RFP # 27-SCPS-006 - Sublet Services.pdf

SCHOOL BOARD OF STAFFORD COUNTY

d/b/a STAFFORD COUNTY PUBLIC SCHOOLS

31 Stafford Avenue

Stafford, Virginia 22554

Telephone (540) 658-6000 www.staffordschools.net

RFP#: 27-SCPS-006

Title: RE: Sublet Services

Issue Date: September 14, 2026

Procurement Officer: Tracy Wright

Email: Procurement@staffordschools.net

Solicitation Due Date and Time: Electronic Proposals will be received until 2:00 p.m. local prevailing time on

October 14, 2026 for providing the services as described herein. Proposals must be received by Stafford Schools by the due date and time specified.

Submit electronic proposals as follows: Submit electronic proposal via email to procurement@staffordschools.net or in eVA at the following link: www.eva.virginia.gov.

Pre-Proposal Conference: No pre-proposal conference is scheduled.

Contract Term: Effective from date of award through June 30, 2027. Contract may be renewed for up to six (6) additional successive one-year periods.

Inquiries: All inquiries for information should be directed to the Procurement Officer above. All questions regarding the RFP must be received in writing on or before September 28, 2026 no later than 11:00 A.M.

TERMS & CONDITIONS: This solicitation is subject to the provisions of the School Board of Stafford County, d/b/a Stafford County Public School’s (herein referred to as “Stafford Schools”) Request for Proposal (RFP) and any attachments, exhibits, revisions or amendments thereto, which are hereby incorporated into this RFP in their entirety.

Special Terms and Conditions and Specifications attached shall also be part of your proposal. The RFP Package is available at no charge on the Commonwealth of Virginia’s electronic procurement system, eVA, at www.eva.virginia.gov. Please be observant of all RFP instructions and specifications.

By executing this RFP cover sheet, offeror acknowledges that they have read this RFP, understand it, and agrees to be bound by its terms and conditions. The undersigned offeror hereby offers and agrees to furnish all goods and services required by this RFP and certifies that all information it has provided in response to this RFP is true, correct, and complete.

OFFEROR INFORMATION:

Name of firm: ________________________________ Address of firm: _________________________

By (signature in ink): ___________________________ _______________________________________

Name (print): ________________________________ Phone: _________________________________

Title (print): _________________________________ Fax: ___________________________________

Date: _______________________________________ Email: _________________________________

In accordance with Virginia Code § 2.2-4343.1, as amended, Stafford Schools does not discriminate against faith-based organizations. Stafford Schools does not discriminate against an offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law.

http://www.staffordschools.net/ mailto:Procurement@staffordschools.net mailto:procurement@staffordschools.net http://www.eva.virginia.gov/

RFP# 27-SCPS-006 Page 2 of 20

Table of Contents

1. PURPOSE

2. BACKGROUND

3. SCOPE OF WORK

4. OFFEROR’S INSTRUCTIONS

5. BASIS FOR AWARD

6. GENERAL CONDITIONS

7. CONTRACTUAL TERMS AND CONDITIONS

ATTACHMENT B – PROPRIETARY INFORMATION IDENTIFICATION

ATTACHMENT C – PROPOSAL QUESTIONNAIRE

ATTACHMENT D – PRICING SCHEDULE

NOTE TO PROSPECTIVE OFFERORS:

● By submitting a proposal, the offeror certifies:

o I agree to abide by all conditions of this Request for Proposal (RFP) and that I am authorized to sign this proposal;

o The accompanying proposal is not the result of, or affected by, any unlawful act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud punishable under Virginia Code § 18.2-498.1, et seq. Furthermore, I understand that fraud and unlawful collusion are crimes under the Virginia Governmental Frauds Act, the Virginia

Government Bid Rigging Act, the Virginia Antitrust Act, and Federal Law, and can result in fines, prison sentences, and civil damage awards; and o That the accompanying proposal is in compliance with applicable provisions of the State and Local

Government Conflict of Interests Act (Virginia Code § 2.2-3100, et seq.). Specifically, without limitation, no Stafford Schools employee or a member of the employee’s immediate family shall have a proscribed personal interest in a contract; and that the accompanying proposal is in accordance with applicable provisions of the Virginia Public Procurement Act, Art. 6 Ethics in

Public Contracting (Virginia Code § 2.2-4367, et seq.), and any other applicable law as set forth therein.

● Please note the meaning of the following terms as used in this RFP:

The term “offeror” as referenced in this solicitation refers to the individual or firm preparing and submitting a proposal in response to this Request for Proposal. The term “contractor” refers to an individual or firm that has entered into an agreement to provide goods or services to Stafford Schools, its officers, employees and agents (“Stafford Schools”). In addition, it also refers to a firm who, when awarded the contract, will be responsible for the goods and services required, as a result of this solicitation.

