RFP 27-SCPS-011 Mental Telehealth Services K-12 w Attachments.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-011

Title: Mental Telehealth Services Issue Date: September 18, 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 20, 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 30, 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 agree 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): _________________________________________

Name (print): _______________________________________________

Title (print): ________________________________________________

Date: ______________________________________________________

Phone: ____________________ Fax: ______________________ Email: ________________________________

In accordance with Virginia Code § 2.2-4343.1, as amended, Stafford County Public 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-011 Page 2 of 29

Table of Contents

SCHOOL BOARD OF STAFFORD COUNTY

1. PURPOSE

2. BACKGROUND

MENTAL TELEHEALTH SERVICES BACKGROUND

3. SCOPE OF WORK

4. OFFEROR’S INSTRUCTIONS

5. FEDERAL TERMS AND CONDITIONS

6. BASIS FOR AWARD

7. GENERAL CONDITIONS

8. CONTRACTUAL TERMS AND CONDITIONS

ATTACHMENT A – SCC REGISTRATION

ATTACHMENT B – PROPRIETARY INFORMATION IDENTIFICATION

ATTACHMENT C – PROPOSAL QUESTIONNAIRE

ATTACHMENT D – ICT ACCESSIBILITY CERTIFICATION FORM

ATTACHMENT F - CERTIFICATION REGARDING LOBBYING

ATTACHMENT G - TELEHEALTH DATA COLLECTION FORM

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 County Public 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 County Public 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 good and services required, as a result of this solicitation.

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1. PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit proposals to establish a term contract through competitive negotiations for Mental Telehealth Services for K-12 students.

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 for the rebuild of Drew

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

MENTAL TELEHEALTH SERVICES BACKGROUND

Under Governor Glenn Youngkin’s Right Help, Right Now Behavioral Health Plan and Youth Mental Health

Strategy, Virginia is prioritizing expanded mental health access for K-12 students through school-based telehealth. Telehealth leverages telecommunications to deliver remote counseling, prevention, diagnosis, treatment, and care coordination directly to students in a familiar, low-stigma environment.

Stafford Schools has been awarded a grant by the Department of Behavioral Health and Developmental

Services (DBHDS) to partner with a mental telehealth provider to provide mental telehealth services. The district faces rising student mental health challenges alongside statewide shortages of school counselors, social workers, and psychologists. By integrating dedicated telehealth services, Stafford Schools aims to bridge provider shortages, deliver early pre-crisis interventions, and ensure equitable care for all K-12 students.

Providing timely, accessible mental health support within our schools directly supports academic achievement, boosts attendance, and reduces disciplinary incidents.

3. SCOPE OF WORK

Stafford Schools is looking to contract with a mental telehealth provider to provide mental health services to our students grades K-12. The provider shall have an electronic platform that allows parents or legal guardians to submit a request to receive mental telehealth services and licensed staff to provide services to students requiring mental telehealth services. These mental telehealth services shall be provided at no cost to Stafford Schools’ students and do not require the parent’s or legal guardian’s private health care insurance information. The provider shall provide these services in accordance with all applicable federal, state, and local laws.

The provider shall provide all mental telehealth services prior to the start of the student’s school day or upon the dismissal of Stafford Schools’ elementary, middle, and high school students. Mental telehealth services shall not be provided on any Stafford Schools property. These services shall be provided at a Stafford

Schools’ student’s home or other non-Stafford Schools location as designated by the student’s parent or legal guardian, before or after school hours.

The provider shall be required to provide, but not limited to, the following:

A. Provide mental telehealth services to students in grades K-12 and can scale up the number of students served, if necessary, based the school division’s enrollment numbers;

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B. Demonstrate that a clear menu of services are offered, including service descriptions and associated costs;

C. Provide detailed information about the billing structure for services (student-measured/time-measured).

D. Share evidence-based, tiered approaches that may be used during mental telehealth counseling and the details regarding duration, frequency, progress monitoring, and mental health need(s) they address (e.g., anxiety, trauma, substance use). Provide individualized clinical practices based on the particular needs of the student, to include but not limited to evidence-based practices for counseling are:

● Cognitive Behavioral Therapy

● Motivational Interviewing

● Dialectical Behavioral Therapy

● The Youth Screening, Brief Intervention, and Referral to

Treatment; and

● Solution Focused Brief Therapy

● Behavioral therapy and parent-child/family-focused interventions

● Emotion regulation and social-emotional skills training

E. Only use mental health professionals licensed by the Virginia Department of Health

Professionals.

