RFP #26017; Task Order Based Architectural and Engineering Services.pdf

RFP 26017

Frederick County Public Schools, 1415 Amherst Street, Winchester, VA 22601

REQUEST FOR PROPOSAL RFP # 26017

Issue Date: September 16, 2026

Issue Title: Task Order Based Architectural and Engineering Services

Period of Contract: FROM: January 1, 2027 THROUGH: December 31, 2027 with the option to renew for three

(3) additional one-year periods (See Section 3 herein).

Sealed (hard copy) proposals consisting of seven (7) hard copies (one marked original), and one electronic copy will be received until October 16, 2026 @ 11:00 a.m. for furnishing the services described herein. Electronic submission proposals will be accepted via eVA. Choose only one submission method. Proposals received after this time will not be accepted.

SEND HARD COPIES TO: Lisa Reed, Purchasing Supervisor Frederick County Public Schools 1415 Amherst Street, Room 3

Winchester, VA 22601

Frederick County Public Schools reserves the right to reject any and all proposals in whole or in part and to waive any informality in the request for proposal. No late proposals will be accepted. It is the sole responsibility of the offerors to ensure that proposals are delivered to the Purchasing Supervisor by the designated date and hour. Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition.

All inquiries for information regarding procurement procedures, selection criteria, request for proposal submission requirements, or other fiscal/administrative concerns shall be directed to:

Lisa Reed, Purchasing Supervisor Email: reedli@fcpsk12.net Phone: (540) 662-3889, ext. 88154

FCPS does not discriminate against faith-based organizations in accordance with the Code of Virginia, section 2.2-4343.1 or against an Offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender, gender identity, political affiliation, veteran status, marital status, pregnancy, childbirth or related medical conditions, or any other basis prohibited by state law relating to discrimination in employment.

Certification of Request for Proposal

In compliance with this request for proposals and to all the conditions imposed herein, the undersigned offers and agrees to furnish the services in accordance with the signed proposal or as mutually agreed upon by subsequent negotiation.

Name and Address of Firm: Telephone No. :( )

Date:

______________________________ FIN/SSN:

______________________________ By:

1. SCOPE OF SERVICES:

1.1. The purpose of this Request for Proposal is to solicit sealed proposals to establish a contract or contracts through competitive negotiation for the provision of architectural and engineering services on an as needed basis for Frederick County Public Schools (FCPS). These services include but are not limited to:

a. Facilities requirements and utilization studies;

b. Feasibility studies for new, renovation, alteration, maintenance and repair projects;

c. Facility studies and audits to determine compliance with various federal, state and local regulations;

d. Facility assessments;

e. Design services for minor new construction, alteration, renovation, maintenance and repair projects to include project evaluation, planning, handicapped accessibility, and engineering services (civil, structural, MEPIT, land surveying, etc.) incidental to the project;

f. Preparation of reports, preliminary documents, working drawings, specifications, and construction cost estimates

g. Sustainable design services including LEED certified design (or equivalent), energy efficient design or Energy Star certified design, energy efficiency evaluations/studies and/or energy modeling

h. Additional architectural services as requested.

1.2. The resulting contract for Task Orders shall not exceed the VPPA limits. If multiple contracts are awarded, FCPS reserves the right, in its discretion, to select the contractor best suited to perform each individual project and is not obligated to distribute Task Orders equally among awarded contractors.

2. PRE-PROPOSAL CONFERENCE:

2.1. A non-mandatory pre-proposal conference will be held on October 1, 2026 at 1:00 P.M. in the

Frederick County Public Schools School Board Room, 1415 Amherst Street Winchester, VA 22601.

2.2. The purpose of the pre-proposal conference is to give potential offerors an opportunity to ask questions and to obtain clarification about any aspect of this Request for Proposal. Offerors may submit any questions pertaining to the RFP, in writing, no later than October 2, 2026 NLT close of business to reedli@fcpsk12.net.

3. CONTRACT PERIOD AND RENEWAL:

3.1. This contract will begin on January 1, 2027 through December 31, 2027, with the option to renew annually thereafter for three (3) additional one-year periods, upon mutual agreement of both parties.

3.2. The obligation of FCPS to pay compensation due the contractor under the contract or any other payment obligations under any contract awarded pursuant to this Request for Proposal is subject to appropriations by the Frederick County School Board to satisfy payment of such obligations. FCPS’ obligations to make payments during subsequent fiscal years are dependent upon the same action. If such an appropriation is not made for any fiscal year, the contract shall terminate effective at the end of the fiscal year for which funds were appropriated and FCPS will not be obligated to make any payments under the contract beyond the amount appropriated for payment obligations under the contract. FCPS will provide the contractor with written notice of non-appropriation of funds within thirty (30) calendar days after action is completed by the School Board. However, FCPS’ failure to provide such notice shall not extend the contract into a fiscal year in which sufficient funds have not been appropriated.

mailto:reedli@fcpsk12.net

4. BACKGROUND:

4.1. Frederick County Public Schools is located approximately 70 miles west of Washington, DC, and has a total student enrollment of approximately 14,000 students in grades K-12 enrolled in 21 locations along with several support buildings located throughout the County.