RFP# 27-SCPS-006 Page 3 of 20

1. PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit proposals to establish additional term contract(s) through competitive negotiation with one or more successful offerors to provide Sublet Services on an as-needed basis for all Stafford County Public Schools (Stafford Schools) and Stafford County (County) owned vehicles. Stafford Schools reserves the right to utilize any contracts resulting from this solicitation at its own discretion. Existing vendors already under contract with Stafford Schools for Sublet Services do not need to submit a response to this RFP.

2. BACKGROUND

Stafford County is rapidly becoming an urban community and currently ranks as one of the fastest growing counties in Virginia and the nation. Stafford County encompasses one hundred seventy-three thousand

(173,000) acres, of which thirty thousand five hundred (30,500) are utilized by the federal government for the Quantico Marine Corps Reservation. The estimated population of Stafford County is one hundred sixty-three thousand three hundred and eighty (163,380).

At present, Stafford County Public Schools has nineteen (19) elementary schools (grades K-5), eight (8) middle schools (grades 6-8), six (6) high schools (grades 9-12), two (2) Head Start locations, one (1) alternative education facility and four (4) support complexes. There are also plans to rebuild Drew Middle

School and Hartwood Elementary School. The school membership is approximately thirty-one thousand two hundred and twenty (31,220).

3. SCOPE OF WORK

Stafford Schools is seeking proposals from qualified offerors to provide Sublet Services on an as-needed basis for all Stafford Schools and County owned vehicles.

Stafford Schools Fleet Services provides and/or facilitates fleet services for approximately one thousand, two hundred (1,200) vehicles which consists of but not limited to, buses, sheriff vehicles, passenger vehicles, and light duty trucks. Sublet Services may range from repairs on a four-door sedan to a 78-passenger bus. Offerors should clearly indicate their capabilities regarding heavy-duty vehicle repair in their proposals.

Partial or Full Response: Offerors may submit a response for all or part of this solicitation.

SUBLET SERVICES. The successful offeror(s) shall provide all labor, supervision, equipment, tools, parts, and materials necessary to perform a wide range of vehicle repair services, including but not limited to:

● Engine installation and repair

● Starter replacement

● Seat repairs

● Body work, including collision repair

● Electrical system diagnostics and repair

● Brake system service and repair

● Suspension and steering system service and repair

● HVAC system service and repair

● Transmission service and repair

● Preventative maintenance services (e.g., oil changes, filter replacements)

ESTIMATES. When providing sublet services for vehicle repairs, the successful offeror shall perform diagnostic tests on Stafford Schools vehicles to identify the vehicle’s problem(s). All diagnostic findings shall be reported to Stafford Schools for examination and review. All diagnostic reports shall include an estimate with an itemized detailed breakdown of the work required to get the vehicle running to Stafford Schools Standards. Stafford Schools shall approve all work prior to commencement of

RFP# 27-SCPS-006 Page 4 of 20 repairs. Stafford Schools shall approve work by issuing a Purchase Order detailing all repairs approved per vehicle.

SERVICE AVAILABILITY. Stafford Schools requires flexible service availability to minimize vehicle downtime. Vendors should indicate their standard operating hours and their ability to accommodate after-hours or emergency repairs. While Stafford Schools prefers service availability six (6) days a week (8:00 am - 5:00 pm weekdays, 9:00 am - 1:00 pm Saturdays), vendors should propose their best availability.

Priority shall be given to emergency vehicles and other critical vehicles as designated by Stafford Schools.

The offeror must demonstrate their ability to prioritize repairs effectively.

STORAGE. Vehicles that remain in the successful offeror’s possession overnight and for extended periods shall be stored in a safe and secure location for protection from theft and environmental dangers. The successful offeror shall be responsible for the proper care and custody of any vehicles under the scope of this contract while in the successful offeror’s possession.

PROPERTY LOSS. The successful offeror shall reimburse Stafford Schools for such property loss or damages caused by successful offeror, its employees or for anyone acting on the successful offeror’s behalf and any other damage the successful offeror may be liable for.

LICENSING/CERTIFICATION. All personnel performing repairs must be appropriately licensed and certified in accordance with the Code of Virginia and any other applicable regulations. Proof of licensing and certifications is required prior to performing repairs on vehicles.

PARTS. All parts shall be new, OEM, or a national brand; no rebuilt or remanufactured parts are to be used without prior approval from Stafford Schools.

WARRANTY WORK. The successful offeror shall guarantee all parts and workmanship for a period of

(90) ninety days or the manufacturer’s warranty period, whichever is longer. Call backs for repairs for the same reason or problem within this time period shall be fixed by the successful offeror at no cost to

Stafford Schools.

WARRANTY WORK (Manufacturer) The successful offeror shall be responsible for performing and coordinating with the vehicle manufacturer for all work performed that falls under the manufacturer’s vehicle warranty.