F. Comply with the Health Insurance Portability and Accountability Act (HIPPA);

G. Provide a plan for collecting student, parent, and school feedback;

H. Provide student mental telehealth services after parental consent has been obtained;

I. Ensure that the Provider’s telehealth mental staff are working within their scope of practice, according to their specific license;

J. Utilize telehealth software that is easy to use and preserves privacy;

K. Responsible to provide all materials, tools, equipment, and appliances required to perform these services;

L. Collaborate with the Stafford Schools’ Contract Administrator to provide an efficient referral pathway for student access to mental telehealth services. Referrals for telehealth services should be generated only by designated school staff or by parents and legal guardians;

M. Provide documentation that a student’s parent or legal guardian approval is received prior to any outreach;

N. Provide the Stafford Schools’ Contract Administrator with parent and legal guardian sign-up materials to support and advertise these services;

O. Provide Stafford Schools staff with training on the Provider’s electronic platform;

P. Provide follow-up and case management support for students, including appointment scheduling and coordination of ongoing counseling or psychiatric supports; and

Q. Provide services that are compliant with state and federal requirements relating to accessibility, including the Americans with Disabilities Act and Sections 504 and 508 of the

Rehabilitation Act of 1973.

The Provider shall be required to collect data on mental telehealth services provided to Stafford Schools’ students during the performance of this contract. All data shall be collected on Stafford Schools’ students requesting and receiving services from the Provider and submitted to the Stafford Schools’ Contract

Administrator on a monthly basis. Refer to Attachment G – Telehealth Data Collection Form for data that needs to be collected.

4. OFFEROR’S INSTRUCTIONS

https://www.dhp.virginia.gov/ https://www.dhp.virginia.gov/

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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 Va.

Code § 2.2-4342F (provide Attachment B). It is the responsibility of the OFFEROR, not Stafford

County Public Schools, to ensure proposals are delivered to the SPECIFIED LOCATION by the date and time specified in the RFP.

B. 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.

C. 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.

D. INCLEMENT WEATHER. In the event that 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.

E. ACCOMMODATION. If you are an individual with a disability and require a 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. In order 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 detailing proposed services.

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, demo CDs, 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. 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 be attached 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;

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

4. Attachment B – Proprietary Information Designation; and

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5. Attachment C – Questionnaire

6. Attachment D – ICT Accessibility Certification Form

7. Attachment E – Certification Regarding Debarment

8. Attachment F – Certification Regarding Lobbying

9. Attachment G – Telehealth Data Collection Form

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. FEDERAL TERMS AND CONDITIONS

This project or work is funded in whole or in part by grants from the federal government. The award of any contract is subject to the requirements of 2 C.F.R. §§ 200.317 – 200.327 and 2. C.F.R. Part 200, Appendix II requiring compliance with purchasing procedures and standards.

Contractor is responsible for ensuring its compliance with all applicable federal requirements. Additionally, Contractor is responsible for ensuring that subcontractors, at as many tiers of the Project as required, perform in accordance with the terms, conditions and specifications of the contract, including all applicable federal requirements.

Upon request of Stafford County Public Schools or the federal government, Contractor shall provide evidence of the steps it has taken to ensure its compliance with the federal requirements, as well as evidence of the steps it has taken to ensure subcontractor performance, and/or submit evidence of subcontractor’s compliance at all tiers.

The following required contract clauses will be incorporated by reference in any contract awarded by Stafford

County Public Schools. These provisions and required contract clauses are in addition to other General

Contract Terms, Specifications, Special and Technical Specifications. In the event of a conflict between this

Federal Law Addendum and any other contract documents, this Federal Law Addendum takes precedence.

Some provisions and clauses require the Contractor to execute and submit certain required certifications, which are included herein. Failure to execute and submit required certifications may render a contract null and void.

5a. BREACHES AND DISPUTE RESOLUTION. All disputes arising under this Agreement or concerning its interpretation, whether involving law or fact and including but not limited to claims for additional work, compensation or time, and all claims for alleged breach of contract must be submitted in writing to the Deputy Superintendent & Chief Operating Officer as soon as the basis for the claim arises. If the claim is denied by the Deputy Superintendent & Chief Operating Officer, the claim may be submitted to the

Superintendent in writing no later than 60 days after the final payment. The time limit for a final written decision by the Superintendent is 30 days. The Contractor must continue to work as scheduled pending a decision of the Deputy Superintendent & Chief Operating Officer, Superintendent or a court of law. The procedure for consideration of contractual claims are as per Virginia Code section § 2.2-4363.

5b. CLEAN AIR ACT AND THE FEDERAL WATER POLLUTION CONTROL ACT. (40

U.S.C.§7401-7671(q), 33 U.S.C.§1251-1387, 29 C.F.R. § 5.5(b) Clean Air Act

1) The contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. § 7401 et seq.

2) The contractor agrees to report each violation to Stafford County Public Schools and understands and agrees that Stafford County Public Schools will, in turn, report each violation as required to assure notification to the Federal Emergency Management Agency, and the appropriate

Environmental Protection Agency Regional Office.

3) The contractor agrees to include these requirements in each subcontract exceeding $100,000 financed in whole or in part with federal grant funds.

Federal Water Pollution Control Act

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1) The contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et seq.

2) The contractor agrees to report each violation to Stafford County Public Schools and understands and agrees that Stafford County Public Schools will, in turn, report each violation as required to assure notification to the Federal Emergency Management Agency, and the appropriate

Environmental Protection Agency Regional Office.