4.2. FCPS has on-going requirements for professional architectural services to support various projects required to maintain, improve or expand its facility and utility infrastructure. Typical projects to be covered under the resulting contract may include: design services for renovations to existing facilities, roof replacements, window/door replacements, ADA modifications, facility assessments and studies as well as design services for the repair/renovation of miscellaneous structures throughout FCPS.

5. TASKS TO BE PERFORMED: All proposals must be made on the basis of and either meet or exceed the requirements contained herein. All offerors must be able to provide professional expertise in the A/E field. Individual tasks may require supervision, manpower, materials, equipment and supplies necessary to complete any services outlined herein. Described below is a general outline of the type of work to be performed by the successful firm and the minimally acceptable standards of performance.

Project assignments shall be on an as needed basis. The right is reserved at all times to perform work in-house or to award large projects on a separate competitive negotiation basis. This outline is intended as a guide for offerors to describe the nature of the services required and qualifications for the contract.

All services shall be performed in compliance with industry standards and all federal, state, and local laws, ordinances, and regulations including EPA, Virginia Department of Environmental Quality, State Health Department, VOSHA (Virginia Occupational Safety and Health Agency) and OSHA rules and regulations. The services to be provided shall include but not be limited to the following:

● Evaluations, investigations, analysis, recommendations, cost and time estimates, testing, reports, studies, designs, preparation of documents (including drawing files and specifications), field inspections and investigation.

● Professional involvement throughout all phases of the project including but not limited to development of programs; preparation of reports; periodic progress reports/meetings;

processing of invoices for service; timely processing of project correspondence, consultant’s requests for payment, and material and equipment submittals.

● Other types of professional and non-professional services of a nature consistent with the intent of this RFP as directed by FCPS.

Qualified offerors are encouraged to submit a proposal for the following minimally acceptable services requirements:

5.1. Basic Services

a. Architect/Engineer (hereinafter referred to as A/E) shall perform any and all professional services including basic architecture; landscape architecture; interior design; planning;

structural, mechanical, civil, electrical, and data services; and any survey or related services incidental thereto. A/E represents that all tasks will be performed in accordance with generally acceptable professional standards and further represents that the advice and consultation provided shall be within its authority and capacity as a professional. A/E will comply with the regulations, laws, ordinances and requirements of all governmental impact applicable to any assigned project. Exact details of the basic services will be specified for each project assigned.

b. A/E shall ascertain the feasibility of achieving the Owner’s requirements and within the limitations of the building or buildings within which the Project is to be located. This evaluation may include engineering services.

c. Based on a review, analysis and evaluation of the functional and organizational relationships, requirements, and objectives for the Project, the A/E will be required to provide two review submissions of a written program of requirements for FCPS’ review, revision and approval.

d. The A/E will review the final program of space requirements with FCPS for final approval, prior to proceeding with the schematic design phase.

e. The A/E will prepare a project schedule indicating key milestone dates for the design and construction phases

5.2. Study and Scoping – Upon authorization from FCPS to proceed with an agency space design, A/E will consult with the FCPS Design Team and conduct interviews with FCPS to determine the space requirements for their future space. The documentation of these space requirements will include square footage allocations for employees, support functions and circulation.

The A/E shall document the applicable requirements necessary, using a format acceptable to FCPS for the various Project functions or operations, such as those for existing and projected personnel, space, furniture, fixtures and equipment, operating procedures, security criteria, communications relationships and any other requirements critical to the functional operation of the space.

a. Consult with FCPS to determine its requirements and review available data in FCPS’ possession.

b. In consultation with FCPS and on the basis of all information, determine the scope of the project.

c. Have all necessary research and field survey work performed when requested.

d. Prepare preliminary design documents consisting of construction plans and specifications.

e. Based on the information contained in the preliminary design documents, submit an opinion of probable project cost including, but not limited to, construction costs and contingencies.

f. Furnish preliminary design documents, A/E’s opinion of probable project cost to FCPS, and present and review them with FCPS.

g. Furnish all such documents, plans and design data as may be required for, and assist in the preparation of the required documents so that FCPS may obtain approvals of all such governmental agencies and authorities having jurisdiction over design criteria and environmental impact applicable to the project, and assist in obtaining such approvals by participating in submissions to and negotiations with appropriate officials and authorities, including administrative hearings and meetings as are reasonably required to obtain such approval.