WORKMANSHIP. All work shall be performed in a first-class, professional manner and meet or exceed industry standards. Stafford Schools reserves the right to inspect all work. Any work deemed unsatisfactory must be corrected immediately at the offeror’s expense. Failure to correct unsatisfactory work may result in contract penalties, including deductions for costs incurred by Stafford Schools to have the work corrected elsewhere. Repeated failure to fully complete any project or task on time and in a workmanlike and professional manner shall result in the contractor being considered in default.

4. OFFEROR’S INSTRUCTIONS

4a. SUBMISSION AND RECEIPT OF PROPOSALS. Unless otherwise specified in the solicitation, all proposals must include the cover sheet which has been signed by the individual authorized to bind the offeror and be submitted as described on the cover page of this RFP.

A. PROPOSAL SUBMISSION: Submit one electronic proposal clearly marked “original,” and one electronic proposal clearly marked “redacted”. The redacted copy is only required if invoking

Code of Virginia § 2.2-4342F (provide Attachment B). It is the responsibility of the OFFEROR, not Stafford Schools, to ensure proposals are delivered to the SPECIFIED LOCATION by the date and time specified in the RFP.

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B. USE OF ARTIFICIAL INTELLIGENCE (AI) IN PROPOSAL PREPARATION -

DISCLOSURE REQUIREMENT: Offerors may use AI tools to assist in preparing their proposals. If AI tools were used, the Offeror must provide a brief disclosure stating:

1. That AI was used in the development of any part of the proposal; and

2. That the Offeror has reviewed, verified, and accepts full responsibility for the accuracy, completeness, and originality of all content submitted.

C. PROPOSAL PACKAGE. All proposals shall be identified with the solicitation number, title, and offeror’s name. Each offeror responding to this RFP must supply all the documentation required in the RFP.

D. SUBMISSION RESPONSIBILITY. It is the sole responsibility of the offerors for ensuring that their proposals are received and date and time stamped by Stafford Schools personnel before the due date and time for receipt of proposals per the RFP. Proposals and/or any addenda pertaining thereto, received after the announced time and date of receipt, by mail or otherwise, will be returned. However, nothing in this RFP precludes Stafford Schools from requesting additional information at any time during the procurement process.

E. INCLEMENT WEATHER. If Stafford Schools offices are not operating under normal staffing levels or if the location for receipt of proposals is inaccessible due to inclement weather or other emergency situations at the published time, the proposal submission or will default to the next regular business day at the same time.

F. ACCOMMODATION. If you are an individual with a disability and require reasonable accommodation, please notify Stafford Schools Procurement Office at (540) 658-6000, three working days prior to need.

4b. OFFEROR QUALIFICATIONS. Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. Any requirements listed herein are intended to describe qualifications, certifications and/or experience considered to be vital and should be used as guidelines for proposal submission. Firms or individuals not meeting specific requirements listed herein are encouraged to list and/or demonstrate alternate qualifications, certifications and/or experience for consideration.

4c. PROPOSAL FORMAT. To facilitate the analysis of responses to this RFP, offerors should prepare the proposal in accordance with the instructions outlined in this subsection and should structure the proposal so that it contains individual tabs/sections that mirror Attachment C.

A. Offeror’s responses should be prepared as simply as possible with straightforward, concise descriptions of their capabilities to satisfy the requirements of this RFP. Expensive bindings, color displays, promotional materials, etc., are not needed. Emphasis should be concentrated on accuracy, completeness, and clarity of content. All information should be presented in a non-technical format to ensure understanding. Use native, searchable text (no images of text).

Avoid screenshots of resumes/tables; submit resumes and tables as text. Submit accessible, searchable PDFs (tagged) or native DOCX files. If PDF is provided, ensure text is selectable and bookmarks mirror the section tabs. Use consistent headings that reference requirement IDs (e.g., ‘Requirement 2.3’). Clearly label any attachments and exhibits with descriptive filenames. All responses should be tailored specifically for Stafford

Schools.

B. Stafford Schools encourages proposals that provide innovative alternatives to addressing

Stafford Schools’ requirements as described in the solicitation. Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or included at the end of the proposal and designated as additional material.

C. Detailed Submittal Format. Complete and submit the following as a complete response to this RFP:

1. RFP cover sheet signed;

2. Addenda acknowledgement, if applicable;

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3. Attachment A – Virginia State Corporation Commission (SCC) Registration

Information form;

4. Attachment B – Proprietary Information Designation; and

5. Attachment C – Questionnaire

6. Attachment D – Pricing Schedule

4d. PROPOSAL PERIOD. Proposals will remain valid for a period of one-hundred and twenty (120) calendar days after the date specified for receipt of proposals.

