Engineering Services for Matoaka Elementary HVAC Replacement

JAMES CITY COUNTY
Issues this
REQUEST FOR PROPOSAL
No. # 20261032 formerly 20260665
ENGINEERING SERVICE FOR MATOAKA ELEMENTARY HVAC
REPLACEMENT
On behalf of Williamsburg/James City County Public Schools
THIS PUBLIC BODY DOES NOT DISCRIMINATE AGAINST
FAITH-BASED ORGANIZATIONS
May 2026

James City County Purchasing Office
101-F Mounts Bay Road
Williamsburg, VA 23185
Phone: (757) 253-6648
Fax: (757) 253-6753
Email: Chris.Roh@jamescitycountyva.gov
http://www.jamescitycountyva.gov/467/Bids-Requests-For-Proposals
James City County, Virginia
REQUEST FOR PROPOSAL
Request For Proposal No: 20261032 formerly 20260665
Title:
Engineering Service for Matoaka Elementary HVAC Replacement
Issue Date: May 15, 2026
Due Date: June 12, 2026, NO LATER THAN 2:00 P.M. local time. EST, uploaded to OpenBids
(formerly Demand)
FAX, HAND-DELIVERED OR EMAIL SUBMISSIONS ARE NOT PERMITTED
Site Visit: All attendees planning to participate in the Pre-Proposal Conference and Site Visit
shall provide certification of employment on the firm's official letterhead identifying
the authorized representative(s) attending the meeting. The representative's legal
name must match a valid government-issued photo identification.
The required verification shall be submitted to the Purchasing Office no later than the close
of business on Thursday, May 21, 2026. via email to chris.roh@jamescitycountyva.gov.
Only individuals identified on the Purchasing Office's approved attendee list will be
permitted to attend the Site Visit. All attendees shall present a current government-
issued photo identification at check-in and must report to the main office to be
checked in by Purchasing staff and obtain a visitor pass from the school office prior
to entering the facility.
The Purchasing Office reserves the right to determine eligibility for participation in
the Site Visit and may deny entry to any individual who has not complied with these
requirements.
Pre-Proposal meeting will be held on site at Matoaka Elementary School, 4001 Brick Bat
Road 12:00 PM EST, Wednesday, May 27, 2026.
Inquiries: All questions pertaining to this project should be directed to Christopher Roh, Procurement
Specialist III, no later than 12:00 p.m. on June 03, 2026, in writing by email:
Chris.Roh@jamescitycountyva.gov. Addendum will be issued by James City County
Purchasing.
All questions that are pertinent to the RFP will be answered in the form of an
addendum, which will be uploaded to the James City County website:http://va-
jamescitycounty.civicplus.com/467/Bids-Requests-For Proposals
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JAMES CITY COUNTY DOES NOT DISCRIMINATE IN THE SOLICITATION OR
AWARDING OF CONTRACTS ON THE BASIS OF RACE, RELIGION, FAITH-BASED
ORGANIZATIONS, COLOR, NATIONAL ORIGIN, AGE, DISABILITY OR ANY OTHER
BASIS PROHIBITED BY STATE OR FEDERAL LAW.
Page 3 of 33

