting Contract at the time of Contract formation.

mailto:amy.watkins@mpark.net

Manassas Park City Schools does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Firm because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

1.4 Anticipated Procurement Schedule

The following is an anticipated timetable for the procurement process and MPCS reserves the right to adjust the schedule as it deems necessary. All primary contacts on the distribution list referenced in Section 1.3 will be notified in the event adjustments are required.

DATE DAY TIME* EVENT

Feb 8, 2024 Thursday MPCS issues RFP

Feb 13, 2024 Tuesday On Site Tour

Feb 14, 2024 Wednesday 2:00 PM Deadline for written questions and clarification requests

Feb 15, 2024 Thursday 2:00 PM MPCS issues written responses to questions and clarification requests

Feb 20, 2024 Tuesday 2:00 PM Proposal submission deadline

Feb 21, 2024 MPCS opens proposals and evaluates submissions

Feb 26, 2024 Monday 12:00 pm Notice of Intent to Award Posted

Mar 11, 2024 Monday 7:00 pm School Board approval to enter contract

Mar 12, 2024 Tuesday Notice of Award; Contract Execution

June 10, 2024 Project Begins

June 30, 2024 Project Completion

*All times are listed as EST.

1.5 No Contact Policy

Upon the date of issuance of this solicitation, any contact initiated by any potential Vendor with any MPCS staff or school representative (e.g. superintendent, school board members, students, evaluation committee members, etc.) other than the MPCS Executive Director of

Finance, concerning this solicitation is prohibited. Any such unauthorized contact may cause the disqualification of the Vendor’s response.

1.6 Competition Intended

It is MPCS’s intent that this RFP permit full and open competition for the Project. It shall be the Vendor’s responsibility to advise the MPCS Executive Director of Finance in writing if any language, requirement, specification, etc., or any combination thereof, inadvertently restricts full and open competition for the Project. Such notification must be received no later than the date set for questions and clarifications.

1.7 Summary of Services Requested

Each proposal must offer a comprehensive and complete turnkey solution addressing the criteria for each item proposed or necessary for completion of the Project. Vendor must have experience with similar scope projects and have a proven ability to manage the Project proposed as outlined in this RFP.

Manassas Park City Schools does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Firm because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

1.8 Disbarment Status

By submitting a proposal, the Vendor certifies that they are not currently debarred by the

Commonwealth of Virginia, any other state or political subdivision, nor MPCS from submitting proposals to MPCS, the Commonwealth of Virginia or any other state or political subdivision for the goods and/or services covered by this solicitation. The Vendor equally certifies that no agent or principals are currently so debarred. An affirmative response may be considered grounds for rejection of the proposal. This statement shall also apply to any subcontractor(s) the Vendor intends to use in the performance of any resulting contract.

1.9 Ethics in Contracting

By submitting a response, Vendors certify that their proposal is made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other

Vendor, supplier, manufacturer, or subcontractor in connection with their proposal. Vendor shall certify 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.

1.10 Qualification of Vendor

Before submitting a Proposal, each Vendor shall make all investigations and examinations necessary to ascertain all conditions and requirements affecting the full performance of the contract and to verify any representations made by MPCS that the Vendor will rely upon. No pleas of ignorance or mistake, inaccuracy, misrepresentation of such conditions and requirements resulting from failure to make such investigations and examinations will relieve the successful Vendor of its obligation to comply in every detail with all provisions and requirements of the contract documents or will be accepted as a basis for any claim whatsoever for any monetary compensation on the part of the successful Vendor.

MPCS may make any such reasonable investigations as deemed proper and necessary to determine the ability of the Vendor to perform the Work as is requested in the RFP. MPCS reserves the right to inspect Vendor’s physical facilities prior to award to satisfy questions regarding the Vendor’s capabilities. MPCS further reserves the right to reject any Proposal if the evidence submitted by, or investigations of, such Vendor fails to satisfy MPCS that such

Vendor is properly qualified to carry out the obligations of the contract and to complete the

Work or furnish the item(s) contemplated herein.