5. BASIS FOR AWARD

5a. COMPETITIVE NEGOTIATION. Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals, based on the factors involved in the

RFP, including price if so stated in the RFP. Negotiations shall then be conducted with each of the selected offerors. Price shall be considered but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, Stafford Schools shall select the offeror which, in its opinion, has made the best proposal and award the contract to that offeror. When the terms and conditions of multiple awards are provided in the RFP awards may be made to more than one offeror. Should Stafford Schools 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. Stafford Schools reserves the right to make multiple awards as a result of this solicitation 5b. PROPOSAL ANALYSIS GROUP. A Proposal Analysis Group (PAG) has been established to review and evaluate all proposals submitted in response to this RFP. The PAG will conduct a preliminary evaluation of all proposals based on the evaluation criteria listed within this RFP.

5c. CONTACT WITH PROPOSAL ANALYSIS GROUP. No Offeror, including any of their representatives, subcontractors, affiliates and interested parties, shall contact any member of the PAG or any person involved in the evaluation of the proposals. Failure to comply with this directive may, at the sole discretion of Stafford Schools, result in the disqualification of an offeror from the procurement process.

5d. PRESENTATIONS AND NEGOTIATION. Based on the results of the preliminary evaluation, the highest rated offeror(s) may be invited by the Stafford Schools Procurement Officer, or designee, to make oral presentations to the PAG. This PAG 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, based on the factors involved in the RFP, including price if stated in the

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

Schools 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 PAG will make appropriate recommendations to Stafford

Schools Procurement prior to actual award of contract.

5e. PROPOSAL EVALUATION CRITERIA. Proposals shall be evaluated by Stafford Schools using the following evaluation criteria:

1. Specific plans or methodology to be used to perform the services. The ability, capacity, and skill of the firm to perform the work described herein in a manner consistent with Stafford Schools goals and standards. Weight: 40%

2. Qualifications and Experience. Weight: 30%

3. Price. Weight: 30%

5f. ON-SITE VISITS. Stafford Schools reserves the right to make on-site visits to assess the capabilities of individual offerors and to contact references provided with the proposal. The Stafford Schools

Procurement Office, or designee, may arrange for discussions with firms submitting proposals, if required, for the purpose of obtaining additional information or clarification.

5g. REVIEW OF PROPOSALS.

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A. Offerors are advised that, in the event of receipt of an adequate number of proposals, which, in the opinion of the Stafford Schools Procurement Officer 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 shall submit such additional material by the deadline provided by Stafford

Schools.

B. Stafford Schools may cancel this RFP 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.

6. GENERAL CONDITIONS

6a. INSURANCE REQUIREMENTS. In addition to any other forms of insurance or bonds required in the RFP, the contractor shall provide and maintain the following insurance:

A. Workers’ Compensation and Employer’s Liability: Workers' Compensation insurance in accordance with statutory requirements, and Employer's Liability insurance in limits of not less than $500,000 (each employee) or a maximum limit of $1,000,000, to protect the Contractor from any liability or damages for any injuries (including death and disability) to any and all of its employees, including any and all liability or damage which may arise by virtue of any statute or law in force within the Commonwealth of Virginia.

B. Comprehensive General Liability: Comprehensive General Liability insurance at a minimum of

$1,000,000 per occurrence, written on an occurrence basis, including ongoing and completed operations; contractual liability; and $2,000,000 general aggregate. In addition, Comprehensive

General Liability policy shall include a per project aggregate endorsement. Completed project aggregate endorsement shall continue in force for three years following completion of the

Contract.

C. Garagekeepers Legal Liability insurance providing protection in case a vehicle is damaged by fire, theft, vandalism, collision, etc.

D. Contractor providing professional services and/or Information Technology (IT) shall also provide and maintain the following insurance:

1. Professional Liability: Professional Liability, Errors and Omissions insurance coverage with a minimum per occurrence/aggregate limit of $1,000,000. Professional services shall include, but not be limited to: Accounting, Architecture, Asbestos Design, Inspection or

Abatement Contractors, Insurance/Risk Management, Landscape/Architecture, Legal, Professional Engineers, Professional Surveying, and IT Solutions and Services. Medical services provided by licensed professionals shall provide liability insurance at levels set by the Virginia Code.

E. Additional insurance provisions that apply to all contracts include:

1. Additional Insured: The School Board of Stafford County, its officers, employees, agents, and volunteers shall be named as Additional Insured on the Comprehensive General

Liability coverage listed above, and it shall be stated on the insurance certificate that this coverage "is primary and non-contributory to all other coverage Stafford Schools may possess."

2. Liability Insurance "Claims Made" basis: If the liability insurance purchased by the contractor has been issued on a "claims made" basis, the contractor must comply with the following additional conditions. The limit of liability and the extensions to be included as described previously in these provisions, remain the same. The contractor must either:

a. Agree to provide certificates of insurance evidencing the above coverage for a period of two years after final payment for the contract. This certificate shall evidence a "retroactive date" no later than the beginning of the contractor's or subcontractor’s work under the contract, or

b. Purchase the extended reporting period endorsement for the policy or policies in force during the term of the contract and evidence the purchase of this extended

RFP# 27-SCPS-006 Page 8 of 20 reporting period endorsement by means of a certificate of insurance or a copy of the endorsement itself.