Cover Sheet
In compliance with this Sealed Request for Proposal and subject to all the conditions thereof, the undersigned
offers to furnish the goods/services requested and certifies he/she has read, understands, and agrees to all terms,
conditions and requirements of this bid and is authorized to contract on behalf of the firm named below.
My signature on this solicitation constitutes certification that I or my designated representative have inspected
the job site and am aware of the conditions under which the work must be accomplished. Claims, as a result of
failure to inspect the job site, will not be considered by the County. By my signature on this solicitation, I certify that
this firm/individual is properly licensed for providing the goods/services specified.
The Undersigned certifies that he (they) is the only person (persons) interested in said project and that it is made
without connection with other persons submitting a proposal on the same scope of services; that the proposal is
made without collusion, fraud, or reservation; that no official or employee of the Owner is directly or indirectly
interested in said proposal, or any portion thereof.
PROPRIETARY INFORMATION YES ( ) NO ( )
Trade secrets or proprietary information is hereby submitted and identified. Reasons for protection and
exclusion from the Virginia Freedom of Information Act (2.1-340 et seq.) are set forth below. (Additional sheet
may be added if necessary.
Vendors should indicate on the Cover Sheet the portions of their proposal that are proprietary. Please list the page
numbers and the reason(s). Do not mark the whole proposal proprietary. If Proprietary information is
stated, Vendors shall submit One (1) Original and One (1) Redacted copy (removing any proprietary data
or material. Clearly identify on the Cover Sheet the "Original" and "Redacted" copy, as "Redacted Copy of
Original Proposal" RFP# 20260284 and upload the Redacted Copy in OpenBids (formerly Demand Star)
Supplemental Documents and any additional documents may also be in the supplemental category per OpenBids
(formerly Demand Star) instructions.
Name of Person, Persons, or Corporation _______________________________________
By: _______________________________________Date: ________________________________
Print Name: __________________________________Title: _________________________________
Vendor's Registration and Signature (Provide copy with Proposal)
State Corporation Commission ID #: _________________________________________________
Company Name: __________________________________________________________________________
Address: ____________________________________________________________________
Telephone: ___________________________________ FAX: ________________________________
Email Address: ___________________________________________________________________
Federal Tax ID:
Print Name: Title: _____________________________________
Signature: ________________________________________ Date: _________________________________
This form must be signed in ink. All signatures must be original.
ACKNOWLEDGE RECEIPT OF ADDENDUM: #1____ #2____ #3____ #4____ (Please Initial)
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*SCC Requirement per the Virginia Public Procurement Act, VPPA:
2.2-4311.2. Compliance with state law; foreign and domestic businesses authorized to transact
business in the Commonwealth. -- A. All public bodies shall include in every written contract a provision that a
contractor organized as a stock or nonstock corporation, limited liability company, business trust, or limited
partnership or registered as a registered limited liability partnership shall be authorized to transact business in the
Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 or as otherwise
required by law.
B. Pursuant to competitive sealed bidding or competitive negotiation, all public bodies shall include in the
solicitation a provision that requires a bidder or offeror organized or authorized to transact business in the
Commonwealth pursuant to Title 13.1 or Title 50 to include in its bid or proposal the identification number issued
to it by the State Corporation Commission. Any bidder or 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 or as otherwise required by
law shall include in its bid or proposal a statement describing why the bidder or offeror is not required to be so
authorized.
C. Any bidder or offeror described in subsection B 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 section is granted by the Director of the Department of General Services or his designee or by the
chief executive of a local governing body.
D. Any business entity described in subsection A that enters into a contract with a public body pursuant to this
chapter shall not allow its existence to lapse or its certificate of authority or registration to transact business in the
Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term
of the contract.
E. A public body may void any contract with a business entity if the business entity fails to remain in compliance
with the provisions of this section.
*Virginia State Corporation Commission ("SCC") registration information: The undersigned Offeror:
is a corporation or other business entity with the following SCC identification number: ____________ -OR-
is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or
business trust -OR-
is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and
customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any
employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they
become contracts, and not counting any incidental presence of the Offeror in Virginia that is needed in order to
assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped
into Virginia from bidder's out-of-state location) -OR-
is an out-of-state business entity that is including with this bid an opinion of legal counsel which accurately and
completely discloses the undersigned Offeror's current contacts with Virginia and describes why those contacts do
not constitute the transaction of business in Virginia within the meaning of 13.1-757 or other similar provisions
in Titles 13.1 or 50 of the Code of Virginia.
**NOTE** >> Check the following box if you have not completed any of the foregoing options but currently have
pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish
to be considered for a waiver to allow you to submit the SCC identification number after the due date for proposals
(the Commonwealth reserves the right to determine in its sole discretion whether to allow such waiver):
Page 5 of 33

CERTIFICATION OF COMPLIANCE WITH IMMIGRATION LAWS AND REGULATIONS
Section 40.1-11.1 of the ____________________City/County Code requires that any person or entity doing
business with the City/County of _____________________, including its boards and commissions, shall include a
sworn certification by the Contractor of compliance with all federal immigration laws and regulations. These
laws include the Federal Immigration Reform and Control Act, which makes it unlawful for a person or other
entity to hire, recruit or refer for a fee for employment in the United States, an alien knowing the alien is
unauthorized, and Section 40.1-11.1 of the Code of Virginia, which makes it unlawful for any employer to
knowingly employ an alien who cannot provide documents indicating that he or she is legally eligible for
employment in the United States. The state law, in particular, places an affirmative duty on employers to ensure
that aliens have proof of eligibility for employment.
Accordingly, this certification shall be completed and attached to all contracts and agreements for goods and
services made by the City/County of _____________________ or any of its boards and commissions. Failure to
attach a completed certification shall render the contract or agreement void.
Type or print legibly when completing this form.
Legal Name of Contractor: (Note: This is your name as reported to the IRS. This should match your Social Security card or
Federal ID Number.)
Type of Business Entity:
Sole proprietorship (Provide full name and address of owner):
Limited Partnership (Provide full name and address of all partners):
General Partnership (Provide full name and address of all partners):
Limited Liability Company (Provide full name and address of all managing members):
Corporation (Provide full name and address of all officers):
Doing Business As:
If Applicable (Note: This is the name that appears on your invoices but is not used as your reporting name.)
Name and Position of Person Completing this Certificate:
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Physical Business Address:
Primary Correspondence Address (If different from physical address):
Number of Employees:
Are all Employees Who Work in the United States Eligible for Employment in the United States?
Under penalties of perjury, I declare on behalf of the Contractor listed above that to the best of my knowledge and based
upon reasonable inquiry, each and every one of the Vendor's employees who work in the United States are eligible for
employment in the United States as required by the Federal Immigration Reform and Control Act of 1986 and Section 40.1-
11.1 of the Code of Virginia. I further declare on behalf of the Contractor that it shall use due care and diligence to ensure
that all employees hired in the future who will work in the United States will be eligible for employment in the United States.
I affirm that the information provided herein is true, correct, and complete.
Sworn this ____ day of ________________, 202_ on behalf of ________________________as evidenced by the following
signature and seal:
Name of Contractor: __________________________________
Printed Name of Signatory: ___________________________________
Signature: ________________________________________________
Date: _______________
COMMONWEALTH OF VIRGINIA:
CITY/COUNTY OF____________________________, to-wit:
The foregoing instrument was acknowledged before me this ___ day of ______________, 202__, by
_______________________.
_________________________
Notary Public
Registration No.: _________________
Page 7 of 33