1.11 Authority to Transact Business

Any Vendor organized as a stock or non-stock corporation, limited liability corporation, business trust or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia, or as otherwise required by law. The proper and full legal name of the firm or entity and the identification number issued to the Vendor by the Virginia State Corporation Commission must be written in the space provided on the Proposal Form.

Manassas Park City Schools does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Firm because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

Any Vendor that is not required to be authorized to transact business in the Commonwealth shall include in its Proposal a statement describing why the Vendor is not required to be so authorized. Failure to provide such documentation shall be grounds for rejection of the

Proposal or cancellation of the award. For further information potential Offerors should refer to the Commonwealth of Virginia State Corporation Commission website at www.scc.virginia.gov.

1.12 Inclement Weather Policy

In the event of a delayed school opening, all times shall remain as stated in the Request for

Proposal. In the event of a Code Red, any pre-proposal conferences and all proposal openings will be held on the next full business day in which MPCS experiences a normal opening day, with no closures or delays. In the event of a Code Gold, any pre- proposal conferences and all proposal openings will be held on the next full business day in which MPCS experiences a normal opening day, with no closures or delays.

1.13 Vendor's agent:

Each proposal, and any contract, must be signed by a person authorized to bind the Vendor to a valid contract with the Manassas Park City School Board. For a sole proprietorship, the principal may sign. The Manassas Park City School Board may require that any agent submit a power of attorney or other appropriate documentation showing the authority of the agent to act on the Vendor's behalf. If, whether such proof of agency has been demanded or not, it later appears that the signatory was not authorized to act, the Manassas Park City School Board may declare the contract void if it is in its best interest to do so.

1.14 School Board's agent:

The Superintendent has the final responsibility and full authority for issuance of invitations to bid, request for proposals, negotiations, placing and modifying invitations, requests, purchase orders and recommendations of award issued by and for the Manassas Park City School Board.

Where permitted by School Board Policy, the Superintendent may execute contracts in the name of the School Board. The Superintendent may delegate authority to administrative staff by general assignment or by specific authorization in a solicitation. No other School Board officer or employee is authorized to add to, vary, or waive terms of the solicitation, place purchase orders or issue notices to proceed, enter into purchase negotiations or contracts, or in any way obligate the School Board for indebtedness. Any purchase order or contract made without authority is void ab initio. The School Board will not honor or ratify any void action of its employees or agents.

1.15 Non-appropriation:

The authority of the School Board to obligate itself under any contract is limited by available appropriations. Appropriations related to the procurement which is the subject of this solicitation may be reduced or eliminated in subsequent fiscal years without liability to the Vendor or any third party. By issuing this solicitation, the Superintendent represents that sufficient appropriations have been made to meet the estimated cost of the procurement in the current fiscal year.

http://www.scc.virginia.gov/

Manassas Park City Schools does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Firm because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

1.16 Compliance with Virginia Law on Authorization to Transact Business:

The provisions of § 2.2-4311.2 of the Code of Virginia are incorporated into this solicitation and any resulting contract. Vendors who are organized or authorized to transact business in Virginia pursuant to Title 13.1 or Title 50 of the Code of Virginia shall include in their proposal the identification number issued to them by the Virginia State Corporation Commission. If any Vendor is not required to be authorized to transact business in Virginia, then such Vendor shall, instead, include in its proposal a statement why Vendor is not required to be so authorized

1.17 Miscellaneous:

This RFP or any contract resulting therefrom shall be interpreted according to the laws of the Commonwealth of Virginia. Any litigation between Vendor(s) and MPCS arising out of or relating to this RFP or any contract resulting therefrom shall be filed in the General District Court or Circuit Court for Prince William County, Virginia, and in no other court.

Any silence, absence, or omission from the proposal specifications concerning any point shall be regarded as meaning only the best commercial practices are to prevail and that only materials and workmanship of a quality that would be normally specified by MPCS are to be used.