3. Excess or Umbrella Liability Policy: Liability insurance may be arranged by Comprehensive

General Liability and Automobile Liability policies for the full limits required, or by a combination of underlying liability policies for lesser limits with the remaining limits provided by an Excess or Umbrella Liability policy.

4. All contractors shall provide thirty days (30) notice of cancellation of any insurance policy.

Each of the policies shall include a waiver of subrogation against Stafford Schools, its officers, employees, agents and volunteers.

5. The insurance specified herein shall be with an insurance company acceptable to the parties hereto and licensed to do business in the Commonwealth of Virginia. All insurance must be obtained before any work is commenced and kept in effect until its completion. If any of the work is sublet, similar insurance shall be obtained by or on behalf of the subcontractor to cover their operation.

6. Current insurance certificates documenting compliance with these coverage requirements shall be provided to the Procurement Officer prior to the award of any contract.

6b. COOPERATIVE PROCUREMENT. This procurement is being conducted by Stafford Schools in accordance with the provisions of Virginia Code § 2.2-4304, as amended. If agreed to by the contractor, other public bodies may utilize this contract, except for 1) contracts for architectural and engineering services; or, 2) construction contracts. The contractor shall deal directly with any public body it authorizes to use the contract. Stafford Schools, its officials and staff are not responsible for placement of orders, invoicing, payments, contractual disputes, or any other transactions between the contractor and any other public bodies, and in no event shall Stafford Schools, its officials or staff be responsible for any costs, damages or injury resulting to any party from use of a Stafford Schools contract. Stafford Schools assumes no responsibility for any notification of the availability of the contract for use by other public bodies, but the Contractor may conduct such notification.

6c. PROPRIETARY INFORMATION. Virginia Code § 2.2-4342(F), as amended, states:

“Trade secrets or proprietary information submitted by a bidder, offeror, or contractor in connection with a procurement transaction or prequalification application submitted pursuant to subsection B of

§2.2-4317 shall not be subject to the Virginia Freedom of Information Act (2.2-3700 et seq.); however, the bidder, offeror, or contractor shall (i) invoke the protections of this section prior to or upon submission of the data or other materials, (ii) identify the data or other materials to be protected, and

(iii) state the reasons why protection is necessary.” If the exemption from disclosure provided by Virginia Code § 2.2- 4342(F), as amended, is not properly invoked then the proposals will be subject to disclosure pursuant to applicable law.

6d. INVOICES. Invoices for goods and services ordered and delivered shall be submitted by the contractor to the remittance address shown on the purchase order. All invoices shall show the contract number, description of the goods and services, and contract price as applicable. Stafford Schools’ obligation to pay amounts due under the contract shall be contingent upon receipt of invoices in sufficient detail to permit identification of the goods and services.

6e. CHANGES.

A. Stafford Schools 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 contractor’s 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

Stafford Schools Procurement Officer, or designee, must approve all work that is beyond the scope of this RFP.

B. 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 Stafford Schools Procurement Officer, or designee.

6f. QUALITY EXPECTATION STATEMENT. Stafford Schools, through its quality initiative, is a recognized leader in providing quality goods and services at the most effective cost possible.

Therefore, Stafford Schools fully expects, requires, and shall hold all Contractors, and all agents, staff, RFP# 27-SCPS-006 Page 9 of 20 representatives, and subcontractors of the contractor, responsible for, and accountable to, the highest quality standards of professional workmanship, goods and services. In the spirit of the Stafford

Schools’ total quality improvement initiative, the contractor shall be expected to become a member of the team and perform or provide goods and services products with a target of “zero defects – zero rework.”

6g. SMALL, WOMEN-OWNED, AND MINORITY-OWNED BUSINESS USE. It is the policy of

Stafford Schools to increase opportunities for certified small, micro, women-owned, minority-owned and service-disabled veteran-owned businesses in all aspects of procurement to the maximum extent feasible. Where it is practicable for any portion of the awarded contract to be subcontracted to other suppliers, the contractor is encouraged to offer such subcontracting opportunities to these certified businesses. The Virginia Department of Small Business and Supplier Diversity’s certification database is available at https://www.sbsd.virginia.gov/directory/.

6h. REFERENCES. If requested, the offeror shall provide references which substantiate past work performance and experience in the type of work required for the contract. Stafford Schools may contact all references furnished by offerors. The right is further reserved by Stafford Schools to contact references other than, and/or in addition to, those furnished by the offeror.

6i. DELIVERY FOB DESTINATION. Any goods provided pursuant to this RFP shall be delivered

FOB Destination to the Stafford Schools using department, at the time and place specified in the contract documents. Unless otherwise specified in the solicitation each case, container, package, etc., delivered under the contract must be plainly marked, stating the contractor's name, purchase order number, and delivery address as indicated in the order. No deliveries will be accepted on Saturdays, Sundays and holidays, unless previous arrangements have been made.