5.3. Schematic Design Phase – The A/E, upon authorization from the designated FCPS representative, will meet with locations to collect their requirements for preparation of preliminary space studies as defined below.

a. Based on the approved written program, the A/E shall prepare for the lead department’s approval up to three (3) blocking and stacking diagrams showing the general functional relationships for both personnel and operations.

b. The A/E shall investigate existing conditions or facilities to make measured drawings or to verify the accuracy of drawings or other information furnished by FCPS. The A/E shall inform the designated project manager of any major deviations in existing drawing or information.

c. Based upon the approved blocking and stacking diagrams, the A/E shall prepare additional adjacency diagrams indicating sub-agency and components adjacencies.

Based on the approval of these relational diagrams, the A/E shall prepare space allocation and utilization plans indicating partition and furnishings locations and preliminary furniture and equipment layouts. The A/E shall provide an evaluation of the program and the project budget, if one has been established by the Owner.

d. The A/E shall prepare studies to establish the design concept of the Project indicating the types and quality of finishes and materials and furniture, fixtures and equipment. In many cases, the A/E will develop these studies based on established office and workstation standards developed by FCPS.

e. The A/E shall review with the ordering agency alternative approaches to designing and carrying out the work.

f. The A/E shall submit to the Owner a preliminary Statement of Probable Project Cost, based on the recommended design concept and on current costs for projects of similar scopes and quality.

g. The A/E will review the space allocation and utilization plans with FCPS staff and revise as required to arrive at a final space plan prior to proceeding with the Design Development Phase.

h. The A/E shall be able to prepare CADD plans for the entire building as requested. The

A/E shall provide plans in hard copy and by other digital means as requested by FCPS.

5.4. Design Development Phase

a. Based on the approved Schematic Design and any adjustments authorized by FCPS in the program, the A/E shall prepare, for approval by FCPS, Design Development drawings and other documents for completion and describe the size and character of the Project including special design features.

b. Upon approval of the Schematic Design, the A/E will:

1. Prepare a preliminary scale space plan showing location of all personnel and functions. Generic furniture will be drawn into the plans for each space as an indication only of scale.

2. Submit the plan to FCPS for approval and/or revision.

3. Prepare a refined space plan indicating the revisions requested by FCPS.

5.5. Construction Documents Phase – Upon completion of the Preliminary Design Phase and notification by FCPS that the preliminary design documents are acceptable in all respects to FCPS and to all governmental agencies and authorities as have jurisdiction over design criteria and environmental impact applicable to the project, A/E shall:

a. On the basis of the preliminary design, and the approval thereof, prepare the final project plans and specifications and Contract Documents, which shall include bid forms, instructions to bidders, contract form, bonding and insurance requirements and where applicable, federal compliance requirements, and assist in the preparation of other related documents.

b. Finish all such documents, plans, and design data as may be required for and assist in the preparation of the required documents so that FCPS may obtain approval of all such governmental agencies and authorities as have jurisdiction over design criteria and applicable to the project, and assist in obtaining such approvals by participating in submissions to and negotiations with appropriate officials and authorities, including administrative hearings involving the project. A/E will attend as many hearings and meetings as are necessary to obtain such approval.

c. Furnish FCPS with a revised opinion of probable project cost based on the final plans and specifications and other related documents.

d. Prepare any necessary documents for alternate bids requested by FCPS.

e. Furnish final plans and specifications, contract documents, and all other related documents to FCPS, present and review all such documents with FCPS.

5.6. Bidding and Negotiation Phase – After authorization to proceed with Bidding and Negotiating Phase, A/E shall:

a. Assist FCPS in obtaining bids for each prime contract for construction and/or installation of equipment.

b. Consult with and advise FCPS as to the acceptability of subcontractors and other persons and organizations proposed by a prime contractor.

c. Consult with and advise FCPS as to the acceptability of substitute materials and equipment proposed by a contractor.

d. Assist FCPS in evaluating bids and in assembling and awarding contracts.

e. Prepare all documents necessary for FCPS and contractor(s) to enter into a contract for the construction of the project and forward all such documents to the Purchasing Supervisor for review. FCPS will forward the final documents to the contractor for signature and submit contractor executed copies to the Superintendent or designee for execution by FCPS.

5.7. Construction Administration Phase – During the Implementation Phase, A/E shall:

a. Furnish FCPS and FCPS’ contractor(s) each with an additional set of plans.

b. Consult with and advise FCPS and act as its representative as normally expected of professional A/E’s. FCPS’ instructions to contractor(s) will be issued by A/E through the representative. A/E will have the authority to act on behalf of FCPS to the extent authorized by FCPS.

c. Make periodic visits to the site as necessary, or as defined for individual projects. The purpose of the visit is to observe, as an experienced and qualified design professional, the work is proceeding in accordance with the final plans, specifications, and the contract documents, A/E will verify that the completed project reasonably conforms to the final plans, specifications, and to the contract documents. During such visits and on the basis of its on-site observations, A/E shall keep FCPS informed in writing of the progress of work and shall endeavor to guard FCPS against defects and deficiencies in the work of the contractor(s); shall notify FCPS of any observed defects or deficiencies in the work of the contractor(s); and shall disapprove or reject work as failing to conform to the requirements of the final plans, specifications, or contract documents.