The contents of the proposal submitted by the successful Vendor to the extent not inconsistent with the other provisions of the contract, will be considered a part of the successful Vendor’s contractual obligations. Failure to meet contractual obligations may result in cancellation of the award, liability by the successful Vendor to MPCS for damages, and/or termination of the resulting contract.

The School Board or its designee expressly reserves the right to reject any and all proposals and to waive informalities or irregularities in proposals and to make no contract award.

2 DIVISION INFORMATION

2.1 Background:

The City of Manassas Park is approximately 2.5 square miles located in Northern Virginia. MPCS provides educational services for approximately 3,500 students via the operation of a public-school division in 1 Pre-K, 2 Elementary, 1 Middle and 1 High Schools (collectively the “Division”).

The schools are housed on two campuses – one elementary and one secondary. This RFP specifically addresses the replacement of MPHS HVAC chillers located at 8200 Euclid Avenue, Manassas Park, Virginia 20111 (the “Property”).

2.2 Implementation Considerations:

The Division wishes to complete the Project at a time when noise, hazard and other factors will not interrupt instruction or pose a safety risk to our students and staff. Section 4.11 outlines topics of implementation scheduling.

Manassas Park City Schools does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Firm because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

3 SCOPE OF WORK

3.1 Vendor’s Responsibilities

a. The Vendor shall conduct a detailed survey of the Chiller System currently in place at

MPHS and develop a detailed plan of dismantling and removing the aging chiller unit while also noting the installation process and timeline for the new unit.

b. The Vendor will provide a turnkey solution replacing the existing chiller unit at MPHS and ensure the current controls will effectively operate with new unit.

c. The Vendor will provide all necessary documentation for the installation of the unit, any applicable permitting and any required documentation. All equipment, machinery, tools, parts and labor required to install the new unit is to be included.

d. The Vendor will dismantle and dispose of existing unit and shall include it in the bid package.

e. The Vendor shall provide training to MPCS maintenance staff on operation of new chiller unit and provide them with the information necessary to effectively ensure continued proper usage and upkeep of the new unit.

f. The selected Vendor shall have their staff always abide by MPCS’ Policies when on

School Property.

3.2 Chiller Unit Specification

Below are specifications and image of the current chiller unit. The replacement unit shall at a minimum be commensurate with or exceed current specifications.

MANUFACTURER TRANE Series R

MODEL NUMBER RTAA0804XP01A3D0BDFKM

RATED VOLTAGE 460/60/3

MIN CKT AMPACITY 160

MAX FUSE OR BRKR

CKT 1

REC DUAL ELEMENT

FUSE

TYPE OF USE

OUTDOOR

VOLT UTIL

RANGE

414-506

VOLT - AC HZ PH RLA Y LRA X-L LRA

CPRSR MOTOR 1 460 60 3 62 115 380

CPRSR MOTOR 2 460 60 3 62 115 380

VOLT - AC HZ PH VA

EVAP HEATER 115 60 1 420

REFRIGERANT

TYPE 22 DESIGN PRESSURES 450

CHARGE CKT 1 61 HIGH SIDE 300

CHARGE CKT 2 61 REFRIGERANT CHARGE FACTORY

Manassas Park City Schools does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Firm because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to

INSTALLATION,

OPERATION, AND

MAINTENANCE

MANUALS

RTAA-I0M 4A

FIELD WIRING DIAGRAM

P.1 2307-3327

P. 2 2307-03329

P. 3 2307-6519

P. 4 2307-6516

LAYOUT & SENSORS 2307-3330

COMPONENT

LOCATIONS

2307-3326

Manassas Park City Schools does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Firm because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

4 PROPOSAL FORMAT AND CONTENT

Proposals should be prepared simply and economically, providing a straightforward, concise description of the Vendor’s capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content so that MPCS may properly evaluate the Vendor’s capabilities to provide the solution to meet MPCS’s needs.

Proposals shall be organized into five tabbed sections as indicated below.

