RFP 2026-16 ARCHITECTURAL AND ENGINEERING DESIGN SERVICES CTE ADDITION.pdf

GOOCHLAND COUNTY SCHOOL BOARD

REQUEST FOR PROPOSALS

for

ARCHITECTURAL AND ENGINEERING DESIGN SERVICES FOR NEW

CTE ADDITION & SECONDARY IMPROVEMENTS

ISSUE DATE: March 23, 2026

DUE DATE: April 20, 2026

TIME: 2:00 P.M.

RFP#: 2026-16

PROCUREMENT CONTACT: Tandra Harris AP/Purchasing Supervisor Email: tharris@glnd.k12.va.us Phone: (804) 556-5619

ISSUING DEPARTMENT: Finance Department Attn: Tandra Harris Physical/Delivery Address:

2938-I River Rd West Goochland, VA 23063

Postal Mailing Address:

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

TITLE SHEET: #2026-16

(This page to be returned with proposal.)

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

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

NAME OF FIRM

ADDRESS OF FIRM

DATE

BY

(Signature in Ink)

NAME

(Printed Name)

TITLE

(Printed Title) eVA OFFEROR or DUNS NO.

STATE CORPORATION COMMISSION (SCC) NO. Submit Attachment B

FEI/FIN NO.

PHONE FAX

EMAIL

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

YEARS MONTHS

ACKNOWLEDGE READING OF (if applicable) ☐ADDENDUM 1 ☐ADDENDUM 2 ☐ALL ADDENDUM, if 3 or more

SUBMIT WITH PROPOSAL

☐ALL MATERIALS REQUIRED IN SECTION 14

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

SECTION 1 PURPOSE

The Goochland County School Board (GCSB) is soliciting sealed proposals from qualified and licensed architectural and engineering (A/E) firms to provide professional design services for facility additions and renovations at the Goochland High School/Middle School campus. The project will include the design of a new Career and Technical Education (CTE) facility, an auxiliary gymnasium with dedicated wrestling room, and related renovations to existing fine and performing arts spaces.

The intent of this project is to expand instructional capacity, enhance Career and Technical Education programming, and improve specialized learning environments across the campus. The selected firm will provide comprehensive architectural and engineering services, including planning, design, construction documentation, and construction administration for the project.

The construction project is targeted for completion in the fall of 2028 with renovations to other instructional spaces the following summer. The project will be constructed within an active school environment and may require integration with existing building, utilities, and site infrastructure. In addition, the project will require careful coordination to minimize disruptions to ongoing school operations and ensure long-term functionality for Goochland County Public Schools.

SECTION 2 BACKGROUND

Goochland County Public Schools (GCPS) serves approximately 2,588 students in grades K–12 across Goochland County, Virginia, a 281-square-mile jurisdiction located between Richmond and Charlottesville. The division operates three elementary schools and a combined middle/high school campus located on Bulldog Way in the County’s Courthouse area.

Currently, GCPS offers extensive CTE programming at both its high school campus as well as a separate Career and Workforce Development Center leased from our county government. However, the age, configuration, and location of this additional space apart from the main secondary campus limits its effectiveness in supporting contemporary instructional models and presents challenges in operational efficiency. GCPS has also faced the challenge of finding adequate space for expanding athletic programs as well as competition robotics.

To address these limitations, GCPS intends to relocate and expand CTE programming through the construction of a new 30,000 square foot addition at the existing Goochland High/Middle School campus. This project will consolidate academic and technical programs on a single site and support the delivery of integrated, 21st-century learning environments. A 10,000 square foot auxiliary gymnasium is also planned, location on campus TBD, to address the growing need for additional athletic and competition space.

Funding for this project is available through a $96 million bond referendum approved in November 2021 for multiple capital projects including this project to modernize and upgrade existing middle and high school facilities.