3) The contractor agrees to include these requirements in each subcontract exceeding $100,000 financed in whole or in part with federal grant funds.

5c. BYRD ANTI-LOBBING AMENDMENT 31 U.S.C. 1352 (45 C.F.R., Part 18, Appendix A). Byrd

Anti-Lobbing Amendment: Contractors who apply or bid for an award of $100,000 or more shall file the certification required by 49 CFR part 20, "New Restrictions on Lobbying." Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier shall also disclose the name of any registrant under the Lobbying Disclosure Act of 1995 who has made lobbying contacts on its behalf with non- Federal funds with respect to that Federal contract, grant or award covered by 31

U.S.C. 1352. Such disclosures are forwarded from tier to tier up to the recipient.

5d. ADJUSTMENTS FOR CHANGE IN SCOPE. Stafford County Public Schools may order additions, deletions and other revisions in the Work within the general scope of the project. If the Contractor believes that any change is not within the scope of the project or warrants additional compensation or additional time, the Contractor must notify Stafford County Public Schools as soon as Stafford County

Public Schools requests the change; and the Contractor must then provide written notice of its position to the Project Officer within ten calendar days. The Contractor’s notice must detail and document the basis for the claimed amount of additional compensation or time. The Contractor will not receive any additional compensation or time pursuant to this paragraph unless the parties execute a written Contract amendment and Stafford County Public Schools issues a purchase order consistent with the amendment.

5e. COMPLIANCE WITH FEDERAL LAW, REGULATIONS, AND EXECUTIVE ORDERS. Upon execution of the contract, the contractor acknowledges that federal financial assistance may be used to fund the contract only. The contractor shall comply with all applicable federal law, regulations, executive orders, policies, procedures, and directives.

5f. DOMESTIC PREFERENCE. The recipient or subrecipient should, to the greatest extent practicable and consistent with law, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). The requirements of this section must be included in all subawards, contracts, and purchase orders under Federal awards.

For purposes of this section:

i. “Produced in the United States” means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States.

ii. “Manufactured products” means items and construction materials composed in whole or in part of non-ferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber.

5g. NO OBLIGATION BY FEDERAL GOVERNMENT. The Federal Government is not a party to this contract and is not subject to any obligations or liabilities to the non-Federal entity, contractor, or any other party pertaining to any matter resulting from the contract 5h. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS.

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Upon execution of the contract, the contractor acknowledges that 31 U.S.C. Chapter 38 (Administrative

Remedies for False Claims and Statements) applies to the contractor’s actions pertaining to this contract.

6. BASIS FOR AWARD

6a. COMPETITIVE NEGOTIATION. 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

RFP, including price if so stated in the RFP. Negotiations shall then be conducted with each of the offerors so selected. 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 so 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 6b. 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.

6c. 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.

6d. 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, on the basis of the factors involved in the RFP, including price if so stated in the

RFP. Negotiations shall then be conducted with each of the offerors so selected. 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 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.

6e. PROPOSAL EVALUATION CRITERIA. Proposals shall be evaluated by Stafford County Public

Schools using the following evaluation criteria:

1. Price. Weight: 40%

2. 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: 30%

3. Qualifications and Experience. Weight: 30%

6f. ON-SITE VISITS. Stafford Schools reserves the right to make on-site visitations 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.

6g. REVIEW OF PROPOSALS.

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.

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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.

7. GENERAL CONDITIONS

7a. 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

$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. 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.

D. 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 sub contractor'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 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

RFP # 27-SCPS-011 Page 10 of 29 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 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.

7b. 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.

7c. 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.

7d. 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.

7e. 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.

7f. 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, 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’

RFP # 27-SCPS-011 Page 11 of 29 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.”

7g. 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/.

7h. 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.

7i. 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.

7j. 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.

7k. 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 to be a cost of doing business and should be considered in pricing when preparing a proposal.

7l. 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 responsibility as provided in Article 6 of the Stafford County Procurement Policy, or member of their immediate https://www.sbsd.virginia.gov/directory/

RFP # 27-SCPS-011 Page 12 of 29 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.

7m. 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 County Public 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.

7n. 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.

7o. 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.

7p. 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.

7q. SCHOOL CONTRACTOR CERTIFICATION: By submitting their proposal, offerors acknowledge that any contract resulting from this solicitation for service requires Contractor, Contractor’s employees or other persons within Contractor’s control to have direct contact with Stafford County Public School students on school property, including virtual services, 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 school property, including virtual services, 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.

https://cisiweb.scc.virginia.gov/z_container.aspx

RFP # 27-SCPS-011 Page 13 of 29

8. CONTRACTUAL TERMS AND CONDITIONS

8a. CONTRACT EXECUTION. The contract entered into pursuant to this RFP, hereinafter referred to as the “contract,” is for the initial term and renewals set on the front of the RFP.

8b. 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.

8c. 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.

8d. 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.

8e. 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.

8f. 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…