• TAB 1: Administrative o Cover Page (Appendix A) o Letter of Transmittal o Table of Contents o Project Cost Summary o Government Rider Clause Agreement (Appendix B) o Conflict of Interest (Appendix C) o Insurance Certificate

• TAB 2: Background/Qualifications o Vendor Profile o References

• TAB 3: Project Understanding o Project Management Practices o Functional Requirements o Implementation

• TAB 4: Pricing Schedule o Cost Proposal

• TAB 5: Proprietary Information o Identify proprietary information included in the proposal if applicable.

• TAB 6: Exceptions to MPCS Contract Terms and Conditions o

Instructions relative to each part of the response to this RFP are defined in the remainder of this section.

4.1 Letter of Transmittal:

In two pages or less, summarize the Vendor’s understanding of the nature and scope of the services requested and a brief demonstration of the capability to comply with all terms and conditions of this RFP and each amendment (if applicable). The letter should list the person(s) authorized to represent the Vendor in dealing with the RFP, be signed by an authorized representative of the company and provide contact information for these representatives.

Whenever there is a reason to believe that benefit of the sort descried in the paragraph above has been or will be received in connection with the proposal or contract and that the Vendor has failed to disclose such a benefit, or has inadequately disclosed it, MPCS, as a prerequisite to payment pursuant to the Vendor, or at any time may require the Vendor to furnish, under oath, answers to any interrogatories related to such possible benefit.

In the event the Vendor has knowledge of benefits as outlined above, this information should be submitted with the proposal. If the above does not apply at the time of Contract award and

Manassas Park City Schools does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Firm because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

becomes known after inception of a contract, the Vendor shall address the disclosure of such to the Executive Director of Finance. The RFP number shall be reference in the full disclosure.

4.2 Government Rider Clause

Indicate Vendor’s current participation, or willingness to participate in Cooperative Purchasing Programs. MPCS participates in The Metropolitan Washington Council of Governments Rider Clause and Cooperative Purchasing, this clause is provide-d in Appendix C. Vendors shall provide a completed Appendix B in their proposal response which will include a completed listing of jurisdictions eligible, detailed listing of services available, comprehensive listing of all pricing, and signature by authorized representative.

4.3 Conflict of Interest Statement

Each Vendor shall sign a Conflict-of-Interest Statement (Attachment A) certifying that to be best of his/her knowledge no MPCS official or employee having official responsibility for the procurement transaction or member of his/her immediate family has received or will receive any financial benefit of more than nominal or minimal value relating to the award of this contract. If such a benefit has been received or will be received, this fact shall be disclosed with the proposal or as soon as thereafter it appears that such a benefit will be received.

Failure to disclose the information prescribed above may result in suspension or debarment, recession of the contract, or recovery of the cost of the financial benefit from the contractor, recipient, or both.

4.4 Proof of Insurance:

The Vendor shall assume all risk of direct and indirect damage or injury to the Property or persons used or employed on or in connection with the work contracted for, and of all damage or injury to any person or property wherever located, resulting from any action, omission, commission or operation under the contract for the Project, and indemnify MPCS related to same. Therefore, Vendor must carry professional insurance, and proof of insurance should be submitted as an appendix to Vendor’s proposal.

Prior to starting the Project, MPCS must be added as an additional insured on the Vendor’s commercial general liability policy and a copy of the additional insured policy endorsement shall be given to MPCS. The additional insured coverage shall include both work in process and completed work.

Vendor, and such policy of insurance, must give 30 days’ written notice if the policy is canceled or non-renewed. If a policy is renewed during the completion of the Project, Vendor shall be responsible for providing MPCS with the updated certificate of insurance.

The following minimum liability limits of insurance shall be maintained:

• Commercial General Liability:

o $1 million Each Occurrence (Bodily Injury and Property Damage) o $2 million General Aggregate that applies on a per project basis o $2 million Products/Completed Operations Aggregate o $1 million Per Person or Organization (Personal and Advertising Injury)

• Owned and/or Non-Owned Automobile Liability $1,000,000 each accident

• Workers Compensation Insurance - As required by law

Manassas Park City Schools does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Firm because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

• Excess Liability $1,000,000 each occurrence (Commercial General Liability/Auto Liability/Employers Liability) and a $2,000,000 Annual Policy Aggregate.