SECTION 3 SCOPE OF WORK

A. The new facility must embrace the concept of flexibility in an integrated design environment. The design must allow teachers to switch methodology and recombine students for short periods of time based on their mastery of stated standards. The CTE addition must allow programs to meet the varying needs of students in spaces that are designed to support the various ways students learn and should include the following spaces:

1. Heavy equipment

2. Ag ED

3. Health Sciences

4. Culinary Arts

5. Construction

6. Robotics

7. MCJROTC

8. Medical

9. Robotics

10. Multi-purpose room

B. The new auxiliary gym shall include the following:

1. Multi-purpose Competition Gymnasium – a full competition-sized gym designed to serve as both a primary athletic venue and supplemental PE classroom space.

2. Dedicated Wrestling Room – A specialized practice room equipped with high-impact sub-flooring and integrated wrestling mats.

3. Locker and Athletic Support Suite – Changing facilities and restrooms designed to support students and athletes.

C. The design should:

1. Ensure enough flexibility to meet the ever-changing trends in instruction and learning;

2. Incorporate innovative technology into all learning spaces;

3. Support active, engaging, and project-based learning;

4. Promote individualized and student-centered learning; and

5. Allow for flexibility in instructional delivery, including size of student groups.

D. All necessary work for the completion of the project shall be in accordance with applicable provisions/requirements of all state, local, and federal governments to include but not limited to Virginia Department of Education Design Guide, Virginia Uniform Statewide Building Code (latest edition), including referenced International Building Code and all subsequent modifications and supplements, and the Americans with Disabilities Act.

E. The Project is not currently anticipated to pursue a formal sustainability rating certification, but the design should incorporate sustainable strategies that minimize impacts on the environment, enhance the learning environment, and optimize energy efficiency and maintainability.

F. The minimum general requirements and expectations of the services sought within this RFP include, but are not limited to:

1. Research and planning, including conducting field surveys and additional site analysis as necessary and reviewing any existing plans and data.

a. Provide a facility assessment of the existing MEP infrastructure. Perform investigative services to evaluate current capacity and expansion capabilities. Include a recommendation study on whether the proposed building expansion can tie into the existing campus systems or if standalone systems will be required.

2. A geotechnical engineering report has not yet been performed at the intended site location. Provide investigation service as necessary, including additional borings and soil tests, to prepare documentation reflecting the results of the survey and tests of the proposed building.

3. Conduct meetings with GCSB staff and stakeholders to confirm instructional program and verify facility requirements on a space-by-space basis.

4. Attend and participate in meetings with GCSB staff, the School Board, citizen groups, and other interested parties as necessary. Facilitate “educational visioning” workshop(s) during the initial planning phase with administration, teachers, students, parents, and community members, to inform a design outcome that will best meet the needs of the community.

5. Provide estimated project schedules, preliminary design services including cost estimates, design development including cost estimates, and detailed design drawings and specifications for construction including final costs estimates. All such documents shall be submitted in formats suitable to GCSB. Architectural and engineering firm is responsible for preparing an economical design to meet GCSB’s budgetary goals.

6. Coordinate needed permits with the Virginia Department of Transportation (VDOT), Virginia Department of Environmental Quality (VDEQ), Virginia Department of Health (VDH), and/or Goochland County.

7. Assist in the construction bidding process by advising on a pre-qualification process for contractors if necessary, preparing bid documents and assisting with the bid analysis.

8. Assist with preparing necessary contractual documents.

9. Provide construction administration and post construction services.

10. Coordinate and meet the design requirements of the applicable local utility services entities including, but not limited to, connection requirements, easements, notification requirements, and access requirements.

11. Review current wetland delineation study and provide mitigation plan and permitting support as necessary for new design.

12. Coordinate activity with the Bulldog Way roadway improvements that are being designed under a separate contract as necessary, and provide other services necessary for the successful completion of this project.

G. The firm selected to provide professional services shall be available for all phases of this project. GCSB may add to the Scope of Services or make changes to it for services of a similar nature as mutually agreed to, and at a price mutually agreed upon by the parties; if so, a contract amendment and/or purchase change order will be issued.