d. Take appropriate action to review and approve shop drawings and samples, the results of tests and inspections and other data which contractor(s) are required to submit, for conformance with the design concept of the project and compliance with the information given in the final plans, specifications, and the contract documents; determine the acceptability of substitute materials and equipment proposed by contractor; and receive and review maintenance and operating instructions, schedules, guarantees, bonds, and certificates of inspection, which are to be assembled by the contractor in accordance with the final plans, specifications, and contract documents.

e. Issue instructions of FCPS to each contractor and prepare all change orders as required;

A/E may, as FCPS’ representative, require special inspection or testing of the work and shall act as interpreter of the requirements of the final plans, specifications, and the contract documents and judge of the performance there under by the parties hereto.

f. Based on A/E’s on-site observations as an experienced and qualified design professional and on his review of contractor’s applications for payment and the accompanying data and schedules, shall advise FCPS as to the amount owing to contractor(s) and indicate whether he approves such amount: such approvals of payment will constitute a representation to FCPS, based on such observations and review, that the work has progressed to the point indicated and that, to the best of knowledge, information and belief, the quality of the work is in accordance with the final plans, specifications, and the contract documents (subject to an evaluation of the work as a functioning project upon substantial completion, to the results of any subsequent tests called for in the final plans, specifications, and the contract documents, and to any qualifications stated in its approval).

g. Conduct an inspection to determine if the project is substantially complete and conduct a final inspection to determine if the project has been completed in accordance with the final plans, specifications and contract documents. If each contractor has fulfilled all of his obligations, the A/E shall indicate to FCPS and other governmental agencies, in writing, that final payment should be made to each contractor.

h. Prepare and/or review a set of prints or drawings (as-builts) showing those changes made during the construction process, based on the marked-up prints, drawings, and other data furnished by contractor(s) and/or inspectors to A/E and which A/E considers significant.

6. TECHNICAL PROPOSAL INSTRUCTIONS:

6.1. The offeror must submit the Technical Proposal document containing the following information.

This information will be considered the minimum content of the proposal. Proposal contents shall be arranged in the same order and identified with headings as presented herein.

a. Executive Summary Letter

b. Management Skills and Technical Expertise

At a minimum provide:

1. A list of projects completed within the past three (3) years that best illustrate capabilities required by this RFP including description, scope and project cost.

2. Information on delivery of projects within the last three (3) years. Provide execution time (contract/actual); construction cost (estimated/actual); and any problems encountered and solutions devised.

3. Client’s contact information

4. Awards and letters of commendation received.

5. Depth and variety of staff disciplines. This section should clearly identify all disciplines available within the firm and those which will be subcontracted to others.

6. Managerial capabilities including ability to manage projects simultaneously and expeditiously; approach to problem/task resolution; and methodology/data gathering techniques and procedures.

c. Credentials of the Project Team

1. Identification of the project manager

2. An organizational chart (block diagram) and written description of the proposed Project

Team, with the names and titles of the key individuals shown.

3. Portfolio of related projects (minimum 5 projects)

4. Project manager’s resume

5. Resumes of key project staff members including any work completed for Frederick

County Public Schools or Frederick County.

d. Task Understanding

1. Provide a narrative describing how you intend to accomplish the task requirements as they are listed in Section 5 – TASKS TO BE PERFORMED of this RFP.

2. Process for assigning priorities to projects.

e. Capability of a timely response

1. Proximity of Offeror’s office to Frederick County Public Schools Administration

Building, 1415 Amherst Street, Winchester, VA 22601 (driving time)

2. Acknowledgement and understanding of required response times as set forth in this RFP. (Section 8.4 &8.5)

f. Compliance with Contractual Terms

1. Provide a definitive statement of intent to comply with Contract Terms and Conditions as delineated in this RFP. If proposed terms and conditions are not acceptable as described, note and explain any exceptions; however, failure to agree to terms required by law or FCPS purchasing regulations may be grounds for disqualification of the proposal.

2. Acknowledge and describe any proposed deviations from Tasks to be Performed (Section 5).

g. Supplemental information from your firm

1. Financial Data: Pertinent data which demonstrates the A/E’s corporate capability to successfully perform. Shall include information on the financial stability of the firm;

e.g., annual financial reports and statements, Dun and Bradstreet and/or other credit bureau ratings.

2. Special Qualifications: Describe any special strengths, insight or creative qualifications, which may be applicable but not described in previous pages.

3. All forms listed in Appendix B including full contact information for requested references.

6.2. Treatment of the Issues:

In this section, the offeror may also comment if deemed appropriate, on any aspect of the Request for Proposal, including suggestions on possible alternative approaches to the coverage, definition, development, and organization of the issues presented in the “Tasks to be Performed” section, and may propose alternative approaches.