4.5 Vendor Profile:

Describe the Vendor by addressing each of the following items at a minimum.

• Company organization structure (company name, parent company, subsidiaries where applicable), physical location of offices, size of organizations(s)

• Years in business, general business operations and business pursuits.

• Number of contracts or projects similar in scope to the proposed requirements.

• Describe any key differentiators to your company or proposed services to the marketplace in which you are bidding.

• A copy of the Class “A” Vendors License as required by Title 54, Chapter 11, Code of Virginia, as amended, shall be included in this section or in an appendix.

• Provide the most recent 3 years of audited or reviewed financial statements to include at a minimum the company Balance Sheet, Income Statement and Cash Flow Statement.

• Provide pending litigation and Chapter 11 filings for the past (10 years).

4.6 References:

Include three (3) references of clients where the Vendor has provided similar services to those required by the Project and this RFP. For each, please briefly address the similarities and differences between the prior and proposed scope of work. Strongest preference will be given to vendors with experience providing similar services in a similar environment.

All references must be from contracts within the last five years and at least one contract awarded in the past two years or less. References should include the name of the client, year awarded, contact name, phone number and email information. By submitting reference and contact information, Vendor is granting authorization to MPCS to contact the references provided.

4.7 Functional Requirements:

Vendor shall include a description of its proposal for completion of the Project, which MPCS expects to be a turnkey solution. Vendor must comply with each of the stated requirements in the Scope of Work. Failure to satisfy the requirements of stated in the Scope of Work will result a proposal nonresponsive to this RFP.

4.8 Installation:

Vendor shall furnish and install all components required for the Project in accordance with best industry practices. State any variations to best practices used to install the items required for the Project and explain the advantages offered with the proposed method.

4.9 Warranty & Guarantee:

Describe the Vendor’s warranty and guarantees on labor, materials, supplies, workmanship and installed components as applicable.

Manassas Park City Schools does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Firm because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

4.10 Implementation:

4.10.1 Performance Schedule:

Vendor should provide a proposed schedule for completion of the Project with dates and various phases required for their proposed solution in accordance with Appendix A Scope of Work and Appendix B Specifications. Because safety of students and staff as well as preservation of our building is paramount, MPCS’ preference is to install the new unit in one phase, with working beginning June 10, 2024, and work completed by June 30, 2024. A successful construction schedule includes milestones and identification of deliverables to be completed by all parties involved, Vendor and MPCS. Highlight which areas have the potential to delay the project timeline as identified and strategies to help mitigate delayed schedules. Note the timeline, detail, depth and practicality of the performance schedule are factors in proposal selection.

4.10.2 Staging Area:

The Vendor will be permitted to use a portion of the Property for staging necessary in the performance of the work, which is acceptable to MPCS in its sole discretion (the “Staging Area”). The Staging Area shall not interfere with the operation of MPCS. The Vendor shall coordinate requirements for moving equipment to and from the Staging Area and hoisting/placement locations with MPCS. Move-in routes, as well as lay down/set down areas for the Staging Area shall be determined by MPCS.

The Vendor shall be responsible for all damages to exterior improvements, walkways, curbs, pavement, landscaping, grass areas, underground piping, conduits, and similar items caused by work related to the Project.

All trash, debris, rubbish, and other waste material resulting from the Vendor’s performance of work related to the Project shall be removed from the Property at the Vendor's expense.

Disposal of any materials for the Project shall be at approved land fill/disposal sites and meet all environmental regulations.

4.10.3 Additional Considerations:

• All construction activities must be conducted in strict compliance with OSHA and other safety and environmental regulations.

• The Vendor is responsible for reporting to the MPCS Director of Maintenance any asbestos material or suspected material found or uncovered that is or is not part of the scope of the Project. Vendor may not introduce new asbestos or asbestos bearing materials into the Property. It is the responsibility of the Vendor to comply with all Municipal, State, and Federal EPA regulations and laws when handling or disposing of asbestos materials.