H. The Successful Offeror shall perform all tasks in accordance with generally accepted professional standards, and the Successful Offeror further represents that it will provide the School Board advice and consultation within the Successful Offeror’s authority and capacity as a professional architect and engineer. The Successful Offeror will comply with all regulations, laws, and ordinances applicable to this project.

SECTION 4 OFFEROR MINIMUM QUALIFICATIONS

Offerors must demonstrate that they have the resources and capability to provide the materials and services as described herein. All Offerors shall submit documentation with their proposal indicating compliance with the minimum qualifications. The following criteria shall be met and presented in the Experience/References tab of the written proposal in order to be eligible for this solicitation:

Offeror wishing to submit a proposal and be considered for this solicitation shall have proven experience and must be able to demonstrate the following:

1. Experience in providing architectural and engineering services within the Commonwealth of Virginia for a minimum of ten (10) years with at least one project completed for a Virginia school division during the last five (5) years of a similar nature as this project.

2. Specific professional experience in providing services in the scope of services, including experience working with VDOT.

3. Offerors must be licensed to do business in the Commonwealth of Virginia.

4. Offerors must have current Virginia professional licenses as required by the Department of Professional and Occupational Regulatory (DPOR).

5. Offeror shall not have been terminated from a contract within the last three (3) years. If GCSB discovers during its evaluation that a termination has occurred, Offeror’s proposal may be disqualified.

6. Offeror shall insure its capacity to perform under this contract, regardless of other contractual responsibilities elsewhere.

7. Offeror’s personnel designated for key positions shall not be changed except with the permission of the GCSB. Offeror may not substitute other staff or individual(s) without prior, express written consent of the GCSB. GCSB shall not be required to consent to or accept any substitution(s) if to do so would require an increase in the compensation due to Offeror or a reduction in the quantity or quality of the Services required, as determined in GCSB’s sole discretion.

Goochland County Schools may make such reasonable investigations as deemed proper and necessary to determine the ability of Offerors to perform the work and/or furnish the item(s) and Offerors shall furnish to GCSB all such information and data for this purpose as may be requested. Goochland County Schools reserves the right to inspect Offerors’ capabilities. GCSB further reserves the right to reject any proposal if the evidence submitted by, or investigations of, Offeror fails to satisfy Goochland County Schools that Offeror is properly qualified to carry out the obligations of this solicitation and to complete the work and/or furnish the items contemplated therein.

SECTION 5 DOCUMENTS

1. All information, documents, and electronic media furnished by the GCSB to the Offeror belong to GCSB, are furnished solely for use in connection with the Offeror’s performance of services required by this project, and shall not be used by the Offeror on any other project or in connection with any other person or entity, unless disclosure or use thereof in connection with any matter other than services rendered to the GCSB hereunder is specifically authorized in writing by GCSB in advance. All documents or electronic media prepared by or on behalf of the Offeror for the GCSB are the sole property of the GCSB, free of any retention rights of the Offeror. The Offeror hereby grants to the GCSB an unconditional right to use, for any purpose whatsoever, documents or electronic media prepared by or on behalf of the Offeror pursuant to this project, free of any copyright claims, trade secrets, or other proprietary rights with respect to such documents.

2. All project correspondence, design/review documents, reports, etc. prepared by the Successful Offeror shall be provided to the GCSB Project Manager in the format and number of copies as needed for successful communications during the project.

3. Construction documents shall be delivered in both hard copy and electronic format in the format and number of copies as directed by the GCSB Project Manager.

SECTION 6 NON-MANDATORY PRE-PROPOSAL CONFERENCE

A non-mandatory pre-proposal conference will be held at 4:30 p.m., Monday, April 6, 2026 at Goochland High School located at 3250 River Road West, Goochland, VA 23063.

The purpose of this pre-proposal conference is to allow potential Offerors to obtain clarification relative to any facet of this solicitation. All questions should be submitted in written form by the deadline and an answer will be provided in a written addendum.