6j. SAFETY.

A. The contractor, its employees and subcontractors shall comply with all current applicable local, state and federal policies, regulations and standards relating to occupational health and safety, including, by way of illustration and not limitation, the standards of the Virginia Occupational

Safety and Health (VOSH) Compliance Program administered by the Virginia Department of

Labor and Industry (DOLI). The provisions of all rules and regulations governing safety as adopted by the Safety Codes Commission of the Commonwealth of Virginia and issued by

DOLI under Title 40.1 of the Code of Virginia shall apply to all work under the contract. The contractor shall provide, or cause to be provided, all technical expertise, qualified personnel, equipment, tools and material to safely accomplish the work specified and performed by the contractor.

B. The contractor shall provide a supervisor at each job site who is competent, qualified, and authorized on the worksite, and who is familiar with policies, regulations and standards applicable to the work being performed. The supervisor shall be capable of identifying existing and predictable hazards in the surroundings or working conditions which are hazardous or dangerous to employees or the public, and shall be capable of ensuring compliance with all applicable safety and health regulations, and shall have the authority and responsibility to take prompt corrective measures, which may include removal of the contractor’s employees from the work site.

C. Any activities of the contractor determined to be hazardous by Stafford Schools shall be immediately discontinued by the contractor upon receipt of either a written or verbal notice from

Stafford Schools to discontinue such activities.

D. If requested by the Stafford Schools Project Manager, the contractor shall provide a written health and safety plan for the project prior to proceeding with work.

6k. TAXES. Stafford Schools is exempt from payment of Federal Excise Tax and State and Local Sales and Use Tax on all tangible personal property purchased or leased by Stafford Schools for its use or consumption. Tax exemption certification will be furnished upon request. Contractors are not exempt from paying taxes on these materials and supplies, as they are considered a cost of doing business and should be considered in pricing when preparing a proposal.

6l. OFFICIALS NOT TO BENEFIT. Each offeror shall certify, upon signing the proposal, that to the best of their knowledge no Stafford Schools official or employee having official procurement https://www.sbsd.virginia.gov/directory/

RFP# 27-SCPS-006 Page 10 of 20 responsibility as provided in Article 6 of the Stafford County Procurement Policy, or member of their immediate family, has received or will receive any financial benefit of more than nominal or minimal value relating to the award of this contract. If such a benefit has been received or will be received, this fact shall be disclosed with the proposal or as soon thereafter as it appears that such a benefit will be received. Failure to disclose the information prescribed above may result in suspension or debarment, or rescission of the contract made, or could affect payment pursuant to the terms of the contract.

6m. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH. An offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 of the Code of Virginia shall include in its bid the identification number issued to it by the State

Corporation Commission. Any offeror that is not required to be authorized to transact business in the

Commonwealth as a foreign business entity under Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law shall include in its bid a statement describing why the offeror is not required to be so authorized. Any offeror described herein that fails to provide the required information shall not receive an award unless a waiver of this requirement and the administrative policies and procedures established to implement this Article is granted by the Superintendent of Stafford Schools.

The Virginia State Corporation Commission’s entity search is available via the Clerk’s Information

System available at the following website: https://cisiweb.scc.virginia.gov/z_container.aspx.

6n. ANNOUNCEMENT OF AWARD. Public notice of the award of this contract, or the announcement of the decision to award this contract, shall be given in the following manner: posting of a written notice on the Commonwealth of Virginia’s e-procurement site, eVA, at www.eva.virginia.gov.

6o. CONTRACTOR’S FORMS/BOILERPLATE CONTRACTS: All written agreements, contracts, service agreements, account applications, forms and other documents, of any nature, that the successful

Offeror would require Stafford Schools to sign in connection with any contract resulting from this procurement transaction, or the performance thereof by the Contractor, must be submitted along with the Contractor’s proposal. Under no circumstances shall Stafford Schools be required to agree to any contractual provision (i) that would materially conflict with any requirement(s) of this RFP, (ii) that would affect the price, quality, quantity or delivery schedule for any goods or services, (iii) that would conflict with any requirement of the Virginia Public Procurement Act or other applicable law or regulation, or (iv) that would, in Stafford Schools’ sole discretion, materially alter the overall combination of quality, price and various elements of required services that in total are optimal relative to Stafford Schools’ needs, and the Contractor shall not condition its performance or delivery upon any such agreement by Stafford Schools. The offeror shall state any exception to any contractual terms or conditions, including any liability provisions contained in the Request for Proposal in writing at the time of responding to this Request for Proposal. Such exceptions shall be considered during negotiation but shall not be used as a basis for scoring or evaluating which offerors are selected for negotiations.