• If the Vendor intentionally endangers or jeopardizes the health of any building/school occupant through mishandling of hazardous material, the Vendor will be held liable for such action.

• The Vendor and their employees shall be prohibited from using any of MPCS’s facilities such as restrooms and shall be confined to those areas necessary to accomplish their work as designated by MPCS.

• The Property has the potential of being impacted for the duration of the Project. All work required under this Agreement shall be coordinated with MPCS’ on-site representative.

Manassas Park City Schools does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Firm because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

• The Vendor’s access to the Property and the MPHS building shall be defined by and coordinated with the MPCS Director of Maintenance.

• The Vendor shall proceed with the Project in a manner so as not to interfere with the operating of MPHS. Any action that may affect this will be addressed in writing to MPCS fourteen (14) days prior to proceeding with that portion of work and proceed only after MPCS's approval.

4.11 Cost:

All costs for the Project shall be provided in full detail tied to the turnkey solution to satisfy the scope of work as requested.

The Vendor is required to have established processes, procedures, staff resources and relevant tools in place for the installation of a turnkey solution for replacing the chiller unit and present a fixed price quotation.

The Vendor’s quote will be itemized by quantity, man-hours/type of materials required, and cost. Line–item pricing is required, as well as the total cost for the proposed job. No more than ten percent (10%) of the total cost of the quotation may be for materials that are not itemized (i.e., miscellaneous supplies).

The formal quote, once accepted by MPCS, will constitute a firm, fixed price for completion of the job. The charges for the accepted quote may not increase or decrease by the awarded Vendor unless, (a) quantities increase or decrease as authorized by MPCS Project Officer,

(b) modification to the design of the installation as authorized by MPCS Project Officer could reasonably increase or decrease the costs of the installation work. In either case, the increased or decreased charges will be approved by MPCS prior to the Vendor performing the work.

MPCS’ preference is to complete the Project in one phase for enhanced safety, preservation of the building and utilize cost efficiencies.

4.12 Proprietary Information

Vendor shall confirm whether their Proposal contains any information the Vendor deems proprietary or a trade secret. Information considered to be a trade secret or proprietary is to be included in the Proposal response under Tab 5.

4.13 Exceptions to MPCS Contract Terms and Conditions

Vendor shall state exceptions to any provision of the Contract Documents. Any items not stated in this section, shall not be considered during the contract negotiation phase of

Proposal Evaluations. See Appendix D for MPCS Contract Terms and Conditions.

5 PROPOSAL PROCEDURES AND GUIDELINES

5.1 Submission of Proposal:

The Vendor must deliver

• one (1) original hardcopy signed by an authorized representative of the Vendor

• one (1) electronic copy on USB of their proposal

• If necessary, one (1) electronic copy on USB of their proposal that has been redacted to remove proprietary information, along with the information required by Section 4 of this

Manassas Park City Schools does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Firm because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

RFP and Virginia Code § 2.2-4342(F). Vendors understand that this copy will be distributed if MPCS receives a FOIA request regarding this RFP.

Submit all proposal materials in sealed envelopes or sealed boxes as indicated below.

Manassas Park City Schools 100 Park Central Plaza, Suite 300 Manassas Park, Virginia 20111 Attention: Amy Watkins

The Vendor shall clearly mark any and all response envelopes or packaging with:

PROPOSAL – MPCS Chiller Replacement – MPHS

Failure to adhere to this requirement may result in MPCS, at its sole discretion, declaring the Proposal to be non-responsive and eliminated from further consideration.

It is the sole responsibility of the Vendor to ensure that its proposal is delivered in accordance with the date, time and place requirements specified in this RFP. The clock-in time will be determined solely by the time on the computer at the front desk of the Manassas Park City School Board Offices.