Offerors shall bring a copy of this solicitation to the conference.

Any changes resulting from this conference will be issued in a written addendum to the solicitation.

SECTION 7 INFORMATION REQUESTS AND ADDENDA

Wednesday, April 8, 2026 in writing to Tandra Harris, Goochland County Public Schools, at tharris@glnd.k12.va.us. Questions shall be succinct and include the submitter’s name and title, submitter’s email, company name, and company address.

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

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

www.goochlandschools.org/bids-proposals/. Offerors shall ascertain prior to submitting a proposal that all issued addenda have been received, read, and addressed in their proposals if or where necessary.

SECTION 8 RFP SCHEDULE OF EVENTS

The following RFP Schedule of Events in Table 1 represents the best estimate of the schedule GCSB will follow. Offerors are encouraged to hold the presentation dates listed in Table 1 below. If a component of the schedule is delayed, it shall be anticipated that the remaining components will also be delayed by a similar number of days. Any significant change to the schedule will be published via RFP addendum.

Table 1: RFP Schedule of Events

Event Estimated Date Request for Proposals Issued March 23, 2026 Non-Mandatory Pre-Proposal Conference April 6, 2026 at 4:30 p.m.

Deadline for Questions April 8, 2026 at 2:00 p.m.

Final Addendum Published April 10, 2026 Deadline for Proposal Submissions April 20, 2026 @ 2:00 p.m.

Short-list Offerors Notified (if needed) April 24, 2026

Offerors Presentations, as needed April 30, 2026 between 12:30- 4:30 p.m.

Final Contract Negotiation Week of May 4 School Board Presentation & Approval May 12, 2026 Contract Begins May 13, 2026

SECTION 9 PRE-QUALIFICATION OF OFFERORS

GCSB has not employed a pre-qualification process. No Offerors are either pre-qualified or precluded from responding to this RFP.

SECTION 10 EVALUATION PROCESS

GCSB will procure this service using competitive negotiations and award based on Section 18. B: Award.

The selection process will include the evaluation of proposals by a School Board Evaluation Committee (hereinafter, “Evaluation Committee”). The evaluation criteria described in Section 11 will be the basis for evaluation. The Evaluation Committee may request additional information or clarification of proposals. Selected proposals best suited to meet the needs of the School Board, at the School Board’s sole discretion, will then be short-listed. Offerors selected for the short-list will be notified in writing and may be required to provide a presentation. Time and location for presentations on April 27, 2026 will be given at the time of the notification along with presentations schedule and format. Full team attendance is recommended.

Optional proposals shall not be presented if they fall outside of any School Board or Evaluation Committee request or that which has been originally proposed by the Offeror. The Evaluation Committee will conduct a scoring meeting following presentations and reference checks.

The Evaluation Committee may elect, at its sole option, not to conduct discussions or presentations with Offerors.

SECTION 11 EVALUATION CRITERIA

The Evaluation Criteria in Table 2 will be used to evaluate and rank the proposals submitted.

Table 2: Evaluation Criteria

Criteria Description

Strength of Overall Proposal - Overall quality of professionalism of the proposal that specifically addresses the items in the School’s RFP.

20%

Ability & Method to Perform – The ability, capacity, and skill of the individual or firm to perform the work described herein in a manner consistent with School goals and standards, methodology to be used (approach).

30%

Experience – The quality and quantity of successfully completed jobs similar in nature to what is being requested in this RFP, and the business management of the firm as determined from the proposal and possibly, subsequent interviews.

30%

References – Provide at least three references that are able to speak to Offeror’s knowledge and experience respective to this scope of services.

20%

TOTAL 100%

SECTION 12 NOTICE OF INTENT AWARD

After the completion of contract negotiations, the School Board may issue a written Notice of Intent to Award.

SECTION 13 PROPOSAL DELIVERY REQUIREMENTS

Offeror shall carefully examine the contents of this solicitation and any subsequent addenda. Failure to do so shall not relieve the Successful Offeror of its obligation to fulfill the requirements of any resulting contract.