6p. DEBARMENT STATUS: By submitting their proposals, offerors certify that they are not currently debarred by the federal government, the Commonwealth of Virginia, or any local government or public authority, from submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

6q. SCHOOL CONTRACTOR CERTIFICATION: By submitting their proposal, offerors acknowledge that any contract resulting from this solicitation for services may require Contractor, Contractor’s employees or other persons within Contractor’s control to have direct contact with

Stafford County Public School students on school property during regular school hours or during school-sponsored activities. As evidenced by the Offeror’s authorized signature on this document, Offeror hereby certifies to the School Board that all persons who will provide such services for or on behalf of the Offeror on public school property have not been convicted of any violent felony set forth in the definition of barrier crime in subsection A of Section 19.2-392.02 of the Code of Virginia; any offense involving the sexual molestation, physical, or sexual abuse or rape of a child, or the solicitation of any such offense; or any crime of moral turpitude.

7. CONTRACTUAL TERMS AND CONDITIONS

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RFP# 27-SCPS-006 Page 11 of 20

7a. CONTRACT EXECUTION. The contract entered pursuant to this RFP, hereinafter referred to as the

“contract,” is for the initial term and renewals set on the front of the RFP.

7b. CONTRACT RENEWAL. Upon a determination by Stafford Schools to renew this contract for an additional term, written notification will be given to the Contractor. Prior to the expiration date of the initial contract or any subsequent renewal, the Contractor may request price adjustments to be effective during the upcoming contract period. Price increases may be negotiated only at the time of renewal. If the Stafford Schools elects to exercise the option to renew the contract for an additional renewal term, the contract price(s) for the renewal term shall not exceed the contract price(s) of the most recent contract term by more than the percentage increase of the U.S. City Average, Other Services ID

#CWUR0000SAS367 category Urban Wage Earners and Clerical Workers section of the Consumer

Price Index (CPI-W) of the United States Bureau of Labor Statistics for the previous renewal period for which statistics are available. The source for this index shall be the Bureau of Labor Statistics

Consumer Price Index available at the following link: http://www.bls.gov/cpi.

7c. CONTRACT EXTENSION. Stafford Schools has the right to extend this contract for up to one hundred eighty (180) days following any term on the contract.

7d. CONTRACT MODIFICATION. The contract shall not be amended, modified, or otherwise changed except by the written consent of the contractor and Stafford Schools given in the same manner and form as the original signing of the contract.

7e. NEGOTIATING CONTRACT REDUCTIONS. Stafford Schools reserves the right, at any time during the contract term or any extension of the term, to renegotiate with the contractor a reduction in the compensation paid to the contractor that is less than the compensation initially agreed to by the contractor and Stafford Schools at the time of contract execution/issuance of the purchase order.

Stafford Schools may initiate such negotiations whenever Stafford Schools determines that it is in

Stafford Schools’ best fiscal interests to do so. Notwithstanding any other provision of this contract/purchase order to the contrary; Stafford Schools may terminate the contract/purchase order immediately and without penalty if Stafford Schools is unable to renegotiate the compensation with the contractor to an amount which Stafford Schools determines to be appropriate.

7f. NON-APPROPRIATION OF FUNDS. The obligations of Stafford Schools to pay compensation due to the contractor pursuant to the contract or any other payment obligations under any contract awarded pursuant to this contract are subject to appropriations by the School Board of Stafford County to satisfy payment of such obligations. Stafford Schools’ obligations to make payments during subsequent fiscal years are dependent upon the same action. If such 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

Stafford Schools will not be obligated to make any payments under the contract beyond the amount appropriated for payment obligations under the contract. Stafford Schools will provide contractor with written notice of non-appropriation of funds 30 days after action is completed by the School Board of

Stafford County, but failure to give such notice shall be of no effect and Stafford Schools shall not be obligated under the contract beyond the date of termination specified in Stafford Schools’ written notice.

7g. TERMINATION FOR CONVENIENCE. A contract may be terminated in whole or in part by

Stafford Schools in accordance with this clause whenever the Procurement Officer determines that such a termination is in the best interest of Stafford Schools. Any such termination shall be effected by delivery to the contractor of a Notice of Termination specifying the extent to which performance shall be terminated and the date upon which termination becomes effective. An equitable adjustment in the contract price shall be made for completed service, but no amount shall be allowed for anticipated profit on unperformed services.

7h. TERMINATION OF CONTRACT FOR CAUSE. If, through any cause, the contractor fails to fulfill in a timely and proper manner its obligations under the contract, or if the contractor violates any of the covenants, agreements, or stipulations of the contract, Stafford Schools shall have the right to terminate the contract. Any such termination shall be effected by mailing or delivery to the contractor of a Notice of Termination specifying the extent to which performance shall be terminated and the date upon which termination becomes effective. In such event all finished or unfinished documents, data, studies, surveys, drawings, maps, models, and reports prepared by the contractor under the contract http://www.bls.gov/cpi

RFP# 27-SCPS-006 Page 12 of 20 shall, at the option of Stafford Schools, become its property and the contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents.