5.2 Virginia Freedom of Information Act

MPCS and its officials, employees and agents will copy and use the response of the Vendor and documents included with the response, for various purposes related to analysis, evaluation and decision to award a Contract. Ownership of all data, materials and documentation originated and prepared for MPCS pursuant to the RFP shall belong exclusively to MPCS and be subject to inspection in accordance with the Virginia Freedom of Information Act. Following award, MPCS may be required to allow inspection and copying of documents and may also use the Vendor’s documents in connection with any resulting contracts with that Vendor. The

Vendor is responsible for obtaining any necessary authorizations for all such use of the documents and information, and for ensuring that such copying and use is in conformance with laws related to trademarks and copyrights. Any document or information for which the

Vendor has not obtained such authorization, or for which such copying and use is not authorized, shall not be submitted. The undersigned Vendor agrees to indemnify, defend and hold MPCS, its officials, employees and agents harmless form any claims of any nature, including claims arising from trademark or copyright laws, related to use of information and documents submitted with the Vendor’s response.

Trade secrets or proprietary information submitted by an Vendor in connection with this procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act, only under the following circumstances: (a) the appropriate information is clearly identified by some distinct method such as highlighting or underling, (b) only specific words, figures or paragraphs that constitute trade secrets or proprietary information are identified, and (c) a completed summary page, TAB 5, is supplied and includes the information to be protected, the section/page number(s) where this information is found in the proposal, Manassas Park City Schools does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Firm because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

and a statement why protection is necessary for each section listed. The Vendor must invoke the protection of VPPA §2.2-4342 prior to or upon submission of the data or other materials to be protected and state the reasons why protections is necessary. References may be made within the body of the Proposal to proprietary or trade secret information, however, all information contained within the body of the Proposal not in the separate section labeled proprietary shall be public information. Vendors may not declare the entire Proposal proprietary, nor may they declare the proposed pricing to be proprietary. It is the Vendor’s sole responsibility to defend such exemptions if challenged in a court of competent jurisdiction.

5.3 Qualifications of Vendor

Before submitting a Proposal, each Vendor shall make all investigations and examinations necessary to ascertain all conditions and requirements affecting the full performance of the contract and to verify any representations made by MPCS that the Vendor will rely upon. No pleas of ignorance or mistake, inaccuracy, misrepresentation of such conditions and requirements resulting from failure to make such investigations and examinations will relieve the successful Vendor of its obligation to comply in every detail with all provisions and requirements of the contract documents or will be accepted as a basis for any claim whatsoever for any monetary compensation on the part of the successful Vendor.

MPCS may make any such reasonable investigations as deemed proper and necessary to determine the ability of the Vendor to perform the Work as is requested in the RFP. MPCS reserves the right to inspect Vendor’s physical facilities prior to award to satisfy questions regarding the Vendor’s capabilities. MPCS further reserves the right to reject any Proposal if the evidence submitted by, or investigations of, such Vendor fails to satisfy MPCS that such

Vendor is properly qualified to carry out the obligations of the contract and to complete the

Work or furnish the item(s) contemplated herein.

5.4 Acceptance of Proposals:

All properly submitted proposals shall be accepted for evaluation unless the Vendor submits a written request to withdraw prior to the proposal opening. MPCS reserves the right to request clarifications or corrections to proposals, reject any or all proposals received, and cancel or withdraw this RFP according to the best interest of MPCS.

Any submitted proposal shall remain a valid proposal for at least 90 days after the proposal opening date.

Where MPCS may waive variances, such waiver shall not modify other RFP requirements or excuse the Vendor from full compliance with the remainder of the RFP specifications and other contract requirements if the Vendor is awarded a contract. Mandated requirements are those required by law or such that they cannot be waived and are not subject to negotiation.

5.5 Assignment and Subcontracting:

Subcontracting will not be allowed for any services in this RFP without prior written authorization by MPCS. Vendor must clearly state which items would be completed by a subcontractor and identify the subcontract proposed to complete the work. In the event Vender

Manassas Park City Schools does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Firm because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

is permitted to subcontract any services, Vendor must include provisions from Section 2.2-4354 of the Code of Virginia of 1950 in its contracts with any and all subcontractors.

5.6 Incurring Costs:

All costs incurred by the Vendor in preparing and submitting its proposal shall be borne by the Vendor.