Offeror shall submit four (4) hard copies including one with original signature and an electronic PDF version of the proposal on a thumb drive. Each hardcopy shall be bound in one ringed binder no greater than 1 ½” in width. If additional hard copies are required, the School Board will request copies in writing.

The sealed proposal shall be legibly identified as follows:

Name of Firm/Offeror Address of Firm/Offeror

Telephone of Firm/Offeror RFP Number* 2026-16

RFP Title* Architectural and Engineering Design Services for New CTE Addition and Secondary Improvements

Name of Procurement Contact* Tandra Harris *As provided on RFP Cover

All sealed proposals must be received by Tandra Harris (or appointed designee) at the front reception desk of the Goochland County School Board Office no later than 2:00 p.m. (EST) on April 20, 2026 (“the Closing Date and Time”). All sealed proposals received by hand-delivery, postal mail, or delivery services shall be accepted if received in their entirety and date/time stamped no later than the Closing Date and Time.

Telephone, email or facsimile proposals will not be accepted.

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

If the School Board Office is closed for business at the Closing Date and Time scheduled, for inclement weather or whatever reason, proposals will be accepted on the next scheduled business day, at the originally scheduled time. Note: GCSB closings due to inclement weather do not necessarily indicate a School Board Office closure.

Offeror shall have responsibility for verifying any assumed School Board Office closures by calling the School Board Office at (804) 556-5630.

Offeror must send/deliver proposals with supporting documentation to either the physical address or postal mailing address, appropriate to your chosen delivery method, provided on the cover of this RFP.

SECTION 14 PROPOSAL ORGANIZATION GUIDELINES

Proposals should be as thorough and detailed as possible so that the School Board Evaluation Committee may properly evaluate Offeror’s capabilities to provide the required services. Offerors are required to submit a hard copy of the items in Table 3 as a complete proposal in a ringed binder (not to exceed 1 ½” width). Omission of any of these required pages or omission of information requested within those pages shall render the proposal non-acceptable.

Table 3: Proposal Organization Guidelines. Note: See below for specific requirements.

Proposal Tab No.

Technical Proposal Section RFP Section No.

Tab 1 Cover Letter and Executive Summary 14A

Tab 2 Project Plan, Methodology & Timelines 14B

Tab 3 Qualifications and Past Performance 14C

Tab 4 References 14D

Tab 5 Attachments: Required Forms 14E

A. Cover Letter and Executive Summary (Tab 1) The first tab of the proposal should contain a Cover Letter and Executive Summary that provides a brief summary of the proposal contents, emphasizing any unique aspects or strengths of the proposal. The Executive Summary may be incorporated as part of the Cover Letter and written in a narrative for an audience of the end-user community.

B. Project Plan, Methodology & Timelines (Tab 2) The Project Plan, Methodology & Timelines tab of the proposal shall include:

1) Project Plan and Approach: A description of the proposed Project Plan and Approach for providing the services described in Section 3: Scope of Work.

This section shall include a summary description that offers a high-level understanding of the proposed solution and written in a narrative for an audience of the end-user community.

2) Project Methodology: This section shall include a comprehensive description of the proposed implementation methodology for the Project. The description should include how the Offeror has developed this methodology to both incorporate lessons learned from past experiences as well as to meet the needs described in Section 3: Scope of Work. Offeror shall describe any assumptions made in detail.

3) Project Timelines: Offerors shall include a proposed Project Timeline that shall also include major milestones, activities, and timing of deliverables.

C. Qualifications and Past Performance (Tab 3) The Qualifications and Past Performance tab of the proposal shall include:

1) History and Structure of the Firm: A comprehensive narrative history of the firm.

Identify number of firmwide personnel and the number of personnel in the primary office performing the work.

2) A/E Team: Identify your team’s professional staff members who are likely to be assigned to this contract. Provide a detailed biography and/or resume outlining the expertise, experience and credentials of all such staff members. Include primary designer and/or project manager likely to be assigned to this contract.