6.3. The personnel named in the technical proposal will remain assigned to the project throughout the period of this contract. No diversion or replacement may be made without submission of a resume of the proposed replacement with final approval being granted by the Director of Facilities Services or the Assistant Superintendent of Administration.

7. COST PROPOSAL INSTRUCTIONS:

7.1. No Cost Proposal is requested at this time. A cost proposal will be requested from the highest rated offeror after the completion of oral interviews. The format for cost proposals will be given to the top-rated offeror at the time of request and a deadline for submission with accompany such request. FCPS reserves the right to reject any proposals received after the designated date and time

8. ADDITIONAL REQUIREMENTS:

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

8.2. CONTRACT MODIFICATIONS: The parties may agree in writing to modify the scope of the contract. An 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.

8.3. CONSTRUCTION BIDDING REDESIGN: If all construction bids received exceed FCPS’ construction budget by ten percent (10%) or more, the A/E shall redesign as required to provide a facility within budgeted funds at no additional cost to FCPS.

8.4. COST PROPOSALS/RESPONSE TIME: FCPS will notify the applicable contractor when work is required. The contractor shall respond within forty-eight (48) hours after notification. FCPS will schedule a meeting with the contractor and the proper FCPS representatives to discuss the work that is required. Based upon those discussions, the contractor shall submit to FCPS a lump sum cost proposal to perform the work based upon their fixed hourly rates contained in the contract. The estimate shall contain the estimated number of hours broken out by category of service, Contractor hourly rates for each category, a narrative describing work to be performed and estimated time for completion. After review and acceptance of the proposal, FCPS will issue a purchase order to perform the work. The proposals shall be prepared at no cost to FCPS. If FCPS and the architect cannot mutually agree on an estimate, FCPS reserves the right to reject the estimate and solicit a proposal from other task order architects.

When the scope of services involves work of such nature that the contractor cannot reasonably estimate the time which would be required to provide the services, the County may agree to an Hourly Rate Purchase Order based on the actual hours worked times the hourly rates indicated in the Contractor’s binding fee schedule and other approved expenses. A maximum purchase order fee or cost not to exceed limitation shall be agreed upon for Hourly Rate Purchase Orders. When an hourly rate purchase order is used, the contractor shall submit detailed time records, documentation for other expenses, and such other evidence as FCPS may require to support the billing request. Overtime rates shall only be applied for work performed beyond forty (40) hours per work week (M-F).

8.5. FAILURE TO DELIVER OR MEET DEADLINES: Failure to comply with the terms and conditions of this solicitation or to deliver services and meet deadlines identified in the solicitation and contract at the costs quoted will void the contract award. The Contractor shall in this instance be responsible for any and all costs incurred by FCPS to procure such products or services elsewhere.

8.6. INSURANCE: The Contractor shall maintain such personal injury and property damage liability insurance as necessary to protect itself from claims arising out of the performance of any resulting contract. By signing and submitting a proposal under this solicitation, the Offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the work commences. Additionally, it will maintain these 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. During the period of the contract FCPS reserves the right to require the Contractor to furnish certificates of insurance for the coverage required by FCPS and the Commonwealth as indicated below:

a. Contractor Insurance - The firm shall be responsible for its work and every part thereof, and for all materials, tools, equipment, appliances, and property of any and all description used in connection therewith. The firm assumes all risks 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, or in connection in any way whatsoever with the contracted work. The Contractor shall procure, maintain, and provide proof of, insurance coverage for injuries to persons and/or property damage as may arise from or in conjunction with, the work performed on behalf of FCPS by the Contractor, his agents, representatives, employees, or subcontractors. Proof of coverage as contained herein shall be submitted fifteen (15) days prior to the commencement of work and such coverage shall be maintained by the contractor for the duration of the Contract period for occurrence policies. Claims made policies must be in force or that coverage purchased for five (5) years after Contract completion date.

b. General Liability: Coverage shall be as broad as: Comprehensive General Liability endorsed to include Broad Form, Commercial General Liability form including Products/Completed Operations.

Minimum Limits - General Liability:

$1,000,000 General Aggregate Limit $1,000,000 Products & Completed Operations $1,000,000 Personal & Advertising Injury

$1,000,000 Each Occurrence Limit $50,000 Fire Damage Limit $5,000 Medical Expense Limit

c. Automobile Liability: Coverage sufficient to cover all vehicles owned, used, or hired by the Contractor, his agents, representatives, employees, or subcontractors.