Termination of the contract for cause does not relieve the contractor of liability to Stafford Schools for damages sustained by Stafford Schools by virtue of any breach of contract by the contractor until such time as the exact amount of damages due to Stafford Schools from the contractor is determined.

7i. DELIVERY/SERVICE FAILURES.

A. All goods shall be delivered FOB Destination to the Stafford Schools Department, at the time and place specified in the contract documents. Unless otherwise specified in the solicitation each case, container, package, etc., delivered under the contract must be plainly marked, stating the contractor's name, purchase order number, and delivery address as indicated in the order. No deliveries will be accepted on Saturdays, Sundays and holidays, unless previous arrangements have been made.

B. In case any items are defective in material or workmanship or otherwise not in conformity with the requirements of the contract, Stafford Schools shall have the right either to reject them (with or without instructions as to their disposition) or to require their correction.

C. Items which have been rejected or required to be corrected shall be removed or, if permitted or required by the Procurement Officer, corrected in place by and at the expense of the contractor promptly after notice, and shall not thereafter be tendered for acceptance unless the former rejection or requirement of correction is disclosed.

D. If the contractor fails promptly to remove such items which are required to be removed or promptly to replace or correct such items, Stafford Schools may either (i) by contract amendment or otherwise, replace or correct such items and contractor shall reimburse Stafford

Schools, within a reasonable time specified by the Procurement Officer, for any reasonable expense incurred in excess of the contract prices; or terminate the contract for default as provided below.

E. Unless the contractor corrects or replaces such items within the delivery schedule, the

Procurement Officer may require the delivery of such items at a reduction in price, which is equitable under the circumstances.

F. Acceptance or rejection of the goods shall be made as promptly as practicable after delivery, except as otherwise provided in the contract; but failure to inspect and accept or reject goods shall neither relieve the contractor from responsibility for such goods as are not in accordance with the contract requirements nor impose liability on Stafford Schools. The inspection and test by Stafford Schools of the goods does not relieve the contractor from any responsibility regarding defects or other failures to meet the contract requirements which may be discovered prior to acceptance.

7j. SUBLETTING OF CONTRACT OR ASSIGNMENT OF CONTRACT FUNDS. It is mutually understood and agreed that the contractor shall not assign, transfer, convey, sublet or otherwise dispose of his or her contractual duties to any other person, firm or corporation, without the previous written consent of the Procurement Officer. In no case shall such assignment of contract relieve the contractor of its obligations or change the terms of the contract.

7k. PAYMENTS TO SUBCONTRACTORS.

A. The contractor is obligated to take one of the two following actions within seven days after receipt of amounts paid to the contractor by Stafford Schools for work performed by any subcontractor under the contract:

a. Pay the subcontractor for the proportionate share of the total payment received from Stafford Schools attributable to the work performed by the subcontractor under the Contract; or

b. Notify Stafford Schools and the subcontractor, in writing, of the contractor's intention to withhold all or a part of the subcontractor's payment with the reason for nonpayment.

B. The contractor is obligated to pay interest to the subcontractor on all amounts owed by the contractor to the subcontractor that remain unpaid after seven days following receipt by the contractor of payment from Stafford Schools for work performed by the subcontractor under the

RFP# 27-SCPS-006 Page 13 of 20 contract, except for amounts withheld as allowed in subparagraph b, above. Unless otherwise provided under the terms of the contract, interest shall accrue at the rate of one percent per month.

C. The contractor shall include in each of its subcontracts, if any are permitted, a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor. The contractor's obligation to pay an interest charge to a subcontractor pursuant to this paragraph may not be construed to be an obligation of Stafford Schools. A contract modification may not be made for the purpose of providing reimbursement for such interest charge. A cost reimbursement claim may not include any amount for reimbursement for such interest charge.

D. All contractors, if proprietorships, partnerships, and/or corporations, shall provide Stafford

Schools with its federal employer identification number, or if an individual contractor, their social security number.

7l. AUDIT OF RECORDS. The parties agree that Stafford Schools or its agent must have access to and the right to examine any books, documents, papers, and records of the contractor involving transactions related to the contract or compliance with any clauses thereunder, for a period of five (5) years after final payment. The contractor must include this requirement in all subcontracts related to the contract.

7m. GENERAL GUARANTY. Contractor agrees to:

A. Save Stafford Schools, its agents and employees harmless from liability of any nature or kind for the use of any copyrighted or un-copyrighted composition; secret process, patented or unpatented; invention; article or appliance furnished or used in the performance of a contract for which the contractor is not the patentee, assignee, licensee or owner.

B. Protect Stafford Schools against latent defective material or workmanship and repair or replace any damage or marring occasioned in transit or delivery.

C. Furnish adequate protection against damage to all work and to repair damage of any kind to the building or equipment, to his or her own work or to the work of other contractors, for which his or her…