3) Identify percentage of a typical 40-hour workweek each individual would spend on the project.

4) Subconsultants and support: Identify your firm’s choice of subconsultants and support services likely to be used under this contract, including number of times that your firm has worked with these entities on other projects. Identify number of firmwide personnel and number of personnel in primary office performing the work.

5) Past Performance: A comprehensive narrative particularly demonstrating Offeror’s experience providing services similar to those described in Section 3:

Scope of Work for Virginia school districts and knowledge of the many roles required to undertake and bring this project to a successful conclusion. List no more than five (5) representative projects in the last 10 years, similar to the project being undertaken and include a description, key parties involved, gross square footage, owner’s budget, A/E’s cost estimate, low bid/GMP, design planned/actual schedule in months, construction planned/actual schedule in months, and dollar value of change orders. List any Goochland projects in the last 10 years, especially those involving architectural and engineering services.

D. References (Tab 4)

The Offeror shall provide in this tab at least three (3) references that are able to speak to Offeror’s knowledge and experience respective to this Scope of Services – when possible, one of the references must be for a Virginia school division. Offeror must include the following for each reference:

1) Organization/Firm Name

2) Organization/Firm Contact

3) Address

4) Telephone

5) Industry

E. Attachments: Required Forms (Tab 5) This final tab shall include the following materials and attachments:

1) Additional Data: Data not specifically requested should not be included in the foregoing proposal sections. Provide any additional information considered essential to the proposal in this section. If there is no additional information to present, state in this section: "There is no additional information we wish to present."

(a) The Successful Offeror will be required to execute a contract, which includes all specifications, requirements, General Terms and Conditions and/or Special Terms and Conditions of this RFP.

(b) Offeror should identify the areas where they feel the requested service or product is not available, deviates from the specific request, or is deemed to be an unwise or unwarranted approach.

2) Title Sheet (page 2 of this RFP)

3) Attachment A: Contractor Background Certification Form

4) Attachment B: State Corporation Commission Form

5) Attachment C: Statement of Non-Collusion Form

6) Attachment D: Debarment Certification

7) Attachment E: Lobbying Restrictions Certification

SECTION 15 AWARD

Short-listed firms should be prepared to discuss fees in accordance with Section 18B Award.

SECTION 16 GENERAL TERMS AND CONDITIONS

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at www.eva.virginia.gov under “Vendors Manual” on the vendors tab.

B. APPLICABLE LAWS AND COURTS: This contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The Offeror and all employees, agents and/or representatives shall comply with all applicable federal, state and local statues, ordinances and regulations now in effect or hereafter adopted, in the performance of this contract. Notwithstanding any other provision of the contract, no claim or dispute under the contract shall be subject to binding arbitration. Any and all claims, disputes, actions or suits arising out of or relating to the relationships created by the contract, shall be adjudicated in the

Circuit Court of Goochland County, Virginia, or any successor court thereto, and in no other forum. The parties hereto consent to the jurisdiction and venue of said Court.

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

(Code of Virginia, § 2.2-4343.1E).

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

(a) The Offeror will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Offeror. The Offeror agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

(b) The Offeror, in all solicitations or advertisements for employees placed by or on behalf of the Offeror, will state that such Offeror is an equal opportunity employer.

(c) Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting these requirements.

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

D. ETHICS IN PUBLIC CONTRACTING: By submitting a proposal, Offeror certifies that the proposal is made without collusion or fraud and that Offeror has not offered or received any kickbacks or inducements from any other Offeror, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By entering into a written contract with the School Board, the Offeror certifies that the Offeror does not, and shall not during the performance of the contract for goods and services, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

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

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

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

I. PAYMENT: Where applicable:

1) To Prime Contractor:

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

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

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

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

(e) Unreasonable Charges. Under certain emergency conditions and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, Contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be researched and challenged, and that portion of the invoice held in abeyance until a settlement can be reached.