Minimum Limits - Automobile Liability:

$1,000,000 Combined Single Limit $1,000,000 Each Occurrence Limit $5,000 Medical Expense Limit

d. Worker’s Compensation:

Limits as required by the Worker’s Compensation Act of Virginia Employer’s Liability - $1,000,000

e. Owner’s & Contractor’s Protective Liability Policy will be in the name of FCPS. Minimum limits required are $1,000,000.

f. Professional Liability Minimum limits are $1,000,000 per occurrence

g. Coverage Provisions:

1. The Contractor shall furnish FCPS certificates of insurance including endorsements affecting coverage. The certificates are to be signed by a person authorized by the insurance company(s) to bind coverage on its behalf. If executed by a broker, a notarized copy of authorization to bind or certify coverage must be attached.

2. All deductibles or self-insured retention shall appear on the certificate(s) and shall be subject to approval by FCPS. At the option of FCPS, either the insurer shall reduce or eliminate such deductible or self-insured retention; or the contractor shall be required to procure a bond guaranteeing payment of losses and related claims expenses.

3. FCPS, its officers/officials, employees, agents and volunteers shall be added as “additional-insured” as their interests may appear. This provision that FCPS be made an additional insured does not apply to Professional Liability or Worker’s Compensation/Employers’ Liability.

4. The contractor’s insurance shall be primary over any applicable insurance or self-insurance maintained by FCPS.

5. The contractor shall provide immediate written notice to FCPS before any cancellation, suspension, or void of coverage in whole or in part, or subsequent to any cancellation, suspension, or void of coverage in whole or part if not so notified prior to an action taken by the insurer resulting in the immediate cancellation, suspension, or void in whole or part.

6. All coverage for subcontractors of the contractor shall be subject to all of the requirements stated herein.

7. Failure to comply with any reporting provisions of the policy(s) shall not affect coverage provided FCPS, its officers, officials, agents, employees and volunteers.

8. The insurer shall agree to waive all rights of subrogation against FCPS, its officers/officials, agents, employees or volunteers for any act, omission, or condition of premises which the parties may be held liable by reason of negligence.

9. All insurance shall be placed with insurers maintaining an A.M. Best rating of no less than an A:VII. If A.M. Best rating is less than A:VII, approval must be received from FCPS.

10. All coverage designated herein shall be as broad as the Insurance Services Offices forms filed for use with the Commonwealth of Virginia.

h. Certificate - The firm will provide an original, signed Certificate of Insurance and such endorsements as prescribed herein, and shall have it filed with FCPS Finance Office before any work is started.

i. Insurance Cancellation - No change, cancellation, or non-renewal shall be made in any insurance coverage without a sixty-day written notice to FCPS Finance Office.

j. Contract Control of All Tasks - Contractual and other Liability insurance provided under this contract shall not contain a supervision, inspection or engineering services exclusion that would preclude FCPS from supervising and/or inspecting the project as to the end result.

The firm shall assume all on-the-job responsibilities as to the control of persons directly employed by it and of the subcontractors and any persons employed by the subcontractors.

k. Subcontractor Liability Insurance - Nothing contained in the specifications shall be construed as creating any contractual relationship between any subcontractor and FCPS.

The contractor shall be as fully responsible to FCPS for the acts and omissions of the subcontractors and of persons employed by them as it is for acts and omissions of persons directly employed by it.

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

9. PRICING:

9.1. The subsequent contract will be a firm-fixed price agreement. The fee(s) will remain firm and will include all charges that may be incurred in fulfilling the requirements of the contract during the first 365 days. Changes in cost for any subsequent contract years maybe based on the Consumer Price Index (CPI-U), Table 10, U.S. City Averages, or other relevant indices.

9.2. Prices may not be increased in any one-year by more than three percent (3%).

9.3. The request for a change in the unit price shall include as a minimum, (1) the cause for the adjustment; (2) proposed effective date; and, (3) the amount of the change requested with documentation to support the requested adjustment (i.e., appropriate Bureau of Labor Statistics, Consumer Price Index (CPI-U), change in manufacturer's price, etc.).

9.4. Price decreases shall be made in accordance with paragraph 29 of the General Terms and

Conditions. (Appendix A)

10. TRADE SECRETS/PROPRIETARY INFORMATION:

10.1. Ownership of all data, materials and documentation originated and prepared for FCPS pursuant to the RFP shall belong exclusively to FCPS and be subject to inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protection of Section 2.2- 4342 of the Virginia Public Procurement Act prior to or upon submission of the data or other materials to be protected and state the reasons why protection is necessary.

10.2. Disposition of material after award(s) should be stated by the offeror.

11. CONTACT FOR CONTRACTUAL MATTERS:

11.1. All communications and requests for information and clarifications shall be directed to the following procurement official:

Lisa Reed, Purchasing Supervisor Department of Finance Telephone: (540) 662-3889 x88154 reedli@fcpsk12.net

11.2. No attempt shall be made by any offeror to contact members of the Evaluation Committee about this procurement (see paragraph 17.3).