NON-COLLUSION AFFIDAVIT
(Williamsburg/James City County Schools) Virginia project: Engineering Service for Matoaka Elementary
HVAC Replacement
RFP 20261032 formerly 20260665
Date: ________________________, 2026
COMMONWEALTH OF VIRGINIA
James City County
This day personally appeared before the undersigned, a Notary Public in and for the City/County and State
aforesaid, who having been first duly sworn according to law, did depose and aver as follows:
(a) That he/she is
___________________________________________________
(Owner, Partner, President, etc.)
of
____________________________________________________
(Insert name of Offeror)
(b) That he/she is personally familiar with the Proposal submitted in connection with the above captioned
Owner's project.
(c) That said proposal was formulated and submitted in good faith as the true Proposal of said Offeror.
1. In preparation and submission of this Proposal, the Offeror did not either directly or indirectly,
enter into any combination or agreement with any person, firm or corporation or enter into any
agreement, participate in any collusion, or otherwise take any action in the restraint of free,
competitive bidding in violation of the Sherman act (15 U.S.C. Section 1) or sections 59.1-9.1
through 59.1-9.17 or sections 59.1-68.6 through 59.1-68.8 of the Code of Virginia.
2. The undersigned Offeror hereby certifies that neither this Proposal nor any claim resulting
therefrom, is the result of, or affected by, any act of collusion with, or any act of another person or
persons, firm or corporation engaged in the same line of business or commerce; and that no person
acting for or employed by the Owner has any personal interest in this Proposal.
3. The undersigned hereby further agrees that upon request of the Owner, the records and books
pertaining to this Proposal will be voluntarily supplied, furnished, and released to the Owner.
4. The undersigned hereby further certifies that the Offeror has not knowingly falsified, concealed,
misled, or covered up by any trick, scheme, or device a material fact in connection with this
Proposal. The undersigned also certifies that the Offeror has not made any false, fictitious or
fraudulent statements or representations or made or used any false writing or documents knowing
the same to contain any false, fictitious or fraudulent statement or entry in connection with this
Proposal.
5. The undersigned further agrees that the Offeror will comply with section 2.2-4374 of the Code of
Virginia, 1950, as amended, and has not bought or purchased any equipment from any person
employed by the Owner as an independent contractor to furnish architectural or engineering
services for this Project, nor from any partnership, association or corporation in which such
architect or engineer has a pecuniary interest.
Page 8 of 33

6. The undersigned further agrees to inform and require compliance by the following persons and
entities with this anti-collusion statement as a condition of payment: all subcontractors, consultants,
sub-consultants, or any person, corporation, or legal entities that provide or furnish labor, material,
equipment, or work related to this project. This paragraph is expressly limited to those in a direct
contractual relationship with the undersigned of over $10,000 except those persons whose only
direct contractual agreement with the undersigned is an employment contract.
All Covenants and Agreements made by the Contractor are made by it on behalf of the Contractor
and its successors, personal representatives and assigns, the same as if they had been specifically
named in each instance.
7. The signature on the Proposal Form of this solicitation constitutes certification by the Offeror or
the Offeror's designated representative that the Offeror has inspected the job site(s) and is aware
of the conditions under which the work must be accomplished. Claims, as a result of failure to
inspect the job site, will not be considered by the Owner.
And further this deponent saith not
Subscribed and sworn to before me this _____________ day of ______________, 20____
My commission expires: ____________________ , 20______
____________________________________
Notary Public
Page 9 of 33

CERTIFICATION REGARDING DEBARMENT
This is to certify that this person/firm/corporation is not now debarred by the Federal
Government or by the Commonwealth of Virginia or by any other state, or by any town, city,
or county, from submitting Bids on contracts for construction covered by this solicitation, nor
are they an agent of any person or entity that is now so debarred.
___________________________________
Name of Official
___________________________________
Title
________________________
Firm or Corporation
________________________
Date
Page 10 of 33