Upon determining that invoiced charges are not reasonable, the School Board shall promptly notify the Contractor, in writing, as to those charges which it considers unreasonable and the basis for the determination. A Contractor may not institute legal action unless a settlement cannot be reached within 30 days of notification. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

2) To Subcontractors:

(a) A Contractor awarded a contract is hereby obligated:

(1) To pay the subcontractor(s) within seven (7) days of the Contractor’s receipt of payment from the School Board for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

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

(b) The Contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the Contractor that remain unpaid seven

(7) days following receipt of payment from the School Board, except for amounts withheld as stated in (2) above. The date of mailing of any payment by United States mail is deemed to be payment to the addressee. These provisions apply to each sub-tier Contractor performing under the primary contract. A Contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the School Board.

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

K. QUALIFICATIONS OF OFFEROR: The School Board may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to perform the services/furnish the goods and the Offeror shall furnish to the School Board all such information and data for this purpose as may be requested. The School Board reserves the right to inspect Offeror’s physical facilities prior to award to satisfy questions regarding the Offeror’s capabilities. The School Board further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such Offeror fails to satisfy the School Board that such Offeror is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

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

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

1) The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the main contract. Any increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

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

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

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

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

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

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

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

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

1) Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer.

Contractors who fail to notify the Commonwealth of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

2) Employer’s Liability - $100,000.

3) Commercial General Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The Commonwealth of Virginia shall be added as an additional insured to the policy by an endorsement.

4) Automobile Liability - $1,000,000 combined single limit. (Required only if a motor vehicle not owned by the Commonwealth is to be used in the contract.

Contractor must assure that the required coverage is maintained by the Contractor (or third-party owner of such motor vehicle.)

5) Limits

6) Profession/Service Limits

7) Architecture $2,000,000 per occurrence, $6,000,000 aggregate

8) Landscape/Architecture $1,000,000 per occurrence, $1,000,000 aggregate

9) Professional Engineer $2,000,000 per occurrence, $6,000,000 aggregate

10) Surveying $1,000,000 per occurrence, $1,000,000 aggregate The Offeror shall submit certificates of insurance to the School Board no later than ten (10) days after execution of the contract. All policies of insurance shall carry the provision that the insurance will not be cancelled or materially modified without 30 days prior written notice to the School Board or to the extent permitted by Virginia law. Failure to notify the School Board shall constitute a material breach of the contract.

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

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

Q. DRUG-FREE WORKPLACE: During the performance of this contract, the Offeror agrees to (i) provide a drug- free workplace for the Offeror'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 Offeror's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the Offeror that the Offeror maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or Offeror.

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 a Offeror, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

R. NONDISCRIMINATION OF CONTRACTORS: A Contractor shall not be discriminated against in the execution of this contract because of race, religion, color, sex, national origin, age, disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the Contractor employs ex-offenders unless the state agency, department or institution has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If this contract is with 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, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.

S. AVAILABILITY OF FUNDS: Notwithstanding all other provisions, the School Board shall be bound by this contract only to the extent that, in the School Board’s opinion, there are funds appropriated for and available to perform its obligations hereunder, from all applicable federal, state and local sources.

T. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A

Offeror organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth 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. Any business entity described above that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title

13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

U. NO CRIMES AGAINST CHILDREN: Contractor acknowledges that the implementation of this Contract requires Contractor, Contractor’s employees or other persons that will provide services under this Contract to have direct contact with Goochland County Public School Students. Therefore, Contractor hereby certifies that neither Contractor, Contractor’s employees nor any person that will provide services under this Contract who will have direct contact with students on school property during regular school hours or during school-sponsored activities have been convicted of any violent felony set forth in the definition of barrier crime in subsection A of Va. Code 19.2-392.02; any offense involving the sexual molestation, physical or sexual abuse or rape of a child, or any crime of moral turpitude.

SECTION 17 SPECIAL TERMS & CONDITIONS

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

B. AWARD: The School Board shall engage in…