12. CONTACT FOR TECHNICAL OR NON-CONTRACTUAL MATTERS:

12.1. All communications and requests during the term of the contract for information and clarifications on technical and non-contractual matters shall be directed to the following points of contact:

Brandan Caton, Director of Facilities Services Telephone: (540) 667-4865 catonb@fcpsk12.net

Jason Barbe, Director of Planning and Construction Telephone: (540) 662-3889 Email: barbej@fcpsk12.net

13. REQUIRED SUBMITTALS:

13.1. Each Offeror responding to this Request for Proposal must supply all the documentation required in the RFP. Failure to provide documentation with the Offeror's response to the RFP will result in the disqualification of the Offeror's proposal.

14. SUBMISSION OF PROPOSAL:

14.1. Electric proposals may be submitted via eVA or seven (7) hard copies (one marked original), and one electronic copy shall be delivered to the following address in sealed envelopes or packages with the proposal number, title and the offerors name and address on the outside.

Choose only one method of submission. Receipt of more than one proposal from the same offeror may result in rejection of both proposals. It is requested that the one electronic copy of the proposal be provided in a thumb drive format. The offeror must include a notarized statement that the thumb drive version is a true copy of the printed version. In the event that the electronic copy does not match the hard copy, the hard copy will take precedence.

Department of Finance Attention: Purchasing Supervisor 1415 Amherst St., Room 3 Winchester, VA 22601 Telephone: 540-662-3889 x 88154

14.2. Offerors are reminded that changes to the request for proposal, in the form of addenda, are often issued before the due date of the solicitation. All addenda should be signed and submitted along with your proposal submission. Notice of addenda will be posted on eVA and the FCPS Purchasing webpage. It is the Offeror’s responsibility to monitor these websites for the most current addenda at eVA or the Doing Business with FCPS websites.

14.3. Proposals submitted electronically via eVA prior to any addendum that is posted, MUST be resubmitted. Proposal submitted prior to the final addendum posted will not be opened.

14.4. It is the Offeror's responsibility to clearly identify and to describe the services being offered in response to the Request for Proposal. Offerors are cautioned that organization of their response, as well as thoroughness is critical to FCPS’ evaluation process. The RFP forms must be completed legibly and in their entirety; and all required supplemental information must be furnished and presented in an organized, comprehensive and easy to follow manner.

mailto:catonb@fcpsk12.net mailto:barbej@fcpsk12.net https://eva.virginia.gov/ https://fcpsvavendors.munisselfservice.com/Vendors/VBids/Default.aspx

14.5. Unnecessarily elaborate brochures of other presentations beyond that sufficient to present a complete and effective proposal is not desired. Elaborate artwork, expensive paper, bindings, visual and other presentation aids are not required. FCPS encourages the use of recycled paper, therefore it is urged that proposals be submitted on paper made from or with recycled content and be printed on both sides.

14.6. Each original and electronic copy of the proposal shall consist of:

Technical Proposal

1. Request for Proposal Cover Sheet

2. Technical proposal as required in the Special Provisions, paragraph 6, TECHNICAL PROPOSAL INSTRUCTIONS.

14.7. By executing the cover sheet and documents contained in Appendix B, Offeror acknowledges that they have read this Request for Proposal, understand it, and agree to be bound by its terms and conditions. Proposals may be submitted by mail, courier or delivered in person.

15. LATE PROPOSALS:

15.1. Proposals received in the Department of Finance after the date and time prescribed shall not be considered for contract award and shall be returned to the offeror.

16. PERIOD THAT PROPOSALS REMAIN VALID:

16.1. Proposals will remain valid for a period of one-hundred and twenty days (120) calendar days after the date specified for receipt of proposals.

17. BASIS FOR AWARD:

17.1. This Request for Proposal is being utilized for competitive negotiation. Under the competitive negotiation process, a contract may be awarded to the responsible offeror whose proposal is determined to be the most advantageous to the School District, taking into consideration price and the evaluation factors set forth in the Request for Proposal.

17.2. An Evaluation Committee has been established to review and evaluate all proposals submitted in response to this Request for Proposal. The Committee shall conduct a preliminary evaluation of all proposals on the basis of the information provided with the proposal, and the evaluation criteria listed below. Based upon this review, the cost proposals of the highest rated offeror(s) will then be reviewed.

17.3. No Offeror, including any of their representatives, subcontractors, affiliates and interested parties, shall contact any member of the Evaluation Committee or any person involved in the evaluation of the proposals. Evaluation Committee members will refer any and all calls related to this procurement to the procurement official named in 11.1 above. Failure to comply with this directive may, at the sole discretion of FCPS, result in the disqualification of an offeror from the procurement process.

17.4. Based on the results of the preliminary evaluation, the highest rated offeror(s) may be invited by the Purchasing Supervisor to make oral presentations to the Evaluation Committee. Oral presentations are tentatively set for November 5, 2026. This committee will then conduct a final evaluation of the proposals. Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors involved in the Request for Proposal, including price if so stated in the Request for Proposal.