5.7 Disclosure of Proposal Content:

All proposals and other materials accepted in response to this RFP become the property of Manassas Park City Public Schools. Selection or rejection of a proposal does not affect this right.

All proposal information, including detailed budget information, shall be held in confidence during the evaluation process. Only upon completion of the evaluation of proposals shall the proposals and associated materials be open for review in accordance with the Virginia Freedom of Information Act (“VFOIA”) except to the extent portions are protected from release by law.

The Vendor must invoke the protection of Section 2.2-4342 of the Virginia Public Procurement Act prior to or upon submission of specifically designated information to be protected from release under VFOIA by providing a redacted copy of the proposal.

5.8 Other Terms and Conditions:

Proposals will be accepted by certified mail, delivery service (UPS, FedEx, etc.), or personal delivery. Under no circumstances will proposals be accepted via fax or e-mail.

The Vendor shall hold MPCS, its officers, agents, servants, and employees harmless from liability of any nature or kind as a result of its use of any copyrighted or non-copyrighted composition, secret process, patented or non-patented invention, articles or appliances furnished or used under this proposal. The Vendor further agrees to defend, at its own expense, any and all actions brought against MPCS or themselves for alleged improprieties of these or similar types.

5.9 Exceptions to MPCS Contract Terms and Conditions

Vendor shall state exceptions to any provision of MPCS Contract Documents Vendors in accordance with Section V.A. Any items not stated in this section, shall not be considered during the negotiation phase of Proposal Evaluations.

6 EVALUATION CRITERIA AND AWARD PROCESS

6.1 Methodology:

MPCS recognizes that each Vendor’s product and associated service capabilities represent a unique overall value to the Division. This perceived value is assessed through judgment of a variety of many factors including degree of compliance with goals and objectives, functional fit with established practices, and/or desired new practices, projected future requirements, user satisfaction, and total cost of the Project. As such, the Division has not attempted to create an all-encompassing item-by-item, detailed specification of every function and feature required of the proposed system to use solely for scoring evaluations. Instead, the Division has composed a condensed requirements list defining certain aspects of the Project scope that it considers fundamentally important.

RFP: MPCS Chiller Replacement- MPHS

Manassas Park City Schools does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or Firm because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

The Vendor shall state any exceptions to any provision of the Contract Documents in writing in its Proposal as a part of Tab 6, identifying with specificity the provision to which exception is taken, the exception, the rationale for the exception, and the proposed alternative provision. The Committee may, but is not required to, negotiate as it deems necessary for any exceptions so submitted, but no negotiations shall occur prior to the Negotiations Stage as defined below. An Vendor shall be deemed to have waived all objections to, and accepted, all provisions of the Contract Documents to which no exception is included in its submitted Proposal and in such event no exceptions shall be considered during the Negotiation Phase.

All responsive Proposals received will be evaluated by a selection committee (the “Committee”) using the criteria and assigned weights as indicated in the next section. The Committee will select one or two Vendors that the Committee deems are fully qualified and best suited among those submitting proposals and MPCS shall conduct reference checks and contract negotiations with the Vendor(s).

Award(s) will be made following competitive negotiation to the responsible Vendor(s) whose proposals MPCS has determined, according to the evaluation criteria and negotiations, has made the best proposal, provides the best value, and is the most advantageous to MPCS. Should MPCS determine in writing and in its sole discretion that only one Vendor is fully qualified, or that one Vendor is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Vendor. The Committee will then make a recommendation to the School Board for the resulting contract award(s).

Questions or interviews may be needed with the highest scoring Vendors in order to determine a clear winner. These interviews may be conducted in person, virtually, or over the telephone.

6.2 Evaluation Weights and Criteria:

Only those Vendors fully completing all portions of the RFP will be evaluated using the criteria detailed below.

30 Points – Project Plan & Schedule 30 Points – Cost 15 Points – Vendor Experience/Technical Expertise 15 Points – References 10 Points – Contract Terms & Conditions

The Committee will finalize contractual terms and conditions with the vendor and make a The ranking shall…