Negotiations shall then be conducted with each of the offerors so selected. After negotiations have been conducted with each offeror so selected, the School District shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror.

17.5. Should the School District determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The Committee will make appropriate recommendations to the Superintendent of Schools and School Board, if appropriate, prior to actual award of contract.

17.6. Proposal Evaluation Criteria

Proposals shall be evaluated by a FCPS committee using the following criteria as related to the FCPS’ Tasks to be Performed outlined in paragraph 5, cost proposal paragraph 7, and all other terms and conditions and submission requirements identified herein:

Evaluation Criteria Assigned Weight

(1) Proposed Services 35%

(2) Qualifications/Ability to Perform 30%

(3) Staff/Personnel Assigned 25%

(4) Favorable References 10%

17.7. FCPS reserves the right to make on-site visitations to assess the capabilities of individual offerors and to contact references provided with the proposal.

17.8. The Purchasing Supervisor may arrange for discussions with firms submitting proposals, if required, for the purpose of obtaining additional information or clarification.

17.9. Offerors are advised that, in the event of receipt of an adequate number of proposals, which, in the opinion of the Executive Director of Finance, require no clarifications and/or supplementary information, such proposals may be evaluated without further discussion.

Consequently, offerors should provide complete, thorough proposals with the offerors most favorable terms. Should proposals require additional clarification and/or supplementary information, offerors should submit such additional material in a timely manner.

17.10. Proposals which, after discussion and submission of additional clarification and/or supplementary information, are determined to meet the specifications of this Request for Proposal will be classified as "acceptable". Proposals found not to be acceptable will be classified as "unacceptable" and no further discussion concerning same will be conducted.

17.11. It is the school division’s intent for this RFP, any addenda, the offeror's proposal, any additional information requested, and negotiated changes to be incorporated by reference into the

17.12. The School District may cancel this Request for Proposal or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous.

18. ANTICIPATED SELECTION SCHEDULE:

Issue RFP via eVA and FCPS website September 16, 2026

Pre-Proposal Conference 1:00 P.M. October 1, 2026

Questions due to FCPS NLT Close of Business October 2, 2026

Proposals Due to FCPS NLT 11:00 A.M. October 16, 2026

Notify Shortlist (tentative) Week of October 26, 2026

Hold Interviews (tentative) Week of November 9, 2026

Notify Selected (tentative) Week of November 16, 2026

Begin Negotiations (tentative) Week of November 16, 2026

Contract December 16, 2026

19. METHOD OF ORDERING:

19.1. FCPS may use two (2) different methods of placing orders from the final contract: Purchase Orders (PO’s) and approved School District procurement cards.

19.2. A Purchase Order (PO) may be issued to the contractor on behalf of the school or department ordering the items/services covered under this contract. An issued PO will become part of the resulting contract. The purchase order indicates that sufficient funds have been obligated as required by Title 15.2-1238 of the Code of the Commonwealth of Virginia.

19.3. Procurement Card orders and payments may also be made by the use of a Frederick County

Public Schools “Procurement” Card. The Procurement Card is currently a Visa Card.

Contractors are encouraged to accept this method of receiving orders.

19.4. Regardless of the method of ordering used, solely the contract and any modification determine performance time and dates.

19.5. Performance under this contract is not to begin until receipt of the purchase order, Procurement

Card order, or other notification to proceed by the Executive Director of Finance, school and/or department to proceed. Purchase requisitions shall not be used for placing orders.

20. PAYMENTS:

20.1. FCPS will pay the Contractor in accordance with the General Terms and Conditions in paragraph 27 unless otherwise negotiated.

21. CHANGES:

21.1. FCPS may, at any time, by written order, require changes in the services to be performed by the Contractor. If such changes cause an increase or decrease in the Contractors cost of, or time required for, performance of any services under this contract, an equitable adjustment shall be made and the contract shall be modified in writing accordingly. The Executive Director of Finance must approve all work that is beyond the scope of this Request for Proposal.

21.2. No services for which an additional cost or fee will be charged by the Contractor shall be furnished without the prior written authorization of the Executive Director of Finance.

22. DELAYS AND SUSPENSIONS:

22.1. FCPS may direct the Contractor, in writing, to suspend, delay, or interrupt all or any part of the work of this contract for the period of time deemed appropriate for the convenience of the School District. FCPS will extend the Contractor's time of completion by a period of time that in the discretion of the Executive Director of Finance is reasonably suited for completion of work. The School District may further amend the contract by mutual agreement for any increase in the cost of performance of the contract (excluding profit) resulting solely from the delay or suspension of the contract. No adjustment shall be made under this clause for any delay or interruption resulting from any other cause, including the fault or negligence of the Contractor.

22.2. If the School District does not direct the Contractor, in writing, to suspend, delay, or interrupt the contract, the Contractor must give the Executive Director of Finance written notice if FCPS fails to provide data or services that…